.

PURBANCHAL UNIVERSITY
HIMALAYAN WHITEHOUSE INTERNATIONAL COLLEGE
PUTALISADAK, KATHMANDU

A Final Project Report

On

“Student Record Management System”

Submitted By:
Ayuscal Sedhai [343956]
Dharmaraj Patherkat[343963]
Ishwor Pokharel [343967]

Submitted To:

THE DEPARTMENT OF SCIENCE AND TECHNOLOGY IN PARTIAL

FULFILLMENT OF THE REQUIREMENTS FOR THE DEGREE OF
BACHELOR OF INFORMATION AND TECHNOLOGY

DEPARTMENT OF SCIENCE AND TECHNOLOGY

Kathmandu, Nepal

March, 2025
i
 CERTIFICATE OF APPROVAL

The Project entitled “Student Record Management System”, submitted by Ishwor

Pokharel, Aayuscal Sedhai and Dharmaraj Patherkat in partial fulfillment of the requirements
for the degree of “Bachelor of Information and Technology” has been accepted as a bona fide
record of work carried out by them in the department.

___________________________
Er. Kul Raj Khanal
Supervisor
Bachelor of Information and Technology
Date:

Er. Bimal Sharma

Head of Department
Bachelor of Information and Technology
Date:

External
Purbanchal University
Date:

i
 ACKNOWLEDGEMENT

Success is never achieved by a single hand so, is our duty to acknowledge all those who have
provided a helping hand in making this project a success. We are very grateful to our
supervisor Er. Kul Raj Khanal for his constant encouragement, cooperation and guiding us
through this project. We would like to thank our lecturer, friends of Bachelor of Information
Technology from our batch as well as the seniors who helped us a lot.

The desired success obtained during wouldn’t have been attained without the facilities and
other guidelines provided by our Head of Department Er. Bimal Sharma.

At last, we would like to thank to all those individuals who directly or indirectly helped us in
the completion of this project.

Thanking You
Ishwor Pokharel
Aayuscal Sedhai
Dharmaraj Patherkat

ii
 ABSTRACT

The "Student Record Management System" is a comprehensive software application

developed using Java programming language in Apache NetBeans, with SQL Connector for
database integration. The system is designed exclusively for administrative use, offering a
secure and efficient platform for managing student records. It features a user-friendly
interface with various functional modules, including user authentication through a login and
signup mechanism. Upon successful login, administrators can access the main menu, which
offers five primary operations: New Registration, Record Management (Display, Update,
Search, Delete), Fee Structure, Result Display, and Logout. The New Registration module
allows the entry and storage of detailed student information in the database. The Record
Management module provides functionalities to search, update, or delete student records
seamlessly. The Fee Structure module tracks student fee payments and enables admit card
generation for students with cleared dues. The Result module displays student academic
performance in different courses. This project ensures data security, efficient record
management, and an organized workflow for educational institutions. By using Java and
database technologies, it provides a reliable and scalable solution for handling student
information and administrative processes.

iii
 TABLE OF CONTENTS

CERTIFICATE OF APPROVAL..............................................................................................i
ACKNOWLEDGEMENT.........................................................................................................ii
ABSTRACT.............................................................................................................................iii
TABLE OF CONTENTS.........................................................................................................iv
LIST OF ABBREVIATION.....................................................................................................vi
LIST OF FIGURES.................................................................................................................vii
CHAPTER ONE: INTRODUCTION........................................................................................1
1.1 Introduction......................................................................................................................1
1.2 Objectives........................................................................................................................1
1.3 Scope................................................................................................................................1
1.4 Problem Statement...........................................................................................................2
CHAPTER TWO: LITERATURE REVIEW............................................................................3
2.1 Research based on similar project...................................................................................3
2.2 Related Theory.................................................................................................................4
CHAPTER THREE: SYSTEM ANALYSIS.............................................................................5
3.1 Requirement Analysis......................................................................................................5
3.2 Feasibility Study..............................................................................................................6
CHAPTER FOUR: SYSTEM DESIGN....................................................................................8
4.1 SDLC Model....................................................................................................................8
4.2 DFD.................................................................................................................................9
4.3 Flowchart.......................................................................................................................10
4.4 Use Case Diagram.........................................................................................................11
4.5 ER Diagram...................................................................................................................12
CHAPTER FIVE.....................................................................................................................13
IMPLEMENTATION AND TESTING..................................................................................13
5.1 Implementation..............................................................................................................13
5.2 Testing...........................................................................................................................14
CHAPTER SIX: CONCLUSION............................................................................................15

iv
 6.1 Conclusion.....................................................................................................................15
6.2 Future Enhancement......................................................................................................15
REFRENCES...........................................................................................................................16
APPENDIX..............................................................................................................................17

v
 LIST OF ABBREVIATION

SRMS Student Record Management System

IDE Integrated Development Environment
SQL Structured Query Language
UI User Interface
JDK Java Development Kit
OOP Object Oriented Programming
DBMS Database Management System
SDLC System Development Life Cycle
MVC Model-View-Controller
GUI Graphical User Interface
DFD Data Flow Diagram
ER Entity-Relationship

vi
 LIST OF FIGURES

Figure 1: Gantt Chart…………………………………………………………………07

Figure 2: Agile SDLC Model …………………………………………………….….08
Figure 3: One level DFD…...………………………………………………………...09
Figure 4: Flowchart……………………………………………………………….….10
Figure 5: Use Case Diagram…………………………………………………………11
Figure 6: ER Diagram…………………………………………………………….….12
Figure 7: Signup……………………………………………………………………...17
Figure 8: Login.……………………………………………………………………....17
Figure 9: Registration…………………………………….………………………… .18
Figure 10: Display Records…………………………………….…………………….18
Figure 11: Display Result……………………………………………………...….….19
Figure 12: Admit card………………………………………………………………..19

vii
 CHAPTER ONE: INTRODUCTION
1.1 Introduction
The "Student Record Management System (SRMS)" is a Java-based software application
developed in Apache NetBeans Integrated Development Environment (IDE) with Structured
Query Language (SQL) database integration using SQL Connector. The system is designed
exclusively for administrative operations, offering a robust platform for managing student
records efficiently and securely.

The primary goal of this project is to simplify the management of student records by
providing a secure and organized system. It includes a login and registration feature for the
administrator to ensure that only authorized person can access the system. Upon successful
login, the administrator will be directed to a main menu where they can perform various
operations related to student records.

This project aims to combine programming knowledge and problem-solving skills to create a
useful tool for educational institutions.

1.2 Objectives
The project is with the main aim of meeting the following objectives:
 To develop a secure login and registration system for the administrator
 To enable efficient management of student records, including adding,
viewing, editing, searching, and deleting.

1.3 Scope
The "Student Record Management System (SRMS)" is designed to streamline and automate
the administrative processes of educational institutions. The primary focus is to provide an
efficient and secure platform for managing student information, thereby reducing the reliance
on manual record-keeping methods. The scope of this project includes the following key
areas:

1. User Authentication: There is secure login and signup functionality to ensure that
only authorized administrators can access the system.

1
 2. Student Registration: There is efficient entry and storage of student details, including
personal, academic, and contact information in the database.

3. Record Management: Search, display, update, and delete student records to maintain
accurate and up-to-date information.

4. Fee Structure Management: Tracking student fee payment status. Generating admit
cards for students who have cleared their dues.

5. Result Management: Displaying student results for different courses, enabling

administrators to manage academic performance data.

6. Data Security: Integration with SQL database to ensure secure data storage and
retrieval.

7. Efficient User Interface: Developed using the Apache NetBeans IDE with a palette-
based design for multiple frames, providing an intuitive user interface (UI).

By integrating Java, SQL Connector, and JDK, the SRMS provides a comprehensive
solution for educational institutions to efficiently manage student records, maintain data
security, and enhance administrative productivity.

1.4 Problem Statement

Educational institutions face challenges in managing large volumes of student data, including
registration details, academic records, fee payments, and result tracking. Manual record-
keeping methods are time-consuming, error-prone, and inefficient, leading to data
inconsistencies and security risks. Our project “Student Record Management System
(SRMS)" addresses these issues by providing a secure and automated solution for efficient
student information management, ensuring accurate record maintenance and streamlined
administrative operations.

2
 CHAPTER TWO: LITERATURE REVIEW
2.1 Research based on similar project
The development of a Student Record Management System (SRMS) aligns with ongoing
advancements in educational management software. Numerous research studies and projects
have highlighted the significance of automating administrative functions in educational
institutions. This section reviews similar projects to understand their methodologies, features,
and contributions.

Gupta and Sharma (2020) developed a web-based application for student information
management, which emphasized data security and accessibility. The project utilized Java and
MySQL for backend operations, similar to the SRMS presented in this report. Their work
demonstrated improved efficiency in data handling and retrieval processes in educational
environments. [1]

Khan et al. (2019) proposed a desktop-based student management system integrating SQL
for secure data storage. Their system offered modules for student registration, fee
management, and result processing, which are also key features of the SRMS in this project.
They highlighted how the automation of record management tasks minimizes administrative
errors and reduces processing time. [2]

Patel and Desai (2021) explored the benefits of Java-based applications for educational
institutions, emphasizing the platform's compatibility, security, and scalability. Their
research reinforced the suitability of using Java programming and database integration for
managing student information effectively. [3]

These research works collectively validate the relevance of SRMS as an effective solution for
educational record management. By integrating Java, SQL Connector, and the NetBeans
IDE, this project builds upon previous research while contributing a scalable and secure
platform for administrative operations.

3
2.2 Related Theory
The "Student Record Management System (SRMS)" is based on several fundamental
concepts and theories from software development, database management, and object-oriented
programming (OOP). These theories form the foundation for designing, implementing, and
managing the functionalities of the project.

1. Object-Oriented Programming (OOP): Our project is developed using Java, which

follows the principles of OOP. OOP helps in organizing the code by using classes and
objects. Important concepts like encapsulation (hiding data inside classes),
inheritance (reusing code from parent classes), and polymorphism (using methods in
different ways) make the system more efficient, secure, and easy to maintain.

2. Database Management System (DBMS): The project uses SQL as a database to store
and manage student information, such as registration details, fee records, and results.
The use of SQL ensures that data can be easily saved, retrieved, updated, and deleted.
It also helps in keeping data secure and organized.

3. The system follows the MVC architecture, which separates the program into three
parts. The Model manages data and database operations, the View handles the design
and user interface, and the Controller connects the two by processing user actions.
This makes the project well-structured and easier to maintain.

4. Software Development Life Cycle (SDLC): The system was developed following the
agile model of SDLC, involving phases such as planning, designing, coding, testing,
and deployment. This approach ensured that the system was continuously improved
based on feedback and testing outcomes.

5. Graphical User Interface (GUI) Design Principles: The use of palette-based frame
design in NetBeans ensured that the system provides a user-friendly and intuitive
interface for administrators. Clear navigation, error handling, and input validation
were prioritized during development.

By incorporating these theoretical principles, the SRMS ensures a robust, scalable, and
efficient solution for educational institutions, enabling streamlined administrative
operations and secure data management.

4
 CHAPTER THREE: SYSTEM ANALYSIS
The "Student Record Management System (SRMS)" was developed to address the challenges
educational institutions face in managing student data manually. Our system offers secure
and efficient ways to handle student registration, record management, fee payment tracking,
and result display. The development process involved analyzing the requirements for a
centralized system that ensures accurate data management and reduces administrative
workload.

3.1 Requirement Analysis

Requirement analysis is a crucial part of system development, as it helps in understanding the
needs of the system and its users. For the "Student Record Management System (SRMS),"
the requirements are categorized as user, functional, and non-functional requirements.

i. User Requirements
The system is exclusively for administrators, who are responsible for managing
student records. The system must allow secure login and signup to prevent
unauthorized access. It should be simple and user-friendly, minimizing the need for
technical expertise.

ii. Functional Requirements

 Login/Signup: Admins can securely log in using valid credentials or sign up if
they are new users.
 New Registration: Admins can enter and save student information such as
registration number, personal details, and academic information.
 Record Management: The system allows admins to search, display, update,
and delete student records.
 Fee Management: Admins can track fee payment status and generate admit
cards for students who have cleared their dues.
 Result Display: Admins can view and manage students' academic results
across different courses.
 Logout: Admins can securely exit the system to terminate access.

iii. Non-Functional Requirements

5
  Data Security: The system must securely store and retrieve data using SQL
database integration.
 Performance: The system should handle operations efficiently without delays.
 Scalability: The system must support an increasing number of student records
as the institution grows.
 Usability: The interface must be simple and intuitive, developed using Apache
NetBeans palette for better design.

3.2 Feasibility Study

A feasibility study helps determine whether the system is technically, operationally, and
economically viable. Below are the key feasibility factors considered for SRMS:

i. Technical Feasibility

 The project was implemented using Java programming language in Apache

NetBeans IDE, integrated with SQL Connector for database management and
JDK for runtime support.
 These technologies are open-source, well-documented, and compatible with
educational systems, making development and maintenance technically
feasible.

ii. Operational Feasibility

 The system simplifies administrative tasks like student registration, record

updates, fee tracking, and result display.
 It reduces human errors and ensures accurate data management.
 The user-friendly GUI allows admins to navigate the system with ease,
improving operational efficiency.

iii. Economic Feasibility

 Since open-source tools like NetBeans and SQL Connector were used,
development costs were minimal.
 The system saves time and resources by reducing manual administrative
efforts.

6
  It provides long-term cost savings by ensuring better record management and
data security.

iv. Schedule Feasibility

The project was developed within the planned timeframe using an iterative
development model. Each phase, such as requirement gathering, system design,
coding, testing, and deployment, was completed as scheduled. But if we get more
times, we can make this project more advanced. Below is a Gantt chart showing our
project timeline:

Starting Date: 2024/10/10 Ending Date: 2025/02/29

WEEK
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Research and
Literature review
Project proposal
preparation

System Design

Environment
Setup

Implementation
of Login &
Registration
system
Implementation
of core features
Testing and
debugging
Documentation
and user guide

Project complete

Figure 1: Gantt Chart

7
 CHAPTER FOUR: SYSTEM DESIGN
The System Design phase focuses on creating the architecture and structure of the Student
Record Management System (SRMS). It defines how different components of the system
interact and how data flows between them. A well-structured design ensures that the system
functions efficiently, securely, and is easy to maintain.

4.1 SDLC Model

The Software Development Life Cycle (SDLC) is a step-by-step process used to plan,
develop, test, and maintain software. It ensures that the software is high quality, meets user
needs, and is delivered on time.

In our Student Record Management System (SRMS) project, we adopted the Agile Model
for development. The implementation followed these steps:

1. Sprint Planning: We identified the core functionalities like login/signup, student

management, fee structure, and result management.
2. Iteration 1: We developed and tested the Login & Signup module.
3. Iteration 2: Implemented Student Record Management, including adding, updating,
and deleting student details.
4. Iteration 3: Designed and integrated Fee Structure Management.
5. Iteration 4: Developed Result Management and implemented security features.
6. Final Testing & Deployment: Performed debugging, testing, and final deployment.

Requirements

Design

Implementation

Testing

Maintenance

8
Figure 2: Agile SDLC Model
4.2 DFD
DFD stands for Data Flow Diagram. It's a graphical representation that illustrates how data
flows through a system or process. DFDs consist of processes, data stores, data flows, and
external entities.

Request for Login Check for Login

Admin Data Store
Admin Response Login Reply

Add Student Insert Data

Student
Registration Student Data Store
Response Reply

Add Fees Update Fees

Manage Fees Data Store
Fees Reply
Response

Send Data Update Data

Edit Student Student Data Store

Detail Reply
Response

Add Result Update Results

Manage
Result Result Data Store
Response Reply

Figure 3: One level DFD of SRMS

9
 4.3 Flowchart
Start

No
Account
Register
Exist?

Yes

Enter Username & Password

Yes No
Is Username &
Save Cookies Password valid?

Logged in

Main Menu

Input Choice

Display, Update,
New
Search, Delete Logout Fee Status Result
Registration
Records

End

Figure 4: Flowchart

10
4.4 Use Case Diagram
The use case diagram is usually referred to as behavior diagram used to describe the actions
of all user in a system. All user describe in use case are actors and the functionality as action
of system. The Use case diagram is a collection of diagram and text together that make action
on goal of a process. In Student Record Management System there is an only one actor
Admin can do all the activities to run the system.

Login &
Signup

Add
Students

Display
Students

Delete
Admin Records

Add Fees,
Results

Figure 5: Use Case Diagram

11
 4.5 ER Diagram
An Entity-Relationship (ER) Diagram is a visual representation of a database structure that
shows the relationships between entities. Entities are objects or concepts (like students,
admin, or fees) that store data, while relationships define how these entities interact with each
other.

Username Mark obtained

ID Course name
Password

Grade

Admin Manages Result

Manages Belongs to
Manages

Address

Fees Linked to Student Faculty

Name
Amount
Status
paid Phone No
Registration
ID
No

Figure 6: ER Diagram

12
 CHAPTER FIVE
IMPLEMENTATION AND TESTING

5.1 Implementation
Implementation is the stage where the project is transformed from design to a working
system. The Student Record Management System was developed using Java programming
language in Apache NetBeans. SQL Connector was used to connect the system with the
database.

Here is a key Implementation details of our project “Student Record Management System”.

1. User Interface:
In our project we designed multiple frames using the NetBeans Palette for features
like Login, Registration, Record Management, Fee Structure, Result Display, and
Logout. Different components such as text fields, combo boxes, and buttons were
carefully aligned to create user-friendly interfaces.

2. Database Integration:
We connected the system to an SQL database using the SQL Connector for seamless
data operations. Created key tables such as student, fees, and results to store
necessary information.

3. Core Functionalities Implemented:

 Login and Signup: It secures authentication for admin access using encrypted
passwords.
 New Registration: It enables the admin to enter and store student details in the
database.
 Record Management: It allows searching, updating, and deleting student
records.
 Fee Management: It tracks student fee status and generates admit cards if fees
are fully paid.
 Result Display: It fetches and displays course results for each student.
 Logout: Ends the session and returns to the login screen.

13
5.2 Testing
Testing is important to identify and fix errors before deployment. The system was tested
using different techniques to ensure its reliability and accuracy.

Here are some testing details of our project:

1. Functional Testing:

 It checked whether each module works correctly.

 Verified that student data is accurately saved, updated, displayed, and
deleted.
 Ensured that only paid students can generate admit cards.

2. Usability Testing:

 It evaluated the user interface for simplicity and ease of navigation.

 It ensured that frame layouts and form fields were properly aligned.

3. Database Testing:

 It ensured data consistency and integrity between the application and the
database.
 Checked whether data insertion, deletion, and updates reflected correctly in
the database tables.

4. Security Testing:

 It verified the security of the login system by testing password validation and
restricted access to admin functionalities.

5. Performance Testing:

 It verified that the system handles multiple data entries without delays or
crashes.

The successful implementation and thorough testing of the SRMS ensured that the system
operates efficiently, securely, and meets the objectives of the project.

14
 CHAPTER SIX: CONCLUSION

6.1 Conclusion
The “Student Record Management System (SRMS)” was successfully developed using
Java programming language in Apache NetBeans, with database connectivity provided by
SQL Connector. The system provides an efficient platform for managing student records,
including registration, record updates, fee management, and result tracking. The project
aimed to replace traditional, manual methods with a computerized system to reduce time
consumption and improve accuracy.

The system enables the admin to securely manage sensitive student data and offers
functionalities such as generating admit cards based on fee status and displaying student
results. The user interface is simple and user-friendly, making it easy for the admin to
navigate through different features.

During the project, several challenges were encountered, particularly in database connectivity
and designing user interfaces. These challenges were resolved through debugging and
testing. Overall, the project met its objectives, and the system functions efficiently as
expected.

6.2 Future Enhancement

Although the current version of SRMS fulfills its primary goals, there is room for further
improvement. We can improve the system by adding features like multiple user roles for
teachers and students, allowing each role specific access. The system can be connected to a
cloud database for better remote access. Automated notifications for fee reminders and result
updates can make the system more efficient. Developing a mobile version would improve
accessibility. Adding advanced security features and optimizing performance will make the
system more reliable and faster for larger educational institutions.

15
 REFRENCES

Research Articles
[1]. Gupta, A., & Sharma, R. (2020). Web-based student information management system.
Journal of Information Systems, 12(3), 123-135.

[2] Khan, M., Ali, S., & Hussain, T. (2019). Desktop-based student management system
using SQL database. International Journal of Computer Science, 15(2), 45-52.

[3] Patel, H., & Desai, M. (2021). Java-based applications in educational management: A
review. Educational Technology Journal, 18(4), 78-89.

16
APPENDIX

Figure 7: Signup

Figure 8: Login

17
 Figure 9: Registration

Figure 10: Display Records

18
Figure 11: Display Result

Figure 12: Admit Card

19
20