Attendance Management System-Pioneer Institute of Professional Studies
Executive Summary
About Client- Attendance Management System
Pioneer Institute of Professional Studies is a Part of Pioneer Group which was established in 1996. The institute is known for providing quality education and is one of the oldest private educational Institutes in Indore. Pioneer Institute is run and managed by highly qualified & experienced professionals who have an expertise in the field of education & industry.
- Institutional Membership of CSI, IMA, ISTE and AIMS
- Placement in Top fortune 500 Companies and Institutional Membership of CSI, IMA, ISTE and AIMS
- Number of Students, Teachers and has been ever-increasing
- Autonomous and NAAC Accredited Institute
http://www.pioneerinstitute.net/
Location: Indore, Madhya Pradesh, India
Attendance Management System-Project Background
Peritos and Pioneer Institute of Professional Studies got together and discussed about the issues related to attendance management system for students and teachers during the Lockdown period when all classes and lectures were happening online. In order to effectively manage tracking the attendance and ensure there is visibility to both students, teachers and parents, it was decided to discuss the online and digital option to get the teachers and students to track and manage the attendance online. This was also decided to implement across all of the Pioneer Group of Schools and colleges after its 1st successful iteration.
Scope & Requirement
In the 1st Phase of the attendance management system, implementation was discussed as follows:
Teacher Mode:
• Design an app where a teacher can view the list of children assigned to them.
• Children will be attending multiple lectures each day.
• The teacher needs to check-in and check-out the students on each of the lectures.
• Ability to export attendance for each class or student
Student Mode:
• Student should be able to see the attendance
• Check the Goal vs Achieved attendance criteria
Backend will be done via mass upload on the Go live date by the admin to upload the schedule and timings of all the students, teachers and subject schedule timings.
Implementation
Technology and Architecture
Technology
The web app was deployed with the below technological component
• Backend Code: .NET Core, C#, Node.js
• Mobile App code: React Native
• Web App code: ReactJS
• Database: SQL Server, MongoDB
• Cloud: Microsoft Azure
Integrations
• Migration from an on-premise database to Online Student, Teacher, Subject database
• Single Sign-on using Auth0
• Sendgrid
Security:
• Data Encryption
• Multi-Factor Authentication for Admin, Teacher, and students when logging in
• All API endpoints are tokenized
Backup and Recovery
Cloud systems and components used in the attendance management system are secure and 99.99% SLA. We have added HA/DR mechanism to create a replica of the services
Scalability
Application is designed to scale up to 10X times the average load received in the 1st 6 months of its usage and all cloud resources are configured for auto-scaling based on the load
Cost Optimization
Alerts and notifications are configured in the attendance management system to notify if the budget is being exceeded. Peritos being a cloud partner is managing the environment for the client keeping a close watch on the cost and finding ways to optimize the same
Code Management, Deployment
Code for the app is handed over to the client through Microsoft AppCenter.
CI/CD is implemented to automatically add, build and deploy any code changes
Features of Attendance Management System
• Students are able to see the list of subjects and timetable with the click of mouse
• Teachers are able to see the list of subjects , classes and student’s attendance and mark daily attendance
• Students are able to view the attendance % and the minimum attendance needed vs achieved
• On the go attendance marking and calculations are updated
• Holidays and classes cancelled are incorporated in the minimum attendance calculations
• Quick setup, Dashboard view
Challenges
• Getting the huge amount of data to incorporate and add to the online database. We took an online database migration tool and added AI ML logic to ensure the right data is sent to the right data view
• Teacher training on how to mark the attendance as there were more than 200+ teachers and onboarding around 50+ class schedules for 500+ students
Project Completion
Duration
April 2020 – Sep 2020 ~ 6 months
Deliverables
• UX Design of the attendance management system was delivered after which the scope was confirmed
• Web App unit tested with a How to Document Guide and FAQ on some common issues that might be faced in using the app by the Students, Teachers and Admin
• Knowledge transfer with Train the Trainer sessions to train super users who further trained the staff members
Support
As part of the project implementation we provided 1 month of extended support. This includes any Major / Minor bug fixes.
Testimonial
After using the app live for a month, we took a survey of approx. 20 teachers and 50+ students on how the app performed. All he staff and students love it. Here are the survey results out of 5 Stars:
• Ease of use *****
• Performance ****
• Improves productivity to track attendance *****
• Saves Time *****
Overall: 4.75/ 5
We also took Feedback from stakeholders as below:
‘The App has helped us in making our move to the digital space and helping us with keeping the right attendance track of all our students. It is fairly easy to use and the user interface is simple. We look forward to implementing the app for other group companies as well
P.C Jain , Chairman Pioneer group
The mobile app designed by Peritos has made our life much easier. Digitization of attendance using this app has led to saving of time and resources, given visibility to our students and teachers, and eliminated the possibility of errors. We are very thankful to Peritos for helping us with digitization across our multiple group companies and they are all using the same app now.
Prashant Jain
GROUP CEO PIONEER GROUP
Next Phase
We are now looking at the next phase of the project which involves:
1. Ongoing Support and adding new features every Quarter with minor bug fixes
2. Web based module to have admin be able to mass Upload teacher, students
3. Mobile App for the students and teachers to mark attendance on the mobile phone
