ONLINE ADMISSION SYSTEM

TABLE OF CONTENTS
Page No.

Acknowledgement 02

Executive summary 03

Planning 04

1.1. Purpose 04
1.2. Project Scope 04
1.3. Goal. 04
1.4. Objectives of the proposed system. 05

Analysis 07

1. Investigating 07
2. Functional Requirement 09
3. Non-Functional Requirements 10
3.1. Usability Requirements
3.2. Performance Requirements
3.3. Reliability
3.4. Portability Requirements
4. Immediate Feedback 11
5. Hardware Configuration 11
6. Software Configuration 11
Flow Chart 12
ERD 13
DFD 15
Decision table 19
Gantt chart 20

Implementation 21
Support 22
Conclusion 23

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 ONLINE ADMISSION SYSTEM

ACKNOWLEDGEMENT
I pay special thanks to ALLAH Almighty who bestowed us the opportunity, courage and
confidence to obtain more knowledge to complete our project. We would like to submit our
deepest gratitude to our parents, whose prayers always supported in every task of our life, and
without them we are nothing.

Special thanks to Madam Zainab Rehman for her valuable contribution in this ONLINE
ADMISSION SYSTEM project. Her excellent guideline for the designs and analysis enabled
the system to provide required performance. She has been a constant source of inspiration and
motivation for hard work. She has been very co-operative throughout this project work. Through
this column, it would be our utmost pleasure to express our warm thanks to her for their
encouragement, co-operation and consent without which we mightn’t be able to accomplish this
project.

Online admission system has been possible due to the team work of our group members. We
hope that the admission rules of the online admission system will provide better understanding of
the system to its users.

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 ONLINE ADMISSION SYSTEM

EXECUTIVE SUMMARY

As the number of students appearing for the counseling are increasing rapidly every year, it
requires much effort and time to handle the admission system with man power and paper system.
So we are in need of a better system to make the process easier and serves better which could be
done by Computerized Student Admission System that facilitates the work of the universities and
at the same time it must reduce the work load of the organization with expected quality. Quality
in the sense, the system try to avoid the mistakes that are usually happen during the Admission
Process. As still in our government universities all the work at the time of admission of the
students is done manually by ink and paper, which is very slow and consuming much efforts and
time. It is required to Design of a online Admission System, to speed up and make it easy to use
system.
The Online Admission Application System allows institutes to receive applications through the
web and candidates need not collect physical forms. Candidates are required to visit the
admission website of the institute. All eligibility criteria, no. of seats, selection criteria etc are
mentioned in the website. Candidates are required to fill in the online admission form and submit
it online. On successful submission of the application the candidate receives a voucher for test
fees against which he / she is required to make the payment of the application form. Test will be
conducted and merit list of eligible candidates are generated through the application and
published on the admission website.

The University Admission System has been developed in order to automate the complete admission
system starting from the notification to admission process. The system enables online admissions
saving the time of the geographically scattered students. It enables reducing time in activities,
centralized data handling and paperless admission with reduced manpower. It improves the
operational efficiency and reduces the cost. It also provides consist view of data and integration
with other institutions for verification of marks and details.

This is a online web application allows us to access the whole information about the college, staffs,
students, facilities etc. This application provides information about the Campus. We can also get the latest
information about the students and staffs. This generic application designed for assisting the students of
an institute regarding information on the courses, subjects, and classes.
Online admission system has three basic phases. First when student will apply directly to the
university through a online form. Process begins when verifier check that is the student is
eligible for registration. There will be an advisor who will help the student to interact with
system and to take admission in the desired subject. Advisor would generate allotment order
which will be confirmed by local counselor only when the students will get their DD numbers.

Thus making the admission system easy and quick.

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PLANNING
Purpose:
The aim of Online Admission System is to computerize admission process without any flaws. Its
basic objectives are to extend their reach to geographically scattered students, reducing time in
activities, centralized data handling and paperless admission with reduced manpower. Its other
factors are cost cutting, operational efficiency, consist view of data and integration with other
institutions. Main challenges are effectively completing the admission process within the time
limit and making the process easier for the students. Hence there is a prerequisite for maintaining
a database, to store all the details.
Scope of the Project:
 Online Admission System is to allocate seats for the eligible students which would be
accessed only on the registered systems.
 Students are to be checked for their eligibility criteria before getting registered
 A database is maintained with all the colleges, courses offering by them and availability
of seats.
 For each event database should be updated and should be ready to provide information
for next candidate in no time.
Goal:
The main goal of the system is to automate the process carried out in the organization with
improved performance and realize the vision of paperless admission. Some of the goals of the
system are listed below:

 Manage large number of student details.

 Manage all details of student who registered for the course and send appropriate details
about the course to the students account.
 Create student accounts and maintain the data’s effectively.
 View all the details of the students.

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 Reduce the work load in interview the students for selection and Counseling should be
very effective rather than direct methods.
 Activities like updating, modification, deletion of records should be easier.
 The System must support Undo the Previous activities if any Problem Occurs.

Objectives of the Proposed System:

The aim of the proposed system is to address the limitations of the current system.
Following are the objectives of the proposed system:

 Reach to geographically scattered students. One of the important objectives of the

admission system is communicate with all the students scattered geographically.

 Reducing time in activities. Reduce the time taken process the applications of students,
admitting a student, conducting the online examination, verify student marks, and send
call letters to selected students.

 Centralized data handling. Transfer the data smoothly to all the departments involved
and handle the data centralized way.

 Paperless admission with reduced manpower. Reduce the manpower needed to

perform all the admission and administration task by reducing the paper works needed.

 Cost cutting. Reduce the cost involved in the admission process.

 Operational efficiency. Improve the operational efficiency by improving the quality of

the process.

Definitions, Acronyms and Abbreviations:

Users of the System:
i. Verifier
ii. Student
iii. Advisor
iv. Counsellor
v. Administrator
User’s characteristics:
i. We have five different types of users; first page of the application will show you
four different logins: Verifier, Advisor, Local Counsellor, Database Administrator
logins.

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ii. All users should have some basic computer knowledge.

iii. Verifier should have the basic capability of verifying all the certificates produced
by the students and making sure that the student is registered.
iv. Advisor should get the list of all the courses and colleges available to the student
based on his rank.
v. Local Counsellor has the ability to finalize all the allotment orders generated in
his own centre.
vi. Administrator has the ultimate power and privilege to update all the databases and
all the user related details.
J2EE:
Java2 enterprise edition is a programming platform for developing and running distributed
multitier architecture java applications, based largely on modular software components running
on a application server.
HTML:
Hyper Text Markup Language is a markup language used to design static web pages.
DB2:
DB2 is a database management system that delivers a flexible and cost effective database
platform to build robust on demand business applications.
WAS:
Web sphere application server is an application server that runs business applications and
supports the J2EE and web service standards.
References:
IEEE SRS Format.
www.apeamcet.nic.in

Overview:
The rest of the SRS contains specifications regarding functional and non-functional requirement
of the system.

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ANALYSIS
The system analysis phase 7 step process which includes:

i. Investigation
ii. Technical Feasibility Study
iii. Operational Feasibility Study
iv. Economic Feasibility Study
v. Legal Feasibility Study
vi. Schedule Feasibility Study
vii. Requirement Definition

INVESTIGATION

Purpose:

Purposes of this system are as follows:

i. Computerize admission process without any flaws.

ii. Effectively completing the admission process within the time limit and making the process easier
for the students.
iii. Maintaining the database of the students.

Problem with manual system:

i. Time consuming
ii. Not absolutely correct
iii. Increase work load
iv. Students have to visit the university personally

Proposed system:

i. Eliminate paper work

ii. Automated admission system
iii. Efficiently manage the student details
iv. The system supports generation of reports based on different criteria
v. The system facilitate the online Counselling

Solutions provided by proposed system:

i. Stores the allotted student’s details in the database.

ii. Maintains the crash recovery.
iii. Providing an understandable and user interactive GUI

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FEASIBILITY STUDY
Economic feasibility:

It is economically feasible, it will only require a single operator to operate the system, who is
responsible for entering the data into the database via a user interface provided to him, who can
also able to show all the data in html tabular form so to provide information regarding the
students who are either taken admission or to take admission, since it requires only a single
person to operate the whole system thus reduces the cost to operate the system. In the system, the
organization is most satisfied by economic feasibility. Because, if the organization implements
this system, it need not require any additional hardware resources as well as it will be saving lot
of time.

Technical feasibility:

It is technically feasible, since the whole system is designed into the latest technologies like PHP
which is free under the license of PHP and the SQL Server which are the most recent
technologies to develop web based systems and design databases.The system offers greater
levels of user friendliness combined with greater processing speed. Therefore, the cost of
maintenance can be reduced. Since, processing speed is very high and the work is reduced in the
maintenance point of view management convince that the project is operationally feasible.

Operational feasibility:

It is Operational feasible, since the system is providing a attractive user interface to the
operator/end user, so he feel very easy to work onto it. Response to operator/end user is very fast
and very good. Since, as we mentioned above that it requires much less amount of cost, it uses
computer work so it is very fast to operate and it is very easy for user to work on it.

Legal feasibility:

In the legal feasibility this system will not conflicts with legal requirements. Online admission
system will comply with the local Data Protection Acts.

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FUNCTIONAL REQUIREMENTS
Functional requirements of online admission system are as follows:

i. Online Admission System contains three phases; he has to pass on from one phase
to another if he is eligible for the current phase.
ii. The online admission system having a server which can be accessed through some
registered systems for counselling and also the details of the students who were
qualified in the examination in its own database. All this information is preloaded
by the administrator.
iii. Security would be provided by the administrator by assigning login details to all
the users of the system (verifier, advisor, local counsellor).
iv. After making them logged in to online admission system, first input for any of the
4 users mentioned above is to give the students rank that came to them as per the
counselling process.
v. Initially verifier would check the student’s eligibility i.e. as he provided with all
his certificates, the rank card which was issued by the government and finally
made him eligible for the next phase of the counselling if he got all the required
certificates including caste certificate or reservation proof with him. So, that that
student got registered for the next phase of the counselling.
vi. Verifier also enters the student details which were not available from the
database. So here he will enter the category of the student also which helps him in
the seat availability based on his percentage of reservation.
vii. Advisor helps the student to interact with the system and to get an admission into
his desired institution.
viii. After selecting students own choice from the availability advisor would generate
the allotment order for the student, which will be kept in pending for the local
counsellor’s approval.
ix. And the system provides the available seats in the colleges listed above
dynamically (by updating the database time to time i.e. on every action of any
user).
x. Local counsellor has to approve the student’s allotment order which was
generated by the advisor only when the student gets the DD number which he has
paid on the name of his institution.
xi. By entering the DD number and submitting it student would get the final
allotment order.
xii. After the allotment is done the details are sent to the database and then by the
local counsellor a printed form of allotment order would be given.

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NONFUNCTIONAL REQUIREMENTS
Usability Requirements:

Usability requirements identified for this system are listed below:

i. A logical interface is essential to make easy use of system, speeding up

common tasks.
ii. The product could be used by two categories of people mainly
administrator category and other users.

Performance Requirements:

i. The database should be able to accommodate a minimum of 10,000

records of students.
ii. At any instant the system should support use of multiple users at a time.
iii. Availability results of the requested college should be presented to the
student in max of two seconds, so retrieving of data should be reliable.
iv. As each student will be given a maximum time of 10min, accessing from
the database should be done at relevant speed.

Reliability:

Some of the attributes identified for the reliability is listed below:

i. All data storage for user variables will be committed to the database at the
time of entry.
ii. Data corruption is prevented by applying the possible backup procedures
and techniques.

Portability Requirements:

As it is a server-client model application, so the environment used in server should be

used to access it in the client. There may raise a problem of run time error, to avoid that:

i. Java is used to develop the product. So it is easiest to port the software in any
environment.

Security Techniques:

Some of the factors that are identified to protect the software from accidental or
malicious access, use, modification, destruction, or disclosure are described below:

i. Keep specific log or history data sets.

ii. Utilize certain cryptographic techniques.

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iii. Restrict the no of systems that can access the online admission system site.
This could be done only by registering the systems physical addresses before
using them for online admission process.
iv. Check data integrity for critical variables.
v. Every user should be licensed to use the system under any of the four
categories provided i.e. either verifier or advisor or local counselor or
administrator.
vi. Communication needs to be restricted when the application is validating the
user or license. (i.e. using https).

Immediate Feedback:

The System must try to answer all the queries of the students and it should provide immediate
feedback after getting any request from the students. The system must provide the illusion to the
students that, they are contact the real peoples for process the Admission task.

HARDWARE CONFIGURATION

 System : Multimedia PC
 Processor : Pentium 4 or above
 Memory : 512MB RAM
 Hard Disk : 80GB or above
 Keyboard : 104 standards
 Monitor : SVGA
 Modem : Dial up/Broadband

SOFTWARE CONFIGURATION

 Operating System : Windows ,LINUX

 Front end : PHP, HTML, JavaScript
 Back end : MYSQL

DESIGN FLOWCHART:

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ER- DIAGRAMS

As university have only one verifier for the verification and checking of eligibility so student can
interact with only one verifier and for passing through the stage of verification of documents
student should interact with at least one verifier. Along with it verifier can interact with at least
one too many students.

As university have only one counselor for the counseling and allotment approval for students so
students can interact with only one counselor and after getting the DD number students will
interact with at least one counselor. Counselor will interact with at least one too many students.

As university have only one adviser for helping the students how to interact with the system and
to get desire subject so student can interact with only one advisor and will pass this stage when
they will get the allotment orders from advisor. Advisor will interact with at least one too many
students.

As university offers one too many courses to students. So, at least one student should have one
course or have many courses.

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University has more than departments and one department can have many students but should
have at least one student. In same way one student can take different courses in different
department but for becoming a student of university he or she should enroll in one department.

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DATAFLOW DIAGRAMS

Level 0 Student

ONLINE
ADMISSION Database
User/administrator
SYSTEM

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Level 1

Admin

Username + Password
Access
student
details

login
studentdeatail

Make the
student
admit
shortlist

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 ONLINE ADMISSION SYSTEM

Level 2

User/student

Username + Password

Sign
Login Up

Student details

Show
student
details

New student details

Update
student STUDENTDETAIL
details
Old student details

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Level 3

Admin User/student

Username + Password Username + Password

login login Sign Up

Show
details

Make the Update

Access
student student
student
admit details
details
shortlist

STUDENTDETAIL

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DECISION TABLE

Conditions: Rules
Check for T T T T T T T T F F F F F F F F
eligibility.
Processing fee T T T T F F F F T T T T F F F F
submission
for test
Test Passes T T F F T T F F T T F F T T F F
Processing fee T F T F T F T F T F T F T F T F
Submission for
Admission.
Actions:
Fee submission
Voucher for        
test
Appear in test
   
Preparation of 
Merit list
Seat confirmed

Seat not
confirmed due
to unpaid dues.
Not eligible
          

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GANTT CHART

Phases 10/10/12 to 10/10/12 to 21/11/12 to 21/11/12 to

24/10/12 24/10/12 14/12/12 14/12/12

feasibility study 

Requirement 
analysis

System design 

Detailed design 

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IMPLEMENTATION
The implementation part is less creative than system design. It is primarily concerned with user
training, site preparation, and file conversion. During the final testing, user acceptance is tested,
following by user training. Depending on the nature of the system, extensive user training may
be required .Conversion usually takes phase at about the same timer the user is being trained.
These are the various requirements regarding project hardware, software and the data:-

HARDWARE REQUIREMENTS

 System : Multimedia PC
 Processor : Pentium 4 or above
 Memory : 512MB RAM
 Hard Disk : 80GB or above
 Keyboard : 104 standards
 Monitor : SVGA
 Modem : Dial up/Broadband

SOFTWARE REQUIREMENTS

 Operating System : Windows ,LINUX

 Front end : PHP, HTML, JavaScript
 Back end : MYSQL

Cut over conversion:

Old system is discarded and the new online admission system takes over the entire
admission procedure. This strategy is inexpensive one because no resources are spent on any
other running system hence the benefit will be realized immediately.

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MAINTENANCE AND SUPPORT

Online Admissions

1. Develop, administer, and maintain the new online admission system

2. Issue new numbers every year with passwords and print it on labels
3. Student workers: announce, interview, select, and supervise the students who work in
receiving and double check data entry of applications. This process should be the
registration office responsibility.
4. Prepare computers for receiving and checking the applications.
5. Provide necessary reports for the admission process
6. Provide post-admission reports/analysis as needed
7. Perform item analysis and reporting going back several years

Networking:

1. Physical network design, implementation, bidding, documentation, supervising, and

maintenance
2. Administer and maintain University servers
o Secure the network
o Complete backups
o Upgrade and maintain network operating system software as necessary ( LINUX,
Windows, etc.)
3. Provide internet connectivity for the University: maintenance, follow-up when problems
occur, analyze needs, and monitor regularly
4. Create and maintain network accounts for all staff, faculty, administration, and student.

Web Development and Maintenance

1. Provide technical assistant to the University Website users.

2. Design, maintain, and develop the academic portal
3. Administer should maintain course availability.

Training and Workshops

1. Provide in-office training as needed

2. Design and provide IT-related workshops on periodic basis when new technologies are
put to use on campus and as the need arises

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CONCLUSION

After completing our project ONLINE ADMISSION SYSTEM we are sure that all the
problems are being solved. The online admission system is the use of a central database. This
database is the basis for all actions in the system and can be trivially updated and used to aid in
all of the system’s processes, meaning all of the required information is stored in one central
location and thus is easily accessible. This is a far more reasonable storage method than a paper-
based file system, where the time of traveling to and physically searching the records for the
required information could be a burden. So, system reduces the consumption of time and work
load for humans. Moreover, system can perform certain tasks faster than human meaning that
time can be saved performing processes such as sending communication e-mails, creating
recommendations and the comparison of applications. System can maintain the detail of all
students and can retrieve it at the time of need. Operational efficiency is improved by improving
the quality of the process.

Also obtaining the basic aim of the system that is to communicate with the students scattered
geographically. And students can have quick access to system.

This system has solved almost all the problems relating with the manual system. Thus helping
the users to have quick access and get admission. With the computerization of the system it not
only have improved the quality of the processing but also have make this process easy and quick.

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