Web Based Final Year Project Management System

Batch 2020

Student 1: Izzah Salam Roll# 023-20-0145

Student 2: Rashid Ameer Roll# 023-20-0118
Student 2: Abdul Haseeb Roll# 023-20-0048

Supervisor: Mr. Khalid Hussain

Sukkur IBA University

Department of Computer Science
Abstract
In the fast-changing world of academics, managing student projects during their final
year can be really challenging. This abstract gives you an overview of a new web-
based system designed to make this process much easier. The goal is to simplify how
student projects are supervised and looked after.

This new system is meant to handle all the different parts of managing final year
projects in a university. It aims to make things simpler compared to the traditional
methods, which could involve things like looking for a supervisor, submitting your
FYP Idea for approval, endorsing FYP proposals and Abstracts, maintaining records,
and setting up meetings. By using modern technology, the system will have an
interface that's easy for both students and instructors to use for each step in FYP
process, from Idea submission to Final Year presentation, including important
features like letting students easily submit their project ideas, ensuring each project
gets the right supervisor, keeping track of progress, managing documents efficiently,
finding older project records, planning meetings without any hassle, and making it
straightforward to submit evaluations.

With the project progress currently standing between 50-55%, the unreleased FYP
Management System holds untapped potential. As recommended by our project
supervisor, we aim to further extend this project to completion and with guidance
from our dedicated supervisor, we're committed to deploy it by the end of our final
year. We plan to add more features and use the latest technology to improve the way
final year projects are managed.

To sum it up, the system we will develop will bring together technology and
education making the overall process of FYP submission and evaluation more
seamless and streamline for both students and Instructors.

1 Introduction and Background

Every year, students of Sukkur IBA University create and present their Final Year
Projects to display what they have learnt throughout their academic experience in the
university. The students use various types of technologies for one whole year just so
that their Final Year Project turns out to be better than what they anticipate. Along
with that, the teachers who participate in the Final Year Projects of the students as
their supervisors and co-supervisors, also work hard with their supervisees just to
make sure the students’ efforts don’t turn out to be something useful. Keeping all of
that in mind, it should be noted that every year, some challenges are faced by the
students and the instructors in the management of the Final Year Projects, as the
procedure used is quite time consuming and complex. As a considerable amount of

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paper work is piled up and because of that, the time management of project is
compromised.
Considering all of this, the integration of technology in the educational system is
paramount, and the management of Final Year Projects is no exception. A web based
Final Year Project management system is a versatile and a comprehensive solution
that offers an array of benefits over traditional offline systems. This innovative
approach enhances accessibility and streamlines administrative tasks.
Ultimately, the web based Final Year Project management system revolutionizes the
way students, faculty, and the administrators engage with and oversee the final year
projects.

2.0 Problem Identification

The manual Final Year Management systems in this age of technology creates a
challenging environment, which often prompt institutions to consider transitioning to
more technologically advanced procedure. The study shows that the following
problems are faced by the students and the faculty in the production of the Final Year
Projects.
2.1 Lack of Accessibility
Manual systems lack accessibility as they require physical presence and in-person
interactions. This can be inconvenient for students and faculty who may need to
access the project related information remotely or during non-office hours (mostly for
faculty).
2.2 Delayed Communication
Communication in a manual system may rely on physical meetings, e-mails or printed
documents. This can lead to delays in sharing crucial project updates, feedback and
announcements.
2.3 Resource Inefficiency
Manual system often involves excessive usage of resources such as paper, printing
and storage. Moreover, the time spent of the administrative tasks like filing and
retrieving documents can be significant.
2.4 Data Fragmentation

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Critical project related information can be scattered across the various physical
documents, making it difficult to maintain a centralized and coherent repository of
project details.
2.5 Limited Collaboration
Collaborative work among students, faculty advisors and external parties can be
difficult in a manual system. Coordinating meetings and sharing physical documents
may not be mostly feasible.
2.6 Human Error
Manual Final Year Project management systems have a higher tendency for human
errors. Manual data entry and documentation are such examples where human error is
possible, it can lead to inaccuracies in project records, evaluations and assessments.
2.7 Inefficient Tracking
Tracking project progress, deadlines and milestones in a manual system can be
challenging and more prone to oversight. This might lead to missing deadlines and
can affect some integral phases of the project.
2.8 Scalability Challenges
As the number of students and projects grows, the ability of the manual system to
handle the increased data and the administrative load becomes limited. Potentially
leading to inefficiency and bottlenecks.
2.9 Unauthorized Access
The projects in the manual system are subject to unauthorized access as the
documentation is mostly in the physical format, and this rises the security risk for the
project.
2.10 Inconvenient Evaluation
Manual grading and evaluation processes can be time intensive and less standardized,
resulting in variations in grading criteria and inconsistencies in assessments.

In conclusion, the drawbacks in the current manual Final Year Project Management
Systems underline the need for a more advanced and efficient system to manage the
Final Year Projects.

3.0 Literature Review

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Having a look at the technology advancement, most of the institutions globally have
recognized the need of a more technologically advanced Final Year Project
Management system. The Department of Electrical & Electronic Engineering,
Universiti Teknologi PETRONAS issues the certification of approval for Final Year
Project Online Management System (FYPOS). On the other hand, the Department of
Computer Science, Caritas Institute of Higher Education, Hong Kong SAR, China
started the development of a Final Year Project Management Systems for Information
Technology Programs. The goal of these institutions is to provide an efficient
platform to the students and the faculty to manage the Final Year Projects. The FYP is
a year-long process in which groups of students and their supervisors accomplish
theme-based projects. It is very necessary to employ the latest technologies in order to
allow different parties to contribute and communicate more efficiently. There, they
have designed and developed a comprehensive web-based system to better support the
three kinds of users; they are the FYP program organizer (PO), project supervisors
and the project group members.
In the Caritas Institute of Higher Education, Hong Kong, the system proves to be
useful for the PO to arrange project selection and allocation procedure, as well as
helping the students to submit their preferences and group member information. The
system would provide different functionalities for the PO to collect student’s
assessments and markers’ scores via the submission and grading module. Project
supervisors are also able to employ the system for keep tracking the progress of the
projects with the use of the project management tools, and online chat function.Both
the students and supervisors are benefited from these functionalities and allow the
project to run more smoothly even face-to-face meetings are not held very frequently.

4.0 Project Goal

The goal of this Project “FYP Management System” is to provide a promising

solution for enhancing Final Year Project Management at Sukkur IBA University.
The project aims to revolutionize the traditional outdated manual project management
process and provide a web-based alternative as a solution to the problems faced by the
students and the faculty involved in a Final Year Project throughout the whole
process.
The figure below briefly describes how the FYP Management System will work;

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This project will surely provide the solution to most of the problems faced by the
students and the faculty during the Final Year Project.

4.1 Enhanced Accessibility

 Remote Access: The web-based system allows students and faculty to access
project information from anywhere, eliminating the need for physical
presence.
 24/7 Availability: Users can retrieve project details and updates at their
convenience, even during non-office hours, improving accessibility for faculty
members.

4.2 Real-Time Communication

The web-based FYP management system allows the students and their supervisors to
schedule meetings and communicate in a more comfortable manner, enhancing
communication efficiency.

4.3 Resource Efficiency

 Digital Documentation: By eliminating the need for paper and physical
storage, the system reduces resource consumption and promotes eco-friendly
practices.
 Automated Process: Administrative tasks, such as document filing and
retrieval, are streamlined through automation, saving valuable time and
resources.

4.4 Centralized Data Repository

All project-related information is stored in a centralized online repository, ensuring
easy access and maintenance of coherent project details. Robust search functionalities
enable quick retrieval of specific project data.

4.5 Enhanced Collaboration

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Integrated tools for file sharing, discussions, and group interactions facilitate seamless
collaboration among students, advisors, and external parties.

4.6 Error Minimization

The web-based FYP management system minimizes human errors through automated
data entry and validation, ensuring accuracy in project records, evaluation, and
assessments. Data integrity is maintained through built-in validation checks, reducing
the likelihood of errors.

4.7 Efficient Progress Tracking

The system provides visual representations of project progress, milestones and
deadlines, enabling efficient tracking and reducing oversight. Reminders for deadlines
and milestones help prevent missed project phases and improve overall project
management.

4.8 Scalability and Performance

The web-based system is designed to handle a growing number of students and
projects, ensuring efficient data management and administrative load distribution.
Regular maintenance and updates ensure optimal system performance, preventing
efficiency bottlenecks.

4.9 Enhanced Security

The web-based FYP management system provides the functionality of access only to
the students and the authorized personals. No one outside of the organization of the
department would be allowed to access the documentation related to the FYPs.

4.10 Streamlined Evaluation

The system supports automated grading and evaluation processes, ensuring
Standardized criteria and reducing variations in assessments.

5. 0 Project Management and Methodology

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As we take a start to develop the Final Year Project Management System,
the existing FYP management system exists in our organization which
was left unfinished. We would look for what the previous project is
offering and study it completely. After having a look at that, we will start
to implement our approach on the project.

5.1 Work Flow Chart

Study of existing project

Phase-1

Design
Phase-2

Implementation
Phase-3

Testing
Phase-4

Code refactoring
Phase-5

Final Report
Phase-6

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5.2 Project Break down

Topics Group Member

Basic knowledge of React, Node.js and Studied by all group members

system

Study and Research of Requirements

Requirement Gathering Abdul Haseeb 023-20-0048
Requirement Analysis Izzah Salam & Rashid Ameer

Site Visits
https://react.dev/learn Studied by all group members
Research paper [1] Studied by all group members
https://www.freecodecamp.org/news/ Studied by all group members
why-use-react-for-web-development/

Design & Implementation

UI Design Abdul Haseeb 023-20-0048
Integrate with UI Abdul Haseeb 023-20-0048
Front end development Izzah Salam 023-20-0145
Back end development Rashid Ameer 023-20-0118
Database Rashid Ameer 023-20-0118
Integration with database Izzah Salam 023-20-0145

Testing
All group members

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5.3 Tools and Technologies Required

 Frontend Framework:
o ReactJS: ReactJS is a JavaScript library used for building dynamic
user interfaces in web applications. It uses a component-based
architecture to create reusable UI elements and employs a Virtual
DOM for efficient updates. With its focus on responsiveness,
reusability, and streamlined data flow, React is widely utilized for
creating engaging, single-page applications and is extendable to native
mobile app development through React Native.
o HTML: HTML (Hypertext Markup Language) is the standard markup
language for creating the structure and content of web pages. It uses a
system of tags to define elements like headings, paragraphs, links, and
images. HTML provides the basic framework for web content,
organizing information in a structured manner that browsers can
interpret and display.
o CSS: CSS (Cascading Style Sheets) is a stylesheet language used to
control the visual presentation of HTML elements on web pages. It
defines aspects like colors, fonts, spacing, layout, and responsiveness.
CSS separates the design from the content, allowing developers to
create consistent and visually appealing designs across different
devices and screen sizes.
 Backend Framework:
o NodeJS: Node.js is an open-source runtime environment that allows
developers to run JavaScript code on the server side. It provides a non-
blocking, event-driven architecture that enables efficient handling of
concurrent connections and asynchronous operations. Node.js is
commonly used to build scalable and real-time web applications, APIs,
and network applications. It utilizes the V8 JavaScript engine from
Chrome to execute code efficiently and has a vast ecosystem of
packages available through npm (Node Package Manager), which
streamlines development by offering a wide range of pre-built modules
and tools.
o MySQL: MySQL is an open-source database system that stores and
manages structured data using SQL. It's used for creating, accessing,
and manipulating data efficiently. MySQL is popular for its
performance, scalability, and compatibility with different applications,
making it a go-to choice for web and data-driven projects.

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 Tools
o Figma: Figma is a collaborative design and prototyping tool that
operates in the cloud, allowing multiple users to create, edit, and share
UI/UX designs and interactive prototypes in real time.
o VSCode: Visual Studio Code (VSCode) is a versatile and free code
editor developed by Microsoft, widely used by developers for coding,
debugging, and collaborating on software projects with its rich
extensions and features.
o Postman: Postman is a popular API development and testing tool that
simplifies the process of creating, testing, and documenting APIs by
providing an intuitive interface for sending HTTP requests and
managing responses.
o Miro Board: Miro is a collaborative online whiteboarding platform
that enables teams to ideate, brainstorm, and visually organize ideas,
designs, and projects in real time, fostering efficient remote
collaboration and creativity.
o Notion: Notion is an all-in-one workspace application that integrates
note-taking, task management, and collaboration tools, providing users
a versatile platform to organize information, projects, and team
workflows.
o Github: GitHub is a web-based platform for version control using Git,
facilitating collaborative software development by enabling teams to
manage code repositories, track changes, and coordinate contributions
effectively.
o Git: Git is a distributed version control system that tracks and manages
changes to source code, enabling developers to collaborate, branch,
and merge code efficiently while maintaining a history of revisions

5.6 Project Feasibility:

The project aims to utilize the modern web technologies, which are readily available
and widely used to enhance operational efficiency of the university’s current project
management practices. The development team possesses the necessary technical skills
to implement the system successfully. The chosen technology stack aligns with
current industry standards and allows for scalability and future enhancements.

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REFERENCES:
1. Leung, C.-H. a.-L.-K.-M.-s.-L. (2015, 01). The Development of a Final Year
Project Management System for Information Technology Programmes.
Communications in Computer and Information Science, 494, 86-97.

2. An Implementation of Final Year Project Management System: A Case Study

at Universiti Sultan Zainal Abidin M.A. Mohamed, AF. Abidin, A.A. Jamal,
M.A.M. Amin, A. Rozaimee and F.A. Wahab.

3. The Development of a Final Year Project Management System for

Information Technology Programmes.

4. Final Year Project Online Management System (FYPOS) by Raihanah Binti

Abdul Wahab.

Chun-Hang Leung, Chung-Lun

Lai, Tsun-Kit Yuan
Wai-Man Pang*, Jeff K.T. Tang,
Wai-Shng Ho, Tak-Lam Wo

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