TABLE OF CONTENTS Conceptual development Problem statement Information gathering Constraints Budget Time Security Alternative analysis Project

objectives Statement of work Introduction and background Technical description Timeline and milestone Scope statement oal criteria !anagement plan "ork breakdown structure Scope baseline Scope of the project Benefits Scope Project narrative Current process #isadvantages eneral approach $easibility report SDLC Use cases H !h level des !n Se"uence d a!rams # s$ mana!ement %isk identification %isk mitigation Contingency reserves User nterface des !n Data%ase des !n &mplementat on

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'roject 'lann n! #eferences ( B %l o!raph) Append * A+ User ,anual Append * B+ project proposal

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CONCEPTUAL DEVELOPMENT

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'ro%lem statement+ Traditional admission system is a costly and time*consuming e+ercise, %esults are fre-uently slow to materiali.e and the e+ercise uses up valuable human resources, &nformat on !ather n!+ $rom receiving applications to the final selection and orientation day the educational institutions have the overall objective to speed up the monotonous process of applicant selection and admission, Therefore the scope is to facilitate the process through step by step mechani.ed process, And this objective can be achieved by providing the online admission facility to the candidates, Create user friendly and simple web forms to automate much of the process thus helping the candidate in downloading and submitting the application form calculating the merit by using the formula specified by the department/ display of the test results and finally the list of the selected candidates, This facilitation of the customer ultimately results in higher customer satisfaction and hassle free establishment of admission process, Constra nts+ Bud!et Constra nts+ #ue to tradition bound government organi.ation the budget allocated for the project act as a constraint, It will cause an e+tra cost to the institution at short run but ultimately prove highly profitable in long run with reference to cost effectiveness, T me+ Any delay in development and implementation of system can0t be e+cused so everything thing should be planned effectively and efficiently to achieve the desired goals, As there is a specific duration in a year when admission has to take place so implementation should be planned before or after so that actual process remain undisturbed, !ean while manual system should be run parallel to automated system to avoid delay or lagging in the system, Secur t) &ssues and Safet) #e!ulat ons+ The development/ installation and implementation activities should be in accordance with the institutes specifications and business logic, !oreover the system will ensure the security and authentication aspect of the software, 'arallel S)stem+ The manual system should run parallel to the automated system till it is installed/ implemented and engrossed by all the work force to avoid any delay in activities performed at the department thus causing hindrance in various processes,

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Alternat ve anal)s s+ According to our analysis the current problem can be solved only in one way that is to automate the whole procedure, Because no matter how much you improve the manual system it still will have its flaws like being slow process/ duplication of data/ chances of error/ difficult to detect the problem area etc, So the only solution remains automation of the whole process, 'roject o%ject ves+ To facilitate the process through step by step mechani.ed procedures, Create user friendly interface to automate much of the process i,e, form submission and test procedures, To reduce unnecessary human labor from this process which instead of speeding up the process slows it down and also to remove biasness and favoritism,

Statement of -or$+ &ntroduct on and %ac$!round of the Or!an .at on+ The Institute of Business and Information Technology/ originally established as Centre for !anagement Sciences was set up to provide the students a solid base in the fields of business management and information technology, The institute follows a strict merit based policy to induct top of the line students and provides them -uality training compatible with the modern needs, The institute also acts as a platform for the practicing managers to share their knowledge and wisdom with the students, The interactive liaison with the industry will be a priority at the institute, "ith this conductive learning environment/ we plan to make this institute a hallmark of e+cellence, The Center for !anagement Sciences was started on the top floor of STC 2Student Teacher Center3 Building in fall of (44' with limited resources, 5ater it was further refined as 6Institute of Business and Information Technology7 The Institute of Business and Information Technology is providing a launching pad to students and scholars to work jointly for developing the nation ,The students of today are managers of tomorrow, IBIT students with their business e+pertise/ leadership/ and team building skills with optimum mi+ of computer applications would be an asset for the business community, The institute offers BBIT and !BIT programs which are structured and patent programs of the institute, The institute continues to focus on -uality education at the most economical costs, The courses offered are best blend of IT tools and management as a science in today0s comple+ world of Business, So all in all IBIT alone not the answer for information technology for growth and development rather a sound management and usage tools of information technology with management is the key to success here,

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The vision of the organi.ation is Innovative Business, Infinite Traditions The faith remains that IBIT will provide value addition education standing tall on the three pillars of Tradition/ 9uality and Innovation while preparing the students to tackle the challenges of tomorrow, Techn cal descr pt on+ The project will be capable of facilitating the process through step by step mechani.ed process, Students will be able to register online/ view their test results/ and see the final merit lists also, It faces no technical challenges as the technology used in it is very simple and easy to use and handle, T mel ne and m lestones The project can be completed in one month0s time successfully, It would provide online application form on the website for the students to download, It would provide the administration of IBIT with an interface to enter/ update and delete records as per their wishes,

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SCOPE STATEMENT

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/oal cr ter a+ !ake the organi.ation more resource efficient, <eep potential candidates more informed, "ith the global reach of the Internet and the advances in technology/ more and more candidates now can take advantage of its superior benefits, #ata can be easily e+ported to any personal in the organi.ational hierarchy thus data can be checked and screened from time to time thus ensuring the standards and maintaining the efficiency which is not at all possible in manual admission system,

,ana!ement plan+ =ight to nine people are needed for managing this project, These people will be divided into three teams, >ne team will consist of people from the administration to deal with the -ueries about the forms, >ne team will deal with the checking of forms, >ne team will deal with data entry, $or the development of the project generally four people are needed namely a webmaster/ #B administrator/ a programmer and a project manager,

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&T nstallat on flo- chart

!atch IT to problems

Identify user needs

Prepare proposal

Identify IT location

Seek staff support

Seek A hire consultant

$ormal proposal

Solicit %$P from vendors

Pilot projection

Adopt A use IT

Contract for purchase

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0or$ %rea$do-n structure+ Task oneB Task twoB Task threeB Task fourB Task fiveB Task si+B Task sevenB Task eightB Task nineB Task tenB authenticate user validate admission forms issue entry test slip enter entry test scores upload scores on website calculate merit admit a student make a fee slip enter teacher information assign roll numbers

Scope %asel ne+ Summar) descr pt on+ 12 Authent cat on of User+ This is initiated by #irector/ Coordinator/ %ecord officer/ Admin officer/ and IT manager to access the desired web forms according to the privileges specified, This includes the username/ password and the re-uired designation of the employee, 32 4al date Adm ss on Form+ This is initiated by the admission officer and describes the process after filling and submission of the admission form, This includes all necessary information of the applicant, If all the re-uired fields are appropriately filled by the applicant then all information is inserted and stored in database of the institute, 52 Entr) Test Sl p+ This is initiated by the Admission officer and describes the process of issuing entry test slip while e+tracting the values of the re-uired fields such as applicant name/ form I#/ CIC no and the degree specified and allocate a time slot for the test,

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62 Enter Test Score+ This is initiated by the admission officer and describes the process of entering the score obtained in the admission test, 72 Upload Test Scores On 0e%s te+ This is initiated by the admission officer and describes the process of uploading the test scores stored in database on institute0s website, 82 Calculate ,er t + This is initiated by the admission officer and describes the process of calculating the merit and stores the desired calculations in the database, This includes the marks of the applicant in matriculation/ intermediate and graduation 2if applying for !BIT3 and the entry test scores according to specified percentages, 92 'repare the L st+ This is initiated by the admission officer and describes the process of admitting the students while preparing the list of top '44 students, :2 'repare Fee Sl p+ This is initiated by the Accountant and describes the process of calculating the fee and preparing the fee slip, This includes the fee to be paid in the current semester per course and other dues, ;2 Teacher nformat on+ This is initiated by the #irector and Coordinator and describes the process of entering the complete information of the teacher, This includes hisDher name/ past e+perience/ classes and subject details, 1<2 Ass !n #oll No=s+ This is initiated by %ecord officer and describes the process of assigning the fee roll no0s to the newly admitted students with reference to their admission in specified program for attendance and usage of lab accounts etc, This includes the program applicants admitted in/ the timings of their courses and the year of their admission,
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112 Authent cat on of User+ This is initiated by #irector/ Coordinator/ %ecord officer/ Admin officer/ and IT manager to access the desired web forms according to the privileges specified, This includes the username/ password and the re-uired designation of the employee, 132 4al date Adm ss on Form+ This is initiated by the admission officer and describes the process after filling and submission of the admission form, This includes all necessary information of the applicant, If all the re-uired fields are appropriately filled by the applicant then all information is inserted and stored in database of the institute, 152 Entr) Test Sl p+ This is initiated by the Admission officer and describes the process of issuing entry test slip while e+tracting the values of the re-uired fields such as applicant name/ form I#/ CIC no and the degree specified and allocate a time slot for the test, 162 Enter Test Score+ This is initiated by the admission officer and describes the process of entering the score obtained in the admission test, 172 Upload Test Scores On 0e%s te+ This is initiated by the admission officer and describes the process of uploading the test scores stored in database on institute0s website, 182 Calculate ,er t + This is initiated by the admission officer and describes the process of calculating the merit and stores the desired calculations in the database, This includes the marks of the applicant in matriculation/ intermediate and graduation 2if applying for !BIT3 and the entry test scores according to specified percentages,

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192 'repare the L st+ This is initiated by the admission officer and describes the process of admitting the students while preparing the list of top '44 students, 1:2 'repare Fee Sl p+ This is initiated by the Accountant and describes the process of calculating the fee and preparing the fee slip, This includes the fee to be paid in the current semester per course and other dues,

1;2 Teacher nformat on+ This is initiated by the #irector and Coordinator and describes the process of entering the complete information of the teacher, This includes hisDher name/ past e+perience/ classes and subject details, 3<2 Ass !n #oll No=s+ This is initiated by %ecord officer and describes the process of assigning the fee roll no0s to the newly admitted students with reference to their admission in specified program for attendance and usage of lab accounts etc, This includes the program applicants admitted in/ the timings of their courses and the year of their admission, 312 Authent cat on of User+ This is initiated by #irector/ Coordinator/ %ecord officer/ Admin officer/ and IT manager to access the desired web forms according to the privileges specified, This includes the username/ password and the re-uired designation of the employee, 332 4al date Adm ss on Form+ This is initiated by the admission officer and describes the process after filling and submission of the admission form, This includes all necessary information of the applicant, If all the re-uired fields are appropriately filled by the applicant then all information is inserted and stored in database of the institute,

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352 Entr) Test Sl p+ This is initiated by the Admission officer and describes the process of issuing entry test slip while e+tracting the values of the re-uired fields such as applicant name/ form I#/ CIC no and the degree specified and allocate a time slot for the test, 362 Enter Test Score+ This is initiated by the admission officer and describes the process of entering the score obtained in the admission test, 372 Upload Test Scores On 0e%s te+ This is initiated by the admission officer and describes the process of uploading the test scores stored in database on institute0s website, 382 Calculate ,er t + This is initiated by the admission officer and describes the process of calculating the merit and stores the desired calculations in the database, This includes the marks of the applicant in matriculation/ intermediate and graduation 2if applying for !BIT3 and the entry test scores according to specified percentages, 392 'repare the L st+ This is initiated by the admission officer and describes the process of admitting the students while preparing the list of top '44 students, 3:2 'repare Fee Sl p+ This is initiated by the Accountant and describes the process of calculating the fee and preparing the fee slip, This includes the fee to be paid in the current semester per course and other dues, 3;2 Teacher nformat on+ This is initiated by the #irector and Coordinator and describes the process of entering the complete information of the teacher, This includes hisDher name/ past e+perience/ classes and subject details,
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5<2 Ass !n #oll No=s+ This is initiated by %ecord officer and describes the process of assigning the fee roll no0s to the newly admitted students with reference to their admission in specified program for attendance and usage of lab accounts etc, This includes the program applicants admitted in/ the timings of their courses and the year of their admission, Bas c %ud!et+ The budget re-uirement for this project is around %s,('4/444 in which we will buy three personal computers and a printer to work on, The budget includes the salaries of staff hired as followsB "ebmasterB #B AdministratorB ProgrammerB Project managerB %s,(4/444 %s,'8/444 %s,(4/444 %s,)8/444

There is no as such maintenance cost because this system is used only once a year and for three months only for the admissions, So there are fewer chances that the system will wear out, But just in case that hard disk burns out or something we have put aside %s,8/444 for that, Schedule nformat on+
Task name Project Proposal Features Identification Use cases High level Design Sequence Diagra s User Interface design data"ase design i ple entation testing $eport For ulation User %anual Duration 2 days 2 days 3 days 1 day 3 days ! days 3days # days 2 days 3 days 2 days

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SCOPE O T!E P"O#ECT

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Benef ts+ Today the world is changing and keeping pace with the new technology has become the primary objective of every organi.ation the world of today is the world of information technology and to compete with other organi.ations it is necessary to make the process hassle free/ convenient and user friendly to create a distinction among the growing competition, Benefits of online admission system are Cut costs/ Attract candidates at local as well as global level Increase speed and efficiency at every stage of the admission processE !ake the organi.ation more resource efficient, <eep potential candidates more informed, Felp in building the image of organi.ation Create corporate awareness worldwide %educe the cost of "ork force Gsually candidates can get forms only in office timings it will allow the candidates to download form (1 hours a day any where any time thus providing organi.ation a competitive edge over other organi.ations, =nhance user e+perienceB 9uickly and easily keep applicants informed at every stage as their application is processed, It will review only the candidates who e+actly meet the criteria for the admission thus allowing hassle free submission of forms and display of results, An easy to use system that successfully combines form with function, #ata can be easily e+ported to any personal in the organi.ational hierarchy thus data ca n be checked and screened from time to time thus ensuring the standards and maintaining the efficiency which is not at all possible in manual admission system, Advertise vacancies on your own website * in your own style, Automatically screen out unsuitable or inappropriate applications, Communicate with all candidates at the touch of a button !anage all stages of the admission process, %etain information on star candidates for the waiting lists, =nhance your position on Internet search engines * access a new source of candidates,

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Scope+ $rom receiving applications to the final selection and orientation day the educational institutions have the overall objective to speed up the monotonous process of applicant selection and admission, Therefore the scope is to facilitate the process through step by step mechani.ed process, And this objective can be achieved by providing the online admission facility to the candidates, Create user friendly and simple web forms to automate much of the process thus helping the candidate in downloading and submitting the application form calculating the merit by using the formula specified by the department/ display of the test results and finally the list of the selected candidates, This facilitation of the customer ultimately results in higher customer satisfaction and hassle free establishment of admission process, 'roject Narrat ve+ The project0s focus is on the Adm ss on S)stem which is the subsystem of all most every educational system particularly and specifically we will be following the business logic that has been implemented during the admission of students in the &B&T department of Punjab Gniversity, Current 'rocess+ The e+isting manual admission system at IBIT is full of hassles, It comprises of various steps that are not only confusing/ labor e+tensive but also time consuming, It involvesB #istribution of forms Submission of forms Conducting of tests #isplay of results #isplay of lists of selected candidates Submission of $ee

But there are a lot of disadvantages associated with this manual system which don0t only serve as a cause of dissatisfaction for the customers but also a source of loss to
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the organi.ation due to limited resources and greater work force and time consumption,

D sadvanta!es+ $ollowing are the disadvantages of the e+isting system The manual system of admissions is full of hassles, It takes a lot of time in selecting the potential candidate thus making the organi.ation -uite slow in achieving its objectives and competing with other organi.ations, The manual system has the probability of making human errorsE as a result a wrong person can be selected or wrong results can be displayed, The manual system is labor intensive, It re-uires a lot of people to make decisions, Fence the process becomes long/ tiring and boring for everyone, Personal biasness and favoritism are the common problems faced in the old manual system, #ue to the limited resources of the organi.ation most of the time the organi.ation has to face the problem of scarcity of the prospects due to increased demand and delay in display of result lists that is a constant source of disturbance, In the manual system the employees complete their work very slowly making the admission process even lengthy and tedious than it already is, Sometimes they leave it incomplete or not do their work at all, #ue to the tedious and lengthy procedure the candidates submit their fees in other institution they have applied in though they wanted to get admission here but it is a risk for them to wait for the results, There is high rate of absenteeism on the employee0s side, Then due to these problems the organi.ation receives a lot of complaints from their customers and as a result they receive fewer applications from the candidate and thus less potential students to select from,

/eneral Approach+ ,ana!er al Approach+ The entry test conducted is outsourced to the CTS while other processes will be accomplished by the work force of the IBIT, #ue to the certain business logic adopted at IBIT outside contractors are not hired to develop and implement the system but the internal force is utili.ed and trained according to the specifications,

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Techn cal Approach+ The automation of IBIT admission procedures will be designed according to the technological re-uirements of the institute that are fle+ible enough to cater the present as well as future technology up gradation,

Feas % l t) #eport 'roject overv eThe project0s focus is on the establishment of an automatedDcomputeri.ed database of admission system which is the subsystem of almost every educational institution, 'ro%lem doma n The maintenance of manual databases of admission system is full of hassles, It takes a lot of time in entering the student data thus making the institute -uite slow in achieving its objectives and competing with other institutes, The manual database maintenance is time consuming and has the probability of making human errorsE as a result a wrong data can be entered for a candidate, The manual system is labor intensive, It re-uires a lot of people to make entries at different places, Fence the process becomes long/ tiring and boring for everyone, Personal biasness and favoritism are the common problems faced in the old manual system, As there is no check and no specific standards which make it possible for the employer to do some biasness or change the records, The manual database does not provide the efficiency, It can0t be accessed by anybody at any time at any place due to unavailability of record keepers or delay in delivery or updating the database, Thus resulting in inefficient procedure that can create delays in submitting and processing the data of applicants leaving a negative impact upon the customers that are applicants, The wrong data entrance of a particular applicant may result in the selection of applicant that is not up to the caliber, In the manual database system the employees complete their work very slowly making the admission process even lengthy and tedious than it already is, Sometimes they leave it incomplete or not do their work at all, There is high rate of absenteeism on the employee0s side,

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enerally the employees are not satisfied with the job overall and eventually there is high rate of turnover/ which leaves admission process in a critical situation, So when the employee responsible for the database maintenance leaves the job it will become difficult for the new employee to check and update the databases maintained for the applicants, O%ject ves of the proposed s)stem $rom receiving applications to the final selection and orientation day the educational institutions have the overall objective to speed up the monotonous process of applicant selection and admission, The objective is to facilitate the process through step by step mechani.ed procedures, Create user friendly and simple databases to automate much of the process i,e, student data entries and maintenance of test results for future purposes if some applicant is dissatisfied with it0s score that can be presented to him no time while maintaining the databases thus receiving high levels of customer satisfaction, To reduce unnecessary human labor from this process which instead of speeding up the process slows it down and also to remove biasness and favoritism that is resulted from incorrect or fake data entries,

#ecommendat ons The current technical resources can be upgraded or added to in a manner that fulfills the re-uest under consideration, This add*on to the e+isting system is not costly and is worthwhile because they meet the needs efficiently, The technology is also available and can be easily used to meet user0s needs, The new system re-uires up to date and state of the art hardware and software, The software would be designed so that it is user friendly as well as economical, The software used for the system can be !icrosoft access/ >racle ? or @i and visual basic, Pentium 1 would be used for all operations of the company involving computers, This e-uipment is easily available and the company is resourceful enough to buy this e-uipment, The management thinks that it is worth investing in the system to keep the institution in pace with the fast moving world, The proposed platform has enough capacity for being upgraded time to time with the changing face of technology ,It can be e+panded when and if re-uired, The hardware and software applied to the system have been tested before hand/ and therefore is reliable ,It has been designed so that it can compete with other company information systems, The combination of the proposed hardware and designed software works perfectly, As this system does not re-uire a lot of time so both the system analysis team and the employees have the time for it, The cost of doing a full system study is ade-uate too, Cot much budgetary allocation is re-uired,

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The economic e+penditures of the company include people/ hardware and e-uipment/ software including its development and ac-uiring its licenses and fees/ formal and informal training of its employees/ consulting e+penses and facility costs, The company visuali.es that the benefits of the proposed system outweigh the estimated costs involved in ac-uiring/ installing/ and operating it, The project is fully supported by the management and the users are ready to take the challenge of working in the more advanced system/ as they want to keep pace with the new face of the technology, They are enthusiastic about learning to work in a more advanced environment that would minimi.e the margin of errors in their work, The human resources are also available to make the project operational, =very new system faces a lot of resistance and no change is accepted at once so it will take some time for the project to be completely in use but it will be operational, As the users themselves have e+pressed a need for the automated system of data entry chances are very high that this system will be used, As the e+isting system is already short of employees as most of the applicants who applied were computer literate so they preferred the organi.ations in which they saw the best use of their capabilities, The new system re-uires the e+isting users to be well trained before it can be implemented ,The e+isting users are young and energetic the company will bear all the e+penses for getting its users trained, As far as planning the new automated database system is concerned/ users will be involved in it to the e+tent that they will be asked to fill a -uestionnaire that will help the database designer to know the fle+ibility/ entities and the whole admission process step by step with which the project will be used and it will also help him know about the pockets of resistance that e+ist within the organi.ation that indirect involvement of the user will be re-uired in planning the new system, As far as the customers are concerned/ the system is being designed for their convenience as it is the prime object of the institution, The institution e+pects that this would be taken as a welcome change and hence there is no risk involved regarding institute0s image,

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S$STEM DEVELOPMENT LI E C$C$LE

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The system development life cycle 2S#5C3 is a complete set of steps that a team of information systems professionals/ including database designers and programmers/ follow in an organi.ation to specify/ develop maintain and replace information systems, This process is often viewed as a cascade of steps/ as depicted in the figure, As depicted in the figure/ however/ the steps are not purely linearB steps overlap in time 2thus steps can be conducted in parallel3 and it is possible to backtrack to previous steps when prior decisions need to be reconsidered, =ach phase of the S#5C includes activities related to database development/ so database management issues are pervasive throughout the systems development process, Cote that there is not a one*to*one correspondence between S#5C phases and database development steps, Conceptual data modeling occurs in two S#5C phases,

Project Identification and Selection Project Initiation and Planning Analysis

Logical Design Physical Design Implementation Maintenance

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Each Phase has an Output

Phase

Output

Planning $equire ents analysis Design

Project %anage ent Plan Soft'are $equire ents Specification (S$S)* Use +ases Design Docu ent* Design +lasses +ode &est $eport* +hange $equests

I ple entation

&est

The purposes of the various steps are belowB Step 1+ To develop a preliminary understanding of the business situation that has caused the re-uest for a new or an enhanced information system, Step 3+ To state business situation and how information systems might help solve a problem or make an opportunity possible, Step 5+ To analy.e the business situation thoroughly to determine re-uirements/ to structure these re-uirements/ and to select among competing system features, Step 6+ To elicit and structure all information re-uirements, Step 7+ To develop all technology and organi.ational specifications,

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Step 8+ To write programs/ build data files/ test and install the new system/ train users and finali.e documentation, Step 9+ To monitor the operation and usefulness of a system/ and to repair and enhance the system,

USECASES

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USECASE UC 1+ AUTHENT&CATE USE#

ACTO#+ #irector/ Program coordinator/ record officer/ admin officer/ IT manager DESC#&'T&ON+ System authenticates the user '#ECOND&T&ON+ Gser starts the application successfully 'OSTCOND&T&ON+ Gser is authenticated to use the application SUCCESS SCENA#&O+ ', System shows the login page (, Gser enters his username and password and specifies his post ), System authenticates him and displays the home page, E>TENS&ON+ 3a2 Gser left some field empty 5a, system asks to fill in the empty fields 3%2 Gser entered incorrect field name 5%2 system displays message that the values entered are incorrect,

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USECASE UC 3+ 4AL&DATE AD,&SS&ON FO#,S

ACTO#+ admin officer, DESC#&'T&ON+ The admission officer checks whether the forms are correctly filled or not, If it is not correctly filled or any necessary information is left out the form is rejected and not entered in the database, '#ECOND&T&ON+ GC ' has been successfully e+ecuted, 'OSTCOND&T&ON+ The applicant0s information is saved in the database successfully, SUCCESS SCENA#&O+ 12 Admission officer opens a new admission form, 32 The officer enters the applicant0s information including his form I#/ name/ gender/ date of birth/ age/ address/ phone number/ CIC no/ and parent0s information, 52 The officers enter the applicant0s previous academic record and his previous institute0s name and his board, 62 The officer saves the information, 72 The system saves it, E>TENS&ON+ 3a2 the officer left some fields empty 5a2 the officer left some fields blank 7a2 the system asks the officer to fill the empty fields

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USECASE UC 5+ &SSUE ENT#? TEST SL&'

ACTO#+ Admission >fficer DESC#&'T&ON+ The admission officer issues an entry test slip with the applicants form I# and his CIC no on it, '#ECOND&T&ON+ GC ' has been e+ecuted successfully, 'OSTCOND&T&ON+ The entry test slip is issued successfully, SUCCESS SCENA#&O+ 12 The >fficer opens a new application, 32 The system displays it, 52 The officer gets the applicant0s name/ his $orm I#/ CIC no and the degree for which he has applied from the database, 62 The database e+tracts the desired values, 72 The >fficer enters the time of the test, 82 The >fficer saves this information, 92 The system saves it, :2 The >fficer clicks the print button, ;2 The system prints the slips, E>TENS&ON+ 5a2 The >fficer left some fields empty, 7a2 The system displays a message to fill all the fields,

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USECASE UC 6+ ENTE# ENT#? TEST SCO#ES

ACTO#+ admission officer DESC#&'T&ON+ The admission officer enters the marks of the entry test the applicant has scored in the database, '#ECOND&T&ON+ GC ' has been e+ecuted successfully, 'OSTCOND&T&ON+ The entry test marks are saved, SUCCESS SCENA#&O+ 12 >fficer opens a new application to enter the marks of the entry test of all the applicants, 32 System displays the application, 52 >fficer gets the list of form I#0s from database, 62 #atabase displays the list, 72 >fficer enters the marks of every applicant against his form I#, 82 The user saves the application, 92 System saves it, E>TENS&ON+ 5a2 the officer left some fields empty 7a2 the system asks the officer to fill the empty fields

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USECASE UC 7+ U'LOAD ENT#? TEST SCO#ES ON THE 0EBS&TE

ACTO#+ IT !anager DESC#&'T&ON+ The IT manager uploads the scores of the entry tests on the official website of the department, '#ECOND&T&ON+ GC ' has been successfully e+ecuted, 'OSTCOND&T&ON+ The scores are uploaded successfully, SUCCESS SCENA#&O+ 12 The IT manager opens the website of the department, 32 System opens the website, 52 et the scores of the students from the database, 62 #atabases e+tract the desired values, 72 System uploads it, E>TENS&ON+

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USECASE UC 8+ CALCULATE ,E#&T

ACTO#+ Admission >fficer DESC#&'T&ON+ The admission officer will calculate the merit of the current year using the desired weight age of the matriculation/ intermediate/ graduation 2if have applied for !BIT3 and entry test marks, '#ECOND&T&ON+ GC ' has been e+ecuted successfully, 'OSTCOND&T&ON+ The merit is calculated successfully, SUCCESS SCENA#&O+ 12 The >fficer will open the merit calculator, 32 The system will display it, 52 The officer will calculate the merit by e+tracting the matriculation/ intermediate/ graduation 2in case of !BIT3 and entry test marks in the merit calculator from database, 62 #atabase e+tracts the desired values, 72 The merit calculator will display the marks, 82 The >fficer will save it, 92 The system will save the changes, E>TENS&ON+ 5a2 The >fficer left out some marks, 7a2 The merit calculator will prompt the officer to fill in the missing marks,

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USECASE UC 9+ AD,&T A STUDENT

ACTO#+ Admission officer DESC#&'T&ON+ The admission officer selects the top '44 students for every degree, '#ECOND&T&ON+ GC ' has been e+ecuted successfully, 'OSTCOND&T&ON+ The student is given admission, SUCCESS SCENA#&O+ 12 The admission officer opens the merit list, 32 The system displays it, 52 The officer selects the top '44 students according to their marks for both the degrees, 62 The admission officer opens a new application and saves the data of those '44 students there and names it as 6successful candidates7, 72 The system saves the new list, E>TENS&ON+

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USECASE UC :+ ,A@E A FEE SL&'

ACTO#+ Accountant DESC#&'T&ON+ The accountant makes the fee slip of the students including all the charges, '#ECOND&T&ON+ GC ' has been successfully e+ecuted, 'OSTCOND&T&ON+ The fee slip has been successfully made and given to the student, SUCCESS SCENA#&O+ 12 The accountant opens the fee slip application, 32 System opens it, 52 The accountant chooses the degree program for which he is making the slip, 62 The system displays the list of students in that program, 72 The accountant chooses a section from morning or evening, 82 The system displays it, 92 The accountant selects the name of the student and fills in his dues and save this fee slip, :2 The system saves it, ;2 The accountant gives the print command 1<2 The system prints it, E>TENS&ON+ 9a2 The accountant leaves the dues field as empty, :a2 The system asks to fill in the empty fields, 9%2 The accountant enters invalid values 2outside the given range3 :%2 The system asks to enter correct 2within the range3 values,

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USECASE UC ;+ SELECT TEACHE#S

ACTO#+ #irector/ Program coordinator DESC#&'T&ON+ The director and coordinator select the teachers to be hired for the current semester and maintain their information, '#ECOND&T&ON+ GC ' has been successfully e+ecuted, 'OSTCOND&T&ON+ The teacher0s information is maintained successfully in the database, SUCCESS SCENA#&O+ 12 Coordinator opens an application for teacher0s information, 32 System displays the application, 52 Coordinator enters the teacher0s information which is to be hired, 62 Coordinator saves the information, 72 System saves it, E>TENS&ON+ 5a2 Coordinators leaves some compulsory fields empty, 7a2 System will not save and prompts the user to fill in the values,

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USECASE UC 1<+ ASS&/N #OLL NU,BE#S

ACTO#+ %ecord officer DESC#&'T&ON+ The record officer assigns roll number to the students according to their merit, '#ECOND&T&ON+ GC ' has been successfully e+ecuted, 'OSTCOND&T&ON+ The roll numbers have been assigned successfully, SUCCESS SCENA#&O+ 12 %ecord officer opens the merit list, 32 System displays it, 52 %ecord officer assigns roll numbers in ascending order starting from the student with the highest merit, 62 The record officer saves it, 72 The system saves it, E>TENS&ON+ 5a2 The record officer doesn0t assign a student a roll number, 8a, System will not save it and system will ask to assign roll number to the student, )b,The record officer assigns the same roll number to more than one student, 8b, System will display an error message that the same roll number can0t be assigned twice, )c,The record officer enters an invalid roll number, 8c, System will display a message saying invalid roll number, 2=,g, instead of f<6%<<1 the officer writes <6f<<1 or f<6%<<<13

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!I%! LEVEL DESI%N

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H !h Level Des !n+

%ecord >ffice

Accounting #epartment

Administration >ffice

IT Center

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SE&UENCE DIA%"AMS

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12 AUTHENT&CATE USE#

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32 4AL&DATE AD,&SS&ON FO#,S

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52 &SSUE ENT#? TEST SL&'S

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62 ENTE# ENT#? TEST SCO#ES

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72 U'LOAD SCO#ES ON 0EBS&TE

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82 CALCULATE ,E#&T

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92 AD,&T A STUDENT
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:2 ,A@E A FEE SL&'

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;2 ENTE# TEACHE# &NFO#,AT&ON

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1<2 ASS&/N #OLL NU,BE#S

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"IS' MANA%EMENT

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$is. /s 0 ount at Sta.e

&otal Project 4ife +ycle Plan Phase 1 Phase 2 +oncept Develop ent +onceive Develop (+) (D) 5pportunity and ris. 0cco plish Phase 3 I ple entation 12ecute (1) Phase ! &er ination Finish (F)

Increasing $is.

0 ount at sta.e &i e

Period of highest ris. i pact

,-3

#&S@ &DENT&F&CAT&ON+ F nanc al r s$+ Co large upfront capital investment is re-uired, So the organi.ation faces no as such financial risk, Techn cal r s$+ This project does not contain uni-ue technical elements or unproven technology, The technical risk faced is minimal as the technology re-uired is very simple and basic, Commerc al r s$+ The project faces no commercial risk as it is an organi.ation specific project made according to the re-uirements and needs of the organi.ation in our case which is IBIT, E*ecut on r s$+ There are no specific unknowns related to the e+ecution of the project plan, There are no uni-ue circumstances or uncertainties that could have a negative impact on e+ecution of the plan, The e+ecution of the project is simple in nature,

3 /alue

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A%sentee sm r s$+ There is some absenteeism risk on behalf of the project development staff, There is a chance of '4*'8H for them to be absent in case of some emergency, #es !nat on r s$+ There is )*8H risk that the people involved in the project will resign or their contract with the company would end 2if their job is on contractual basis3, Staff pulled a-a) %) mana!ement r s$+ There is (4H chance that the staff involved in the project would be pulled away by the management for other works,

The risks involved can also be identified by Brainstorming meetingsB where the senior and more e+perienced staff can get together and generate a list of possible risks, =+pert opinionB here the #elphi approach is used where the judgments of isolated anonymous respondents is collected and consolidated, Past historyB the company will check whether it has a history of encountering consistent patterns of problems while pursuing projects,

#&S@ ,&T&/AT&ON ST#ATE/&ES+ There are four possible alternatives which can be adopted in deciding how to address risksB Accept r s$+ The absenteeism risk can be accepted as it is of a relatively minor nature and is present in a project as a matter of course, In this case the decision to 6do nothing7 is reasonable and not the result of inattention or incompetence,

, n m .e r s$+ The resignation risk can be minimi.ed if the project is given to people who are not e+pected to resign in the duration of the project, It should also be seen that the employees on contract which are involved in the project/ their term should end after the project completion deadline,

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Share r s$+ The staff pulled away by management risk can be shared if the responsibilities of the busy person can be taken by someone else in his absence, There is a stand by person ready for such situations, Cross tra n n!+ Cross training re-uires that members of the project team learn not only their own duties but also the roles that other team members are e+pected to perform, This becomes handy in case of absenteeism and sharing risk, Transfer r s$+ In some circumstances when it is impossible to change the nature of the risk/ either through elimination or minimi.ation/ it may be possible to shift the risks bound up in a project to another party,

CONT&/ENC? #ESE#4ES+ Tas$ cont n!enc)+ $rom the total budget of %s,('4/444/ %s,'8/444 is kept aside as a contingency reserve in case some unforeseen e+penditures come up, =ach activity has been given some e+tra time in case of schedule overruns,

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USE" INTE" ACE DESI%N

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DATA BASE DESI%N

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!orning Timing

=vening

Program I name

Program
Program Iid

d
B,C BBC

!IprogramIid

,B&T 9uota system

raduation marks

BB&T

BIprogramIid

Intermediate marks

'#O/#A,A &B&T+

ProgramIid

ProgramIname

Timings

BB&T+

BIProgramIid

Intermidiate marks

!IProgramIid ,B&T+

raduation marks

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CIC Phone

Age Address

Came

Applicant
ApplicantIid

d
BDC BOC

9Ifees

9uota system

>pen merit

>Ifees

9 applicant Iid

9 based documents

> applicant Iid

!arks

A''L&CANT+

Applicant I id

Applicant name

Address

Phone

CIC

Age

Applicant>Iapplicant id II#

!arks

>Ifees

Applicant 9Iapplicant 9Ibased II# Id documents Applicant II#

9Ifees

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#ELAT&ONS APP5ICACT Applicant Came !=%IT 5IST Applicant *I#

Address

Phone

CIC

Age

5ist*I#

Applicant*I#

#epartment Came

!arks obtained

Total C>

=CT%J T=ST

#epartment Came

#ate

5ocation

Timings

#=PA%T!=CT #ept*name Contact C> =*mail 5ocation Test slip issuer name

A#!ISSI>C T=ST S5IP

Serial*Co

Applicant name

$ather name

$ather CIC

Address

Test slip issuer name

$>%!

Serial*Co

#ate

Program*I#

P%> %A!

Program*I#

Program name

Timings
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IMPLEMENTATION

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&mplementat on+ To develop the re-uired system that is to automate the admission system of Institute of Business and Information Technology re-uires up to date and state of art software and hardware so that the designed software will be compatible to the new advanced technology leaving no loopholes behind in the designed software and will be a source of convenience for not only the developers but also the users, So following are the software and hardware used for the development of the application, Soft-are Select on+ There are a variety of tools and software deployed to develop the application, The software utili.ed is !icrosoft >ffice Kisio (44) !icrosoft >ffice Project (44) !icrosoft >ffice "ord !icrosoft Access Kisual Studio,C=T (44)

, crosoft Off ce 4 s o 3<<5+ !icrosoft >ffice Kisio (44) is used to make the se-uence diagrams of the project which are ten in number, This application is used for the reason that it is not only user friendly/ convenient and easy to use but also easily available and compatible with almost all window applications, , crosoft Off ce 'roject 3<<5+ !icrosoft >ffice Project (44) is used to develop the used to develop the antt chart that includes the attributes as tasks in total project/ duration and predecessor etc, This application is antt chart as it is user friendly and easy to handle while serving the purpose efficiently, , crosoft Off ce 0ord+

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!icrosoft >ffice "ord (44) is used for the formulation and presentation of report as is not only handy but easy to use and wide access, , crosoft Access 3<<5+ !icrosoft access (44) is used to develop and design the database of the project, The reason !icrosoft Access is being used is its different utilities to support the databases such as database or relationship diagrams, !oreover using the wi.ard to develop tables and diagrams make the work a lot easier as compared to other applications as S95, 4 sual Stud o2Net3<<5+ The application or software used to develop the front end forms is visual studio,net (44) due to its user friendly interface/ reduction in writing code and easy usage, Hard-are Select on+ The hardware used in the implementation phase of the project is P1 Printer

', Availability of 5AC services (, GSP ), Some hardware technicians 1, FardwareB Pentium PC 8, Software 2>perating system3B "indows LP Professional Some of the hardware re-uirements are discussed in detail hereB !other board Processor %A! Fard disk $loppy drive C# drive K A card Sound card $a+ modem Casing <ey board !ouse !onitor # S A!# PIII 844 !FM :1 !B ?4 B Sony ',11 84 L Artech Built in Built in 8:< Apache ATL !ercury A1tech 5 '17 ;444 :444 ':84 1444 :84 '@44 ****** ****** ()44 '144 )44 '44 :844

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'r nter+ Samsung printers are used for the printing and documentation purposes of the project report and user manual, It costs appro+imately %s,'4/444, Future %enef ts+ This project gives no monetary but it gives many non*monetary benefits, %educed time consumption/ increased reliability and accuracy/ easy record keeping and easy error detection are a few e+amples, Future &mprovements+ >ur objectives during this phase of application are to automate and understand the admission system while focusing on the processing of the application forms and admitting the students, These processes suggested by the institute IBIT were then mapped to functionality matri+ to determine what will be automated, Gpon on understanding the processes the application was developed keeping in mind future e+pandability, The ne+t step would be to create low level design criteria and develop it, In future we will be focusing on both sides and automating other modules completely as well such as account system/ fee collection/ online attendance and other systems related to the institute that were disclosed by the organi.ation as their business rules, !oreover in future we will be developing a complete online admission system for the institution in which issuing and submitting and then selection of the applicants all will be done online,

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P"O#ECT PLANNIN%

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'roject scheduleE 0BSE /antt chart and net-or$ d a!ram of project

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&ntersect on of 0BS F OBS

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#espons % l t) ass !nment matr *

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#eferences and B %l o!raph)

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APPENDI( A) USE" MANUAL

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This add*on to the e+isting system is not costly and is worthwhile because they meet the needs efficiently, The technology is also available and can be easily used to meet user0s needs, The new system re-uires up to date and state of the art hardware and software, The software designed is that it is user friendly as well as economical, Several other e-uipment would be re-uired such as gadgets which would help screening out the most eligible applicants, Pentium 1 would be used for all operations of the company involving computers, This e-uipment is easily available and the company is resourceful enough to buy this e-uipment, The management thinks that it is worth investing in the system to keep the company in pace with the fast moving world, The proposed platform has enough capacity for being upgraded time to time with the changing face of technology ,It can be e+panded when and if re-uired, The hardware and software applied to the system have been tested before hand/ and therefore is reliable ,It has been designed so that it can compete with other organi.ation0s information systems, The combination of the proposed hardware and designed software works perfectly, The economic e+penditures of the company include people/ hardware and e-uipment/ software including its development and ac-uiring its licenses and fees/ formal and informal training of its employees/ consulting e+penses and facility costs, The company visuali.es that the benefits of the proposed system outweigh the estimated costs involved in ac-uiring/ installing/ and operating it, The project is fully supported by the management and the users are ready to take the challenge of working in the more advanced system/ as they want to keep pace with the new face of the technology, They are enthusiastic about learning to work in a more advanced environment that would minimi.e the margin of errors in their work, The human resources are also available to make the project operational, =very new system faces a lot of resistance and no change is accepted at once so it will take some time for the project to be completely in use but it will be operational, As the users themselves have e+pressed a need for this system chances are very high that this system will be used, It will be also operated because of its user friendly interface, As the e+isting system is already short of employees as most of the applicants who applied were computer literate so they preferred the organi.ations in which they saw the best use of their capabilities, The new system re-uires the e+isting users to be well trained before it can be implemented, As far as planning the new system is concerned/ users will be involved in it to the e+tent that they will be asked to fill a -uestionnaire that will help system analyst know the fle+ibility with which the project will be used and it will also help him know about the pockets of resistance that e+ist within the organi.ation that indirect involvement of the user will be re-uired in planning the new system,

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As far as the customers are concerned/ the system is being designed for their convenience as it is the prime object of the organi.ation ,The organi.ation e+pects that this would be taken as a welcome change and hence there is no risk involved regarding company0s image, The organi.ation needs to send the software being designed for its automated admission system to the concerned department of overnment of Pakistan for its approval and registration, Users+ The software is designed keeping in view the users such as #irector/ Coordinator/ Admission >fficer/ record officer and IT manager, All users will be given training to get accustomed to the new software and handle all the -ueries they have about the application, >n the first form the user needs to add its username and password while selecting its designation in the organi.ation if any field is left empty or the values entered are not valid the system will generate the error of invalid, >n the second form the user is re-uired to select the area he wants to see or upgrade or enter record, >n the third form the admission officer is re-uired to enter the values from the form to get stored in the database for usage in later stages, All the software is well designed so any field if leftover by the officer the system will prompt the error to correct the value or enter the value, >n fourth form the admission officer is re-uired to make the fee slip by e+tracting all the values from the database and printing them, >n fifth form the admission officer is re-uired to enter the entry test scores in the database which will be available to use at any time by just clicking the button, The user specified for si+th form is IT manager of the organi.ation who is re-uired to upload the entry test score on the website of the institute by getting all values by just clicking on the button thus making the process speedy efficient an easy to handle, >n the si+th form the admission officer is re-uired to calculate the merit of the students by getting values thus reducing the chance of error the calculator will automatically get values and then calculate the merit upon pressing the button calculate merit, The admission officer is re-uired to automatically sort out the list of the re-uired successful candidates, Then accountant is re-uired to fill in dues and print the fee slips of the successful candidates with respect to the program and timings they are admitted into in the eighth form,

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The program coordinator is re-uired to enter and select the teacher information as relating to their subject and classes and timings they will be teaching to the admitted students, The record officer is re-uired to assign the roll no0s to the successful candidates the system is designed in such a way that it re-uires and allows only a specific format of roll no if user enters other value system will prompt an error message, All the users of the system will be provided the training by the software house to assist them and to make them aware all the utilities of the system fully, !oreover the software is designed is way that it can easily be e+panded for future needs,

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APPENDI( B) P"O#ECT P"OPOSAL

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Bac$!round Anal)s s+ The Institute of Business and Information Technology/ originally established as Centre for !anagement Sciences was set up to provide the students a solid base in the fields of business management and information technology, The institute follows a strict merit based policy to induct top of the line students and provides them -uality training compatible with the modern needs, The institute also acts as a platform for the practicing managers to share their knowledge and wisdom with the students, The interactive liaison with the industry will be a priority at the institute, "ith this conductive learning environment/ we plan to make this institute a hallmark of e+cellence, The Center for !anagement Sciences was started on the top floor of STC 2Student Teacher Center3 Building in fall of (44' with limited resources, 5ater it was further refined as 6Institute of Business and Information Technology7 The Institute of Business and Information Technology is providing a launching pad to students and scholars to work jointly for developing the nation ,The students of today are managers of tomorrow, IBIT students with their business e+pertise/ leadership/ and team building skills with optimum mi+ of computer applications would be an asset for the business community, The institute offers BBIT and !BIT programs which are structured and patent programs of the institute, The institute continues to focus on -uality education at the most economical costs, The courses offered are best blend of IT tools and management as a science in today0s comple+ world of Business, So all in all IBIT alone not the answer for information technology for growth and development rather a sound management and usage tools of information technology with management is the key to success here, 'roject Narrat ve+ The project0s focus is on the Adm ss on S)stem which is the subsystem of all most every educational system particularly and specifically we will be following the business logic that has been implemented during the admission of students in the &B&T department of Punjab Gniversity, Current 'rocess+ The e+isting manual admission system at IBIT is full of hassles, It comprises of various steps that are not only confusing/ labor e+tensive but also time consuming, It involvesB Advertising in the news papers about the admissions #istribution of forms Submission of forms Conducting of tests #isplay of results #isplay of lists of selected candidates Submission of $ee

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Overv e- of the 'roject+ $rom receiving applications to the final selection and orientation day the educational institutions have the overall objective to speed up the monotonous process of applicant selection and admission, Therefore the scope is to facilitate the process through step by step mechani.ed process, And this objective can be achieved by providing the online admission facility to the candidates, Create user friendly and simple web forms to automate much of the process thus helping the candidate in downloading and submitting the application form calculating the merit by using the formula specified by the department/ display of the test results and finally the list of the selected candidates, This facilitation of the customer ultimately results in higher customer satisfaction and hassle free establishment of admission process, /oals and O%ject ves+ To facilitate the process through step by step mechani.ed procedures, Create user friendly interface to automate much of the process i,e, form submission and test procedures, To reduce unnecessary human labor from this process which instead of speeding up the process slows it down and also to remove biasness and favoritism, "ith the global reach of the Internet and the advances in technology/ more and more candidates now can take advantage of its superior benefits, #ata can be easily e+ported to any personal in the organi.ational hierarchy thus data ca n be checked and screened from time to time thus ensuring the standards and maintaining the efficiency which is not at all possible in manual admission system, !ake the organi.ation more resource efficient, <eep potential candidates more informed,

/eneral Approach+ ,ana!er al Approach+ The entry test conducted is outsourced to the CTS while other processes will be accomplished by the work force of the IBIT, #ue to the certain business logic adopted at IBIT outside contractors are not hired to develop and implement the system but the internal force is utili.ed and trained according to the specifications, Techn cal Approach+ The automation of IBIT admission procedures will be designed according to the technological re-uirements of the institute that are fle+ible enough to cater the present as well as future technology up gradation,

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Constra nts+ Bud!et Constra nts+ #ue to tradition bound government organi.ation the budget allocated for the project act as a constraint, It will cause an e+tra cost to the institution at short run but ultimately prove highly profitable in long run with reference to cost effectiveness, T me+ Any delay in development and implementation of system can0t be e+cused so everything thing should be planned effectively and efficiently to achieve the desired goals, As there is a specific duration in an year when admission has to take place so implementation should be planned before or after so that actual process remained undisturbed, !ean while manual system should be run parallel to automated system to avoid delay or lagging in the system, Secur t) &ssues and Safet) #e!ulat ons+ The development/ installation and implementation activities should be in accordance with the institutes specifications and business logic, !oreover the system will ensure the security and authentication aspect of the software, 'arallel S)stem+ The manual system should run parallel to the automated system till it is installed/ implemented and engrossed by all the work force to avoid any delay in activities performed at the department thus causing hindrance in various processes,

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