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BUSINESS INTELLIGENCE AND

PERFORMANCE MANAGEMENT IN

ACADEMIC DISCIPLINE

A

PROJECT

SUBMITTED TO

MS. DARSHNA DALVADI

FOR THE SUBJECT

SYSTEM ANALYSIS AND DESIGN

BY THE

STUDENTS

OF

SECOND YEAR iMCA

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TABLE OF CONTENTS

ACKNOWLEDGMENT ............................................................................................................................... 3

CHAPTER 1INTRODUCTION ................................................................................................................. 4

1.1 What is Business Intelligence? ................................................................................................ 4

1.2 What is the need of Business Intelligence in Education? ....................................................... 4

1.3 Management Structure in Educational Institutes ................................................................... 5

1.4 Information Requirements ..................................................................................................... 7

1. Strategic Information .............................................................................................................. 7

2. Tactical Information ................................................................................................................ 7

3. Operational Information ......................................................................................................... 8

CHAPTER 2ANALYSIS ......................................................................................................................... 10

2.1 Preface .................................................................................................................................. 10

2.2 System Objective(s)............................................................................................................... 10

2.3 System Requirements ........................................................................................................... 10

CHAPTER 3PROJECT MODEL.............................................................................................................. 12

3.1 ContextLevel Diagram ....................................................................................................... 12

3.2 Levelled Data Flow Diagram ................................................................................................. 13

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ACKNOWLEDGMENT

As a part of the syllabus in the Third Semester of the Second Year BCA students

are required to prepare a project report. The aim of this project is the practical

application of the analytical and designing skills learnt during the course work of

the subject System Analysis and Design.

This project presents the facts, findings and recommendations resulting from

our understanding and users requirements according to the activities of system

Business Intelligence and Performance Management in Academic Discipline.

The scope of the project report is limited to the study of primary data collected

from the briefings by users and the secondary data collected from information

received from other systems, online documents, search engines and our analysis

of the system.

We accept that being a second year students our system may be not up to the

mark. In spite of our best efforts, there may be, mistakes which may please be

excused.

RAJAN CHRISTIAN KISHAN MODHA

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CHAPTER INTRODUCTION

1.1

What is Business Intelligence?

Business intelligence, (BI) is an umbrella term that refers to a variety of software

applications used to analyse an organizations raw data. BI can handle enormous

amounts of unstructured data to help identify, develop and otherwise create

new strategic business opportunities. It allows for the easy interpretation of

volumes of data. Identifying new opportunities and implementing an effective

strategy can provide a competitive market advantage and long-term stability.

1.2

What is the need of Business Intelligence in Education?

Whether your enterprise is a primary educational institution, a college,

university or a trade school, your business can only succeed if you have the

insight and data. You need to establish a strategy, manage your budget and

financial information, comply with industry and government regulations and

analyse results to improve current and future performance. Performance and

analysis evaluation is required on all levels within an educational business

environment.

So, it is a must for your enterprise to have a complete picture of all data,

presented in a way that is meaningful to summary and detail analysis and

problem solving, with intuitive, flexible reporting and alerts to provide the views

and drill down capacity that is crucial to making confident decisions and will

enable swift corrective action.

Its not about Business Intelligence. Its what you do with it that makes a

difference.

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1.3Management Structure in Educational Institutes

Figure 1.1 Organizational Structure

Note: - Variations may be observed in the organizational structure of institutes

under the same domain due to adaptation of different policies and framework.

Board of Members(Governing Body)

Board of Directors

AcademicAffairs

Placement

BusinessAffairs

Finance

Planning &Development

HumanResource

ITDepartment

Marketing &Relations

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Departments Functions

Academic Affairs Students Admission Records

Students Academic Records

Course Administration

Marketing & Relations Advertising

Maintaining External Relationship

Business Affairs Legal Affairs

Capital

Finance Budgeting

Collecting Fees

Payment of Salary or Wages

Accounting

Tax Payments

Planning & Development In-depth Planning

Management

Post-Management Functions

Human Resource Recruiting

Maintaining Records

Training

Assessment of Employees

IT Department Hardware & Software Maintenance

Technical Support

Improvement in Technologies

Testing New Tools & Techniques

Placement Placement of Students

Table 1.1 Functions of different departments of an Educational Institution

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1.4Information Requirements

The information required by the owner may be classified into the following

categories:-

1. Strategic Information

Strategic Informationis needed for long-range planning and directing

the course the business should take. Considering this case the following

are strategic information requirements:-

Long range planning for all the departments.

To bring in Capital for the Organization.

Creating barriers to competitors entry.

Managing the learning curve.

Enhance services.

Establish alliances or Establish more branches.

Acquiring finance and utilizing it in a cost effective manner.

Policies for Human Resource Acquirement and their

Management.

Maintaining Internal as well as External Relationships.

Maintaining a good placement record.

Creating Rules for Discipline and other academic rules.

Other policies for welfare of the organization.

Maintaining profit ratio and increasing it.

2. Tactical Information

Tactical Information is needed to take short range decisions to run the

business efficiently. The volume of tactical information for this case:-

Deployment of faculties to courses based on their specialization

and talent.

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Maintenance of machinery and other equipments.

Securing data and information as well as fixing the loop holes.

Seeing that efficient use of resources is made.

Applying new marketing strategies and advertising techniques.

Also measuring the analysis of their impact.

Feedback from Students as well as Faculties.

Communication between Functional Areas.

Supervision and other Directing Functions.

Maintaining the morale of the personnel.

Making appropriate policies for personnel management.

To ensure that discipline and harmony in maintained in the

organization.

Collecting fees, payment of salary and wages.

Ensure that laws are followed.

Regular payment of taxes.

3. Operational Information

Operational Informationis needed for day-to-day operations of a

business organization. In this case the following operational information

is required:-

Variance between budget and actual expenses.

Achievement of Goals.

Periodic financial reports.

Collecting outstanding sums and payment of unpaid dues.

Maintain record of day-to-day activities.

Report machine problems and other problems.

Managing accounts.

Monitoring overall activities in the organization.

Routine assessment of staff and students.

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Preparing a list of new products or machinery required.

Investment of money in other organizations.

Analysing the performance of rival organizations.

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CHAPTER 2 ANALYSIS

2.1

Preface

The basic challenge of an institution is to centralize, track, and resolve student

issues, manage the various operations and information in a flawless manner and

deliver quality result oriented education.

The administration of educational institutions is a tough and demanding one. It

needs huge budgets for maintaining records in traditional formats which

involves a great deal of tedious processes. It is also time consuming and prone

to human errors when it is done manually.

2.2

System Objective(s)

The aim of the system is to provide the user a birds eye view of the functioning

of the entire educational institution. It is a management information system

helps to manage the different processes in an educational institution like

General Administration, Staff Management, Academics, Student Management,

Finance and Parent Relationship. The information is made available at your

fingertips using the latest technologies and helps to make decision making a lot

faster, effective and easier than ever before. Also helps to improve the overall

quality of education of the institution.

So, the main goal of the system is to synergize your education institution

management by simplifying and automating processes and addressing the needs

of all stakeholders helping them to be more efficient in their respective roles.

2.3

System Requirements

Functional Requirements

A Functional requirementspecifies a function that a system or component must

be able to perform.

1. Application must be a Single Entry system from Admission to Alumni.

2. Application must allow user roles. The user roles and permissions can be

controlled by the Administrator of this application.

3. Any Number of user roles can be created.

4.

Roles can be assigned specific permission for module accessing.

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5. User can view only assigned modules.

6. Different users can be maintained under the different roles.

7. The permissions can be changed by administrator at any time.

8. Communication with parents, students and Administrator(s).

9.

Student's Attendance Indicator shows the current percentage of

attendance at any point of time.

10.SMS, Mail intimation to parents about Attendance, Exam Schedule and

Exam Marks Scored.

11.Tailor made reports on Students Records.

12.Internal mailing system.

NonFunctional Requirements

A non-functional requirementis a statement of how a system must behave, it isa constraint upon the systems behaviour. Thus, Non-functional requirements

cover all the remaining requirements which are not covered by the functional

requirements.

1. User friendly interface requiring minimal learning and IT Skills.

2. Secured authentication system.

3. Export Reports to Word, Excel and PDF Document Formats.

4. Add support for in-built academic calendar.

5.

Ability to back up the data.

6. The system must be available online 24/7.

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CHAPTER 3 PROJECT MODEL

3.1

ContextLevel Diagram

Admission

Course Section Data S stem Re orts & Feedback

Information

Results

Login

Childs

Progress

Reports

Student Assessment

SYSTEM

ADMINISTRATOR

STUDENTS PARENTS

FACULTY

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3.2Levelled Data Flow Diagram

Subject Details

Student DetailsSTUDENT

MNGT.

MARKS

MNGT.

REPORT

GENERATIONADMIN.

LOGIN

Marks Details

User Account

Information

User Information

Entry

USER

MNGT.

SUBJECT

MNGT.

STUDENT

SELECT UPDATE

UPDATE

ENTER INFO.UPDATE

EXAM

INFO.PERFORM.

REPORT

ENTER INFO.

UPDATE

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Level 2:-

Level 3:-

LOGIN

ADMIN.

Student

Faculty

Parents

User Account

Information

IDPASS.

IDPASS.

IDPASS.

IDPASS.

RETRIVE

INFO

ADMIN.

REPORT

GENERATION

DISPLAY

USER

INFO.

VALIDATE

INFO.

User Account

Information

Marks

UPDATE/

ADD

ENTER/UPD

ATE/DELETE

PERFOR.

REPORT

RETRIVE

INFOVIEW

INFO

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Level 4:-

Level 5:-

ADMIN.

Student

Faculty

DISPLAY

MARKS

INFO.

VALIDATE

MARKS

Marks Detail

VIEW

VIEW

ENTER/UPDATE

/DELETE

RETRIVE INFO.

DISPLAY

SUBJECT

INFO.

ADMIN.Subject Info.

VALIDATE

INFO.

VIEW INFO

ENTER/UPDATE/

DELETE