INTRODUCTION

Education is an important and traditional part of the society. As time has progressed,
education has also progressed into the modern times. So in accordance with the progress of
education, changing the way of maintaining college information is required.
Most of the college work is done manually such as class attendance, notes, college dues,
etc. These processes take time. If all the work is included on an online system, then it can
reduce time and work. The College ERP System is a web based application that can be
accessed throughout the institution or a specified college. The system is helpful for
students, lecturers and college authorities. The main principle behind the need of a College
ERP System is easy supervision of the college. The system helps to explore all the
activities happening inside the college. It can handle the details of students, lecturers, class
details, course details and fee details.

An Institute as a whole consists of a various departments where each department has to

maintain its data. Keeping a track of all this data by the institute becomes difficult as there
is a possibility of data redundancy and misplacement of confidential data. This online ERP
system focuses mainly on reducing the paperwork and maintaining the confidentiality of
data. The system keeps every member updated with its current affairs with by constant
notifications. This system replaces the current manual system with an automated system
which provides transparency and reliability.

Our Online ERP system keeps every member in the institute to be updated. In the existing
system the problems that were faced are being overcome in the proposed system. This
System is fully modularized and role based system. There are mainly three roles that on
login they perform their functionalities.

This ERP system is being developed for an engineering college to maintain and facilitate
easy access to information. For this the users need to be registered with the system after
which they can access or modify data as per the permissions given to them.

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Modules used in the project:-

1. Administrator-
Admin can manage all the details of the college. He have right to access all the
department of the college. It becomes easy for admin to fetch the records of students,
marks of students, profiles of faculty and HOD. It also becomes easy for him to add
faculty or HOD in the college database.

2. Head of the Department-

HODs can manage their department independently. They can have all the data of their
department about students and faculties. Unlike existing system they don’t have to ask
for any data or record. They can easily fetch from the ERP system.

3. Faculty
Faculty can add update the test marks, exam marks, attendance of students. They can
also send assignments to students. They don’t have to visit to classes to give the
assignment or assign any task.

4. Students
Students can check their attendance, marks, any announcement as soon as it is updated.
They don’t have to enquire about it again and again.

5. Registrar
Registrar can add students in the database directly. Once they upload the details of the
students, admin can easily fetch the records. It also help Registrar to maintain the
scholarships records of students.

6. Library
Librarian can keep the records of the students who are borrowing the books. They can
also see the total books which are available in the library.

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7. Accounts
Accounts section can manage the fees structure of the students. They can easily
generate the list of the students whose fees are paid or not.

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 2. NATURE OF PROJECT

ERP System for Institute is a web based application, which being developed for the
College, so that the work flow and information flow in a college becomes easy and in less
time. This application works on client side. It’s programming is done on server side using
JSP. This project provide very simple user interface. One does not have to be technical
enough to use this project. It also gives error message on wrong input. Since it is a web
based application, it can be used in any browser on any platform. It also prevent non
college members from accessing the data, only permitted users can use this application.
There is enhancement of security in this project. Faculty, Students, Librarian, HOD can
access only the data which they are restricted to.

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 3. STATEMENT OF THE PROBLEM AND
HYPOTHESIS

Existing system is based on paper-pen work along with keeping some records in excel
format. Which is not centralised, it becomes difficult and time consuming for the
administrative to fetch the records of the college in this system. Every department have it’s
own section to keep the data such as: marks of student, attendance, fee structure. In
existing system the admin have to manually contact each department for the records. In
some cases if the document is misplaced then it cannot be retrieved back. It is very difficult
to take backup of such large amount of data in this system.

The problem is to provide the complete information about the college campus. In which
the college staff members and students can access the information and will be familiar with
college campus. It will provide interactive environment for the staff and students by getting
knowledge of student attendance, remarks, exams performances, grades, timetables,
notices etc.

Here are some points which make the current system being not perfect:

 It was limited to a single system.

 It was less user-friendly.
 It have a lots of manual work (it also include working on spread sheets and other
simple software's)
 It requires more no of employees need to work.
 It was time consuming process.
 The present system was very less secure.
 It is unable to generate different kinds of report.
 Slow in execution.
 Do not cover all the modules that should be present for a college management
software.

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Thus we are making this project to overcome this problem. In ERP System all the data will
be synchronised and centralised. Admin can easily fetch the data without any delay.

 High volumes of data can be stored with case.

 Maintenance of file is efficient and flexible.
 Records are always updated.
 Complete user friendly.
 High Security

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 4. AIMS AND OBJECTIVES

4.1. Aims

The aim of this project is to manage each and every required section a software can handle
with accuracy eliminating many mistakes that a person on job performs due to any reason
and makes the operations even faster. Every department for us is a module and has
independent working criteria but in one way or the other they are related with one other
and collecting these modules a college is formed which we have to manage

This is a web oriented application allows us to access the whole information about the
college, staffs, students, facilities etc. This application provides a virtual tour of Campus.
Here we will get the latest information about the students and staffs. This generic
application designed for assisting the students of an institute regarding information on the
courses, subjects, classes, assignments, grades and timetable. It also provides support that a
faculty can also check about his daily schedule, can upload assignments, and notices to the
students. Here administrator will manage the accounts of the student and faculties, makes
the timetable, and upload the latest information about the campus.

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4.2. Objectives

 The main objective of developing the current project entitled “ERP

SYSTEM FOR COLLEGES” is to build effective system which is fast,
accurate, consistency, reliable and flexible enough so that it can incorporate
any future enhancements.

 By automating the system using computers, sophisticated technology can be

used for making the information more flexible, accurate, and secure and
user friendly.

 Time and man power can be more effectively utilized and online
information can be easily available to the user and at the same time we can
maintain higher level of security.

 Every user such as student, staff and administration can able to see the
information of each student through online from anywhere and anytime.

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 5. REVIEW OF LITERATURE

Before implementing an ERP system, business enterprises analyse organisational strategy,

structure, culture, and operations. Making an organisation and ERP system compatible may
require the organisation to change some or all of the aforementioned facets of the business.
This drives change to business process, which means people must also change. If change
management is not handled well, ERP projects are apt to fail. In fact, most ERP failures are
blamed on people issues rather than technology issues. People, process and technology are
the three drivers of change management for ERP projects.

Hurt (2011) relates in the case study several established management and information
systems concepts: the value chain, expectancy theory, change management principles, the
capability maturity model and the systems development life cycle.

They relate eight competencies required for successful change management based on
literature of Crawford and Nahmias (2010) especially to ERP projects. These competencies
are leadership, stakeholder management, planning, team selection/team development,
communication; decision making and problem solving, cultural management and project
management.

Al-Shamlan and Al-Mudimigh (2011) discussed that the top management usually faces
an unexpected attitude from potential users during implementing an ERP system. As their
resistance may cause failure of project top management should deal with this problem
using effective change management strategies and processes. They also provided a very
significant and very explicit contribution towards the change management factors for ERP
implementation.

Though paper discusses the strategies and processes used for the successful enterprise
system through a case study there is scope for improvement for research by evaluating the
impact of change management on employees and various stakeholders.

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Madapusi and D’Souza (2012) presented a literature-based and theory-driven model
developed to examine the relationship between ERP system implementation and
operational performance and also influence on operational performance. A better
understanding of the contribution of ERP systems to operational performance can be
obtained if researchers address and assess changes at modular and system level also the use
of longitudinal designs to capture and tease out the time delayed effects between ERP
system fine-tuning (at the module and sub-module levels) as well as changes in operational
performance.

S. Maheshwari., P. Singh., L. Tripathi published their research paper on ERP in

Educational Institutions: SWOT Analysis - ERP systems provide a mechanism for
implementing systems where a high degree of integration between applications is required
The Business Case or Value Proposition for implementation must be outlined to
successfully implement - a proper mix of people, processes and technology should be
maintained. This study has attempted to explore the issue of post-implementation success
in ERP systems, conceptualize and empirically validate critical dimensions that contribute
to post-implementation success, and offer implications that could be useful for both the
practice and research on ERP implementation effectiveness. The lack of prior empirical
findings in this area lends additional importance to such a research effort that explores
potentially significant constructs and defines conceptual boundaries that could contribute
to future empirical investigations. The researcher felt that there is a scope for further
research on ERP usage in educational institutions and studying deeply the strengths,
weaknesses, threats and opportunities of using an ERP in an educational institution. The
author has written conceptual paper which can be further extended into an empirical value
base research.

E. Estelles., J. Pardo., F. Sanchez and A. Falco published their article on AModified

Agile Methodology for an ERP Academic Project Development5 - This article refers to the
result of using a tailored agile methodology for the design, development and
implementation of an ERP by a student of last course could be described as satisfactory.
The student, in his relation with the customer and the company, has acquired knowledge
impossible to acquire in the classroom. He had to plan the project, being able to
experiment the problems and situations that a bad schedule or an undervalued task can
cause. He has learnt to treat with a real customer, who has changed the requirements
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repeated times forcing him to be more flexible, with whom the student has been in constant
and direct contact communicating via phone or mail using a correct and appropriate
language and expressions. All these experiences have helped to train the student as a future
Computer Science professional. As for the company, it has obtained the basic portion of
the tool that will help in its material management and business process automation.

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 6. PROPOSEDMETHODOLOGY/ ARCHITECTURE

College ERP system is an online web based system which implements an user friendly and
attractive interface for college. The aim for deployment and implementation of this system
is to replace manual system of colleges with an automated web based system. This College
ERP system also manages data accurately and efficiently which is stored over a long
period of time. College ERP system provides single access point to all administrative
system of colleges.

We resolve all the disadvantages of existing system in our proposed system, ERP. Old
students can share their experience, ideas, motivation to their juniors in the college. They
can provide information regarding higher studies. Result Automation which yields
aggregate percentage up to that instant. Time will be saved, No chance of getting error.

 High volumes of data can be stored with case.

 Maintenance of file is efficient and flexible.
 Records are always updated.
 Edition of Stored data and procedures can be easy.
 Reports can be generated with cases.
 The software facilitates the administrators to know the present status of a student of
the college.
 The software gives the information such as student personal data, student fees
details, results etc.
 Generating the print reports of student personal, fee as well as result details.

 College information: Through this service one can access the complete information
about the college campus such as courses available, admission procedure,
placements, college events, achievements etc.

 Student tracking: Any company or any organization that want to check the
summary about the student of the college, so that they will be able to choose the
particular students for their campus placement And for that purpose they will be
given a particular link through which they can access the information required.
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 Student attendance status: It gives the attendance status of students. Faculty will
update the attendance periodically and can be seen by students and parents.

 Student’s performance in exams: This facility provides the performance of the

student in each exam which is conducted by university or college such as midterm
performance. Marks obtained by students in exams will be updated by faculties that
can be access by students and parents.

 Exam Notification: This facility notifies students and parents about examination
schedule.

 Events: It will give information about different events that will be conducted by
college time to time. Information about these events will be updated by
administrator.

 Online assignments: This service provides the facility to faculty to upload

assignments and to students to submit these assignments online.

 Information about staff: It will help in maintaining complete information about

college faculty members such as their department, cadre, date of joining, salary,
etc. Administrator will register new faculties and remove their account when they
leave the college.

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 7. EXISTING METHODOLOGY/ ARCHITECTURE

In existing systems all the departments are worked independently and separately. System
study of such system shows that all the booking was done manually on registers, which
was very complicated job. Report generation of all records was also not possible in the
existing system. Also the work of college was manually maintained and stored. All this
data is maintain through register or file system in the college. Current mode of working is
based on manual system in which the all the data is first received from respective
personnel and then entered in the registers or files. It is very complex job and time
consuming also. The existing system is also dependent on students, if the students are
absent. Then performance of student will be affected. Due to huge volume of data, a lot of
problems are involved in maintaining, updating and retrieving selected information. Since
previous system is totally maintained manually, some of the difficulties involved in
existing system are as follows:

 Redundancy of data.
 Difficulty in updating the data.
 Non-centralized data.
 Delay in retrieving information.
 Problem for keeping the data.
 Not proper retrieval of information.

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 8. OFFICIAL REQUIREMENT

8.1. Software requirements:-

8.1.1. Programming Languages:

HTML and CSS:

HTML stands for Hyper Text Markup Language and CSS stands for
Cascading Style Sheet.HTML and CSS are both languages used to describe
web pages. Our project is developed using HTML and CSS for designing
and styling the web pages. HTML has helped in making our system look
more effective and attractive while CSS has provided with giving formatted
layout.

JavaScript
JavaScript is lightweight and most popular scripting language which can be
embedded into our HTML code. Our system needs constant interaction and
updating between its elements, JavaScript provides features such as
dynamic functionality adding to web pages and to add client side scripting
.we have used JavaScript to make our system more interactive.

JSP
Java Server Page (JSP) is a technology for controlling the content or
appearance of Web pages. All the backend of the project has been done in
JSP. The validation and database connectivity is also done by JSP. JSP is
used server side.

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SQL
Structure Query Language is used for handling data stored in the database.
Our system has used stored procedures for performing operations over
database for inserting records into database, retrieving data from database,
updating records and delete records from database.

8.1.2. Tools and Development:

Eclipse
Eclipse is an integrated development environment used in computer
programming, and is the most widely used Java IDE. It contains a base
workspace and an extensible plug-in system for customizing the
environment. Eclipse is used as IDE for JSP. We will use eclipse IDE to run
execute our JSP programs.

Apache Tomcat Server

Apache Tomcat is an open-source web server and servlet container
developed by the Apache Software Foundation (ASF). Tomcat implements
several Java EE specifications including Java Servlet, JavaServer Pages
(JSP), Java EL, and WebSocket, and provides a "pure Java" HTTP
web server environment for Java code to run in. Apache Tomcat Server is
used as localhost server for our project. Our

8.1.3. Operating Systems

Operating System (Server Side): Windows XP & above.

Operating System (Client Side): Windows XP & above.
Web Browser: Google Chrome/Mozilla Firefox

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8.2. Hardware requirements:-

Disc Space: 40 GB
PC Used: IBM Compatible
Processor: Pentium 3
Memory: 512 MB RAM
File System: 32 Bit

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 9. GANTT CHART

9.1. Gantt chart description

A Gantt chart is constructed with a horizontal axis representing the total time span of the
project, broken down into increments (for example, days, weeks, or months) and a vertical
axis representing the tasks that make up the project (for example, if the project is outfitting
your computer with new software, the major tasks involved might be: conduct research,
choose software, install software). Horizontal bars of varying lengths represent the
sequences, timing, and time span for each task. Using the same example, you would put
"conduct research" at the top of the vertical axis and draw a bar on the graph that
represents the amount of time you expect to spend on the research, and then enter the other
tasks below the first one and representative bars at the points in time when you expect to
undertake them. The bar spans may overlap, as, for example, you may conduct research
and choose software during the same time span. As the project progresses, secondary bars,
arrowheads, or darkened bars may be added to indicate completed tasks, or the portions of
tasks that have been completed. A vertical line is used to represent the report date.

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9.2. Gantt chart

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REFERENCES

www.scribd.com

www.slideshare.com

http://www.ijcseonline.org/pub_paper/28-IJCSE-00128.pdf

http://ijarcet.org/wp-content/uploads/IJARCET-VOL-4-ISSUE-4-1114-1116.pdf

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