International Journal of Current Engineering and Technology
E-ISSN 2277 - 4106, P-ISSN 2347 - 5161
©2015INPRESSCO®, All Rights Reserved
General Article
College Office Automation System
Praful Gavaskar†, Sachin Gupta†, Diksha Patil†* and Vikas More†
†Department of Computer Engineering, Mumbai University, Rajendra Mane College of Engineering and Technology, Ambav, Devrukh, India
Accepted 22 March 2015, Available online 29 March 2015, Vol.5, No.2 (April 2015)
Abstract
This is an Intranet application used to automate operations related to a typical office management of a college. This
allows a user to log in and add details of fees accounts, payments and Recruitment. It also provides search of fees
accounts, payments report and easy access to the databases. This based on workflow technology, Office Automation
system, office, and many other items can be integrated with the work. Overall project is divided into two main parts.
One part contains admin panel which is in control of user manager/engineer/super user. Second part contains the
different users of application like office user for add or update student database, examination cell user for update
pass or fail status of students in the database (This will help to various department user to maintain student
promotion record and make attendance sheets as well as the corrections in student info), department user allowed to
view the database and correct the mistakes in student data, but not allows to delete any entry. This also allows a user
to log in and add details of fees accounts, payments and Recruitment. It also provides search of fees accounts,
payments report and easy access to the databases. The database lies on a central system or Server and the same can
be accessed via HTML browser on a system connected peer-to-peer in network. The concept of Office Automation
System provides key advantage of data integrity, no data duplication, and easy data backup. This is an user-friendly
interface.
Keywords: Intranet Application, Student Database, Employee Database and Recruitment.
1. Introduction
website, but may be a more extensive part of the
organization's information technology infrastructure,
1 Almost every office and college has adapted a digital
and may be composed of multiple local area networks.
system to control their basic information of staff and
The objective is to organize each individual's desktop
students to eliminate paper work. But use of traditional
with minimal cost, time and effort to be more
database software’s compiled are difficult to use,
productive, cost efficient, timely, and competitive.
requires huge amount of space and are actually not
An intranet is a computer network that uses Internet
Protocol technology to share information, operational
user-friendly. An Intranet based College Automation
systems, or computing services within an organization.
System for enhance the ease of access to student
This term is used in contrast to extranet, a network
database and accounting of payments. Reduce multiple
between organizations, and instead refers to a network
copies of database. Machine independent system
within an organization. Sometimes, the term refers
running in a local area network. A centralized
only to the organization's internal website, but may be
database is a database located and maintained in one
a more extensive part of the organization's information
location, unlike a distributed database. One main
technology infrastructure, and may be composed of
advantage is that all data is located in one place.
multiple local area networks. The objective is to
Acentralized database holds all of an organization’s
organize each individual's desktop with minimal cost,
data on a central computer such as a mainframe
time and effort to be more productive, cost efficient,
computer or server. Users in the organization can
timely, and competitive. Office Automation system is
access the data from their own PC or terminal.
based on php code which can be accessed via a web
An intranet is a computer network that uses Internet
browser from any PC, hence any authorized individual
Protocol technology to share information, operational
can access his/her data at any time & anywhere with
systems, or computing services within an organization.
user-friendly interface.
This term is used in contrast to extranet. Sometimes,
2. Proposed Method
the term refers only to the organization's internal
Application have separate student database for each
*Corresponding author: Diksha Patil
section/branch of college. Multiple users are allowed to
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Praful Gavaskar et al
College Office Automation System
use application simultaneously in intranet network.
2) Select user type i.e. office user, exam cell user, or
Admin control panel is added to this application to
department user.
control the all other user. Admin panel is integrated
3) Office and exam cell user can modify the data. But
with the adminer php file for increasing ease of
Department user can only view data.
database management. Adminer allows the user to
4) There is Admin panel through which we can
access and update (like delete, alter and edit user
manage different user in application.
permissions to) the database using a single php file
5) In office panel we can add student details and
within the application, no need to access the MySQL
employee details.
separately. By using jquery and php combination live
6) In examcell we can update the student details. I.e.
updating in user tables is allowed by the application.
pass or fail, academic year etc.
Adminer is also known as phpMinAdmin. Admin panel
7) In department user we can view the details of
designed by using the bootstrap predefined css codes
Student and employee.
and different java scripts. MD5 password encryption is
8) Student and employee can get unique id at the time
used for secure login of users. The main motive of this
of registration.
project is to reduce the workload of college office user.
9) Logout from the application.
At the time of admission student have to pay the
admission fees first then office user will make an entry
3. Scope of project
in respective student database. By using that
registration id student have to login on application and
3.1 Functionality Scope
fill the college form then submit the print outs of the
form with the required documents. Because of this
Accept information from students.
office user only have to make entry of the student
Add details of student.
name, registration id and the paid amount. Student will
Maintaining student fees accounts.
make its own entries in database by fill the form. Other
Add details about new recruitments.
department can only view the student details or
Separate database for different departments
employee details. Student can get the unique id for
Accounting information of staff or employee.
admission process. Unique id is used for identification
of students through that id student can enroll to any
3.2 Implementation Scope
activity which going on into the college. Students and
employee can give the feedback to the Admin or collage
The software is PHP generated code. Hence, it is
office user.
operating system independent.
It is easier to run the software on any existing browser.
All basic requirements for installing any Software.
PHP is easily integrable with other databases.
MySQL server provide query language to create
database.
4. Application
Registration of students and newly recruited staff
in college office.
Monthly transactions of student’s fees and
employee’s salary can be easily processedǤ
Verification of personal details and progress
history can be accessed individually using a web-
browser only after prior authentication.
Reports can maintain.
Data is secure and easy to backup.
Students and employee can give feedback.
Conclusion
In collage office automation system we will automate
the process of college office. Using this it is possible to
keep track of a database of college information like
Figure 2.1 Office Automation System
Student fees, employee information, staff & non staff
details. In this application we can keep track on new
Algorithm is explained as follows
recruitment. Database access will be provide to
authorize persons of each Department. Reports are
1) Login with the valid username and password.
maintained for future usage.
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Praful Gavaskar et al
College Office Automation System
Future Scope
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