SOFTWARE REQUIREMENTS

SPECIFICATION

FOR

Engineering College
Automation and Scheduling
System

PREPARED BY

20BCE1305 Poulami Bera

20BCE1651 Sparsh Wabhale

20BCE1667 Tanvi Bahedia

20BCE1665 Amrutha MS

VIT Chennai

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 TABLE OF CONTENTS
Table of Contents ..................................................................................................................... 2
Revision History ....................................................................................................................... 2
1. Introduction ........................................................................................................................ 3
1.1 Purpose........................................................................................................................... 3
1.2 Document Conventions .................................................................................................. 3
1.3 Intended Audience and Reading Suggestions ................................................................ 4
1.4 Product Scope .............................................................................................................4-5
1.5 References ...................................................................................................................... 5
2. Overall Description ............................................................................................................ 5
2.1 Product Perspective ........................................................................................................ 5
2.2 Product Functions .......................................................................................................6-7
2.3 User Classes and Characteristics ................................................................................... 8
2.3 Use - Case Diagram ....................................................................................................... 9
2.4 DFD - Diagram……………………………………………………………………….10
2.5 DFD - Level - 2 ........................................................................................................... 11
2.6 Data Dictionary ......................................................................................................12-13
2.7 Work breakdown structure (WBS) ............................................................................. 14
2.8 Gantt Chart .............................................................................................................15-16
2.4 Operating Environment ................................................................................................ 16
2.5 Design and Implementation Constraints ...................................................................... 17
2.6 User Documentation .................................................................................................... 17
2.7 Assumptions and Dependencies .................................................................................. 17
3. External Interface Requirements ................................................................................... 17
3.1 User Interfaces ............................................................................................................. 17
3.2 Hardware Interfaces ..................................................................................................... 18
3.3 Software Interfaces ...................................................................................................... 18
3.4 Communications Interfaces ......................................................................................... 18
4. System Features ............................................................................................................... 19
4.1 System Feature 1 .......................................................................................................... 19
5. Other Nonfunctional Requirements ............................................................................... 19
5.1 Performance Requirements .......................................................................................... 19
5.2 Safety Requirements .................................................................................................... 20
5.3 Security Requirements ................................................................................................. 20
5.4 Software Quality Attributes ......................................................................................... 20
5.5 Business Rules ............................................................................................................. 20
Appendix A: Glossary............................................................................................................ 20
Appendix B: Analysis Models ............................................................................................... 20
Appendix C: To Be Determined List .................................................................................... 20

Revision History
Name Date Reason For Changes Version
LAB 1 30-09-2021 Including Use case diagrams, Gantt chart, WBS & DFD 2.0

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1. Introduction
1.1 Purpose

The rationale of this document is to replace the existing manual College management
system that had produced inconvenience not only to the students but also to the College
administration. Our goal is to develop a secure, fast, accurate, and user-friendly system.
This project uses a web application concept to facilitate the departmental system in
educational institutes. It uses the most reliable way of uniquely identifying students
through website. Such type of web application is very useful in college for daily
attendance. Hence, this project introduces a manageable and systematic approach of
maintaining student and staff records.

1.2 Document Conventions

HEADING
Font: Times new Roman
Size: 18
BOLD

SUB-HEADING
Font: Times new Roman
Size: 14
BOLD

CONTENT BODY
Font: Times new Roman
Size: 12

Text in blue color and underlined are reference links which will redirect the user to reference
links.

NOTE is written in bold to inform the reader about something important regarding the report.

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1.3 Intended Audience and Reading Suggestions
While the software requirement specification (SRS) document is written for a more general
audience, this document is intended for individuals directly involved in the development of
this project. This document need not be read sequentially.

Below is a brief overview of each part of the document.

• Part 1 (Introduction) This section offers a summary of the project, including goals
and objectives, project scope, general system details, and some major constraints
associated with the intended platform.

• Part 2 (Overall description) It consists of an overview about the software with a

brief insight on Product perspective, functionalities, Design and implementation, User
classes, operating environment, assumptions and dependencies. This section is for
developers, users and every person who will require this software.

• Part 3 (External interface requirements) This section describes the requirements

for hardware, software, user and communication interfaces. This section is for
developers and for the organization which will install the software.

• Part 4 (system features) This section describes about the system features required for
the software. This section is very vital for developers as this will shed some
knowledge regarding the features of the system required.

• Part 5 (Non-functional requirements) This section focuses on Non-functional

requirements like Performance Requirements, Safety Requirements, Security
Requirements, Software Quality Attributes, Business Rules. This section is for
developers as well as the users.

• Part 6 (Other requirements) This section describes other additional requirements for
the software. Both developers and users should read this section.

• Part 7 (Appendices) This section explains acronyms used in the report and also
describes analysis reports about the software.

1.4 Product Scope

This software can keep a systematic record of student’s details, mark sheet, attendance
and defaulters list. This project enables the easy way of maintaining class attendance with
fewer efforts.

The system also generates a brief report of attendance from the database according to
subject-wise or date-wise as required.
A defaulter list can be generated through system.
Staff and HOD has the option to take a print of the reports and defaulter list is thus
generated.

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 ➔ BENEFITS
• It excludes the use of paper work and human efforts.
• The system is helpful as it generates a systematic overall report of every class
attendance.
• The system helps the faculty to easily find out defaulters in a single click.
• It maintains the records in a large database instead of conventional method of
maintaining register which further simplifies the process of searching for a particular
record.
• Staff may easily get attendance and defaulter’s list of a particular student.
• The system introduces a manageable and systematic approach of maintaining
attendance records.
• It saves user time, cost and institute resources.

1.5 References
1) https://nevonprojects.com/
2) www.google.com
3) www.aakashtechsupportdocs.readthedocs.io

2. Overall Description
2.1 Product Perspective

→ TRADITIONAL SYSTEM
The previous enrolment system makes use of the manual process in setting up enrolments.
Every end of the college year, the college administration will initiate the enrolments
procedures as well as the admission process. Usually, it will start with a manual set up of
enrolments and after setting up the enrolments process will follow. During the enrolments,
students were manually registered, enrolled subjects and then billing or payment of student
accounts occur on the cashier at the accounting department. After all these things are properly
done, the student is officially enrolled, but this process consumes a lot of time especially if
there are a lot of students.

→ PROPOSED SYSTEM
The proposed College Automation System is a multi-function processing operation which
includes several modules that are working as one unit in general.
Here are some advantages of the proposed system.
• The program is faster and efficient than traditional approach.
• Minimizes Processing time.
• Eliminates Human errors.
• Records can be easily searched and reports can be easily generated.

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2.2 Product Functions

This system comprises of 12 Modules:

DESCRITPTION

1. ADMIN LOGIN
The admin of the software can manage the operations and can maintain the
software and also check if there is any failure in the system.
SPECIFICATION: Place holders for username & password. A submit button with university
logo and information.

2. ANNOUNCEMENTS
Here the students and the staff members can view all the important
information regarding any current events or academic announcements in this
section.
SPECIFICATION: Announcement as title, all entered announcements to be displayed in
bulletin points.

3. STAFF LOGIN
The registered staff members can enter their credentials and also can
manipulate their profiles.
SPECIFICATION: Place holders for username & password. A submit button.

4. STUDENT REGISTERATION AND LOGIN:

Students need to register themselves into the system. Registered students can
access the system by logging into it
SPECIFICATION (Register): Place holders for Name, Age, Gender, Course and all other
information required. A placeholder for storing passport size photo of student. A button to
save changes/Submit.

SPECIFICATION (Login): Place holders for username & password. A submit button.
.

5. PROFILE UPDATION
The system allows the Staff member as well as Students to update their
profile.
SPECIFICATION: Displays profile. Modify Button. If clicked it allows to modify the data.
Save changes button.

6. TIME TABLE
The staff can create and modify the time table of particular students under
them. Both the staff and students can view the time table.
SPECIFICATION: Displays time table created by staff in a tabular form.

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7. ASSIGNMENTS
Staff members can assign digital assignments and projects to the students.
SPECIFICATION (staff): Option to create Topics and upload assignments under the
respective topics. View button to display the summary of students
who have submitted and the defaulters.

SPECIFICATION (student): Download button to download the assignment uploaded by the

faculty. Upload button to upload the assignment for student.
Submit button to Submit.

8. MATERIALS
Staff members can provide materials, books, notes and other reference
materials required for the subject.
SPECIFICATION (staff): Option to create Topics and upload materials under the
respective topics.

SPECIFICATION (student): Download button to download the materials uploaded by the

faculty.

9. ATTENDANCE REPORT
It will maintain daily attendance reports and generate automated overall report
students wise.
SPECIFICATION (staff): List of students and a drop down by side of it. It will contain
options of Present and Absent.

SPECIFICATION (student): View attendance in tabular form of all subjects

10. MARKS & GRADES

Here the system will allow the staff members to enter marks of the students
subject wise or also individual student wise. The Grade system will operate
automatically based on entered marks and class average.
SPECIFICATION (staff): Class/Subject wise categories. Entry of marks of students.
Displaying student name and other details. Placeholder to enter
marks.

SPECIFICATION (student): View marks and Grades respectively.

11. SEARCH
The Search operation will help staff members to navigate to a particular
student and view their information, attendance reports, marks, grades etc.
SPECIFICATION (staff): Place holder to search Student name, Courses and easy
navigation to different modules directly.

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 12. REPORT GENERATION
Here, the system allows Staff member as well as students to view and print the
respective reports.
SPECIFICATION: Displays automated generated report by system based on marks, grades,
evaluation of assignments done by staff. Print button to print the report.

13. QUIZ
Here, the system allows Staff member to generate a quiz for the students. The
students can attend the quiz and the score will be displayed to the students at
the end of the test.
SPECIFICATION: Questions are added by the faculty and student answers the quiz and can
see their marks after the completion of quiz.

2.3 User Classes and Characteristics

There can be 3 user classes for this project,

i) STUDENTS
- The students are considered to have the basic knowledge of operating the
internet and to have access to it.
- The students are limited to only view information in the software like time
table, marks, grades etc.
- The students are restricted to modify any data in the system except their
profile. They are only allowed to modify their profile.

ii) STAFF
- The staff members are expected to have the basic knowledge of operating the
internet and be familiar with the interface of the system.
- The staff members can update the students time table, marks, grades and
attendance.

iii) ADMIN
- The administrator is expected to be familiar with the interface of the tech
support system.
- The admin is responsible for the smooth operation of the software.

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USE CASE DIAGRAM

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DATA FLOW DIAGRAM (DFD)
LEVEL - 0

LEVEL – 1

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LEVEL – 2

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 DATA DICTIONARY
1) STUDENT INFO
STUDENT INFO
ASSIGNMENT
REG. NO NAME DOB COURSE ADDRESS MARKS GRADES
MARKS
19-07-
20BCE1901 JOHN CSE 2 Liverpool Street, London 90/100 85/100 A
2002
01-08-
20BBA1902 MIKE MGT 16 Panda Street, London 89/100 78/100 B
2002
05-04-
20BAI1903 MARCUS AI 15 Primary Street, London 95/100 89/100 A
2001
20-07-
20BCE1904 MONICA CSE 40 Alan Avenue, London 92/100 90/100 S
2002

2) FACULTY INFO
FACULTY INFO
ID NAME DOB DEPARTMENT ADDRESS
1201 RAJESH 18-07-2002 CSE 14 Bake street, London
1202 SURESH 01-05-2002 CSE 6, Omalo Apt, London
1203 SHARMA 04-04-2001 MGT 8 Liverpool, London
1204 SABRI 15-06-2002 AI 3, Lake view apt, London

3) ADMIN INFO
ADMIN INFO
LOGIN ID PASSWORD NAME COURSE FACULTY
20BCE1901 JO01 JOHN CSE RAJESH
20BCE1902 MI02 MONICA CSE SURESH
20BCE1903 MA03 MIKE MGT SHARMA
20BCE1904 MO04 MARCUS AI SABRI

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 DICTIONARY
1) STUDENT INFO
Data Field
Field Name type size Data format Description Example
REG. NO TEXT 9 NNLLLNNN Unique registration number of students 20BCE1651
NAME TEXT 30 First Name of the students JAKE
DATE /
DOB
TIME 10 NN/NN/NNNN Date of birth of students 19-07-2002
COURSE TEXT 8 Allotted course to student CSE
2 Liverpool Street,
ADDRESS TEXT
120 Residential address of the student London
ASSIGNMENT
NUMBER 3 NNN/100 Marks of submitted assignment of students 95/100
MARKS
MARKS NUMBER 3 NNN/100 Overall marks of each student 92/100
GRADES TEXT 1 L Grade of each student A

2) FACULTY INFO
Data Field
Field Name type size Data format Description Example
ID NUMBER 4 NNNN Unique faculty ID for each faculty 1201
NAME TEXT 30 First name of faculty RAJESH
DATE /
DOB
TIME 10 NN/NN/NNNN Date of birth of faculty 19-08-2002
DEPARTMENT TEXT 8 Allotted department of faculty MGT
14 Bake Street,
ADDRESS TEXT
150 Residential Address of faculty London
PHONE NO. NUMBER 11 0NNNNNNNNNN Phone number of faculty 06380326044

3) ADMIN INFO
Data Field
Field Name type size Data format Description Example
LOGIN ID TEXT 9 NNNN Unique login ID for each student 20BCE1651
Unique password for each student for
PASSWORD TEXT
4 LLNN Authentication JA51
NAME TEXT 30 First name of the student JAKE
COURSE TEXT 8 Alloted course to student CSE
FACULTY TEXT 150 First name of faculty SURESH

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 WORK BREAKDOWN STRUCTURE
➔ PROJECT MANAGEMENT WBS

PROJECT MANAGEMENT

EVALUATE SYSTEM
REQUIREMENT DESIGN IMPLEMENTATION
TESTING DEPLOYMENT

SYSTEM SYSTEM
PROJECT DEVELOPMENT TESTING DEPLOYMENT
SCOPE NETWORK
TOOLS SETUP
DEFINATION SELECTION USER
SETUP
TESTING
DATABASE DATABASE
REQUIREMENT LISTING
DEFINATION REQUIRED IMPLEMENTATION NETWORK SETUP
MODULES TESTING NETWORK
INTERFACE
PLANNING IMPLEMENTATION DATABASE
SPECIFCATION INSTALL
OUTLINE OF TESTING
FOR MODULES IN SYSTEM
PROJECT
IMPLEMENTING MAINTENAN
PLANNING MODULES IN CODING - CE
OUTLINE OF
PLANNING
PROJECT
OUTLINE OF CODE
PROJECT DOCUMENTATION
DECIDING
ON CODING
LANGUAGES

SYSTEM
MODELLING

DATABASE
DESIGN

INTERFACE
DESIGN

ALGORITHM
FOR CODING

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→ PROJECT MODULE WBS

NOTE: Kindly zoom a little for more clarity. Thank you!!

GANTT CHART

S.NO WORK START DATE END DATE DURATION

1 Identifying Requirements 03-09-2021 05-09-2021 2
2 Identifying Modules & Design 06-09-2021 10-09-2021 4
3 Registration Page 11-09-2021 13-09-2021 2
4 Login Page 13-09-2021 14-09-2021 1
5 Profile Update Page 15-09-2021 20-09-2021 5
6 Time table Page 21-09-2021 29-09-2021 8
7 Assignments Page 01-10-2021 12-10-2021 11
8 Materials Page 12-10-2021 14-10-2021 2
9 Attendance Report Page 15-10-2021 17-10-2021 2
10 Marks & Grades Page 18-10-2021 28-10-2021 10
11 Search Bar 29-10-2021 02-11-2021 4
12 Report Generation Page 03-11-2021 10-11-2021 7
13 Database Setup 11-11-2021 14-11-2021 3
14 Test 15-11-2021 19-11-2021 4
15 Deploy 20-11-2021 21-11-2021 1

03-09-2021 44442.00

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CHART:

LINK: Attached link contains excel file of Gantt chart.

https://vitacin-
my.sharepoint.com/:x:/g/personal/sparsh_wabhale2020_vitstudent_ac_in/EZcgF0Ovn9pEgC
ZNV12Gjs8BVK7E4dTDIOl30yDwrjW05Q

2.4 Operating Environment

This is a system which will require the operating environment of a client and server GUI. The
software is expected to run in an interactive based environment where the system will run on
the basis of interaction with user.
The software is required to run, maintain and process a real environment to manage database
of the college. The centralized database is used to store the information. The users only
within the college are allowed to access the software. The software is expected to run majorly
on Windows. The software will further be upgraded to operate on various other operating
systems.
The software would process data from a centralized database of the college to different
departments or branches. The centralized data will be maintained, updated and secured by the
administrator. The software will be installed in all the systems of the college and will be
connected to the centralized database to access data through LAN (Local area network). This
way the data can be accessed by various departments based on user interaction.

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2.5 Design and Implementation Constraints
The software will be designed based on 3 constraints listed below,

i) Front end – The designing of software as to how will it look to user

ii) Back end – The programming of functionalities of software
iii) Database – To maintain all the data which will be displayed

The following languages can be used for the constraints to implement it

i) Front end – HTML, CSS, JavaScript

ii) Back end – Python, C#
iii) Database – MySQL, SQL (server)

NOTE: The particular language will be decided in due course of time and will be
updated in the document.

2.6 User Documentation

The software is very simple to be downloaded and installed in the system. The system
administrator should first set up a centralized database for the university. Then the software
can be installed in all the systems of the university and can be connected to the central
database using LAN.
The system administrator should create database in the central server and will now be
responsible for the maintenance of the server, database and the software. The university can
contact us in case of any technical problems in the software. The administrator should make
sure the secure the network and servers to avoid any unauthorized login in the system.
Further detailed user manual steps will be provided as we develop the project.

2.7 Assumptions and Dependencies

The Login ID and password must be created by system administrator and communicated to
the concerned user confidentially to avoid unauthorized access
It is assumed that new admission student’s details are taken and updated in the system based
on the rules and regulations of the university (fees and other necessities).
The chances of database or software failure depends on the maintenance of software to
handle the number of users which can increase with time.
This software highly depends on type and version of browser being installed in the system.

3. External Interface Requirements

3.1 User Interfaces

The application GUI provides menus, toolbars, buttons, panes, containers, grids allowing for
easy control by a keyboard and a mouse.

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As of now, the software will consist of an admin panel, where the software and database will
be maintained. There will be a login pane where the student/teacher will log into their profiles
in the software. Further the software will contain options of viewing profile, attendance,
marks etc.
Home button will be present in every page to redirect the user back to its dashboard for easy
navigation in the software. A navigation pane will be there to easily traverse through different
functionalities in the software.

3.2 Hardware Interfaces

Minimum requirement of a device

• i3 Processor Based Computer
• 1 GB RAM
• 50 GB Hard Disk
• Internet Connection

External support of a printer will be required to print reports generated through automation
techniques.
The systems will be required to be in a networked environment as it is a multi-user system.

3.3 Software Interfaces

MS WINDOWS Operating system

➔ ADMIN
Database server (like SQL) for backend to store data
Any language like Java, python and C# to maintain the software

➔ SOFTWARE REQUIREMENTS FOR TRANSFER OF FILES

The application allows import a structured MS Word document.

The application allows populating a MS Word document with project data.
The application allows import / export a list of requirements from / to MS Excel sheet

3.4 Communications Interfaces

The systems are connected to main database server in LAN network model in
university.

(ADMIN)

SERVER
(USERS) DATABASE (USERS)

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4. System Features
It is a comprehensive student information management system developed from the ground up
to fulfil the needs of independent Colleges as they guide their students to success. The system
integrated information automation system connects daily operations in the College
environment ranging from Admissions and Registration to Finance, Faculty, timetable and
attendance. This reduces data error and ensures that information is always up-to-date
throughout the College.
1. It provides a single source of data repository for streamlining your business processes and
reporting purposes.
2. It has a simple user interface and is intuitive. This ensures that the users spend less time in
learning the system and hence, increase their productivity.
3. Efficient security features provide data privacy and maintains data integrity.
4. You can send email messages and notices to an individual or department.
5. Enables easy modifications, easy collaboration over the internet and offers complete life-
cycle management for your business processes.
6. Supports your institution’s daily operations by eliminating duplicate data entry, sharing
the most up-to-date information, maintaining a detailed history of essential records

4.1 System Feature 1

-

5. Other Nonfunctional Requirements

5.1 Performance Requirements

In this system, the authentication of the user is an important factor. In this system, user
authentication will be done by login by user name and password and classified by user type.
Users will get access to the system as permissions are classified for that type of user.
There will be multiple users like professors and students (approx. more than 2 L users)
utilizing the software. So, it is required to maintain the performance of the software over all
the systems.

5.2 Safety Requirements

This software will ease the process of student grading. At the end of every semester each
student will receive a grade sheet generated by the administration using data uploaded by the
course instructor on this software. All-important detail should be maintained in the hard copy
as well.

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The confidentiality of data in software is important as it consists of all important information
regarding students, their profile, grades, certificates etc. It is very important to provide
security measures to avoid unauthorized access/ hacks in the system.

5.3 Security Requirements

In this system, the authentication of the user is an important factor. In this system, user
authentication will be done by login by user name and password and classified by user type.
Users will get access to the system as permissions are classified for that type of user.

5.4 Software Quality Attributes

There are a number of attributes of software that can serve as requirements. It is important
that required attributes by specified so that their achievement can be objectively verified. The
following items provide a partial list of examples.
The input system will allow for inputting numbers, operands, special symbols and letters of
the alphabet.

5.5 Business Rules

The rules as mentioned earlier,
ADMINISTRATOR: Responsible of maintaining the software at back end and front end as
well.
STAFF: Staff are allowed to insert/modify the metrics of students in the software.
STUDENTS: Are restricted to only view information and modify their profile.

Appendix A: Glossary
1. SRS: Software Requirements Specification.
2. GUI: Graphical User Interface.
3. LAN: Local Area Network

Appendix B: Analysis Models

Appendix C: To Be Determined List

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