Student Database Management System Project:

This database for students is designed keeping in mind the needs of managing a student’s database. Both
at the user level and product level it provides high quality security. The design of this system includes two
kinds of users that is students and administration.

A typical flow of events can be seen in this database. Its design is created as per the point of view of the
students. As this system is based around students therefore the records in the database also revolve around
the activities of the students. There are many other independent categories of this data system that
includes Fest, cultural activities, alumni association, library facility and sports.

This information helps to know about the progress that is achieved by the institution. Special attention can
be given therefore to all the students. This database will also help to find out the performance of the
students. Plus if the organization can provide the system on the LAN then it can add more efficiency and
flexibility for the staff of the organization.

A student’s profile includes address, details of the study, details of the dependent and admission details as
well. Attendance details include the number of classes that are attended by the students in each subject
and the total number of classes. It also handles the information of examination and internal assessments.
It takes the information of 3 exams and 3 internal assessment details.

Manipulation of the database includes:

Modifying results of examination and attendance of students
Deleting profiles of students
Adding details of the department and its corresponding subjects
Adding profiles of students

Generation of reports includes:

Students list in each of the department
Attendance list of students according to the different departments
Status of examination as per the departments

Taking the considerations that are stated above we have designed a system for keeping the records of the
number of students, their examination details and attendance details.

Carry out the following tasks for the above project:

a. Identify stakeholders, objectives, goals, activities and their durations, resources, inputs
and outputs, risks; estimate effort and duration
b. Draw the following diagrams in ProjectLibre:
 Work Breakdown Structure
 Resource Breakdown Structure
 Gantt Chart
 PERT/CPM chart
c. Estimate the cost of the project.
Task a: Project Planning - Identify Stakeholders, Objectives, Goals, Activities, and Resources

1. Stakeholders:

 Primary stakeholders:
o Students: Users of the system for viewing their records.
o Administrative Staff: Responsible for maintaining and updating records.
o Teachers: Input attendance, exam scores, and other academic details.
 Secondary stakeholders:
o Institution Management: Evaluates overall student performance.
o Alumni: May access information related to the alumni association.
o IT Staff: Manages technical support, server maintenance, and LAN setup.

2. Objectives and Goals:

 Objective: To create a centralized, efficient, and secure student database management system
for managing student profiles, attendance, examination, and activity records.
 Goals:
o Streamline student record management.
o Provide a secure and accessible platform for students and staff.
o Allow easy modification, addition, and deletion of records.
o Generate reports efficiently.
o Enable network accessibility on the institution’s LAN for higher flexibility.

3. Activities and Duration Estimates:

 Requirement Gathering & Analysis: 2 weeks

 System Design:
o Database Schema Design: 1 week
o User Interface Design: 1 week
 Development Phase:
o Back-End Development: 3 weeks
o Front-End Development: 2 weeks
 Testing:
o Unit Testing: 1 week
o Integration Testing: 1 week
o User Acceptance Testing: 1 week
 Deployment and Training:
o Deployment on LAN: 1 week
o Training for Staff and Users: 1 week
 Documentation and Final Review: 1 week

4. Resources:

 Human Resources:
o Project Manager
o Software Developer(s)
 o Database Administrator
o Network Administrator
o Tester
 Technical Resources:
o Servers for hosting the database and application.
o Network setup for LAN accessibility.
o Development tools like IDEs, database management software, and testing tools.

5. Inputs and Outputs:

 Inputs:
o Student information, attendance records, exam scores, and department-specific data.
 Outputs:
o User-friendly student profiles, attendance summaries, exam reports, and departmental
reports.

6. Risks and Mitigation:

 Data Security Risk: Implement encryption, role-based access, and regular security audits.
 Data Loss Risk: Set up regular backups and data recovery protocols.
 System Downtime Risk: Schedule maintenance and establish a backup system.

7. Effort and Duration Estimation:

Based on the activities, the estimated project duration would be approximately 3 months.

Task b: Diagrams in ProjectLibre

1. Work Breakdown Structure (WBS): Create a hierarchy of tasks, breaking down the
project into deliverable-based components such as requirements gathering, system
design, development, testing, and deployment.
2. Resource Breakdown Structure (RBS): Categorize resources such as project team
members and technical equipment, assigning them to various tasks in the WBS.
3. Gantt Chart: Schedule each task, setting milestones for the project phases (design,
development, testing, deployment, etc.).
4. PERT/CPM Chart: Illustrate task dependencies, critical paths, and identify which tasks
require completion before others begin to keep the project on schedule.

Task c: Estimate the Cost of the Project

1. Human Resources:
o Estimate hourly or monthly rates for each role.
 o Project Manager, Software Developers, Database Administrator, Network Administrator,
Tester, etc.

2. Technical Resources:
o Costs for servers, software licenses, network hardware, and any cloud storage (if
applicable).

3. Miscellaneous Costs:
o Training materials and sessions for staff and users.
o Contingency costs (approx. 10-15% of total budget for unforeseen expenses).

By following these guidelines, you’ll be able to complete each project management task
effectively for the Student Database Management System project. Let me know if you need
further help with any specific diagram or cost estimation breakdown.

1. Work Breakdown Structure (WBS)

The Work Breakdown Structure (WBS) organizes your project into hierarchical levels,
breaking it down into major phases and tasks. Here’s an example WBS for your project:

1. Project Initialization
o Identify stakeholders
o Define project objectives and scope
o Develop initial timeline and budget estimate

2. Requirements Gathering and Analysis

o Collect functional requirements (student records, attendance, exams, etc.)
o Define security and access requirements
o Create requirement documentation

3. System Design
o Database schema design
o UI/UX design
o Define LAN/network setup

4. Development
o Backend development (database, server logic)
o Frontend development (user interface)
o API integration and data handling

5. Testing
o Unit testing
o Integration testing
o User Acceptance Testing (UAT)
 6. Deployment and Training
o System deployment on LAN
o Staff training on usage
o Documentation

7. Project Closure
o Final project review
o Documentation and report generation
o Sign-off

Each of these primary tasks can be broken down further into subtasks based on your project’s
needs.

2. Resource Breakdown Structure (RBS)

The Resource Breakdown Structure (RBS) categorizes the resources needed for each phase. In
ProjectLibre, you can create an RBS by listing resource groups such as human resources,
technical resources, and materials. Here’s an example structure:

1. Human Resources
o Project Manager
o Software Developers
o Database Administrator
o Network Administrator
o QA/Testers
o Support Staff for training

2. Technical Resources
o Servers and network equipment
o Database management software
o Project management tools (ProjectLibre)
o Development tools and IDEs

3. Other Resources
o Training materials
o Documentation tools

In ProjectLibre, you can assign these resources to tasks in your Gantt chart to ensure appropriate
resource allocation.
3. Gantt Chart

In ProjectLibre, a Gantt Chart visually represents your project timeline with each task duration
and dependency. Here’s how to structure it:

 Set up tasks by phases (initiation, requirements, design, development, testing, deployment).

 Enter durations for each task based on your estimated time from Task a.
 Link tasks with dependencies (e.g., Design must be completed before Development starts).
 Set milestones (e.g., “Design Completed” or “Testing Phase Start”) for significant project points.

The Gantt chart will provide a visual overview of your project schedule, helping track task
progress and timelines.

4. PERT/CPM Chart

The PERT (Program Evaluation and Review Technique) or CPM (Critical Path Method)
chart is used for identifying dependencies, the critical path, and project timelines. In
ProjectLibre:

 Identify dependencies between tasks (e.g., “UI Design” depends on “Requirement Gathering”).
 Use these dependencies to highlight the critical path, which is the sequence of dependent tasks
that determines the shortest project duration.
 Include estimated durations and use ProjectLibre to calculate the earliest and latest start times
for each task.

The PERT/CPM chart will reveal critical tasks where any delays could impact the overall project
timeline.

Key Project Elements to Expand Upon

1. Project Scope and Boundaries

 Clearly define what is in scope and out of scope for the SIS.
 In scope could include core functionalities like:
o Student profile management
o Attendance tracking
o Exam and assessment results
o Reports and analytics
 Out of scope could cover any advanced or unrelated functionalities, like financial aid
management or external integrations (unless specifically required).
2. Detailed Functional Requirements

 Student Profile Management: Collects essential student information such as name, address,
contact information, academic history, and any relevant health or emergency contacts.
 Attendance Tracking: Records attendance for each class session across subjects and generates
summaries or alerts for low attendance.
 Examination and Assessment Records: Stores scores and grades for each exam and generates
grade reports.
 Extracurricular Activities: Tracks student involvement in events, clubs, and sports.
 Library Module: (If relevant) Tracks library use and borrowings to add functionality related to
book lending, fines, and renewals.

3. User Roles and Permissions

 Student Role: Can view personal records such as attendance, grades, and personal information.
 Teacher Role: Can enter attendance, record exam scores, and view summary reports.
 Administrator Role: Has access to all records, can manage users, add or delete student profiles,
and oversee the security settings.
 Alumni Access: Read-only access for alumni, particularly to information related to the alumni
association and prior academic records.

4. Technical Requirements

 Database Requirements:
o Database type (e.g., MySQL, PostgreSQL).
o Required tables: Students, Teachers, Subjects, Departments, Attendance, Exam Scores,
etc.
 Interface Design:
o Intuitive and user-friendly front-end for accessing and updating information.
o Responsive design for potential mobile access.
 Security Protocols:
o Role-based access control (RBAC).
o Data encryption for sensitive information.
o Backup and recovery mechanisms.

5. Non-Functional Requirements

 Scalability: The system should handle an increase in users as the institution grows.
 Reliability: Data consistency, with minimal downtime, and regular backups.
 Usability: The interface should be user-friendly, especially for administrative staff who might not
have technical expertise.
 Performance: Quick response time, even during peak usage.
Project Management Details to Expand Upon

1. Stakeholder Analysis

 Define each stakeholder’s level of influence and interest in the project.

 Add specific goals for each stakeholder type:
o Students: Timely access to grades and attendance.
o Teachers: Efficient way to record grades and attendance.
o Admin Staff: Centralized, easy-to-use database for managing all student information.

2. Milestone Identification

 Break the project down into clear, measurable milestones. Examples:

o Project Kickoff: Completion of initial setup, team allocation, and goal setting.
o Design Phase Completion: Finalize database schema, UI wireframes.
o Development Completion: All modules developed and ready for testing.
o Testing Completion: All bugs fixed, and system ready for deployment.
o Deployment: System live on the LAN with basic user training complete.

3. Risk Management Plan

 Data Privacy Risks: Mitigate by ensuring data encryption and role-based access control.
 System Downtime: Plan for regular maintenance and have a backup system.
 Data Loss: Mitigate with frequent backups and data recovery protocols.
 Project Schedule Risk: Create buffer time in the schedule for unexpected delays, especially
during the testing phase.

4. Resource Allocation Strategy

 Dedicated Team Allocation: Outline who will work on each major module (database, front-end,
testing).
 Shared Resources: Assign shared technical resources, like servers or testing environments.
 Budget for Resources: Estimate the cost of technical tools, such as database licenses,
ProjectLibre, or other development tools, and human resources.

5. Quality Management Plan

 Establish benchmarks for quality:

o Code reviews at the end of each development sprint.
o Continuous testing during development to ensure high-quality standards.
o Regular user feedback sessions with administrative staff and teachers to improve
usability.
 Testing Types:
o Unit Testing: Test individual components (like attendance records).
o Integration Testing: Ensure the database, front-end, and back-end interact smoothly.
o User Acceptance Testing: Get feedback from real users (teachers, admin staff) before
the final deployment.
6. Documentation Requirements

 System Documentation: Covers database structure, module details, security protocols.

 User Documentation: A user manual covering how to use different modules, tailored to student,
teacher, and admin user levels.
 Technical Documentation: For future maintenance, covering installation, backup, recovery, and
troubleshooting procedures.

Additional Diagrams to Consider

Besides the basic project diagrams, you might also consider these:

 ER (Entity-Relationship) Diagram: To show the structure of the student database, mapping out
entities (students, teachers, departments) and their relationships.
 Use Case Diagram: To represent different users’ interactions with the system, capturing major
functionalities for each role.
 Data Flow Diagram (DFD): To illustrate how data moves between components (e.g., from
student input to database storage).