Android-based Student Management System: Design And Implementation

Limitation of existing system

Kushwaha, Singhal and Chaurasia (2015) stated that use of mobile application provides appropriate devices to public in addition to private universities. This report provides complete solution to traditional paper based student management system. The student information is reviewed as well as valid on cloud server before definite record alternation is happened. The system plans for student as well as admin interface permit student and admin access to the student’s data. Sharp, Peters and Howard (2017) discussed that in last century, most of the universities are dependent on paper based work which is so time consuming. The mobile based application is maintaining simple interface for both student and admin.

The report is based on implementation of student management system for a university which provides up-to-date information regarding course of student, effective admission environment, easier to use online registration for academic purposes and designed system to handle information related to student application. The student management system is automation of manual performance record which enables user to access data at any place and time (Larson & Gray, 2015). The student portal consists of login page where the student can provide login details; the home page appears for the student where it shows the course details, course time table. In the admin module, the admin can put email id of student to access to student’s details. The student management system is nothing but it is an Android based application. Development of the application is followed of software development life cycle phases which are involved of requirement analysis, design, code, deployment and maintenance. Laudon and Laudon (2016) stated that the proposed system is used to store large database and knowledge base. It is used to know existing status of aspect of business because of ability to process real time data.

Bhatt et al., (2018) described that the information system helps to control operations in the university, while the system is consisted of set of interrelated components which can collect, store and distribute of information to support the decision making. Student management system is a simple information system to maintain and provide student related information.  Saunders et al., (2017) illustrated that the student management system is a new way to record management which would achieve business efficiency on processing of student information. The proposed system is a great help for administrative and academic personnel, students to update, retrieve and generate student data.   

The existing system is not user friendly as retrieval of information is slow as well as data are not maintained properly. The system is paper based; therefore it requires lot of time to update student’s information. All the records are entered manually, and hence there is large probability of errors (Nicholas & Steyn, 2017). Therefore, the university is decided to design an Android based student management system which improves efficiency of university information system. In order to overcome with drawbacks of existing system, the application content is well organized as each category of user has various system interfaces.    

The aim of this report is to design an Android based mobile application which is named as “Student Management System”. The software which is used for this project is “Android Studio”. In the proposed system, there are two modules such as admin and student used for efficient way to record student’s data.

Research Objectives

Following are the research objectives such as:

• To design an automated student management system in Android based application
• To obtain a student and admin portal upgrades data from time to time and improve transparency
• To reduce time consumption in assessing of data and number of workers

This particular study is guided with research question such as:

1. What are impacts of student management system on student records?

The student management system is a process to collect, process and store relevant information to support management operations of university. The proposed system helps to provide timely information required to ease decision making process and facilitate the university planning, scheming in addition to operational functions to be approved out. The university are facing problems in data entry, delays in entering academic details of students and others operational issues (Kadam & Onkar, 2015). The findings will disclose of poor record management as principal problem facing universities. There are also problems related to privacy of student’s data as in manual process anyone can access to the confidential data at anytime. The students are not access to the course details at time which becomes a time consuming process. The storage of data is difficult into the papers and files, therefore the proposed system will help to store data in university database.

The selected topic for this report is design a student management system which is intended to manage information of students such as course details, and timetable. It is a part of information system which is used of android studio to design the mobile application. The project when finished will provide with comprehensive student management system for the university. The information system allows authorized members to access to the records of the registered students. The results on impact of student management system in maintaining of student records help to provide proper as well as timely information to student. The admin can deliver information to student on line without visiting the office to access of information. The proposed system helps to manage relationship between university and student. It controls over academic progress of student, furthermore measures their achievement.

The purpose of this study is establishing an impact of student management system on maintenance of student records within the university. The proposed system can provide up-to-date information of the courses of the student, effective admission environment which is included of documents, easier to use online registration processes which are supported of academic purposes, database where the data are secured and well designed system that can handle information related to the users of proposed system using mobile based platform. This project report deals with concept derived from management information system, and it is innovative to aid with managing information of students in the university.

The student management system is dealing with different kind of student’s details, course details, and other resources details. The proposed system tracks details of the students from one end to other of course which are being used for the reporting purposes, progress into the course, and those details which are available for the future references. Horvat et al., (2015) stated that the student management system is such a software application which is used for educational establishments for managing the data of students. The system is provided with organized system to manage information. It is assisted with monitoring responsibility along with future planning of the students. Wei, Peng and Chou (2015) discussed that the proposed system helps the tutors to make instructional decisions and obtains particular information which may help out in working with the student. The system is facilitating of interpersonal communication and improving organizational control. Finally, the system improves over data security along with integrity.

Research Question

The scope of this particular project is limited to design as well as implementation of student management system. The purpose of this system is to allow and store information for larger number of university students (Sivo, Ku, & Acharya, 2018). Various types of privileges are provided to various types of users. Although the project is based on prototype model, therefore in future the project should expand with building a full course student management system to provide all details of students in a single database.

The importance of this project is for storing of student’s information becomes easier. The system is consisted of login and registration pages and course generation system (Chyr et al., 2017). The proposed system is mainly designed which have user friendly system interface as well as capability to integrate data. Speed, accuracy, storage capability, cost reduction, security and information management are benefits of the system in the university.  

The management information system provides mid-level as well as senior manager with summarized reports which help to assess performance and make proper decisions regarding the course details of student. Liaw and Huang (2016) stated that the proposed system is subset of internal controls of the business which covers application of people, documents as well as technologies by the running accountants to solve the business problems like product costing. Hung et al., (2015) illustrated that the management information system is used to analyze information system functional into the outfitted activities within the association. Dias and Diniz (2014) concluded that the proposed system is implemented in the university so that it can automate in addition to support human decision making. The system is provided information which is required to manage organization effectively. The system is used to collect data in accessible form to regular operations of managers for solving problems and decision making.    

The current trends of the solutions are continued growth of the users to make changes as well as there is addition to existing systems for the students. Liou, Bhagat and Chang (2018) stated that the information management system has some benefits like the system is easier to use, automated and also use friendly for the student. There are reductions of database errors which cause increase in productivity of the university where the student management system is going to implement. The mobile based application helps to take correct information of student and record it in the database for further requirements (Palumbo & Verga, 2015). It improves over workflow processes. The proposed system is not dependent on electricity to run as well as the system cannot break down.

The project management plays a key role to coordinate the project plan, design along with development processes of software project. Detailed project plan ensures that the project could complete in allocated time while achieving the project objectives. The process to manage this project report is based on three parties such as students, supervisors and head of department. The departmental head assigns lecturer to supervise the student. It is responsibility of student as well as supervisor to monitor progress of the student management system (Hwang, Sung, & Chang, 2017). Methods as well as processes involved with monitoring processes are varied between each project supervisor. The proposed system is included with:

1. The student management system will affect inception to business organization. It will help to access and manage current documents as well as data that the operation can handle (Shin & Kang, 2015).
2. The system will be used for record keeping purposes of students.
3. The system will provide business organization streamlined operations which will reduce paper based work.
4. The student records are mobile based service which allows the admin to view student information and perform of student administration work. It allows the student to enroll of a course and see the time table (Wang, 2015).
5. The system will help to store the data into institutions database using proposed system.

Proposed Solution

Following are objectives to implement a student management system in the university:

• To transform quality in research as well as teaching purposes
• To enable data applications for supporting mission of university
• To provide flexible way to communicate the students on online mode
• To meet with communicational requirements among tutors and students
• To upgrade technology infrastructure of university

Phases of project approach	Details
Initiation and planning	· Resource allocation · Plan and approval of project outline
Execution	· Monitoring and controlling of the project · Requirement analysis and project specifications · Design of student management system · Implementation of student management system · Quality management of proposed system · Training of the employees
Installation	· Install the software · Installation of database and hardware components of the system
Maintenance	· Monitoring of entire project work · Taking actions to solve the issues · Gathering the project requirements for system enhancements

Constraints in the project	Details
Resource	The staffs and resources are available for only part time basis work in the project plan.
Budget	The salary scheme of the employees is based on existing market conditions. The total employee cost is around 60% of project budget.
Schedule	The project is required to implement in 24 months and existing services are maintained. The project team members are not working on weekends.
Quality	The deliverables related to project plan as well as proposed system are issue to quality review through design further implementation processes (Nikou & Economides, 2017).

The student management system is aimed to improve efficiency of the business operations of university and main function is to manage and maintain information. The objective to design a new system is automation of current procedure to manage and control information related to student details (Hatun Atas & Delialioglu, 2018). The proposed system will keep information on central server while allows users to access information from their own Smartphone through android application. Developed and proposed application is used by students and tutors. Functionalities of proposed system are defined in various student and admin modules:

Registration and login: The user can download the application, and then the user can register through that application by provided personal details for registration (Huang & Chiu, 2015). After registration, the user can login in the system by providing correct user id as well as password.

Course selection: The user can enroll their name in any course they are desired, but under any course, the student can able to select any three subjects for the particular course.

Register for course: After searching for particular course, the user will request to fill online course registration form in the application. After that, the user will be taken to payment page where the student can pay for their course (Nikou & Economides, 2017).

Timetable: The user can access to the timetable for their course so that they can know about their course details.

Student details: The admin can access to student’s details by entering their email id. Then, the admin can search for academic details so that they can come to know about the student and the course details (Muhuri, Gupta & Mendel, 2018). The tutor can get desired student’s data directly from the portal.

All the above features of student management system are followed by development process where it is being carried out on Android Studio using the Java and XML programming language.

The non-functional requirements of proposed system are as follows:

1. Enable the administration of university to access to student’s records
2. Capture the details of the students related to course
3. Retrieve of student’s personal data and records
4. Enable the flow of information from one department to other
5. Ensure for security as well as privacy of student’s data
6. Help students to know about their course details

WBS	Task Name	Duration	Start	Finish	Resource Names	Cost
0	Design a student management system	524 days	Tue 10/30/18	Fri 10/30/20		$177,680.00
1	Project initiation and planning	62 days	Tue 10/30/18	Wed 1/23/19		$19,840.00
1.1	Start the project plan	2 days	Tue 10/30/18	Wed 10/31/18	Project Manager	$480.00
1.2	Define the project scope	4 days	Thu 11/1/18	Tue 11/6/18	Project Manager	$960.00
1.3	Project planning	16 days	Wed 11/7/18	Wed 11/28/18	Project Manager	$3,840.00
1.4	Establish the project environment	17 days	Thu 11/29/18	Fri 12/21/18	Project Manager, Risk Manager	$6,800.00
1.5	Develop the project charter	14 days	Mon 12/24/18	Thu 1/10/19	Human Resource Manager, Project Manager	$5,600.00
1.6	Approval of project charter	9 days	Fri 1/11/19	Wed 1/23/19	Project Manager	$2,160.00
2	Project monitoring and control	70 days	Thu 1/24/19	Wed 5/1/19		$26,120.00
2.1	Manage the resources in the project	12 days	Thu 1/24/19	Fri 2/8/19	Human Resource Manager, Project Manager	$4,800.00
2.2	Manage the risks	15 days	Mon 2/11/19	Fri 3/1/19	Project Manager, Risk Manager	$6,000.00
2.3	Manage communication	10 days	Mon 3/4/19	Fri 3/15/19	Project Manager	$2,400.00
2.4	Request for project proposal submitted	8 days	Mon 3/18/19	Wed 3/27/19	Project Manager	$1,920.00
2.5	Manage user acceptance	18 days	Thu 3/28/19	Mon 4/22/19	Project Manager, System Developer	$7,920.00
2.6	Define the system features	7 days	Tue 4/23/19	Wed 5/1/19	Project Manager, System Developer	$3,080.00
3	Requirement analysis and specification	53 days	Thu 5/2/19	Mon 7/15/19		$23,600.00
3.1	Requirement identification	12 days	Thu 5/2/19	Fri 5/17/19	Project Manager, Risk Manager	$4,800.00
3.2	Document analysis	15 days	Mon 5/20/19	Fri 6/7/19	Project Manager, Quality Analyzer, Risk Manager	$8,400.00
3.3	Identify the functional requirements of proposed system	12 days	Mon 6/10/19	Tue 6/25/19	System Analyst, System Developer	$4,800.00
3.4	Identify non-functional requirements of proposed system	14 days	Wed 6/26/19	Mon 7/15/19	System Analyst, System Developer	$5,600.00
4	Quality management	52 days	Tue 7/16/19	Wed 9/25/19		$18,240.00
4.1	Develop the software quality plan	12 days	Tue 7/16/19	Wed 7/31/19	Quality Analyzer, Risk Manager	$3,840.00
4.2	Manage the project quality	15 days	Thu 8/1/19	Wed 8/21/19	Quality Analyzer, System Developer	$5,400.00
4.3	Perform a quality improvements	16 days	Thu 8/22/19	Thu 9/12/19	Quality Analyzer, System Developer	$5,760.00
4.4	Evaluate the project quality	9 days	Fri 9/13/19	Wed 9/25/19	Quality Analyzer, System Analyst	$3,240.00
5	Design the proposed system	32 days	Thu 9/26/19	Fri 11/8/19		$14,400.00
5.1	Architectural design	10 days	Thu 9/26/19	Wed 10/9/19	Quality Analyzer, System Analyst, System Developer	$5,600.00
5.2	Design the database	7 days	Thu 10/10/19	Fri 10/18/19	System Analyst, System Developer	$2,800.00
5.3	Interface development	6 days	Mon 10/21/19	Mon 10/28/19	System Analyst, System Developer	$2,400.00
5.4	Develop the system architecture	9 days	Tue 10/29/19	Fri 11/8/19	System Analyst, System Developer	$3,600.00
6	Implementation	74 days	Mon 11/11/19	Thu 2/20/20		$25,720.00
6.1	Develop the system interface	29 days	Mon 11/11/19	Thu 12/19/19	System Developer	$5,800.00
6.2	Develop the student management system	21 days	Fri 12/20/19	Fri 1/17/20	Quality Analyzer, System Analyst, System Developer, System Tester	$15,120.00
6.3	Implementation completed	24 days	Mon 1/20/20	Thu 2/20/20	System Developer	$4,800.00
7	Testing and training	162 days	Fri 2/21/20	Mon 10/5/20		$44,240.00
7.1	Develop the testing	20 days	Fri 2/21/20	Thu 3/19/20	System Analyst, System Tester	$7,200.00
7.2	Select the testing results	23 days	Fri 3/20/20	Tue 4/21/20	System Analyst, System Developer	$9,200.00
7.3	Analyze the test results	26 days	Wed 4/22/20	Wed 5/27/20	System Analyst, System Tester	$9,360.00
7.4	Testing completed	18 days	Thu 5/28/20	Mon 6/22/20	System Tester	$2,880.00
7.5	Schedule the training	60 days	Tue 6/23/20	Mon 9/14/20	Human Resource Manager	$9,600.00
7.6	Training completed	15 days	Tue 9/15/20	Mon 10/5/20	Human Resource Manager, Project Manager	$6,000.00
8	Maintenance	19 days	Tue 10/6/20	Fri 10/30/20		$5,520.00
8.1	Perform an impact analysis	2 days	Tue 10/6/20	Wed 10/7/20	Project Manager, Quality Analyzer	$800.00
8.2	Monitor user acceptance	6 days	Thu 10/8/20	Thu 10/15/20	Human Resource Manager	$960.00
8.3	Maintain the system	8 days	Fri 10/16/20	Tue 10/27/20	Quality Analyzer, Risk Manager	$2,560.00
8.4	Maintenance completed	3 days	Wed 10/28/20	Fri 10/30/20	Quality Analyzer, Project Manager	$1,200.00

I have developed the student management system for facilitating the administration system to manage different information of the students along with processes involved in the university. The university can access to proper student’s information properly when it is required (Joo, Kim, & Kim, 2016). It helps to make improvement over operational efficiency as well as usefulness. My role in this project is to develop the system modules. The management system is consisted of various modules such as:

• Student registration
• Student log in and sign up
• Course details
• Timetable

The mobile application is created using Android studio. I had carried out with creating user interface by placing of controls in form of window. The properties are set using properties window for controlling the application (Bogdanovic et al., 2014). I had then written programming codes for manipulation of properties to control within code window. In this project plan, there is discussion of development processes as well as system modules which are developed in this report to build and deploy the Android based mobile application. Before starting to work in the development phase of the mobile application, requirement gathering are to be taken place. It helps to analyze application for future reference. According to Lee, Shon, & Kim (2015), the system development life cycle (SDLC) is process to understand how the information system can able to support business requirements, design of the system, and deliver it to the users. This concept underpins with software development methodologies. The methods form framework for planning, controlling to create the information system (Sailer, Kiefer, & Raubal, 2015). SDLC is resulted in high quality system which meets and exceeds with customer’s expectations. There are four phases of SDLC such as:

• Requirements
• Design
• Implementation
• Verification
• Maintenance

Methodology

The mobile application of the student management system is nothing but such an application where the student and faculty can access to the course details. The development of mobile application is followed by steps in SDLC, and this development method is selected which are involved with following phases such as:

Requirement phase: It is a process to understand and determine the design of student management system. It is involved to gather system requirements as well as demands for each user such as student and tutor (Conde et al., 2014). The researcher prioritizes the requirements similar to the software system accessibility. Following are the requirements of proposed system such as:

Type of system requirements	Details
Functional requirements	· Student course management · Student registration · Course evaluation management
Non-functional requirements	· Security · Performance of proposed system · User friendly · Maintainability
Student requirements	· To manage the personal details  as well as academic performance details of the students · To apply for the course using the mobile application · To assess the course details of the students · To check for availability of the subjects in the department · To check for the course details from anywhere as well as anytime via use of mobile application
Faculty requirements	· To evaluate as well as update the course details of students · To make corrections in the course details of student · To update personal as well as professional details of the student · To get up-to-date notifications and activities in the student’s departments
System requirements	· System development software tools · Android studio · Operating system · System hardware development tools

Design phase: It is concluded that the design phase is included with description of system structure, and detailed design of system components. The functions of system design as well as operations are being described, such as screen layout, process diagrams and documentations (Nguyen et al., 2015). The output of this stage is describing new system as collection of system modules and subsystems. In this phase, system as well as UI is conducted in mobile application (Sarrab, ElNikou, S. A., & Economides, & Alnaeli, 2016). The results from the requirement analysis are converted into physical as well as logical design. Following table shows design details for implementation of student management system.

Design phases	Description
Interface design	The interface design is focused on layout of entire mobile portal which are visible to the users after deployment into the real time environment. This design is showing physical framework for the web page into the portal (Dahlstrom, Brooks, & Bichsel, 2014). It is depicted with set of UML diagrams and the diagrams are used such as data flow diagrams, Entity Relationship Diagrams for the database design and others. It is included with UX and user interface design for the mobile application.
Modular design	This design is involved process to classify mobile portal elements into various subs-systems. The modular design of mobile application is categorized into course details which show details of course, important notifications as well as activities within the university (Shin & Kang, 2015). The student’s details are also shown such as personal details of them.

Implementation phase: In this phase, coding is used for programming the student’s information into the Android based mobile application. JavaScript is such a language which is used to develop the application. Those programming languages are being used for defining content of the web pages, layout of the web pages and program behavior of the web pages (Han & Shin, 2016). In the Android application, there is figured out use of Java as the programming language as well as use of SQLite database for local app data storage. This particular phase is included with requirement and design specifications which are converted in actual programming code (Hsia, 2016). This phase is carried out on Android Studio using the Java and XML programming language. The Javascript is about programming while XML is lays out interface or front end design.

Testing phase: It is a process to check software performance. It is debugging errors which are encountered after the system is functioning. The testing phase is included system testing divided in smaller entities, testing the looping of smaller entities as well as working of system as whole within actual user environments (Huang & Chiu, 2015). Following are testing phases which are used such as:

Testing phases	Description
Unit testing	In this particular test, the proposed system is to be divided in smaller entities and each of them is known as unit. Each of the units is tested at time. The test makes sure that working of each modules based on system functional requirements are done in functionality point of view. It is visible to the users (Humanante-Ramos et al., 2015). It is spotted the design errors and database dependency errors in the project.
Integration testing	In this particular test, each unit is looped to form long as well as continuous chain of the modules till it is not covering entire system (Farley et al., 2015). This test is checking behaviour of system interface which is performed after unit test.
Black box testing	This testing is conducted by integration of system modules for testing entire mobile application (Kim, Lee, & Rha, 2017).
System testing	It is performed to check compatibility of mobile application with various Smartphone devices and check compatibility of Android.

Deployment phase: Testing of product is deployed to customer for usage. The products are provided to customers they will then perform beta testing of the product. When there is required to make changes and bugs are caught, then it will require reporting the engineering team regarding this. Once the changes are made as well as bugs are to be fixed, then final deployments are happened (Dahlstrom, Brooks, & Bichsel, 2014). On deployment, the mobile application is installable on the devices using generated apk file. It is helpful to deliver application for the users for downloading from android app download platforms such as Google Play store or the University website in this case.

Expected Contribution

The major steps which are involved in the deployment phase are:

• Acquisition as well as installation of both hardware as well as software
• User training
• Documentation
• Conversion

Maintenance phase: This particular phase is involved with regular checkup of web application within actual user environments. After deployment of the mobile portal within actual user environment, the problem are raised regarding bugs as well as fixed those bugs on time. If the bugs are not fixed on time, it creates a huge problem for implementation of the proposed system (Bogdanovic et al., 2014). The problems are raised due to various versions as well as combination of software. When the researcher is used of Java version for SQL developer, then it causes errors in time to execute the mobile application. There are two types of maintenance activities where the software is being tested on latest versions of operating system (Hwang, Sung, & Chang, 2017). Other is when proper maintenance is carried out where regular check up is taking place before bugs are appeared.  

The implementation project plan has uncertainties which can affect the project success. Muhuri, Gupta, & Mendel (2018) stated that those uncertainties into the project work are termed as risk. It is required to analyze the risks and then mitigate those risks to reduce chances of occurrences and develop plan to avoid the risks which are identified.

Risk event	Consequence	Probability	Impact	Risk response plan
Incompatible software applications by means of operating system	There is delay in the implementation of system.	Medium	Medium	It is required to source each software application which is compatible with the operating system (Liaw & Huang, 2016). It is required to find other workstation.
User requirements are keep on changing	More time is needed as modifications into the system are done through entire project period as it causes delays in the project deadline for each project phases (Wei, Peng, & Chou, 2015).	Medium	High	It is required to check with the user on the system requirements. More time is allocated for development and implementation, testing stages.
Difficulties to code for the system	There is delay in implementation of proposed system.	Medium	Medium	It is required to research more on PHP language like toolkits as well as websites for tutorials (Sharp, Peters, & Howard, 2017).
The users are not accepted the system	The client is not satisfied with the objectives as well as project completion (Horvat et al., 2017).	Low	High	It is required to check with user after implementation of system to make sure that all system functions are conducted.

It s summarized that the mobile application is designed for basic purpose to main student’s data as well as information, personal data and tutor data are dynamic in nature. The Android based mobile application on programmed using dimple codes. Integration of system development environment helps to design the mobile application with easier as well as required way. The proposed system enables the users to admission, directs as well as informs the data properly and professionally. The system allows for centralized facilities which can adjust and split among various users. From understanding the user requirements towards system design, each of the SDLA steps are required in-depth understanding towards achievement of project objectives. The student management module is not integrated to system as well as used on real time environment, and then the system prototype is demonstrated for easier navigation, data are stored in proper way. It is concluded that there is improvement of efficiency and simplification of work processes. The proposed system is flexible for the future upgrade using the advanced technology as well as devices. In this process to perform the work, all the phases of SDLC are properly analyzed to meet with project aim and objectives.  

The implementation phase helps to mention the technical constraints of the applciation1that is being developed. These details are required to highlight the concepts that are primarily adapted by the program designers and the developers in order to develop the program. The designers produce their design report that states all the design constraints of the application. This report is documented with all the detailed aspects of the application’s design process. This includes interfaces, Use Case documentations, UML designs, activity designs and many more of such design prospects of the program to be developed in the development phase. The development on the other hand, takes on from where the designers left. They interpret the design modules of the design documentation and then develop the application based on the specifications from the design documentation. This development process can also be termed as the practical implementation of the design phase.

In this project, a student management system is to be designed and developed from scratch. This application as mentioned in the previous sections will be comprised of tools and techniques that will allow several students to create accounts into the system and then access their portals for different certain academic purposes. The implementation phase here will describe the design, development, and testing and deployment process of the application.

First, the enrolment process will be described using a valid flowchart of the process. The flowchart and the description blog will consist of a detailed explanation of every steps that a student needs to go through in order to enrol for a particular course and then select a total of three subjects from the list available. Also, the application development process will be represented via a detailed flowchart. This process will remark upon all the steps that have been travelled in building the application from scratch. This will give a fair idea of the entire design and development process.

The following are the functional requirements for the application:

• Students must be able to register for a new account: Every new student who wishes to register for a course will require to sign up with valid personal details.
• Students must be able to login to their accounts using valid mail id and password: The users of the system must be allowed to login with their valid mail id and password once they have already signed up into the system.
• Generate a student-id on registration: On registering with a new account, a unique student ID is generated and displayed to the student.
• Enter all required educational details before proceeding with course registration: Student needs to enter his educational details like latest qualification, institute and aggregate marks. The aggregate marks needs to be checked as well.
• Produce a list of courses available: The student needs to be provided to choose from all the courses that are available.
• Produce the list subjects available under the selected course and allow adding of three courses minimum: Only the subjects that are entitled to a particular course should be listed for the student to make a choice for three.
• Unique choice of subjects: The three chosen subjects must be unique.
• View Subjects and course chosen: The student must be greeted with the subject’s list page along with the course registered for, once he or she has already successfully registered for a course.
• View the time-table for a particular course: The student, once registered for a particular course, will be allowed to view the updated timetable for it.
• Edit the details of a profile: The user will be able to edit their personal details which they have entered during sign up. They will be allowed to cancel the update at any instance or they will be able to save the changes made. The system must check if all the values are filled.
• Check the uniqueness of the email before registration or profile update: The email address of each student must be unique.
• Phone numbers must be 10 digits in length: The phone number entered must be of 10 digits length. Any other length of digit will not be accepted.
• Email IDs must be valid: Email ID must be validated using the general email structure notation.
• Passwords must be of at least 6 characters in length: The passwords entered for registration must of at least 6 characters of long.
• Admin login should be provided: Admin should be able to login using the admin id and the password.
• Admin should be able to search for students using their mail id: Admins should be able to search for a particular student using their email id.
• Admin should be able to view all details of a particular student: All details of the searched details should be displayed in a screen.
• Admin should be able to delete a student record after searching: The student records should be allowed to be deleted if the admin wishes to.

• The application needs to be developed using Android studio as the app is to be used on Android platforms only.
• The app needs to be robust. This means that the application must run efficiently withstanding all the hardships that may come. The application must not crash, however difficult the conditions might get, instead valid error messages should be put up.
• The app needs to have an interactive interface that exhibits all necessary informations out to the user with great specification. The user id of the logged in user shall be prompted.
• Security should be maintained throughout the application. The app must not allow a user to login without the valid login credentials. Similarly, only administrators with admin login credentials can access the admin portal. The students will not be granted any access to this portal.
• Ease of navigation is a key technical requirement for any application. The user must be allowed to freely navigate between pages as and when necessary. All these pages must have the option to allow the user to logout.

The above flowchart describes the enrolment process that a user must go through in order to enrol for a particular course or a set of courses, in the University. Below is the detailed explanation of the steps that are involved within the process.

If the user is new, he or she would be required to sign up into the application. This can be considered as a preliminary admission process for the new student. On successful registration, the user will be provided with a new Student ID. They can use this ID to login into their student portal within the application. On successful registration, the student data will also get pushed to the University database.  On successful login, they will be guided to their portal home page. However, in case the login parameters does not comprehend, the user will be guided back to the application’s home page and will be asked to make a fresh login.

On successful login, the user will be allowed to choose 3 subjects from all the available subjects once they have opted for a course, for the student’s valid tenure. On searching for a particular course, the student will be requested to fill the online course registration form within the application. If the course form entry is validated, the user is taken to the subject choosing page, and then an information about payment is displayed. On registration into each subject for a course, the data will be pushed into the University database alongside the student’s personal records.

This is supposed to be the first amongst the upcoming four-blog series, where I would discuss about the development process and the modules that have been developed in order to build and deploy the concerned application. This is a Student Management System android application. As we all know, before starting with the development phase of any application, the requirement gathering phase is very crucial (Bassil, 2012). This helps to spot out the necessities of the application and proceed further accordingly.

The Week-1 activities for my application development includes the involvement of the requirement analysis phase. The functional and non-functional requirements for the application have been conceptualized and documented. It was made sure that the application requirements that have been conceptualized abide by the business requirements and other development demographics for the application. Furthermore, all required substantial research and brainstorming has been conducted to proceed with the finalization of these requirements and generate a feasibility report.

Feasibility assessment report helps to create or list down a concrete set of requirements that are actually possible to be implemented within the application. This involved me into chalking out the wireframes of the application alongside the storyboards which would help me realize the feasible and non-feasible requirements from the above generated list. On confirmation, I managed to document the necessary and feasible set of requirements for the application. However, it was assured that all of the business policies of the application were fulfilled. This would be used in the application’s design and development process, in the next weeks to come.

Considering the final set of the listed requirements, in week-2 the system and UI designing phase of the application was conducted. This phase is considered as one of the most important phase of the application development process (Dingsøyr et al., 2012). It is in this phase that the results from the requirement analysis part is converted into physical and logical designs. Having addressed the “what”s in the previous phase, this is the phase in which the “how”s of the development process are answered in details. This includes the UX or the User Interface designs for the application. Furthermore, to comply with the functional requirements, the use of application’s inputs, outputs, forms, databases and other processing specifications are planned out. These are then analysed to formulate the programming language that can be best used to design and develop the Student Management System application. Being a native Android application, I figured out that the use of Java as the programming language would be highly beneficial alongside using SQLite database for local app data storage (Hellman, 2013).

This phase also encourages the designing of the technical details before the implementation phase, which includes system use cases, sequence diagrams, flowcharts, Data Flow Diagrams, UML class diagrams and Entity Relationship Diagrams for the database design.

Having finished with the design phase and studied all my conceptualizations and design documentations, I started working on the project. I could however only manage to work on the basic from end coding of the application alongside primary database connectivity for user registration. This involved the front end implementation of the Home page, Login and Sign-up pages. A preliminary version was framed from this where students can create their accounts using personal data and then login accordingly. Further amendments are to be made in the coming weeks.

This blog is mainly being written to address the development or implementation details of the application. This is the actual phase where all the requirement and design specifications mentioned in the previous blogs are converted into actual programming code. The preliminary development was already initiated in the previous week as the user’s registration into the application and the login functionalities were implemented with a basic user interface. The development process in being carried out on Android Studio using the Java and XML programming language. Java writes the logic for the programs while XML lays out the interface or front end design.

The graphical layout of these pages were changed to suit the overall theme of the application however, the functionalities were kept intact. Furthermore, the other required activities of the application were developed using the Object Oriented Programming technique. This helped to create the application by developing one module at a time and hence it offered better code usability and integrity (Fuggetta & Di Nitto, 2014). The course registration functionality was the first to be implemented followed by the time-table up-gradation procedure. Finally, the administrator end of the application was implemented. Several challenges were faced in this phase. Some of them involved the generation of hectic bug reports which took me hours to resolve and make the program as flawless as possible.

Having developed the entire application in the previous week, this was time to conduct the testing and finally deploy the application. Several testing methods were available for implementation in this project (Mirzaei et al., 2012). Primarily the unit testing procedure was adapted, which allowed the better testing of the individual modules of the application. On testing each module, test reports were generated. These reports consisted of the bugs that were identified and hence they were to be fixed by diving back to the development phase. This phase helped to spot the design errors and some of the database dependency errors that existed in my project. The final black box testing was conducted by integrating the entire system modules to test the application as a whole. System testing was also performed to check the application’s compatibility with different smartphone devices and the target android compatibility was also checked (Jorgensen, 2013).

After fixing all the bugs that were identified in the testing phase, the application was deployed using the tools and techniques of Android Studio. On deployment, the application is now installable on any device using the generated apk file. This can later be helpful in delivering the application for the users to download from the majorly available android app download platforms like Google Play store or the University website in this case.

This is the main home page of the application. The user will need to click on the Sign up or the Login icon on the top of the page. This will direct the user to the appropriate page or activity within the application.

The Sign Up activity serves the purpose of getting user inputs from the users regarding the details for the registration of an account. The user needs to input all of his or her personal details to sign up with a new account. The password needs to be clarified with the confirm-password option before proceeding. The email and phone numbers are also verified according to the internal protocols of the app. The user also has the option to navigate to the login page if he already has an account.

Users will have to enter their registered email id and the respective passwords to login into their SMS accounts. If the password or email verification fails, a valid message will be displayed and the login will be prohibited. The error message will be displayed as a toast. On successful login, the user will be directed towards a valid portal, either admin or student, depending on the account type.

On successfully logging in, the student user will be left in the user landing page of the application. On this page, the user will be provided the options for all the required functionalities.

The student can use this page to enter all the details for the purpose of course registration. The student will also be able to choose from the available courses in the University. The confirmation of the course will not be proceeded unless the user fills all the details asked for this activity.

On choosing a particular course and clicking on the confirm course button, the user will be taken into the subject registration page. This page will allow the user to choose 3 different subjects and then complete the course registration process.

The student will be able to view the timetable of the course that they have registered for. The registered course’s timetable is fetched from within the app’s database and displayed accordingly. If the student wishes to view the timetable without registering successfully for any course, this page will ask the user to register to a course first.

This activity aids to edit the details of a profile. The user will be able to edit their personal details which they have entered during sign up. They will be allowed to cancel the update at any instance or they will be able to save the changes made. The system must check if all the values are filled. Check the uniqueness of the email before registration or profile update: The email address of each student must be unique. Phone numbers must be 10 digits in length: The phone number entered must be of 10 digits length. Any other length of digit will not be accepted. Email ID must be validated using the general email structure notation. Passwords entered for registration must of at least 6 characters of long.

If the student has already registered to a course, he will be directed to the subjects display page. The student must be greeted with the subject’s list page along with the course registered for, once he or she has already successfully registered for a course. The price of the registered course will also be displayed.

This java file helps to define the starting resources of the application. This java code inserts all the starting data into the database. This is the opening activity of the app. 

This java activity performs all the necessary steps required to register a new user to the app. The java page produces the logic that is necessary to verify all the necessary details of the user’s inputs. It also generates the unique student Id for the app.

Performs the login credential check for the user. It also advances the user to the home page if the login is successful. The login is checked against the data present in the database.

This code snippet helps to fetch all the courses from the database and put them into a list. This data represents the courses that are to be put into the combo box of courses.

This code snippet helps to fetch all the subjects from the database for a particular course and put them into a list. This data represents the subjects that are to be put into the combo box for each course.

This is the java file that assists the users to edit the already uploaded profile. The java code here checks if all the data in the fields are filled and valid while the data is being updated. Therefore, the multiple conditional statements are used to validate user inputs. Furthermore, the SQLite UPDATE queries has been integrated with the java code to update the specific student table in the database.

The development of this task was a vast assignment to be completed. This application was a complex one and hence multiple bugging and debugging issues were identified. These were promptly fixed by making quick database and java code integrations.

The project output is a student management system which refers to results as well as information which are generated by system for end users. The output is main cause behind development of proposed system based on which it evaluates usefulness of mobile application. The project output is designed in such manner that it is convenient as well as attractive (Sailer, Kiefer, & Raubal, 2015). The proposed system is designed with different features which make people more console output. Most important factor of proposed system is output that it is produced. The project output is required to communicate the project results for processing to the system users. Computer output is important as well as direct source of information to the system users. Designing of computer output is proceeding in well-organized manner (Han & Shin, 2016). The project outputs are defined throughout the logical design stages. There is various types of project outputs such as:

• External output
• Internal outputs
• Operational outputs

Implementation of student management system is followed of effective as well as useful process so that the proposed system is successfully implemented in the university. This proposed system is automated version of the manual student management system (Kim, Lee, & Rha, 2017). It can handle the course details, personal details of student, time table details and others. In case of manual system, there is required a lot of time to process the student details into the university system, and the manpower work is being computerized. The accuracy of proposed system is also maintained so that the system is useful for the university. The system is consisted of two types of modules such as administrator as well as user. The entire student management system is being managed by administrator. It is responsibility of administrator to enter, update as well as monitor the entire system (Joo, Kim, & Kim, 2016). The user such as student can register for the course and enter the personal details for sign up in the mobile application. When the user can log in the system, then he/she would able to view the student’s details such as apply for the course and view the timetable.

The project is evaluated the information collected in requirement phase for determination of project if it is feasible with respect to cost, scope, technology and schedule. When the system development is feasible, then evaluation of various system interfaces are required to evaluate such as it can best match with user’s present as well as future requirements (Shin & Kang, 2015). Evaluation of cost, scope, technology and schedule of project is required such that the project is not sustained without attainable finished product. The cost is considered as important consideration as requirement of system can increase beyond estimated budget. Technology is considered to make sure that the system is not required hardware and software features. Scope as well as schedule of project reevaluated with use of user requirements (Sailer, Kiefer, & Raubal, 2015). If there is no change in project scope, then the project schedule is reevaluated to make sure that the project is completed in scheduled time. The final evaluation of system is selection of proposed system and its system interface.  

This project work has vast scope in the future. The project is to be implemented in future with additional and extra features in the proposed student management system. The project is updated in near future in a flexible way. Following are the future opportunities which help sustain the mobile application for the undergraduates such as:

1. In the future, the researcher can upgrade the mobile application to store attendance of the students.
2. The mobile application should be combined with internal as well as external web sites of the university. Therefore, the courses within the university become single mobile application.
3. By use of artificial intelligence, the mobile can track usage of the Wi-Fi based on the student’s registered devices.
4. The researcher should add other features such as university details, student results, review and feedback so that the student can come to know everything in a single mobile application.
5. The students can directly fill the resume system which will use of artificial intelligence and then sent the resume to the companies based on student’s requirements along with eligibility criteria.
6. In the future, the students can able to upload well download the notes.
7. The mobile application can built in such way that it is appealing more visually and have statistics in addition to analytics.
8. The project work will make available in such way that the Android application is ease of use as well as mobility.

The future plan is resulted in increasing facilitating of the proposed system, developing graphical design, connecting with the online system, and crediting the CGPA of the students.

Conclusion

From findings of the project report, the researcher comes to a conclusion that there is required to make improvement on data collection as the university is used of manual system to record student’s details. The records of students are required to identify for easier retrieval as well as accessibility to make improvement over transparency. This research is undertaken to improve student’s management system for university allows capturing and recording of student’s course details in the system. The system eliminates errors which are caused by existing system and enables retrieval of history on or after the system. The proposed system improves time taken to acquire, capture, and retrieve of data stored into the data stores. There is improvement in data retrieval, wastage of time along with served of customers. The proposed system is required less resources to operate than previously used manual system. Lesser resources are required historical data records since the system becomes automated. The system increased accuracy of data which are entered into the university database. There is increase of accuracy in some areas such as data validation verification processes, and system controls over human errors to a minimum level. As the data is validated, there is a reduction in human errors. The proposed system maintains efficiency and profitability of university by implementation of well organized system for academic purpose.   

The proposed system is constituted attempt to federate communication as well as process among the parties those are involved in the final year project. This particular system is implemented furthermore tested to make sure whether it helps to recover superiority of supervision along with improves student learning, feedback in addition to assessment experiences. Further work in future will focus on collecting more evidences in addition to metrics to evaluate system performance. The prototypes of both students as well as lectures module, monitoring the schedule are developed. Testing along with evaluation is carried out while integration of those modules is taken place. The researcher plans to test drive the prototype by investigating the feedback taken from tutor and students about their feeling on system usage. This particular prototype is revised for further improvement in future.

Objective 1: To design an automated student management system in Android based application

The entire design of student management system is consisted of user module where authentication of user is done through password and username. When both are valid, then the user will be taken to static screens. The system is used of SQL as its database module when it stores single information related to student and models data on particular operations. The operation can store course details of the student, results data and authenticate credentials. The admin details are encrypted as well as sent to the server to verify it. Mobility as well as automation are added to process for managing the proposed system. The proposed system can collect, store and distribute of information to support the decision making. It can record student’s details and achieve business efficiency on processing of student information. In the system, there are issues regarding privacy of student’s data, therefore authentication methods are used. The information system permits approved members to access to the records of the registered students. It contains data which are secured and well designed system that can handle information related to the users and their details.  Therefore, the purpose of this system is to allow and store information for larger number of university students.

Objective 2: To obtain a student and admin portal upgrades data from time to time and improve transparency

The mobile application helps to lessen work by reducing time as well as calculating compulsory to modernize the course details manually. There are various levels of management personals which are employed the mobile application in different ways such as sight the course details, performance details of the student and the tutor can view the student’s details by entering email ID of the students. By employing of optimize mobile application, 24*7 management personnel are accessed to student’s information for decision making from anywhere and anytime. Therefore, the system is automated where a student portal is upgraded and improved transparency. The proposed student management system helps the tutors to make instructional decisions and obtains particular information which may help out in working with the student. The system should be expanded in full course student management system to provide all details of students in a single database. It will provide information which is required to manage organization effectively. The system is utilized to gather data in such a form for standard operations of managers for resolving problems in addition to decision making. This system can reduce errors in database which cause increase in productivity of the university where the student management system is going to put into practice.    

Objective 3: To reduce time consumption in assessing of data and number of workers

The proposed student management system can manage relations between university and student. As the system is automated, then it will reduce number of resources in the project and help to obtain accurate information of student in addition to evidence it in the database for additional requirements. The system will present business organization streamlined operations which will decrease paper based work. It will help to store data into institutions database using proposed system. This system is developed as well as proposed application is used by students and tutors. Therefore, the system can reduce time to enter the data as it is automated system and reduce the resources.

The recommendations are raised from student management system and its design which provides benefits to student and tutor such as:

1. Administration of student management system allows the computerized system as it will save time and create transparency of administration.
2. The proposed management system should check on resources, manage the records of student details.
3. The users are required to train as some of the system users have lack of knowledge and skills to handle new system.
4. The department of academics should add programming to courses offered and it should become compulsory to run the system for achieving semester details.
5. The students should support working with the team for expansion of software application system such that it will provide with database as well as programming skills.

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