Exam Management System FOR School of Engineering Cusat: Mini Project Report On

Mini Project Report on
EXAM MANAGEMENT SYSTEM FOR SCHOOL OF ENGINEERING CUSAT

Submitted By
VIJAY PRATAP SINGH (12110083) TRIPTI KUMARI (12110081) UJJWAL KUMAR (12110082) YASHWANT KUMAR SINGH (14110087)
In partial fulfilment for the award of the degree of
B. TECH DEGREE
in
COMPUTER SCIENCE & ENGINEERING

SCHOOL OF ENGINEERING COCHIN UNIVERSITY OF SCIENCE & TECHNOLOGY KOCHI-682022 APRIL 2013
Division of Computer Engineering
School of Engineering
Cochin University of Science & Technology

Kochi-682022
CERTIFICATE
Certified that this is a bonafide record of the project work titled EXAM MANAGEMENT SYSTEM FOR SCHOOL OF ENGINEERING CUSAT
Done by VIJAY PRATAP SINGH (12110083) TRIPTI KUMARI (12110081) UJJWAL KUMAR (12110082) YASHWANT KUMAR SINGH (14110087)
of VI semester Computer Science & Engineering in the year 2013 in partial fulfilment of the requirements for the award of Degree of Bachelor of Technology in Computer Science & Engineering of Cochin University of Science & Technology
Dr. Sudheep Elayidom M Head of the Division
Mr.VinodKumar P.P Mr. Damodaran V. Project Guide
ACKNOWLEDGEMENT
We take this opportunity to express our profound gratitude and deep regards to our guide Mr. Vinod Kumar P.P for his exemplary guidance, monitoring and constant encouragement throughout the course of this thesis. The blessing, help and guidance given by him, Mr. Damodaran V. , our HOD Mr. Sudheep Elayidom M. and all other faculty members shall carry us a long way in the journey of life on which we are about to embark. We also take this opportunity to express a deep sense of gratitude to Section Officer of School of Enginnering, Mr. Rejil T. for his cordial support, valuable information and guidance, which helped us in completing this task through various stages. We are obliged to staff members of office of School of Enginnering, for the valuable information provided by them in their respective fields. We are grateful for their cooperation during the period of our project. Lastly, we thank almighty, our parents, brother, sisters and friends for their constant encouragement without which this project would not be possible.
VIJAY PRATAP SINGH TRIPTI KUMARI YASHWANT KUMAR UJJWAL KUMAR
ABSTRACT
This opportunistic project entitled Examination Management System serves to fully automate the Examination pre-procedure System for School Of Engineering, CUSAT. Basically the software contemplate and elucidate to manage application form, submission of application forms printing challan and submission of Fees to bank and automate the - validation of the form of students who has filled the fees, DCB creation, seating arrangement during University Examination and invigilation duty allotment for faculty members. The project is to entrust a more agreeable and conducive way to office staff, students and teachers during University Examination. Fundamentally there are two users, students and staffs. Staff can effortlessly manage the acknowledged forms and verify fees. They can handily generate DCB, manage seating arrangement and invigilation duty for faculties.
Students can register for university exams and check their seating arrangement for all papers, online. Students can access only the public area.
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LIST OF FIGURES
3.1 5.1 5.2 5.3 5.4 5.5 5.6 5.7 Structure of Challan Interaction of staff with new system Interaction of students with new system DFDs Level 1 DFD to Validate Student Level 1 DFD for Fee Verification and bank interaction DFD for DCB process ER Diagram 7 14 15 16 17 18 19 20
iii
LIST OF TABLES
3.1 Structure of DCB for regular students 3.2 Structure of DCB for supplementary students 9 10
iv
LIST OF ABBREVIATIONS
1 2 3 4 5 6 7 8 DCB APPL ML REGNO DEPT ADM_NO DOB NO_SEATS Demand Collection Balance Application Mark List Registration Number Department Admission Number Date of Birth Number of Seats
TABLE OF CONTENTS
Abstract List of Figures List of Tables List of Abbreviations 1. 1.1 1.2 2. 2.1 2.2 2.3 2.4 2.5 3. 3.1 3.2 3.3 3.4 3.5 4. 4.1 4.2 4.3 5. 5.1 5.2 5.3 5.4 5.5 Introduction Examination Management in SOE, CUSAT Phases of the Exam Management System Existing System Exam Registration Form Verification Office Work DCB Creation Hall Ticket System Analysis Exam Registration Form Verification Office Work DCB Creation Hall Ticket System Performance Ease to Students Ease to Faculties Ease to Office Staff How New System Works Interaction of staff with new system Interaction of student with new system Over View of the New System Validation of student Using new system Fee and Bank interaction (i) (ii) (iii) (iv) 1 1 2 4 4 4 4 5 5 6 8 8 8 8 11 12 13 13 13 14 14 15 16 17 18
5.6 5.7
DCB creation ER Diagram
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6. 6.1 6.2 6.3 6.4 7.
System Testing Fees Challan Exam Registration Form Hall Ticket DCB Conclusion References Appendix A DB connection in PHP Appendix B Security using encryption Appendix C Sending Mail in PHP Appendix D Screen Shots
21 21 22 22 22 23 24 25 27 28 29
Exam Management System
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CHAPTER 1 INTRODUCTION
Examination Management System elucidates to manage
application form, submission of application forms, printing challan and submission of Fees to bank and automate the - validation of the form of students who has filled the fees, DCB creation, seating arrangement during University Examination and invigilation duty allotment for faculty members. This chapter consists of two subsections. First section introduces the proposed system. Second section elaborates the different phases in which the project is divided.
1.1Examination Management in SOE, CUSAT The main purpose of this system is to automate the examination pre procedure so that the staff as well as student can efficiently utilized this system as far as possible.
This project is all about the management of SOE Examination System, Managing application form, submission of application forms Printing challan and submission of Fees to bank Automatically Validates the form of students who has filled the fees Automatic DCB creation Automatic seating arrangement during University exams Automatic faculty Duty Allotment
Division of Computer Science, SOE
2|Exam Management System
1.2Phases of the Exam Management System
Initial phase is the semester fee submission through auto challan fill and bank collaboration. This system will automatically generate the challan as per the category of the student .This challan would include the fine also. Student need to login on the system and just click the type of challan, he or she may require, they will get the challan. Three types of challan is being generate by this system as per the college rule according to their reservation category. 1. Regular challan 2. Supplementary challan 3. Improvement challan.
Phase 1: Online Registration Form for the University Exam of SOE, CUSAT Currently students submit hard copy of filled application form to the university. Office staffs verify and maintain records manually. Proposed online registration form for students will eliminate all the manual intervention and increase the speed of whole process, thus providing fewer burdens to both students and staffs. System will allow students to fill form online; form is available for both regular and supplementary students with accommodation for challan payment information. All this is maintained in a form of excel file or tables for the office use. System has inbuilt validation system to validate the entered data. After the successful submission, system will provide a page having details of individual which can be printed and submitted as a hard copy to the department.
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Phase 2: Automatic Seating Arrangement for all Students The application will automatically generate the seating arrangements to all the students for all exam papers automatically based on the number of candidates registered for the exam. Students can check the seating arrangements online.
Phase 3: Automatic Duty Arrangement for teachers during Exams The application will provide the duties for all teachers during exam based on how many teachers are coordinating the exam and they can look for the same online.
CHAPTER 2 EXISTING SYSTEM

The system used by the University is manual and require a lot of file works. The University Examination registration form used to be filled by the students manually. Accordingly the form verification, DCB creation of each and every student is done by the staffs. The Administrative office verifies each and every form and generates hall ticket respectively.
2.1 Exam Registration

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

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

The above form verification is done manually by the official staffs and accordingly DCB is created in the form of excel file and sent to the Administrative Block. Accordingly depending upon the number of students and their branches, student's seating arrangement for University exams is made with the help of semi-automatic system. Faculty Duty Allotment is also done manually which a very hectic task.
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2.4 DCB creation

After form verification, a DCB file is created by the official staffs depending upon the demand, collection, and Balance (if any) of all students in the form of excel files. And correspondingly remarks are filled. The DCB is then sent to the Administrative Block for further verification.
2.5 Hall Ticket

The Administrative Office verifies DCB for each and every students manually. And depending upon the null balance and respective remarks, hall ticket is prepared in the form of hard copy and is sent back to the office. Students collect their respective hall ticket from the office.
CHAPTER 3 SYSTEM ANALYSIS

The proposed system automates the above existing system. The registration form is divided into two subsections, one for regular students and supplementary students. Form is verified automatically and report is generated. The Demand Collection Balance (DCB) is created automatically. Facility for fee submission through automatic challan generation. All the challan entries are automatically filled.
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Figure 3.1 is showing the structure of challan generated by new automated system.
Fig 3.1: Structure of Challan
3.1 Exam Registration

An Online registration form is introduced. The form is divided into basically two subsections: a) For regular students b) For supplementary students The form is semi auto fill. Challan is also filled online with necessary field values given by bank.
3.2 Form Verification

Automatic form verification is done based on the information provided in the form. The matching of all field value is done here also, but automatic. Automatic fee detail verification is also done.
3.3 Office work

All the verifications are done automatically and based on that automatic DCB file is created in form of excel file with no human intervention. Student seating arrangement is also done automatically and student can check it online. Report is generated automatically. Faculty Duty allotment is also done automatically with all the necessary algorithms being implemented online.
3.4 DCB Creation

DCB is created automatically in form of excel files with all verifications. This DCB is then forwarded to the administrative block and based on that students get their hall ticket online in the printed format.
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Structure of DCB generated by New System for Regular Students.
Table 3.1: Structure of DCB for regular students
10 | E x a m M a n a g e m e n t S y s t e m
Structure of DCB generated by New System for Supplementary Students.
Table 3.2: Structure of DCB for supplementary students
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3.5 Hall Ticket

Generated automatically and is in printed form. Students can take the printed copy of the above hall ticket.
CHAPTER 4 SYSTEM PERFORMANCE
The advantage of this system is Student need not to have to move anywhere else to fill the challan. This system will automatically generate the challan as per the category of the student .This challan would include the fine also. Student need to login on the system and just click the type of challan, he or she may require, they will get the challan. Three types of challan is being generate by this system as per the college rule according to their reservation category. 1. Regular challan 2. Supplementary challan 3. Improvement challan. Regular challan: This challan contain filled fee detail of the student. The student will print the challan and according to it he will pay the fee to bank. Supplementary challan: This challan contain the filled fee detail of the no of supplementary paper. Improvement challan: This challan contain the filled detail of the number of improvement paper. When the particular student had paid the fee, then he will be allowed to fill the examination form. The most of the examination form fields will be automatically filled by the system according to their basic information in the system as well as by the fee details. After that student would print the form and submit it to office. Analysis is very easy as it is an automated system.
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The proposed system is very secure and perform all functioning of Existing System. Validation of exam form and the fee verification all are automated thus reducing manual work. Basically we can divide the advantages into three major subsections:
4.1 EASE TO STUDENTS

Students call fill the registration form online with an auto-fill facility, hence providing ease to students. They can see their hall ticket and seating arrangement online.
4.2 EASE TO FACULTIES

Faculties can see reports and their duty allotment online hence providing comfort.
4.3 EASE TO OFFICE STAFF

Staffs has less burden as the proposed system is automated. Starting from form registration to form verification to DCB creation to hall ticket to students seating arrangement to faculty duty, all are automated. This provide a great ease to the staffs and speeds up the process in a very secure manner. The hectic job for analyzing all the details manually for thousands of Students is completely eliminated.
CHAPTER 5 HOW NEW SYSTEM WORK

This section affirms the working of existing system depicting the interaction of staff, faculty and students in the form of ER- diagrams and DFDs(Data Flow Diagrams) at various levels.
5.1 Interaction of staff with new system

This figure5.1 represents how staff utilizes the system.
Fig 5.1: Interaction of staff with new system
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5.2 Interaction of students with new system

This figure 5.2 represents how the student utilizes the system
Fig 5.2: Interaction of students with new system
5.3 Level 0 DFD

LEVEL-0 DFD SHOWING HOW STUDENT AND SECTION OFFICER INTERACT WITH THE SYSTEM
Fig 5.3: Level 0 DFD
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5.4 Level 1 DFD to Validate Student
Fig 5.4: Level 1 DFD to Validate Student
5.5 Level 1 DFD for Fee Verification and bank interaction
Fig 5.5: Level 1 DFD for Fee Verification and bank interaction
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5.6 DFD for DCB process
Fig 5.6: DFD for DCB process
5.7 ER Diagram
ER-DIAGRAM FOR THE SYSTEM SHOWING THE ATTRIBUTES OF STUDENT, HALLS, EXAM AND FEES AND ALSO RELATIONSHIP BETWEEN THEM
Fig 5.7: ER Diagram
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CHAPTER 6 SYSTEM TESTING

All the information about the student is already stored in the database. When student login to system through their username and password they are able to see their home page. They are able to see the option like 1. Print challan. 2. Fill the exam form.
Print challan When the student click the option for print challan, they are able to see the three option for which type of challan they required which are as
Regular challan Supplementary challan Improvement challan
6.1 Fees Challan We tested the function using details of few students and verified the correct retrieval of values on the printed challan. In case of regular challan they are not required to feed any information. They will just click the option, all the information like name, registration number, semester, fee detail, date, fine etc. required for challan will be automatically filled up. According to their reservation, their semester fee is checked. All these demand is also filled to database for the verification of particular student has either has paid the fee or not. In case of supplementary challan they will have option of subject code. They will have to mark on the subject code. According to their category, number of paper, as well as fine if required and number of time they have attempted fee detail is automatically filled.
In case of improvement they will have option of subject code. They will have to mark on the subject code. According to their category, as well as fine if required and number of paper fee is automatically filled.
6.2 Exam Registration Form We tested the exam form module using details of few students. We filled some dummy forms. Most of the values in the form are automatically filled from the information in the student database. The values are crossed checked for the correctness. Number of attempts is also checked.
6.3 Hall Ticket The hall ticket is automatically generated after successful form submission. With all the entries in it, like Registration number, student information, centre of examination, and subjects applied for.
6.4 DCB When staff login to system they are able see their home page. They will have option for enter the fee detail like semester fee, supplementary fee, improvement fee, upload the file for fee verification, create DCB as per their requirement, as well as they can print the defaulter list.
Admin can add new user to the system and he can reset the password of any user.
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CHAPTER 7 CONCLUTION
The system will be very helpful in the management of university exams for School of Engineering. Options for NRI students is added. Add and remove student provision is added.
REFERENCES:
[1]: PHP, MySQL & JavaScript, by Robin Nixon, O'REILLY publication 2009. [2]: HTML & XHTML, by Thomas A. Powell, TMH publication 2008 [3]: PHP and MySQL Bible, by Tim Converse and Joyce Park, Wiley Publishing, Inc. 2004
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APPENDIX A:
Mysql DB connection in PHP.
<?php
//Creating connection to DB $connection mysql_connect("localhost","$dbusername","$dbpassword"); if(!$connection) { die("Database connection failed: ".mysql_error()); } =
//Selecting DB $db_select = mysql_select_db("$dbname",$connection); if(!$db_select) { die("Database selection failed: ".mysql_error()); }
//Mysql Query $result = mysql_query(" query statement "); if(!$result) { die("Database query failed: ".mysql_error()); }
//Using result from query while($row = mysql_fetch_array($result)) { //Rest of the code; }
//Closing connection Mysql_close($connection); ?>
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APPENDIX B:
Security System:
Password encryption:
Md5 generate 32 character long encrypted string SHA1 generate 40 character long encrypted string
APPENDIX C:
Sending Mail in PHP.
<?php require_once('Mail.php'); $to = "emialid@mail.com"; $subject = subject of mail"; $message = $_POST['error_details']; $from = "soeoffice@cusat.in"; $headers = "From: " . $from; mail($to,$subject,$message,$headers); ?>
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APPENDIX D:
SCREEN SHOTS Home Page (Public Website).
Students Login Page:
Students Account:
Challan Options for Students:
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Exam Form Filling By Students:
Application Form for University Exam:
Home Page (Staff Website):
Staff login Page;
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Staff Menu:
Fee Demand Interface:
Fee Demand Supplementary:
Fee Demand Improvement:

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Mini Project Report on

EXAM MANAGEMENT SYSTEM FOR SCHOOL OF ENGINEERING CUSAT

In partial fulfilment for the award of the degree of

COMPUTER SCIENCE & ENGINEERING

Division of Computer Engineering

Cochin University of Science & Technology

Dr. Sudheep Elayidom M Head of the Division

Mr.VinodKumar P.P Mr. Damodaran V. Project Guide

VIJAY PRATAP SINGH TRIPTI KUMARI YASHWANT KUMAR UJJWAL KUMAR

DCB creation ER Diagram

6. 6.1 6.2 6.3 6.4 7.

Exam Management System

Division of Computer Science, SOE

2|Exam Management System

1.2Phases of the Exam Management System

Division of Computer Science, SOE

Exam Management System

Division of Computer Science, SOE

4|Exam Management System

CHAPTER 2 EXISTING SYSTEM

2.1 Exam Registration

2.2 Form Verification

2.3 Office work

Division of Computer Science, SOE

Exam Management System

2.4 DCB creation

2.5 Hall Ticket

Division of Computer Science, SOE

6|Exam Management System

CHAPTER 3 SYSTEM ANALYSIS

Division of Computer Science, SOE

Exam Management System

Fig 3.1: Structure of Challan

Division of Computer Science, SOE

8|Exam Management System

3.1 Exam Registration

3.2 Form Verification

3.3 Office work

3.4 DCB Creation

Division of Computer Science, SOE

Exam Management System

Structure of DCB generated by New System for Regular Students.

Table 3.1: Structure of DCB for regular students

Division of Computer Science, SOE

Structure of DCB generated by New System for Supplementary Students.

Table 3.2: Structure of DCB for supplementary students

Division of Computer Science, SOE

Exam Management System

3.5 Hall Ticket

Division of Computer Science, SOE

CHAPTER 4 SYSTEM PERFORMANCE

Division of Computer Science, SOE

Exam Management System

4.1 EASE TO STUDENTS

4.2 EASE TO FACULTIES

4.3 EASE TO OFFICE STAFF

Division of Computer Science, SOE

CHAPTER 5 HOW NEW SYSTEM WORK

5.1 Interaction of staff with new system

Fig 5.1: Interaction of staff with new system

Division of Computer Science, SOE

Exam Management System