UNIVERSITY MANAGEMENT

SYSTEM (UMS)
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UNIVERSITY MANAGEMENT SYSTEM (UMS) deals with the
maintenance of university, college, faculty, student information
with in the university. UMS is an automation system, which is
used to store the college, faculty, student, courses and
information of a college.

Starting from registration of a new student in the college, it
maintains all the details regarding the attendance and marks
of the students. The project deals with retrieval of information
through an INTRANET based campus wide portal. It collects
related information from all the departments of an organization
and maintains files, which are used to generate reports in
various forms to measure individual and overall performance
of the students.

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PURPOSE OF THE SYSTEM

UNIVERSITY MANAGEMENT SYSTEM [UMS] deals with
the maintenance of university, college , faculty , student
information with in the university. This project of UMS
involved the automation of student information that can be
implemented in different college managements

The project deals with retrieval of information through an
INTRANET based campus wide portal. It collects related
information from all the departments of an organization and
maintains files, which are used to generate reports in
various forms to measure individual and overall
performance of the students.



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EXISTING SYSTEM

The system starts with registration of new staff and
students. When the subjects are to be allocated to the
faculty, the Head of the Department should enter
everything in the Excel sheets. Then the staff enters
corresponding subjects attendance and marks of a
student then those must also be entered in the Excel
sheets and validations are to be done by the user itself.
So there will be a lot of work to be done and must be
more conscious during the entrance of details. So,
more risk is involved.

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PROBLEMS IN THE EXISTING SYSTEM:

Storing and accessing the data in the form of Excel
sheets and account books is a tedious work. It
requires a lot of laborious work. It may often yield
undesired results. Maintaining these records as piles
may turn out to be a costlier task than any other of the
colleges and institutions



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PROPOSED SYSTEM

UMS (UNIVERSITY MANAGEMENT SYSTEM) makes management
to get the most updated information always by avoiding manual
accounting process. This system has the following functional
divisions.
University Administrator
College Administrator
User (Students / Faculties)

University Administrator has the functionality of registering new
colleges and courses.

College Administrator has the rights of creating department,
allocating courses to departments, creating faculties, students and
allocating subjects to faculties, and modifications in the data entered
by the user can also be done by the college administrator.

User of this may be faculty or students. Faculty has the facility of
entering the marks and attendance of the students. Students can
check their marks and attendance but there is no chance of
modifications.


INPUT :

The major inputs and outputs and major functions of the system are
follows:
Inputs:
University Administrator enter his user id and password for login to
authenticate in this system
University Administrator creates the college .
While registration Colleges can able to provide their information like
1. College id
2. College name
3. Address Information of college
4. Password for the college
Administrator can create the various college details in this website.
Registered colleges and staff need to submit their log in information
for change their password.
For searching College details guest need to choose the colleges or
search college option for user interface.
For searching a college a guest can choose search college option.
For upload their details a college must login to their profile
For display they have to view the reports.


Main Module
Student :
The Student Record Storage and Retrieved by this Module. This
Module include student record / Information Insert, view, Delete ,
Update By User friendly Approach.
Teacher :
The Teacher Entry and View Teacher Detail by this Module. This
include Teacher Information Storage and Maintaining there
information. Form validation is already Done by this project.
Department :
The common and Fixed information related to Department. we can
categories each teacher, subject, student and there score. Then
Attached to Department To identify or make Search easier.
Subject and Score :
By this Module we insert subject name and score for student i.e. mid-
term and end-term. One more Facility Provided by this Web Based
University Management System in php is we can also give student
there notice related to score.
Users :
This Module is used for Admin User for signup and maintaining this
system. Only allow those user how have user entry can enter into this
administrative system.

A CENTRALISED UNIVERSITY MANAGEMENT SOFTWARE

STUDENT MANAGEMENT
Unique id to every newly admitted/existing
Admission details covered provisional, confirmed, domicile,
seat type, quota, form No. and admission date etc.
Student details covering: full name, enrolment no. And Nick
name etc.
Facility to scan and store Compulsory Documents such as
Address Proof, Id proof etc.
Photograph can be stored.
Previous academic record.
Address details such permanent, correspondence, guardian
etc.
Parent local guardian details.
Academic fee receivable generation at the time of admission.
Other fee charges can be made applicable.

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EMPLOYEE MANAGEMENT

Unique Id to every employee with Unique Username and Password for
Login facility provided in Software.
All the transactions are recorded, against the id only.
Grade wise, designation wise allocation
Working types such as permanent, temporary and part time etc.
Personal Information
Facility to scan and store Compulsory Documents such as Address
Proof, Id proof etc.
Office information covers dept, Job profile, grade, etc.
Photograph of the employee
Complete Qualifications details.
Previous exp in other and this organisation.
Personal Details covers the place of place caste, gender etc.
Multiple address details such as permanent, correspondence
Physical details covering handicapped
Status
Parent Details
Children details
Family Details

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LIBRARY MANAGEMENT
Entry of Existing Book
Unique Id to every book
This unique library management module is integrated with the
other relevant modules of the software, It manages all the
activities carried out in a standard institutional library
Print purchase order for suppliers.
Subscription expiry and renewal reminders for periodicals.
Issue-return function supported by Bar Code if Required
Maintain updated General Catalogue.
Generate subject-wise/ author-wise lists.
Generate year wise Acquisition list / written off material list.
Automatic record of fine imposed / dues receivable from
members against late return of books and periodicals.
Record of books / periodicals sent for binding
OPAC (Search) FOR STUDENTS by Title, Author, Publisher,
Book Editor, Edition Year, Subject
OPAC (Search) FOR LIBRARIAN by Accession No., Title, Author,
Publisher, Place, Book Editor, Editor Year, Pages, Copies,
Volume No., Sources, Rate, Class No. Subject, Invoice,
Remarks.

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STORE MANAGEMENT
Accepts requisition from different
departments/departmental heads.
Generates quotations or request to be sent to
empanelled vendors/ suppliers for stock.
Quotation Comparison
Generates purchase order to be sent to the
vendors.
Keeps track of goods received and integrates with
stock and inventory module.
Maintains item-wise vendor lists.
Goods Return Reports
Issue Report
Loss Report
Stock Report

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HOSTEL MANAGEMENT (DORMITORY
MANAGEMENT)
Facility for University / Hostel admin to create Rooms
and their Charges
Building Information
Hostel Name and type girls, boys and staff etc.
Hostel location
Number of floors and rooms
Room Information
Room Strength
Room assets and details
Room facilities
Student Information
Student Details
Room allocation/availability
Room shifting
Student In & Out Attendance

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Mess Bill collection & hostel bills master
Maintenance charges & repair
Daily expenses of hostel
Visitors record
Add details of visitors with their vehicle number,
purpose of visit, person to visit, in & out time etc.
Reports [Tracking visitors by using the following
criteria]
Vehicle number
Name
Person to meet
Company
Time
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BUS TRANSPORT (FLEET MANAGEMENT)
Facility for University Management to add details of all
Buses (Bus No., Driver Name, Conductor Name etc)
Facility for University Management to create Bus Route
and fees accordingly
Facility to add collect fees from students accordingly

TRAINING AND PLACEMENT
Facility to enter the master for Companies for Campus
Placement
Facility to enter the details of the Companies for
Campus Placement such as Date, Selection Criterias
etc
Facility select the students who fits in the selection
criterias
Facility to enter the details of the Selected Students
such as Company, Designation, Payments scale etc.
Reports

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ACCOUNTS
General accounting reports - Ledgers, Cash book,
Bank book, Purchase register, Sales register etc.
Integrated with fees and admission modules

SMS / EMAIL FACILITY
Facility to send sms / Email through software such as
Fees Payment / Attendance / Exam , Meetings,
Seminars etc to Students, Parents/Guardians,
Employees, management etc.

REPORTS (MIS)
All types of MIS reports
Customized reports can be added as per requirement