ONLINE ADMISSION SYSTEM

TABLE OF CONTENTS
Page No. Acknowledgement Executive summary Planning 1.1. Purpose 1.2. Project Scope 1.3. Goal. 1.4. Objectives of the proposed system. Analysis 1. Investigating 2. Functional Requirement 3. Non-Functional Requirements 3.1. Usability Requirements 3.2. Performance Requirements 3.3. Reliability 3.4. Portability Requirements 4. Immediate Feedback 5. Hardware Configuration 6. Software Configuration Flow Chart ERD DFD Decision table Gantt chart Implementation Support Conclusion 02 03 04 04 04 04 05 07 07 09 10

11 11 11 12 13 15 19 20 21 22 23

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ACKNOWLEDGEMENT
I pay special thanks to ALLAH Almighty who bestowed us the opportunity, courage and confidence to obtain more knowledge to complete our project. We would like to submit our deepest gratitude to our parents, whose prayers always supported in every task of our life, and without them we are nothing. Special thanks to Madam Zainab Rehman for her valuable contribution in this ONLINE ADMISSION SYSTEM project. Her excellent guideline for the designs and analysis enabled the system to provide required performance. She has been a constant source of inspiration and motivation for hard work. She has been very co-operative throughout this project work. Through this column, it would be our utmost pleasure to express our warm thanks to her for their encouragement, co-operation and consent without which we mightnt be able to accomplish this project. Online admission system has been possible due to the team work of our group members. We hope that the admission rules of the online admission system will provide better understanding of the system to its users.

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EXECUTIVE SUMMARY
As the number of students appearing for the counseling are increasing rapidly every year, it requires much effort and time to handle the admission system with man power and paper system. So we are in need of a better system to make the process easier and serves better which could be done by Computerized Student Admission System that facilitates the work of the universities and at the same time it must reduce the work load of the organization with expected quality. Quality in the sense, the system try to avoid the mistakes that are usually happen during the Admission Process. As still in our government universities 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 a online Admission System, to speed up and make it easy to use system. The Online Admission Application System allows institutes to receive applications through the web and candidates need not collect physical forms. Candidates are required to visit the admission website of the institute. All eligibility criteria, no. of seats, selection criteria etc are mentioned in the website. Candidates are required to fill in the online admission form and submit it online. On successful submission of the application the candidate receives a voucher for test fees against which he / she is required to make the payment of the application form. Test will be conducted and merit list of eligible candidates are generated through the application and published on the admission website.
The University Admission System has been developed in order to automate the complete admission system starting from the notification to admission process. The system enables online admissions

saving the time of the geographically scattered students. It enables reducing time in activities, centralized data handling and paperless admission with reduced manpower. It improves the operational efficiency and reduces the cost. It also provides consist view of data and integration with other institutions for verification of marks and details.
This is a online web application allows us to access the whole information about the college, staffs, students, facilities etc. This application provides information about the Campus. We can also get the latest information about the students and staffs. This generic application designed for assisting the students of an institute regarding information on the courses, subjects, and classes.

Online admission system has three basic phases. First when student will apply directly to the university through a online form. Process begins when verifier check that is the student is eligible for registration. There will be an advisor who will help the student to interact with system and to take admission in the desired subject. Advisor would generate allotment order which will be confirmed by local counselor only when the students will get their DD numbers. Thus making the admission system easy and quick.

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PLANNING
Purpose: The aim of Online Admission System is to computerize admission process without any flaws. Its basic objectives are to extend their reach to geographically scattered students, reducing time in activities, centralized data handling and paperless admission with reduced manpower. Its other factors are cost cutting, operational efficiency, consist view of data and integration with other institutions. Main challenges are effectively completing the admission process within the time limit and making the process easier for the students. Hence there is a prerequisite for maintaining a database, to store all the details. Scope of the Project: Online Admission System is to allocate seats for the eligible students which would be accessed only on the registered systems. Students are to be checked for their eligibility criteria before getting registered A database is maintained with all the colleges, courses offering by them and availability of seats. For each event database should be updated and should be ready to provide information for next candidate in no time. Goal: 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 admission. Some of the goals of the system are listed below: Manage large number of student details. Manage all details of student who registered for the course and send appropriate details about the course to the students account. Create student accounts and maintain the datas effectively. View all the details of the students.

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Reduce the work load in interview the students for selection and Counseling should be very effective rather than direct methods. Activities like updating, modification, deletion of records should be easier. The System must support Undo the Previous activities if any Problem Occurs.

Objectives of the Proposed System: The aim of the proposed system is to address the limitations of the current system. Following are the objectives of the proposed system: Reach to geographically scattered students. One of the important objectives of the admission system is communicate with all the students scattered geographically. Reducing time in activities. Reduce the time taken process the applications of students, admitting a student, conducting the online examination, verify student marks, and send call letters to selected students. Centralized data handling. Transfer the data smoothly to all the departments involved and handle the data centralized way. Paperless admission with reduced manpower. Reduce the manpower needed to perform all the admission and administration task by reducing the paper works needed. Cost cutting. Reduce the cost involved in the admission process. Operational efficiency. Improve the operational efficiency by improving the quality of the process.

Definitions, Acronyms and Abbreviations: Users of the System: i. ii. iii. iv. v. Verifier Student Advisor Counsellor Administrator

Users characteristics: i. We have five different types of users; first page of the application will show you four different logins: Verifier, Advisor, Local Counsellor, Database Administrator logins.

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ii. iii. All users should have some basic computer knowledge. Verifier should have the basic capability of verifying all the certificates produced by the students and making sure that the student is registered. iv. Advisor should get the list of all the courses and colleges available to the student based on his rank. v. Local Counsellor has the ability to finalize all the allotment orders generated in his own centre. vi. Administrator has the ultimate power and privilege to update all the databases and all the user related details. J2EE: Java2 enterprise edition is a programming platform for developing and running distributed multitier architecture java applications, based largely on modular software components running on a application server. HTML: Hyper Text Markup Language is a markup language used to design static web pages. DB2: DB2 is a database management system that delivers a flexible and cost effective database platform to build robust on demand business applications. WAS: Web sphere application server is an application server that runs business applications and supports the J2EE and web service standards. References: IEEE SRS Format. www.apeamcet.nic.in

Overview: The rest of the SRS contains specifications regarding functional and non-functional requirement of the system.

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ANALYSIS
The system analysis phase 7 step process which includes: i. ii. iii. iv. v. vi. vii. Investigation Technical Feasibility Study Operational Feasibility Study Economic Feasibility Study Legal Feasibility Study Schedule Feasibility Study Requirement Definition INVESTIGATION Purpose: Purposes of this system are as follows: i. ii. iii.
Computerize admission process without any flaws. Effectively completing the admission process within the time limit and making the process easier for the students. Maintaining the database of the students.

Problem with manual system: i. ii. iii. iv. Time consuming Not absolutely correct Increase work load Students have to visit the university personally

Proposed system: i. ii. iii. iv. v. Eliminate paper work Automated admission system Efficiently manage the student details The system supports generation of reports based on different criteria The system facilitate the online Counselling

Solutions provided by proposed system: i. ii. iii. Stores the allotted students details in the database. Maintains the crash recovery. Providing an understandable and user interactive GUI

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FEASIBILITY STUDY
Economic feasibility: It is economically feasible, it will only require a single operator to operate the system, who is responsible for entering the data into the database via a user interface provided to him, who can also able to show all the data in html tabular form so to provide information regarding the students who are either taken admission or to take admission, since it requires only a single person to operate the whole system thus reduces the cost to operate the system. In the system, the organization is most satisfied by economic feasibility. Because, if the organization implements this system, it need not require any additional hardware resources as well as it will be saving lot of time. Technical feasibility: It is technically feasible, since the whole system is designed into the latest technologies like PHP which is free under the license of PHP and the SQL Server which are the most recent technologies to develop web based systems and design databases.The system offers greater levels of user friendliness combined with greater processing speed. Therefore, the cost of maintenance can be reduced. Since, processing speed is very high and the work is reduced in the maintenance point of view management convince that the project is operationally feasible. Operational feasibility: It is Operational feasible, since the system is providing a attractive user interface to the operator/end user, so he feel very easy to work onto it. Response to operator/end user is very fast and very good. Since, as we mentioned above that it requires much less amount of cost, it uses computer work so it is very fast to operate and it is very easy for user to work on it. Legal feasibility: In the legal feasibility this system will not conflicts with legal requirements. Online admission system will comply with the local Data Protection Acts.

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FUNCTIONAL REQUIREMENTS
Functional requirements of online admission system are as follows:

i. ii.

iii. iv.

v.

vi.

vii. viii.

ix.

x.

xi. xii.

Online Admission System contains three phases; he has to pass on from one phase to another if he is eligible for the current phase. The online admission system having a server which can be accessed through some registered systems for counselling and also the details of the students who were qualified in the examination in its own database. All this information is preloaded by the administrator. Security would be provided by the administrator by assigning login details to all the users of the system (verifier, advisor, local counsellor). After making them logged in to online admission system, first input for any of the 4 users mentioned above is to give the students rank that came to them as per the counselling process. Initially verifier would check the students eligibility i.e. as he provided with all his certificates, the rank card which was issued by the government and finally made him eligible for the next phase of the counselling if he got all the required certificates including caste certificate or reservation proof with him. So, that that student got registered for the next phase of the counselling. Verifier also enters the student details which were not available from the database. So here he will enter the category of the student also which helps him in the seat availability based on his percentage of reservation. Advisor helps the student to interact with the system and to get an admission into his desired institution. After selecting students own choice from the availability advisor would generate the allotment order for the student, which will be kept in pending for the local counsellors approval. And the system provides the available seats in the colleges listed above dynamically (by updating the database time to time i.e. on every action of any user). Local counsellor has to approve the students allotment order which was generated by the advisor only when the student gets the DD number which he has paid on the name of his institution. By entering the DD number and submitting it student would get the final allotment order. After the allotment is done the details are sent to the database and then by the local counsellor a printed form of allotment order would be given.

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NONFUNCTIONAL REQUIREMENTS
Usability Requirements: Usability requirements identified for this system are listed below: i. ii. A logical interface is essential to make easy use of system, speeding up common tasks. The product could be used by two categories of people mainly administrator category and other users.

Performance Requirements: i. ii. iii. iv. The database should be able to accommodate a minimum of 10,000 records of students. At any instant the system should support use of multiple users at a time. Availability results of the requested college should be presented to the student in max of two seconds, so retrieving of data should be reliable. As each student will be given a maximum time of 10min, accessing from the database should be done at relevant speed.

Reliability: Some of the attributes identified for the reliability is listed below: i. ii. All data storage for user variables will be committed to the database at the time of entry. Data corruption is prevented by applying the possible backup procedures and techniques.

Portability Requirements: As it is a server-client model application, so the environment used in server should be used to access it in the client. There may raise a problem of run time error, to avoid that: i. Java is used to develop the product. So it is easiest to port the software in any environment.

Security Techniques: Some of the factors that are identified to protect the software from accidental or malicious access, use, modification, destruction, or disclosure are described below: i. ii. Keep specific log or history data sets. Utilize certain cryptographic techniques.

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iii. Restrict the no of systems that can access the online admission system site. This could be done only by registering the systems physical addresses before using them for online admission process. Check data integrity for critical variables. Every user should be licensed to use the system under any of the four categories provided i.e. either verifier or advisor or local counselor or administrator. Communication needs to be restricted when the application is validating the user or license. (i.e. using https).

iv. v.

vi.

Immediate Feedback: The System must try to answer all the queries of the students and it should provide immediate feedback after getting any request from the students. The system must provide the illusion to the students that, they are contact the real peoples for process the Admission task.

HARDWARE CONFIGURATION
System Processor Memory Hard Disk Keyboard Monitor Modem : Multimedia PC : Pentium 4 or above : 512MB RAM : 80GB or above : 104 standards : SVGA : Dial up/Broadband

SOFTWARE CONFIGURATION
Operating System : Windows ,LINUX Front end Back end : PHP, HTML, JavaScript
: MYSQL

DESIGN FLOWCHART:

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ER- DIAGRAMS

As university have only one verifier for the verification and checking of eligibility so student can interact with only one verifier and for passing through the stage of verification of documents student should interact with at least one verifier. Along with it verifier can interact with at least one too many students.

As university have only one counselor for the counseling and allotment approval for students so students can interact with only one counselor and after getting the DD number students will interact with at least one counselor. Counselor will interact with at least one too many students.

As university have only one adviser for helping the students how to interact with the system and to get desire subject so student can interact with only one advisor and will pass this stage when they will get the allotment orders from advisor. Advisor will interact with at least one too many students.

As university offers one too many courses to students. So, at least one student should have one course or have many courses.

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University has more than departments and one department can have many students but should have at least one student. In same way one student can take different courses in different department but for becoming a student of university he or she should enroll in one department.

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DATAFLOW DIAGRAMS

Level 0

Student

User/administrator

ONLINE ADMISSION SYSTEM

Database

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Level 1
Admin

Username + Password

Access student details

login

studentdeatail

Make the student admit shortlist

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Level 2

User/student

Username + Password

Login

Sign Up

Student details Show student details

Update student details

New student details STUDENTDETAIL Old student details

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Level 3

Admin

User/student
Username + Password

Username + Password

login

login

Sign Up

Show details

Access student details

Make the student admit shortlist

Update student details

STUDENTDETAIL

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DECISION TABLE Conditions: Check for eligibility. Processing fee submission for test Test Passes Processing fee Submission for Admission. Actions: Fee submission Voucher for test Appear in test Preparation of Merit list Seat confirmed Seat not confirmed due to unpaid dues. Not eligible Rules T T T T T T T T T F T F T F T F F T F T F T F T F F F F F F F F

T T F T F T

F F

T T

T F

F T

F F

T T

T F

F T

F F

T T

T F

F T

F F

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GANTT CHART Phases 10/10/12 24/10/12 feasibility study to 10/10/12 24/10/12 to 21/11/12 14/12/12 to 21/11/12 14/12/12 to

Requirement analysis

System design

Detailed design

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IMPLEMENTATION
The implementation part is less creative than system design. It is primarily concerned with user training, site preparation, and file conversion. During the final testing, user acceptance is tested, following by user training. Depending on the nature of the system, extensive user training may be required .Conversion usually takes phase at about the same timer the user is being trained. These are the various requirements regarding project hardware, software and the data:-

HARDWARE REQUIREMENTS
System Processor Memory Hard Disk Keyboard Monitor Modem : Multimedia PC : Pentium 4 or above : 512MB RAM : 80GB or above : 104 standards : SVGA : Dial up/Broadband

SOFTWARE REQUIREMENTS
Operating System : Windows ,LINUX Front end Back end Cut over conversion: Old system is discarded and the new online admission system takes over the entire admission procedure. This strategy is inexpensive one because no resources are spent on any other running system hence the benefit will be realized immediately. : PHP, HTML, JavaScript
: MYSQL

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MAINTENANCE AND SUPPORT

Online Admissions 1. Develop, administer, and maintain the new online admission system 2. Issue new numbers every year with passwords and print it on labels 3. Student workers: announce, interview, select, and supervise the students who work in receiving and double check data entry of applications. This process should be the registration office responsibility. 4. Prepare computers for receiving and checking the applications. 5. Provide necessary reports for the admission process 6. Provide post-admission reports/analysis as needed 7. Perform item analysis and reporting going back several years Networking: 1. Physical network design, implementation, bidding, documentation, supervising, and maintenance 2. Administer and maintain University servers o Secure the network o Complete backups o Upgrade and maintain network operating system software as necessary ( LINUX, Windows, etc.) 3. Provide internet connectivity for the University: maintenance, follow-up when problems occur, analyze needs, and monitor regularly 4. Create and maintain network accounts for all staff, faculty, administration, and student.

Web Development and Maintenance

1. Provide technical assistant to the University Website users. 2. Design, maintain, and develop the academic portal 3. Administer should maintain course availability. Training and Workshops 1. Provide in-office training as needed 2. Design and provide IT-related workshops on periodic basis when new technologies are put to use on campus and as the need arises

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CONCLUSION After completing our project ONLINE ADMISSION SYSTEM we are sure that all the problems are being solved. The online admission system is the use of a central database. This database is the basis for all actions in the system and can be trivially updated and used to aid in all of the systems processes, meaning all of the required information is stored in one central location and thus is easily accessible. This is a far more reasonable storage method than a paperbased file system, where the time of traveling to and physically searching the records for the required information could be a burden. So, system reduces the consumption of time and work load for humans. Moreover, system can perform certain tasks faster than human meaning that time can be saved performing processes such as sending communication e-mails, creating recommendations and the comparison of applications. System can maintain the detail of all students and can retrieve it at the time of need. Operational efficiency is improved by improving the quality of the process. Also obtaining the basic aim of the system that is to communicate with the students scattered geographically. And students can have quick access to system. This system has solved almost all the problems relating with the manual system. Thus helping the users to have quick access and get admission. With the computerization of the system it not only have improved the quality of the processing but also have make this process easy and quick.

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