University management system

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ShopBD Limited
Member of BASIS
Proposal on
University Enterprise Resource Planning(ERP)
Client
Bangabandhu Sheikh Mujibur Rahman Science & Technology University
(BSMRSTU)
Web: www.bsmrstu.edu.bd
Email: registrar@bsmrstu.edu.bd
Date of submission: February 14, 2018

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Acknowledgment
As per the requirement of the University Enterprise Resource Planning(ERP) for Bangabandhu
Sheikh Mujibur Rahman Science & Technology University ,we are required to prepare a project
proposal for this software. Hence we have prepared a report on ShopBD University Enterprise
Resource Planning(ERP) can help in systematic access to the student information’s managed by
Bangabandhu Sheikh Mujibur Rahman Science & Technology University .
We attempt to make the application as per the requirement of Bangabandhu Sheikh Mujibur
Rahman Science & Technology University . It becomes essential to make a properly managed
Information System so that there can be easy access to the student’s records and get the
desired information to which it may require. After all it is far better than the traditional
approach.
We would like to thank Vice-Chancellor of Bangabandhu Sheikh Mujibur Rahman Science &
Technology University Dr. Khondoker Md. Nasiruddin for approving, assisting and guiding us
throughout this project.

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CONTENTS
Page No
1. Abstract 4
2. Introduction 4
3. Project Objectives 5
4. Features of (ERP) 6
5. Basic System Overview 8
6. System Facility Overview and Architecture 9
7. Basic Modules 10
8. Development of University Enterprise Resource
Planning(ERP): An in-depth look 17
9. System Requirement and analysis 18
10. Design and planning 19
11. Development 21
12. User interface design 21
13. Testing 24
14. Implementations and Maintenance 24
15. Timeframe 25
16. Financial Proposal 26

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Project Title: University Enterprise Resource Planning(ERP)
1. Abstract:
The technology being used now a day to gather University info is presented in this case study.
The main purpose of developing this University Enterprise Resource Planning(ERP) is to help the
any University students and the faculty members by providing the information needed.
University Enterprise Resource Planning(ERP) deals with the information related to students
studying in a particular University, information regarding the fee structure, availability of seats,
number of staff members and their salaries, number of courses provided and the information
regarding the labs and workshop. In this system, the major role played by the students, staff
members and the administrator.
2. Introduction:
Bangabandhu Sheikh Mujibur Rahman Science & Technology University established in 2011
with motto “Learn, Think, Innovate”. The University offers b.sc honors and m.sc honors degree.
It has 8 undergraduate Faculty and 23 departments. There are about 2,030 of student in this
University. It stands on 55 Acres of Land. This University relies on traditional paper based
manual management system. It has too many drawbacks:
 Person sitting on the top with full authority is having no information.
 Less transparent system.
 Time consuming and laborious process,
 Highly error prone.
 High operation cost.
 5% use of available technology.
The University Enterprise Resource Planning(ERP) from ShopBD Ltd. is focused to overcome the
major drawbacks of the existing administration system in the institutions of higher education in
Bangladesh. Our whole package of automation and efficient administration can get
extraordinary outcomes with integrated solution for all the academic and administrative
requirements. The University Enterprise Resource Planning(ERP) includes involvement of

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Management, Staff, Faculties, Student and Parents on an integrated system. This solution offers
any educational University smart acceleration of total academic and management operations.
Administrative Transparency
The University Enterprise Resource Planning(ERP) provides Administration Transparency
through the use of Decision Support and Management Control System. This University
Enterprise Resource Planning(ERP) provides accountability at all the level thus the data entered
in system will be open to top level management. So the user is accountable towards the data
and thus the management can have a closer look at the activities of the University.
Efficient Organizational Performance
The University Enterprise Resource Planning(ERP) provides an easy to use interface and a smart
system to perform the academic and administrative operations of the University. The University
Enterprise Resource Planning(ERP) provides opportunities for enhanced organizational
performance through availabilities of consolidated data with reduced manpower requirement.
3. Project objectives:
• Automate and digitalize the Bangabandhu Sheikh Mujibur Rahman Science &
Technology University .
• To build highly scalable, mission-critical and secured yet user friendly software.
• Online and Mobile based communication.
• Manage large number of student details.
• Reducing time in activities
• Cost reduction: Cut the cost involved in the admission process
• More Time to focus on Strategic Tasks
• Better informed decision making for management
• To easily manage and collaborate among various entities of Bangabandhu Sheikh
Mujibur Rahman Science & Technology University like Staff, Teachers,
Management, Accounts, Financial Department, Students, and Library.

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4. Features of University Enterprise Resource Planning(ERP):
The features and advantages of using University Enterprise Resource Planning(ERP) for the
University can be categorized into two major aspects Managerial Advantages and Technological
Advantages.
Managerial Advantages:
 Full Transparency
 Time Saving
 NO Laborious Process
 Less Possibilities of Human Error
 NO Data Manipulation
 NO Rule Violations
 100% utilization of Available Technology
 Less Printing Cost
Effective Administration:
Policy Based Centralized Administration thus the implementation of common rules and norms
will be much easier.
Central Monitoring:
Whole system will be managed centrally. So, no need to monitor each and every
University/program/staff activities separately.
Integrated Environment:
Computerization of all the process and integration of data of each level of administration.

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Technological Features:
Multilingual Interface:
Working will be easier in Local Language. Menu and Correspondence can be made available in
Bangla Language also.
Web-Portal Integration:
Software supports web-portal/website updating in three easy steps. So, the students, parents,
staff and faculties will be up-to-date with the latest University information.
Mobile Technology:
Parents to University, University to Student, University to Staff, University to Faculties
interaction will be much easier with the help of SMS and Mobile integration.

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5. Basic System Overview
Figure: 5. Basic System overview
Web portal / Server
Database
Administration and
Monitoring
Students
Teachers
sms/web
sms/web
Librarian

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6. System Facility Overview and Architecture:

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7. Basic Modules
Student Modues:
• Advanced/customized student search
• User customized report
• Student profile (all item exam, attendance fee ,health due etc)
• Messaging -Mailing / letter to parent/emergency
• Personal Diary/remark/complaint registar
• Performance analyzer(exam, extra circular)
• Previous year / alumni student detail
• Tracking students marks and attendance
• Records all personal details of each student.
• Customized certificates, reports, student profiles, SMS alerts, emails, birthday
reminders, performance appraisers etc.
• Tracking of student activity logs by authorized user
Teacher Module:
• Automated student attendance
• Computerized management of marks and grades
• Timetable creation in advance
• Availability of more time for students
• Efficient and effective interaction with students
• Better organization of school activities
• Manage class information and analytical reports
• E-mail & Internal messaging system
• Publish notice and assignments.

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Library Module:
• Member management library member card issue
• Separate policies for Student and Staff members
• Book reservation, issue, return, renewal
• Fee/auto fine collection, search member in all level
• Provides information on list of available books,report on /damaged /missing book etc.
• Automates library membership, storage, member details, book issues, returns etc.
• Alerts can be sent to users.
Human Resource & Accounts Management Module:
 HR Management: The HR management software for higher education institutions deals
with staff recruitment, hiring, administration, and training of faculty.
The HR management system manage payroll of staff members, and is responsible for
deductions, pay rules and salary slips associated with it.
 Leave management: Leave management offers a wide range of features and
functionality, which lets educational institutions of every size to know that all their
students and staff leave requests are managed efficiently.
It helps to organize & monitor leave data.
 Attendance System:
The Admin is a person who run and manage the system, in this project the owner or
director of the school has rights of admin. The Admin creates the structure of a system
to creating standard and classroom.
This attendance project video tutorial shows all the features and functionalities of
project. The video tutorial will help to developer for create this attendance
management system.
Staff : The main aim of the attendance system fulfill by staff. Staff can add student detail
and fill the attendance daily for his division. The staff can only fill attendance for his
division students and he can manage leaves and complains made by only his division
student.
Student : All student have unique username and password to access the system. After
login into system student can view his attendance reports and manage his account. If
any student has any problem regarding education he can directly make complain to his

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class teacher using this system. Student can apply for leave through the system and he
can get reply from his class teacher about his leave status.
 Salary Management:
Configuration of advance salaries based on current salaries
Apply online without any hassles
Easily managed workflows for users and employees.
Create your own workflows for approvals based on hierarchy
Roles and rights configuration for every user
Linked with other related modules of
Further customizable as per the needs.
 Provident Fund Management:
Provident Fund Ledger
Statements Of Accounts
Interest Allocation Ledger
Other’s Features.
 Pension Management
Pension scheme information management –tracking of all the information associated
with a given scheme such as the scheme name, registration certificate number, vesting
period, pension category of scheme (either Defined benefits or Defined contributions
scheme), contact details, bank details etc.
 Budget Management:
The first is available from a list of Budgets. It gives the spreading, for these Budgets, of
the Analytic Accounts.
The second is a summary of the previous one, it only gives the spreading, for the
selected Budgets, of the Analytic Accounts.
The last one is available from the Analytic Chart of Accounts. It gives the spreading, for
the selected Analytic Accounts of Budgets.
 E-Tender System:
Supports the submission of tenders, either via the web system or via an independent,
standalone application. The system provides the capability of automatic validation of

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electronic proposals, in order for the suppliers to be able to receive immediate feedback
in their proposals.
 Accounting Management:
Accounting/ Billing
Item management, vendor management
Physical stock auditing and variance report
Stock reports
Monitors item usages, reconciling the inventory balances, and reporting
inventory status.
Reduces purchase costs.
Administrative Office Management System Module:
This module have different sub module which will integrate the system with more effectively.
 Employee management
Tracking employee movement unlike materials is a very sensitive issue. Maintaining a
comprehensive tracking mechanism is nevertheless vital and what better way to do it,
than automate the entire process. The Employee Register is a handy tool to monitor
employees' time in and time out and to maintain a listing of all employees who have
worked on holidays too.
 Vehicle management
The Vehicle Management module tracks movement of vehicles owned by the business.
Proper controls can be maintained as the movement of each and every vehicle will now
be monitored meticulously. Necessary alarms can be raised when a vehicle has not
checked in after the expected time in.
 Courier management
TouchPoint is being used for day to day activities of couriers such as capturing the
courier No., sent/received date, sender/receiver, picked date and many other things

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 Key management
The Key Register maintains a track on the movement of keys between employees /
departments within the organization.
 Bill Processing System
Service Billing
Services billing and a recurring billing system is used by University for subscription
managements, auto renewals, one-off service invoicing and other kinds of add-on
service billing. The service billing system is designed for tracking and managing service
invoice with different types of services and product components,
Integrated Reporting System
In addition to basic invoices and other billing documents, key audit and control
information, such as expenses, taxes and financial impact, are generated for processing
in other applications. The Billing module captures fully detailed data for use by Accounts
Receivable subsidiary ledger, Sales Analysis reporting and the General Ledger system.
 Investment Management System
The new compliance audit module allows auditors to record and submit audit findings,
and the Homes and Communities Agency and providers to review and respond to these,
on a secure, online environment.
The audit process itself remains essentially the same, but the introduction of the new
module has enabled it to be automated. All information relating to the audit process will
be stored securely on the system and will provide transparency on progress to all
participants.
This document provides guidance to external users on how to gain access and use the
system.
 Audit Management:
Instantly capture audit documentation and evidence with mobile capabilities and drag-
and-drop tools
Create, track, and manage audit issues with global monitoring and follow up
Use search capabilities to get more value from legacy and working papers

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Engage auditors with a user-friendly interface and collaboration tools
Maximize staff utilization and reduce travel costs with better internal audit planning, resource
management, and scheduling
 Fixed Asset Management:
Maintain Historical and current cost of assets.
Tracking of particular asset history since its inception
Maintain for audit and Physical verification guide
Assets revaluation for Balance-sheet purpose along with tax benefits.
Fixation of Life cycle for particular asset.
AMC and Service contract system
Insurance module for claims and settlements
Lease agreements and rent receipt
View facility for management on the tips of finger
MIS Report Generation along with standard reports from the system.
 Student Hall Management:
Hostel management system offers a full featured accomodation system to efficiently
manage the entire residential facility in the university. Reducing the staff & paper works,
this accomodation software will keep the updated records of students, their meal,
lodging, transfer room and other facilities. The software allocates rooms to the
registered students based on their preferences and records their details of using food,
lodging and other facilities along with fee and other advance payment details. The
system also gathers a feedback on the room, food and other amenities on a regular
basis and sends fee reminders to all registered students. This hostel management
system monitors attendance, disciplinary logs, room charge status and check-in check-
out in hostel premises.
 Electronic Document Management:
Document Tracking and Storage
Collaboration Document Workflow
Approvals
 Inventory Management:

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The Inventory Management System is a real-time inventory database capable of
connecting University Store.
This can be used to track the inventory of a single store, or to manage the distribution of
stock between several branches of a larger franchise.
However, the system merely records sales and restocking data and provides notification
of low stock at any location through email at a specified interval.
The goal is to reduce the strain of tracking rather than to handle all store maintenance.
Further features may include the ability to generate reports of sales, but again the
interpretation is left to the management.
In addition, since theft does occasionally occur, the system provides solutions for
confirming the store inventory and for correcting stock quantities.
Result Processing Module:
 Incorporating Ordinances for Result
 Upload / Enter Subject Marks
 Gracing Management with Panel
 With-Held Cases Management
 Ranker Analysis (Class/Subject)
 Managing Unfair Means Cases
 Re-Assessment Management
 Mark-sheet/Bulletin Printing
 Online Provisional Mark-sheet
 Degree Certificate Management

System Admin & Control Management Module
• Easy performance monitoring of individual modules
• Automated and quick report generation
• User friendly interface requiring minimal learning and IT skills
• High level data security
• Elimination of people-dependent processes
• Single Point School Management Software
• Multiple campus management
• Effective communication between teachers and students
• Complete automation of all operations
• Centrally stored information with zero redundancy
• Best possible resource optimization

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8. The development of University Enterprise Resource Planning(ERP): An in-
depth look
Management is a vital part of any University’s running because students, teachers, staffs and
organizational activities are what keep a University alive. A poor management system can mean fewer
students being admitted into a University because of mistakes or an overly slow response time. We
know that, the rapid spread of mobile phones and internet/web has ushered all new
perspectives for generating business and leads. So we’ve chosen mobile phones and web as
primary media of University.
We’ve offered agile software development model for developing the University Enterprise
Resource Planning(ERP). This model provides a set of great features for developing large scale
software over the times. The features and reasons behind choosing agile software development
are:
 Welcome changing requirements, even late in development.
 Deliver working software frequently, from a couple of weeks to a couple of months,
with a preference to the shorter timescale.
 Business people and developers must work together daily throughout the project.
 The most efficient and effective method of conveying information to and within a
development team is face-to-face conversation.
 Iterative and incremental development processes promote sustainable development.
The sponsors, developers, and users should be able to maintain a constant pace
indefinitely.

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9. System Requirements and Analysis:
As Bangabandhu Sheikh Mujibur Rahman Science & Technology University is one of the most
prestigious & innovative University of Bangladesh, every year a huge number of students get
admitted at this University. The University offers b.sc honors and m.sc honors degree. It has 8
undergraduate Faculty and 23 departments. There are thousands of student and hundreds of
teachers and staff in this University. The current manual paper based management is a very
cumbersome procedure. It runs on traditional labor based human management system. We
need to provide a complete solution to totally automate this system.
Continual communication across the project organization is essential and will often include
meetings. However, it is essential that meeting time be designed to maximize productivity and
efficiency. Thus, the standard SIS meeting protocol is:
• There is an agenda that includes expected participants and topics to be discussed.
• Meeting notes are kept, typically by supplementing the agenda with key decisions made
and/or follow-up items and assignments indicated.
• Necessary documents are available either as pre-printed materials or as electronically
displayed materials.
• Meetings are conducted in such a way to maximize the productivity of the group time
investment.
• Team will strive for full participation in meetings.
• Team members that are unable to attend a meeting should be prepared to accept the
decisions reached during the meeting.
Assumptions and Dependencies
• We assume that the Office personnel do all the data entry based and the correct values obtained from
forms and registers.
• We assume that the computers that will use the software will be part of the University LAN.
• Users with administrator access should be careful in deleting or modifying any information knowingly or
unknowingly which will lead to inconsistency of the database.
• The end users of this software are assumed to have basic level of computer knowledge i.e point and click .

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10. Design and Planning:
Considering the problems of the existing manual management system, we’ve to come up with a
solution which simplifies and automate the total management process of Bangabandhu Sheikh
Mujibur Rahman Science & Technology University . We’ve decided to develop a web based
admission system for upgrading the total scenario. The process will be as straightforward as
possible. There will be separate modules for administrators, teachers, students, librarian with
multi-level access hierarchy. Each user will have different roles.
The below is the basic diagram of a module:
Web portal
Student Module Library Module
Teacher Module
Reports
Accounts and
payroll
Notification System
Settings and
Options

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Start
Student Login
Personal
Information
Academic Related Finance Related
Convocation
Change Password
Edit Personal
Inforamtion (with
permision)
View Personal
Information
Edit Academics
(with permision)
View Academic
Information
Edit Working
Experience (If
exists) (with
permision)
View Working
Experience (if
exist)
Edit Contact
Person (with
permision)
View Contact
Person
Edit Family
Referrences (with
permision)
View Family
Referrences
Pre-Reg Subject
(with permission)
View Subject
Registered
View Examination
Result
View class
schedule
View examination
schedule
Alert
Message on
new
information
regarding
schedule
View
Payment
Status
Pre-Reg for
Convcations
Convocation
Payment
Attendance
Confirmation
Survey form
completion
Student
Evaluation
System
Student Logout
End

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11. Development:
We convert the design and planning into a complete information system. We’ve placed sample
database for the student, defined user interface, and establishes connection between server
and client. Our chief developer leads the development process of total system. He implements
the design specifications and works with other coders. The coding steps also involve
communicating with the client as required.
User Classes and Characteristics:
This software gives access to 2 kinds of users.
1. Administrator: The personnel and University administrator will have administrator access to add, delete
and modify information stored in the database.
2. Authorized User: Teaching staff will have access to only view the data stored in the database in the form of
formatted reports.
12. User Interface Design

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Student Module:
Accounts Module

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13. Testing:
The System must try to answer all the queries of the students and it should provide immediate
feedback after getting any request from the students. The system is thoroughly checked for any
validation error which might occur for wrong keywords. One problem we faced was at first we
used parsing method for retrieving data of applicant’s from education board’s website via
parsing method for admission into the University. At first phase of testing, we faced that this is
a slow method. Thus we’ve chosen the alternative way , that is collecting the database directly
from the education board and use it with our software.
14. Implementation and Maintenance:
An integral part of software is the maintenance one, which requires an accurate maintenance
plan to be prepared during the software development. We specified how users will request
modifications or report problems. The budget will include resource and cost estimates. A new
decision should be addressed for the developing of every new system feature and its quality
objectives.
After the thorough testing has been done, the system successfully run the system at our demo
server. The system performs all the tasks effectively through the web, SMS and central server. It
also logs the activity and provides interface for the administration to control the total
information system.
Upgrade Pitfalls
Unlike an upgrade to a web browser or a word processor, changes and upgrades to these
systems tend to have significant impact on the day-to-day operations of every University
employee. These systems typically touch every aspect of school operations even when only the
base modules are used. For these reasons, care should be taken to consider the impact on:
 Workflow: Since these programs are tightly tied to the University’s business workflow
and processes, a change to a CIS system can force changes to workflow. This can have a
significant impact on daily operations if not considered carefully prior to implementation.
 Data Conversion: Data conversion of historic data (transcripts, attendance, health
records, etc.) for both current and past students can also be a significant issue to
transitioning to a new CIS. Since most University required to keep historical data on past
students, considerations should be given to what information will be converted and what
will be archived.
 Customized Reports: Since there is little standardization in what and how student
information is stored, most university have their own processes and procedures (e.g.
formatting and layout of data reports) for student grade printouts or attendance records. As
most Enterprise Resource Planning(ERP) (ERP) are not perfectly compatible with the
previous system, upgrading can be a long, and tedious process.

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14. Timeframe:
The University Enterprise Resource Planning(ERP) for Bangabandhu Sheikh Mujibur Rahman Science
& Technology University within 20 months from the date of signing contract. The contractor will ensure
that all technical problems are fixed and resolved before handing over to the BSMRSTU.
SN Activity Time
Phase1: Develoment phase
1
Conduct background scoping and research work and finalizing system
requirements
2 Months
2 Develop an University Enterprise Resource Planning(ERP) 12 Month
3 1st level feedback collection and incorporation 1 Month
4 Testing, debugging, update 1 Month
5 Delivery of University ERP and 2nd level feedback collection 1 Month
6 Delivery of the final version of the system 1 Month
7 Conduct training for the selected officials and relevant officials 1 Month
8
Delivery of all required documentation including source code, user manual and
technical documentation
1 Month
Total: 20 Months
Phase 2: Support and maintenance 1 year 12 months
The entire work should be completed within 20 Months after the award of contract.

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Financial Proposal
The total price of the complete University is 180,00,000 BDT. (One crore and eighty lac taka
only). excluding all VAT & Tax.
A separate dedicated web server is recommended for better performance and security.
Sl.
No.
Description of Service Qty/Unit/Duration Total Rate
(in Tk.)
01 Conduct background scoping and research work and
finalizing system requirements
2 Months 10,00,000.00
University Enterprise Resource Planning(ERP)
Development
1. User friendly interface design
2. Secured Software
3. Student Module
4. Teacher Module
5. Library Module
6. Human Resource & Accounts Management Module
HR Management System
Leave management:
Attendance System
Salary Management
Provident Fund Management
Pension Management
Budget Management
E-Tender System
Accounting management
7. Administrative Office Management Module:
Employee management
Vehicle management
Courier management
Key management
Bill Processing System
Investment Management
Audit Management
Fixed Asset Management
Student Hall Management
Electronic Document Management
1 160,00,000.00

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Inventory Management
8. Result Processing Module
9. System Admin & Control Management Module
10. Various reports as per requirements
11. Multi user login with different roles
12. SMS sending facility from software
13. Maintenance of the University Enterprise
Resource Planning(ERP) with One 1 Year 500,000.00
03.
Training
- Train and mentor 20 BSMRSTU officials about usage
of University Enterprise Resource Planning(ERP)
Development
1 Month 500,000.00
Total 180,00,000.00
In words: One Crore and Eighty Thousand’s Taka Only
If you’ve got any questions, just ask us and we’ll try to answer them. Email us at
info@shopbd24.com and call us at 01714-591565
Thank You

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