KCA UNIVERSITY

NAME: URLSRINGS NDEDA

REG NUMBER: 21/02748
COURSE: BED ARTS
UNIT: INDIVIDUAL PROJECT
FACULTY EDUCATION ARTS AND SOCIAL SCIENCES

DEPARTMENT OF EDUCATION ARTS

,

TASK: H.M.S.S Management System Based on Web

Supervisor
MR. TIMOTHY KANATHA

-1-
Declaration
I, undersigned declare that this is my original work and that it has never been submitted to any
other college or university for an academic credit.

Name: URLSRINGS NDEDA

Reg No. 21/02748
Signature;…………………………………………….. Date:

This project has been submitted with my approval as the university supervisors

Name: Mr. TIMOTHY KANATHA.

Department of Education Arts and Social Sciences
KCA UNIVVERSITY
Signature;………………………………………………. Date:

-2-
DEDICATION
To my loving parents; Havy Elegelizu and Esther Oketch, who encouraged, guided and showed
me the way to school.

-3-
ACKNOWLEDGEMENTS
I express my profound gratitude to Almighty God for his blessings, guidance, protection and
inspiration in my life and for enabling me to complete this project. I thank all the institutions
for their invaluable support.

My heartfelt appreciation and best wishes for God’s blessings go to my university Supervisor,
Sir. Dr. Timothy Kanatha for his utmost support and guidance through the entire project. I
would also like to thank all my lecturers at the university who have shaped me in one way or
the other, not forgetting my college mates who made it possible for the long and tedious journey
to be smooth and enjoyable

I thank my family members for supporting and encouraging me, especially my father, for his
great contribution during the entire process of the project development. May God bless you
all?

-4-
ABSTRACT
H.M.S.S Management System helps headmasters to get the most accurate information to make
more effective decisions. Teachers and headmasters gain time saving administrative tools, parents
gain immediate access to their children’s grades and students can track their own progress. H.M.S.S
Management System equipped features makes it possible to generate and retrieve report cards,
newsletters, exam results, fee structure and latest news in just a few clicks.

H.M.S.S Management System helps teachers input class notes, assignments, revision questions to
learners. It also helps Students to access assignments and tests, report cards and progress reports
all online. They also can communicate through mail and phone calls with teachers.

-5-
LIST OF ABBREVIATIONS

SSI's Server Side Includes

HTML Hyper Text Mark-up Language

PHP PHP: Hypertext Pre-processor

SQL Structured Query Language

SDLC Software Development Life Cycle
H.M.S.S Huruma Mixed Secondary School

-6-
 CHAPTER ONE

INTRODUCTION
1.1 Background

Nowadays education plays a great role in development of any country. Many of education
organizations try to increase education quality. One of the aspects of this improvement is
managing of school resources.

Our system is a major tool through this managing process by making a continuous communication
between principal, teacher, parents and student. So in order to achieve that goal, we need a Website
that covers the needs of all users at the same time.

For Students, they can view their subject's grades, contact with the principal and teachers for any
complaint, recommendation or an absence permission, and they also up to date with all school's
news or posts that publish by the other users.

For principal/admin, they have a full control on the system, like they can add a new parents,
teachers and students with their subjects.

For Teachers, they can add student’s grades or edit it for their own subjects only, and they have a
direct connection with students and their parents.

For Parents, they have an access for their sons/daughters grades without any possibility to edit on
it, and they can directly contact with teachers.

1.2 Problem Statement

The academic achievement for many students has decline, because of lack of care of them from
their parents, and this refer to that their parents do not have a free time to come to school .
Principal and Teachers are facing problems at the start of every new academic year, because of
distribution process for courses and classes, in addition to this , through and at the end of every
year another problem is facing them, which is the complexities of the grades entry process for
their students . Lack of communication after a school day between Headmasters, Teachers,
Parents and Students, which has a bad reflection on the educational process.

-7-
1.3 Motivation

The importance of school education lies in the fact that the children of today will become adult
citizens of tomorrow. The growth and future of our country highly depends upon the quality of the
present school education system. And in a good school the chief objective is to stimulate interest
and curiosity in the students and provide all possible facilities for principal, teachers and parents to
achieve the desired goal which is a better and easier educational ways for students.

So the motivation for my project came from that it has been made for that purpose, and for trying
hardly to achieve all the previous goals

1.4 Objectives

i. To build a responsive website to manage the different school activities.

ii. To track student’s grades from their parents.

iii. To facilitate distribution process of courses and classes for teachers.

iv. To facilitate grades entry process for students by teachers.

v. To make a virtual community between the members of educational process.

1.5 Scope and Limitation of the Project

H.M.S.S Management System has been designed to provide an easy way H.M.S.S students to get
their grades, and for their parents to be familiar with that grades and the academic achievement
for their kids .However this project is facing some obstacles which is deny it from achievement
it’s goals, like : lack of acceptance these idea from some teachers and students because of their
poor knowledge about using that technology or they find that using computers in their works
instead of the paper works so hard and difficult. And also the same thing for some parents where
they do not prefer that way for the same previous reasons.

1.6 Contribution

I went to H.M.S.S where I also did my teaching practice and got some requirements that helped me
in my system and I also found solutions for problems that faced the institution.

-8-
 CHAPTER TWO
LITERATURE REVIEW

2.1 Introduction

This chapter identify the concepts of H.M.S.S Management System for management, teacher,
students and parents. Also review the related works with it.

2.2 H.M.S.S Management System Strategy

H.M.S.S Management System is a complete school information management solution. Today's

schools need to manage more information than ever before. Without a solid internal
infrastructure for teachers, principal and departments to share data, critical school and student
information can be lost, or worse leading to a host of problems that can effect of a school's
image and endurance. To remain competitive, school needs a simple solution that can run
individual function, connect their entire operation, use the web as a key communication tool
and simplify day to day operational responsibilities, giving staff more time with students.

My School automates various scheduling activities of school and optimizes the use of
premium resources. Concerned authorities can now easily and seamlessly use the system to
create timetables, otherwise a time consuming and tedious task.

2.2.1 H.M.S.S Management System for Management

i. Enable internet front-end for the school.

ii. Connect with Parents and other stakeholders effectively

iii. Build and Manage community of parents, teachers and students

iv. Manages all administrative records with zero redundancy

v. Achieve best possible resource optimization

vi. Automate all operational functions like fees, Attendance, Exam Management.

vii. Automatic generation and regeneration of timetable with dynamic substitute

management.

-9-
2.2.2 H.M.S.S Management System for Teacher
i. Complete marks/grade management - Publish articles for others.
ii. Interact with parents efficiently and effectively.

iii. View analytical reports

iv. Email and Internal messaging system.

v. Participate in forum and share knowledge with others.

vi. View Timetable in advance.

2.2.3 H.M.S.S Management System for Student

i. Real time exposure for better learning.

ii. Publish article to share knowledge, experience and views.

iii. Participate in forums.

iv. View online marks and timetable for exams.

v. Interaction with other students, teachers and parents.

vi. View Timetable in advance.

vii. View current events and holidays at school.

2.2.4 H.M.S.S Management System for Parent

i. Get latest updates about school through image Gallery, News etc.

ii. Share knowledge and views with other parents and school through various features like
article and forums.

iii. Get connected with schools effectively and easily

iv. Interact with teachers through internal messaging system.

v. Know status about her child through attendance, marks, fees etc.

- 10 -
2.3 Technologies used in H.M.S.S Management System

HTML. This Is the standard mark-up language used to create web pages. Web browsers can
read HTML files and render them into visible or audible web pages. HTML elements form
the building blocks of all websites. HTML allows images and objects to be embedded and
can be used to create interactive forms. It provides a means to create structured documents by
denoting structural semantics for text such as headings, paragraphs, lists, links, quotes and
other items.

CSS: Is a Web page derived from multiple sources with a defined order of precedence where
the definitions of any style element conflict. The Cascading Style Sheet, level
1recommendation from the World Wide Web Consortium (W3C), which is implemented in
the latest versions of the Netscape and Microsoft Web browsers, specifies the possible style
sheets or statements that may determine how a given element is presented in a Web page.
And describes how HTML elements are to be displayed on screen, paper, or in other media.

PHP:

Is an open source server-side language which is used for creating dynamic web pages. It can be
embedded into HTML. PHP is usually used in conjunction with a MySQL database on
Linux/UNIX web servers. It is probably the most popular scripting language. And it is a widely-
used general-purpose scripting language and interpreter that is freely available. A full explanation
of all the PHP tags.

MySQL Database:

MySQL is the world's most popular open source database. With its proven performance, reliability
and ease-of-use, MySQL has become the leading database choice for web-based applications, used
by high profile web properties including Facebook, Twitter, YouTube, Yahoo! and many more.

- 11 -
2.4 Related Work

2.4.1 FeKara

FeKara, just like School Time, is an all-around school admin powerhouse, so long as you are
running an operation with 50 students or less.

Advantages

FeKara is a clean and modern school administration and management software option which
covers everything from exams and assignments to budgeting and internal messaging for all
staff. FeKara even includes a mobile app which can work on all tablets and smart phones for
convenient on-the-go use.

Disadvantages

Similar to School Time, FeKara is limited by the amount of students, bandwidth, and storage
which can be managed on the free version of its software. A $10 per month upgrade to premium
gives you further options, including per student pricing model, increased bandwidth, and
additional data storage with all of the previously mentioned features.

2.4.2 School Time

For a smaller school, such as a private elementary or preschool with 50 students or less, the
free version of School Time may be just what you are looking for.

Advantages

No financial obligations or credit cards are required for the free version of the program and it
never expires. Features include board management, grading systems, library databases, exam
management, transportation, attendance, and even dormitory management.

Disadvantages

The most obvious disadvantage would have to be the limit on the amount of students that can
be accounted for in the free version of School Time. This issue can be solved by upgrading to
the not-so-free versions of School Time, but doing so would negate the “free and open source”
solution you were looking for. So, as long as your school falls at or below 50 students, School
Time can be a fit for you.

- 12 -
2.4.3 Fedena
This is an open-source school administration software that largely focuses on handling records.

Advantages

Fedena offers unlimited administration and student logins to use their system, along with unlimited
courses and batches. The system was developed using Ruby on Rails, so schools can easily
customize the code to their school’s needs. The system includes human resources, a calendar,
financial management, examination management, and student/parent logins.

Disadvantages

Fedena is the free version of another school administration software of the same name. When
comparing the free version to the paid version, it becomes clear that the open-source version is
lacking in a number of features, including inventory, custom reports, registration, and discipline.

2.4.4 Ascend SMS

Ascend SMS is an entirely free full-program school administration software made for Catholic and
Independent schools. Ascend SMS proudly notes, Ascends SMS does not believe schools should
have to pay exorbitant prices for something they fundamentally need to make their school work.

Advantages

Ascend SMS offers a complete package. From offering a health management system for the school
nurse to a mobile app for parents to a simple discipline reporting system, Ascend SMS offers more
than many paid school administration software options. Headmasters will be particularly attracted
to their heavy reporting feature, which quickly provides information on ACR, school vitality,
student performance, and more.

Disadvantages

Ascend SMS is only free to Catholic and Independent schools. Ascend SMS also limits the number
of schools that it adds to its system each year.

- 13 -
 2.4.5 School Tool
School Tool is a cloud-based open-source school administration software made for schools in the
developing world.

Advantages:

School Tool has a ton of features that largely appeal to teachers. It provides educators with
what they need to run their classrooms (grade books, skill assessment documents, class
attendance sheets, and daily participation journals), strong organization features (including a
calendar that plugs in with popular calendar applications like Google Calendar), and a great
report card generator. School Tool was made with Python, is largely secure, and is run on
Linux Ubuntu.

Disadvantages:

School Tool is a great starting software for smaller schools, but it isn’t an all-inclusive piece
of software. For example, schools will have to find other applications to do human resources,
reporting, and financial management. School Tool is far more a tool for teachers than it is for
headmasters.

2.5 Comparison between My School and the related systems

Features

H.M.S.S
System

Fedena
Fekara

Ascend

School
School
Time

SMS

Tool

Support large
system
 X X  X X
Cover
everything 
 X X X 
Free version
     X
Table1: Comparison between related Works.

- 14 -
 CHAPTER THREE

METHODOLOGY

3.1 Introduction
This chapter states the methodology used to reach the objectives of the project. The
framework in which software is designed, developed, and maintained is known as the
Software Development Life Cycle (SDLC). It shows the steps, phases, milestones, and
evolution of the software development process. There are many types of models used in
software design and development. Among them are the spiral models, rapid development
model, Evolutionary model, waterfall model, prototyping model, etc.

3.2 Methodology
Prototyping Model has been used to develop this project. The Prototyping model is a technique
for quickly building a function but incomplete model of the information system. There are
several kinds of prototypes but they all intend to reduce risk by building a quick and dirty
replica or mock-up of the intended system. It can be used to demonstrate technical feasibility
when the technical risk is high. It can also be used to better understand and elicit user
requirements. In either case, the goal is to reduce risk and limit costs by increasing
understanding of proposed solutions before committing more resources, as shown in figure 1.

Figure 1: Prototype Model Process.

- 15 -
3.3 Prototype Model
3.3.1 Advantages of Prototyping
 Reduces development time.
 Reduces development costs
 Require user involvement
 Developers receive quantifiable user feedback.
 Facilitate system implementation since users know what to expect
 Results in higher user satisfaction
 Exposes developers to potential future system enhancements

3.3.2 The Process of Prototyping

 Identify basic requirement: Determine basic requirements including the input and
output information desired. Details, such us security, can typically be ignored.
 Develop initial prototype: The initial prototype is developed that includes only user
interfaces.
 Review: The customers, end-users, examine the prototype and provide feedback on
additions or changes.
 Revise and enhancing the prototype: Using the feedback, both the specifications and
the prototype can be improved.

This method involves a series of iterations and refinement until the prototype product is a fully
working system, and the user is satisfied.

3.4 Reason of using Prototype Model

 Users are actively involved in the development.
 Since in this methodology a working model of the system is provided, the users get a
better understanding of the system being developed.
 Errors can be detected much earlier.
 Quicker user feedback is available leading to better solutions.
 Missing functionality can be identified easily.
 Confusing or difficult functions can be identified requirements validation, quick
implementation of incomplete, but functional application.

- 16 -
3.5 Phase in Prototyping Model

Figure 2: Prototype Model Phases

Phase 1: Identify some requirements to begin with: this involves getting the
major requirements which will define the need of the new system including its input
and the output.

Phase 2: Develop initial Prototype; this will involve creation of a simple prototype only
having user interface screen.

Phase 3: Review the prototype: this involve examining the prototype and
providing feedback for improvements and enhancements.

Phase 3: Revise and enhance the prototype: this involve changing the scope and
enhancing the prototype according to the user feedback.

3.6 Conclusion
I used prototyping methodology for development of this system and clearly stated and
described its advantages, processes, reasons for using it and phases.

- 17 -
 CHAPTER FOUR

REQUIREMENT AND ANALYSIS

4.1 Introduction

This chapter will provide a full description of the system and its users. Then it depicts the
functional and non-functional requirements that have been collected using several methods like
brainstorming, interview and e-surveys. After determining the most important requirements,
requirement analysis was adopted using several tools such as use-case diagram, sequence
diagram and activity diagram.

4.2 System description

H.M.S.S Management System is a web based system that serving Students, Teachers and
Parents, the main idea of our system is to allow the students to be up to date with the school
activities and with their grades, and the same thing for their parents in addition to be in
touch permanently with the teachers and the principal for any complaint, recommendation
or anything that related to their students. And for teachers it consider as an easy way to
manage their job’s day, to be in touch with students and to share notes, assignments and
revision questions. And for the principal, they have a full control of the system, and like
the teachers, it will be a great tool to manage their days and plans for the school, also they
will be in a permanent connection with all the other users which will be a wonderful virtual
educational social community that definitely will improve the student’s performance and
education, and make the school for them really as they second’s home.

4.3 User description

There are four main users for the proposed system; these are Admin, student, teacher and the
parent. Each user can perform several different functions during the use of the system. These
functions were determined according to the design of the proposed system and a user-friendly
functions to make the system more effective and efficient. Figure 4 summarizes the functions
performed by each user.

- 18 -
System Requirement

Before creating any website, it is necessary to visualize the layout, design and all features
intended to be incorporated. In addition, how users will interact with each page and icon
and how the website should perform (behaviour, load time etc.). Requirements are the
necessary attributes in the system, a statement that identifies a capability, characteristic or
quality factor of the system in order to have value and utility to the users. Once the
requirements are set, developers can initiate the other technical work including system
design, development, testing, implementation, and operation.

For any system, there are functional and non-functional requirements to be considered while
determining the requirements of the system. The functional requirements are user “visible”
features that are typically initiated by stakeholders of the system, such as generate report,
login, and register. On the other hand, non-functional requirements are requirements that
describe how the system will do what it is supposed to do, for example, security, reliability
and maintainability.

4.4.1 Functional Requirement

4.4.1.1 Admin (Headmaster)
 Create, edit and delete student account.
 Create, edit and delete teacher account.
 Create, edit and delete parent account.
 Post tasks or any updates for users (Teacher, Student, and Parent).
 Store, edit, delete, calculate and print student's grade.
 Add Classes and Subject and connect them with the subject’s teachers.

4.4.1.2 Teacher
 Enter Student's grades per Subject.
 Contact with students and parents.
 Post tasks or any updates for users (Admin, Student, and Parent).

4.4.1.3 Student
- View their grades.
- Contact with their teacher and headmaster.

- 19 -
 4.4.1.4 Parent
- View the grades of their children.
- Contact with their children’s teachers and headmaster.
4.4.2 Non-Functional Requirement

4.4.2.1 Non-Functional Requirement

Figure 4: user login interface

4.4.2.2 Performance
 Easy tracking of records and updating can be done.

4.4.2.3 Availability
The system are available to users anytime, anywhere, just need a PC and Internet
Connection. Also the system work in multiple web browsers like (Chrome, Mozilla, Opera,
and Internet Explorer).

4.4.2.3 User Friendly

The system have a friendly user interface and the system very interactive.

4.5 System Analysis

This part contains the analysis of the functional and non-functional requirements using use-case
diagrams, and use-cases details. In addition, the interactive behaviour of the activities is analysed
using sequence diagrams and activity diagrams.

4.5.1 Use case diagrams

This part contains the analysis of the functional and non-functional requirements using use-case
diagrams, and use-cases details.

- 20 -
1- Admin
The functions that Admin can do after login, as shown in figure 7:

- Add Teacher include (Modify/Delete).

- Add Student include (Modify/Delete).

- Add Parent include (Modify/Delete).

- Add Class include (Modify/Delete).

- Contact with teachers, students and parents.

Figure 5 Admin use case diagram

- 21 -