Final Project on Examination Management System

SYSTEM PROJECT

“EXAMINATION MANAGEMENT SYSTEM”

M.A/M.Sc/M.Com/M.Ed

 INTRODUCTION

With the advent of technology and continuous growth in literacy rate the education systems are becoming complex and now it is not an easy job to mange them manually. Bhauddin Zakariya university came into existence in 1975 to impart the education in this region and now it is ranked in the first class institutions of the country . in the     beginning number of students in the university were limited but with the passage of time the strength of students increased , now university is offering near about twenty three master degree programs . to maintain the records of all these students and their result compilation is  very difficult , costly and time consuming . as all the departments of government are going to be computerized it is also needed to make the examination system of the university to digitized .

EXAMINATION SYSTEM

There is no any computerized system in the examination section of master programs. All the work is done on manual basis and there are large number of people who are working day and night to maintain the examination system of university. There is no formal existing computer system but it can be said that such type of systems are indispensable now a days.

INTRODUCTION TO THE EXISTING SYSTEM

EXAMINATION SYSTEM OF

M.A/M.Sc. B.Z.U.

MULTAN.

Analysis of existing system is an integral part of the system project because the efficiency and effectiveness of the purposed system is determined by this preliminary phase. To have a brief and in depth knowledge of the system we have spent three months to analyze the whole system for the solution of the problems and bottlenecks existing in the current system.

The existing system of examination is being completed by the integrated efforts of four sections which is described as

Ø  Tabulation branch

Ø  Conduct Branch

Ø  Secrecy branch

Ø  Accounts Branch

TABULATION BRANCH

Ø  Provide the information to the students.

Ø  Receive the admission form

Ø  Sort out the form Into Male, Female, city wise regular or private candidates etc.

Ø  Allocation of centers.

Ø  Inform the conduct branch about the number of students in every city/town..

CONDUCT BRANCH

Conduct branch decide the

Ø  Number and places of centers.

Ø  Appoint supervisory staff and inform the tabulation branch about the capacity of the centers.

Conduct branch is also responsible to

Ø  Maintain the effective running of the exams.

Ø   Provide the stationery supplies, answer sheets.

Ø  Appointment of inspectors.

Ø  Receive the remuneration bills and verify these bills and send these bills to the accounts branch..

SECRECY BRANCH

Secrecy branch is divided into two sections

1. Secrecy office.
2. Secrecy confidential press. 

Secrecy office

Secrecy office deals with the

Ø  Appointment of the paper setters.

Ø  Appointment of paper checkers

Ø  Get the question papers on time and hand over it the confidential press.

After the examination and during the examination it collects the answer books.

Appoint secrecy officer who process the set answer books it means

1. Remove indications.
2. Remove real roll # and substitute by factitious Roll#
3. Prepare the packets and send them for marking.
4. After the scripts are marked, the secrecy branch provide the award list to the tabulation branch where results are tabulated  and get scrutinized by the process officer and then result is declared.

  Accounts Branch

The basic job of accounts branch is to maintain the record the of

Ø  Student’s fees

Ø  Bills of supervisory staff

Ø  Bills of examiners and paper setters

Admission form contain a separate paper in which student is suppose to give the accounts information like

          Amount of fee

          Jurisdiction fee

          Registration fee

          Other charges etc.

The role of accounts branch is very important in the examination system, because the major source of revenue for the university is students fee, and the accounts branch maintains it.

List of students appearing in the exams is send to the accounts branch, and accounts branch verify it and if there is any deficiency in it means student has not paid the full fee or mode of payment is not acceptable then a letter is send to the students from accounts branch.

Tabulation branch cannot issue the result card and degree to the students until and unless he/she does not pay their full dues.

 After exam conduct and secrecy branch send the verified bills of supervisory staff and examiners and paper setters. And accounts branch is liable to pay the bills of staff

EXAMINATION PROCESS

Examination system is divided into four major processes

PROCESS # 1.

Admission forms are invited from regular and private candidates, so the

Input in this process is

1.Manual Admission Form

2.Center list (provided by the conduct branch).

After feeding the data and scrutiny Roll # slips are issued to the candidates. But if there is any objection on the students form then objection letters are issued to the students. These objection letters carry the following objections

1.    Student is not eligible

2.    Remittance of the candidate is doubtful

3.    All the required documents are not attached 

4.    If required information is not given

5.    If photographs & all particulars are not attested etc.

Then these objection letters are send to the students.

Out put in this process are

1.      Objection letters

2.      Cut list

3.      Roll # Slip

   2^nd PROCESS

      In the second process following activities are involved

1.    Appointment of supervisory staff.

For this purpose conduct branch has the list of teachers and each center is staffed is staffed with

§  Residential Inspector (Principal of the school or college). 

§  Superintendent (1). (At least of grade 17)

§  Deputy Super indent (1). (S.S.T.)

§  One Invigilator (for every 40 students). (Junior teachers).

§  Assistant Staff (peon, guard etc.). 

besides that special inspectors are appointed by the V.C who pay the surprise visits and check the centers.

Input in this process is

·         Center list

·         Staff list

·         Cut list

·         Daily reports sent by the superintendent or after the

·         Exams the remuneration bill is sent by the

·         Superintendent.

Out Put in this process is

• Pay slips of supervisory staff. ( this pay slip is transferred  to the accounts branch after verification.   
• Record of stationary and supplies supplied to the supervisory staff during the

     Exams.

3^rd PROCESS

After exams are held secrecy branch is responsible to

Ø  Appoint the paper checkers

Ø  Appoint the examiner for paper checking

        Inputs in this process are

1.    Cut list

2.    Subjects list, and list of students appeared in this paper.

3.    Factitious list 

              Output in this process is

1.    Award list

4^TH PROCESS

Award list is the input in this process. When secrecy branch send the award list to the tabulation branch then process officer scrutinized the actual R0LL # with Factitious roll # then result is declared. So in this process out put is

1.    Gazette

2.    Result card 

SYSTEM FLOW DIAGRAMS OF THE EXISTING SYSTEM

 To have the complete knowledge of the system the whole system flow is described as

BOTTLENECKS IN THE EXISTING SYSTEM

After the in detail analysis and observation we find following bottlenecks in the existing system and these provide us a base to work on the purposed computerized examination management system. The bottlenecks we find from the system are following

Ø The maintenance of the manual data is very difficult.

ØLot of time is required to perform each activity.

ØChances of errors and redundancies are very high due to greater no of students and less human resources.

ØLow security of data

ØLow speed of reporting and delay of results.

ØStudents face many problems from the start  till the clearance from the accounts branch.

ØAmbiguous “Admission Form” which creates a great problem for students and for the tabulation branch to sort out the students.

ØIrrelevant information required in the admission form.

ØShortage of human resources in the tabulation, conduct & secrecy branches.

ØIneffective coordination & communication between the branches.

ØAll the results are declared separately due to which the conduct of next exam is not possible at proper time.

PURPOSED SYSTEM

The major objectives of the purposed system are to solve the problems of the existing system. In the purposed system all the system is streamlined to rectify the problems of the existing system. in fact the whole examination system is a complex and  sensitive process in which each and every step is of crucial nature and  requires high level of accuracy and perfection.

Examination Management System of MA/MSc of Bhauddin Zakariya University cannot be completed within days but it requires a significant time and devotion to accomplish all the tasks  in a very perfect manner . to manage all the pros and cons of the  matter we have divided the whole system into four major phases .each phase consist of two sub phases i.e.

1-Before Exam

2- After Exam

The purposed system is an ideal system for the examination system of MA/M.Sc in the university because in the system we have tried to accomplish all the tasks and activities being performed manual by the humans. The very basic emphasis is to reduce down the unnecessary activities and repetitiveness of the work in the system. Along with this we have tried to strengthen the coordination of different entities of the system with each other so that the idle time of the system is being utilized and the efficiency of the work is being raised. Before describing all the phases of the system it would be beneficial that we have an overview of the objectives of the whole system and the input and outputs involved in the system.

Objectives Of Proposed System

The objectives of the Examination Management System can be categorized into following

Primary Objectives

ü To facilitate the students

ü Effective Result Compilation

ü Efficient Result Declaration

Secondary Objectives

ü Facilitate the other Department

üAccounts Maintenance

ü Stock maintenance (Answer sheets)

Inputs & Output Of the System

INPUTS

Ø Admission Form

Ø Center List (Provided By Conduct Branch)

Ø Subjects List

Ø Bills From Supervisory Staff

ØList of Cso’s, Examiners, Papers Setter

OUTPUTS

Ø Objection Letter

Ø Cut List

Ø Center List

ØPay Slips Of Supervisory Staff

Ø Stock report Of Answer Sheets

Ø Award List

Ø Gazette Report

Ø Result Card

ØDegree

Examination management System
for M.A / M.Sc/M.Com.
Bhauddin Zakariya University Multan.

1st Phase

Tabulation Section

PURPOSED HIRARCHY OF TABULATION SECTION

PURPOSED SYSTEM

wThe purposed system is categorized  as

wEntities

wEntity types

wAttributes

wFunctions

wProcesses

wTables

wRelations

wDevelopment tools

wComparison & Benefits

ENTITIES OF THE PURPOSED SYSTEM

FUNCTION & PROCESSES

DEVELPOMENT TOOLS

As we are designing a huge databases in which we have to facilitate  many users at a time accessing to the databases so we are using the latest technology of developing the databases i.e. RDBMS  because all the data bases are interconnected with each other and have synergies effects with each other . the development tools we are using for this purpose  are

Designing

Ø  Microsoft Visio 2000

Ø  Relational; Rose 2000 (UML)

Ø  Microsoft Visual Basic 6.0 (for front end designing)

Ø  Oracle 8 (for databases)

Database Design & Structure

The data base is designed in a way that any user having authentication is able to manipulate the data s per its requirement.

Our’s purposed system has exceptional power to generate the different kinds of reports due to high level of normalization and   comprehensive data structure.

On the other hand the tool we are using for the development of the database “Oracle” provide high level of security and integrity of the database.

The tables and relationships for the tabulation section are shown as

Ø  Student Info

Ø  Student Exam Info

Ø  Center Info

Ø  City Info

Ø  Dept info

Ø  District Info

Ø  Course Info

Ø  Subject info

Ø  Part info

Ø  Subject To Part Info

Ø  Exam To Course Info

Ø  Exam To Course Detail Info

Ø  Candidate Status Info

Ø  Session Info

Ø  Exam Session Info

Ø  Course Detail Info

Ø  Accounts info

The purposed system for the tabulation section is completed in two phases i.e.

Ø  Before Exam

Ø  After Exam

The purposed system is designed in a way that the basic entity of the system will have maximum relief and facilities to make our system fast and effective we have redesigned the admission form for the examination purpose the form is still under discussion with the authorities of the university.

in the new form all the irrelevant information’s are  abolished and it is now simple ,comprehensive and easy to understand by the students.

Along with this in the purposed system we are trying to declare the results of all the MA/M.Sc results n the same date so that the conduct of the next exam can be possible on right time and session is not disturbed.

One of the salient features of the purposed system is the proper maintenance of the accounts and admission fee collection. . We have suggested that a person from the accounts section is appointed in the examination section that will check the admission forms and status of the fee for all the students appearing in the examination. in case of ay deficiency he will reject the forms at the spot and issue an objection letter generated by the computer towards the candidate for proper submission of the required fee amount. In this way after the examination accounts branch will have no problems of bad debts.

                                                (Purposed System)                         

    BEFORE EXAMS DATAFLOW OF TABULATION SECTION

(Purposed system)

AFTER EXAMS DATAFLOW OF TABULATION SECTION

The system is designed to be completed into four phases

Ø  1st Phase    

                                    Tabulation Section

Ø  2nd Phase   

                                    Conduct Section

Ø  3rd Phase    

Secrecy Section

Ø  4th Phase    

                                    Integration & Implementation

The system would be developed and would be operational completely within one  year period (all four phases).

One thing is to be mentioned that our first phase is near to complete and as per the approval of the project we are able to experiment the system on the second annual of Masters Exams.

This system will not only increase the efficiency and productivity of the employees, save the resources of the University but it will also save the cost and enables the university to face the challenges of future.

To develop the whole system it would cost approximately Rs-100, 0000

The analysis and developmental cost per month would total Rs-15, 000 including training cost of personnel to be hired.

Note: These prices may vary with time as these are sensitive to market variations this includes hardware components rates as well as value of pak rupee against dollar.

Comparison of Existing System & Purposed System

Effects of purposed System

            The purposed system has following effects on different processes of the system

                        1-Accounts

                        2-Sorting

                        3-Effective reporting

                        4-ln time dispatch of Roll No Slips

                        5-Result compilation

                        6-Result Card & degree Issuance

                        7-Cost Benefits In Degree Section

(Currently A whole degree section is only working for the degree issuance and our purposed system will facilitate the degree issuance just by clicking the command button)_

INPUT & OUTPUT SCREENS OF THE SYSTEM

INPUT SCREENS

Ø  City Entry Form

Ø  District Entry Form

Ø  Department Entry Form

Ø  Subject Entry Form

Ø  Course Entry Form

Ø  Part Entry Form

Ø  Course Detail Entry Form

Ø  Center Entry Form

Ø  Session Entry Form

Ø  Exam session Entry Form

Ø  Program Entry Form

Ø  Part Entry Form

Ø  Accounts entry Forms

MASTER DETAIL FROMS

Ø  Student Personal form

Ø  Student Exam Info

Output reports

Ø  Center statement

Ø  Subject list

Ø  Students list (city, District, center, subject, Session, Accounts, wise)

Ø  Courses List

Ø  Roll No Slip

Ø  Building Notification

Ø  Cut List

Ø  Objection Letters

Ø  List of supervisory staff

Ø  List of head of institutions

Ø  Letters to centers head

Ø  Center detail (Capacity, status etc.)

Ø  Stock inn (Answer Sheets)

Ø  Stock Out (Answer Sheets)

Ø  List of Examiners

Ø  List Of Paper Setters

Ø  List Of Cso’s

Ø  Remarks About Examiners, CSO, and paper setters)

Ø  Key of factitious roll no

Ø  Conversion of factitious key

Ø  Award list

Ø  Gazette

Ø  Statement of individual

Ø  Result card

Ø  Degree   

The database for the Conduct Section and their relations are shown as

Ø  Center Info

Ø  City Info

Ø  Designation Info

Ø  Staff info

Ø  Stock In

Ø  Stock Out

Ø  Supplies Info

Ø  Staff Exam Info

Ø  Exam Session Info

ACKNOWLEDGEMENT