2_5_4 Exam Automation.pdf - BIT Mesra

System Requirement Specifications: AMS - Examination

MasterSoft ERP Solutions Pvt. Ltd. 20/12/2018 Page 0 of 20

Software Requirements Specification

For

AMS - Examination

Prepared For

Birla Institute of Technology

Mesra, Ranchi India

Prepared By

MasterSoft ERP Solutions Pvt. Ltd.

ISO 9001:2008 Certified Company



AMS - Examination

SRS Document

Project: Cloud Based ERP

Module: AMS - Academic and Examination

Prepared by: Mr. Chandrashekhar Ganjare

Date of Documentation: 20/12/2018

MasterSoft ERP Solutions Pvt. Ltd.

1456 - A, New Nandanvan, Nagpur – 440009 (MS) India.

Phone: 0712 - 2710900, 2710909

Fax: 0712 - 2713710

Email: [email protected], [email protected]

Visit us at: www.iitms.co.in



Purpose

This document is prepared in order to understand the existing Examination Processes at BIT

Mesra. We tried to cover Examination method used by BIT Mesra so that Cloud Based ERP will be

developed as per the requirements of BIT Mesra.

Disclaimers

The information contained in this document is the exclusive property of MasterSoft ERP Solutions

Pvt. Ltd. except as otherwise indicated. No part of this document, as a whole or in part, may be

reproduced, stored, transmitted, or used for design purposes without the prior written permission

of MasterSoft ERP Solutions Pvt. Ltd.

The information contained in this document is subject to change without notice.

The information in this document is provided for informational purposes only. MasterSoft ERP

Solutions Pvt. Ltd. specifically disclaims all warranties, express or limited, including, but not

limited, to the implied warranties of merchantability and fitness for a particular purpose, except as

provided for in a separate software license agreement.

Privacy Information

This document may contain information of a sensitive nature. This information should not be given

to persons other than those who are involved in the BIT Mesra Cloud Based ERP project or who will

become involved during the lifecycle

Document Version History

Version Date Prepared by Remark

1.0.0 20/12/2018 Mr Chandrashekhar Ganjare New file

1.0.1 05/01/2019 Mr Amit Barapatre Review and Updations

1.0.2 14/03/2019 Mr Chandrashekhar Ganjare Updations with New features

1.0.3 19/03/2019 Mr Amit Barapatre Review and updations



Table of Contents

Software Requirements Specification ............................................................................................................ 0

1. Introduction ............................................................................................................................................ 4

1.1. Preamble .................................................................................................................................................. 4

1.2. Receipt of Examination forms .......................................................................................................... 4

1.3. Pre-Examination work ......................................................................................................................... 5

1.4. Exam Conduction .................................................................................................................................. 6

1.5. Post-Examination Work ....................................................................................................................... 6

1.6. Result Processing .................................................................................................................................. 6

1.7. Rules for Result Processing for Various Exams ......................................................................... 7

1.7.1. Documents Required: ........................................................................................................................ 17

2. Proposed System ................................................................................................................................ 18

2.1. Approval of UAIMS by Examination Cell .................................................................................... 20



1. Introduction

As per the order placed by BIT Mesra, Ranchi for development of Cloud Based ERP, a detailed

System Requirement Study was conducted by MasterSoft ERP Solution Pvt. Ltd., Nagpur in

Examination Section to understand the working of Examination Section.

Visit dates: 26th and 29th November 2018

Contact Person: Dr. Sandip Datta , COE and Examination Staff, Mr. Sushanta Kumar Pati (Birla

Soft) of BIT Mesra, Ranchi.

Study conducted by: Mr Amit Barapatre and Mr. Chandrashekhar Ganjare for MasterSoft ERP

Solutions Pvt. Ltd.

1.1. Preamble

The Examination Section is under the overall control of Controller of Examination. Examination

Section currently using System developed and maintained by BirlaSoft. Examination Section at

BIT conducts the examination of all the locations viz., BIT, Jaipur, Patna, Deoghar, Noida and

Lalpur etc. The existing software is mainly used for data entry of Course/Exam registration details

and printing of various lists. Faculty enters internal exam marks in software at department level

and External Mark Entry is done at exam Section in the software.

The overall functioning of Examination work is explained in following sections.

1.2. Receipt of Examination forms

1.2.1. Examination Notification

Examination Section work starts with circulation of Examination Notification in which Students are

informed to submit Examination Forms (i.e. Exam Registration). Exam Notification consists of

Name of Examination for which Students can register themselves as Regular Student or as Backlog

Student or Both. Notification also clearly mentions the required Examination Fees to be deposited

by the Student.

Regular and Repeater student register themselves with the concerned courses through application

by their own login.

Exam section conducts four examinations in a year viz., December (Monsoon), May (Spring),

Summer Exam and NC (Non-Collegiate). Regular and Backlog student may apply for the

examination in Monsoon and Springs Examination. For Summer Examination only Backlog

students can register. NC (Non Collegiate) is a Special Exam for the final year students.



1.2.2. Rules for Exam Registration

Following Rules to be consider for the Examination Registration:

1. Backlog Exam registration (Monsoon snd Spring Exam): Student can register

maximum two subjects from Odd and Even semester, F* Grade Student NOT allowed for the

examination.

Failed Grades are different for different Degree as below.

ALL_UG_NON_CBCS : AB, D, F and F*

ALL_UG_CBCS : F

BPH_MPHARM_PCI : F, AB

ALL_PG_NON_CBCS : AB,C,D, F and F*

ALL_PG_CBCS : F

2. Summer Examination: Student can register maximum 12 Credits from Odd and Even

semester, F*, Lab, Unregistered Course. F are allowed for the examination.

3. Non Collegiate (NC) Examination: Special examination for the final year Students.

Student can register maximum 8 papers or 30 Credits.

1.2.3. Receipt of Examination Form

In response to Notification by Examination Section, Exam section considers the courses registered

student for examination and prepares final data for Exam conduction. Regular students

Examination Fees already collect from student at the time of admission and Repeater student pays

the fees in account section at the time of Backlog exam registration.

1.3. Pre-Examination work

1.3.1. Exam Roll No. (Seat No.) Generation

Roll no used as exam roll no.

1.3.2. Exam Time Table

Along with the Notification, Mid Semester and End Semester all BIT Location Exam Time Table is

generated by Exam department considering all courses of examination for which Notification is

issued.

1.3.3. Exam Attendance Sheet

Exam attendance sheet is generated by Examination Section using existing System



1.3.4. Admit Card (Hall Ticket) Printing

Admit card is printed from existing software with Regular and Backlog courses details and

Students’ Photo. It is then counter signed by COE and further distributed to students.

1.4. Exam Conduction

Internal Exam conducted at department level. Faculty enters the marks through their Login in the

existing system for the assigned subjects.

Examination Department conducts the Mid Semester and External Exam for various Centres with

activities like Coding-Decoding, Seating arrangement, Invigilator duty, Examination Attendance,

Answer script bundle creation etc.

Examination department will plan to introduce new system for coding and decoding

along with Question-wise Marks entry using Bar-code.

At the time of examination, Block Supervisor sticks the bar code on answer sheet to hide the

student data and sign on attendance sheet.

Seating Arrangement: Seating arrangement will be done Block/Room wise. The arrangement

is done using various combinations like two branches in once room or one branch or two students

on the one Bench.

1.5. Post-Examination Work

Along with attendance sheet, answer sheet bundles are received by Exam section. The exam

section marks the Exam attendance and UFM Entry. After evaluation of answer scripts by faulty,

Faculty enters the marks through their Login in the old system for the assigned subjects.

1.6. Result Processing

Grace Marks: Grace Marks are allotted to student, if student is fail because of less or equal 2

marks for PG and 5 Marks for UG of end semester exam for passing in external exam.

Result Processing: Based on Minimum passing marks and condition for passing, Mark Sheet is

generated for every student.



1.7. Rules for Result Processing for Various Exams

Rules for result processing of following section was discussed with Exam Section Staff. Also we got

the soft copy information for the same by Section Staff. Remaining Degree are either same as

following degree or will be discussed at the time of implementation.

1.7.1. UG , PG, PHD Program ( Non CBCS)

REGULAR SEMESTER EXAMINATION:

Theory type of course:

Mid semester Examination -- 25% marks

End semester Examination -- 60% marks

The 15% marks be allocated to assignment and attendance with a break up of 10% and

5% respectively.

Attendance:

The weight-age of attendance should be as follows:

80 - 84% 1

85 - 89% 2

90 - 94% 3

95 - 99% 4

100% 5

Grading Evaluation:

Method of converting percentage marks to grades the absolute grading system will be used as

under

% of Marks Obtained Letter Grade Grade Point Grade Category

90% and above Ex 10 PASS

80% to 89% A+ 9 PASS

70% to 79% A 8 PASS

60% to 69% B+ 7 PASS

50% to 59% B 6 PASS

40% to 49% C 5 PASS

20% to 39% D 4 FAIL

0% to 19% F 0 FAIL

To earn academic credit in a subject, a student should get a grading of ‘C’ or above.



If a student gets a grade point average of less than 4.5 in a semester examination, he/she shall be

placed on probation and allowed to register for the course offered in the next semester. The

academic loading of the student on probation shall, however, be reduced to 6 to 7 units for B.E.,

B.Pharm., BHMCT, B.Arch., and 5 to 6 units for BCA, BBA, BBM,B.Com. and B.Sc. Etc

Dropping the student from the programme:

If a student is placed on PROBATION because of his/her performance in 1st two semesters, he/she

will be permitted to appear for a maximum of 4 units of his/her backlog in the summer programme.

His/Her improved GPA substituting the grades as obtained in the summer programme for the

appeared courses will be calculated. If his/her GPA remains less than 4.5 or 5 in the first and

second semester respectively he/she shall be DROPPED from the programme.

Program Duration:

The maximum duration for completing the programme shall be 14 semesters for B.E., B.Pharm. &

B.Tech.16 semesters for B.Arch., and 11 semesters for BBA, BBM , BCA, B.Com., B.Sc. excluding

summer programmes. A student in whose case it is apparent, from his/her academic record that

he/shall will not be able to qualify for the degree within the limits of time specified above, will be

dropped from the programme.

Facilities for Failed Students

a. If a student fails in a course he/she may be allowed to register for that course in subsequent

semesters or summer pogramme, provided that course is offered in the subsequent semester

or summer prgramme. The summer programme will be scheduled during the long Institute

vacations after the completion of regular semester. A student is permitted to register for

courses scheduled in the summer programme, only if he/she had registered for these courses

earlier in the semesters and wishes to repeat them because of failure in the courses (obtained

D or F grade) except the student with F*. The number of units a candidate will be allowed to

registered in a summer programme will not exceeded four and will be as decided by his/her

adviser and approved by the Head of the Department.

b. Students who have been duly registered and exposed to required number of 66 units for

B.E./B.H.M.C.T./B.Pharm, 82 units for B.Arch and 42 units of BBA,BBM,BCA,B.Com. B.Sc

Degree course respectively but have not completed successfully all the courses after the 8th

semester for BE/B.Pharm/BHMCT, 10th semester for B.Arch and 6th semester of BBA, BBM,

BCA, B.Com, B.Sc Programme may be permitted to appear at special (Non Collegiate)

examination in the courses in which they have got ‘D’ or ‘F’ grade in the regular semester

programme provided that such number of courses is equal to or less than a regular

semester load. The academic loading in special examination shall be as that of the regular

semester.

c. The special examination may be arranged after two weeks of the declaration of result of the

examination of 66 units for B.E./B/Pharm/ & BHMCT,82 units for B.Arch. and 42 units for

BBA,BBM,BCA,B.Com, B.Sc.

d. Students having backlog maximum of 9.0 units for B.E., B.Phram, B.Arch and BHMCT and



backlog maximum of 8.0 units for BBA, BBM, BCA, B.Com, and B.Sc programme are eligible

for registration in special (Non-Collegiate) examination only.

e. Students having more than 9.0 units of registered backlog for BE, B.Pharm, B.Arch and B.Sc

programme and more than 8.0 units of registered backlog for BBA, BBM, BCA, B.Com, and

B.Sc programme are required to register in a regular semester only.

f. The Special examination will be for maximum marks prescribed for the course.

g. In the special examination the successful candidates will be entitled for the award of ‘C’ grade

only.

h. If a student again gets ‘D’ or ‘F’ Grade in the special examination in any course, he/she can

clear it by registering the course in a regular semester (Provided he/she has not completed 14

semester for B.E./B.Pharm/BHMCT or 16 Semester of B.Arch or 11 semesters for BBA, BBM,

BCA, B.Com., and B.Sc)/ Summer Programme/next special examination as a non-collegiate

and non residential candidate.

i. Students registered for special examination will be considered as non collegiate and non

residential.

j. Registration fee and examination fee for the Non Collegiate students will be same as that for

regular students.

Provision for Special Semester

If a Undergraduate students is left with maximum of 4.0 units back log including subjects in which

he/she was awarded F* / unregistered registered subjects, if any, which may cause him / her a

delay in completing the degree programme or eligibility to appear in a special (Non Collegiate)

examination

Award of Class:

For the purpose of awarding class, the CGPA shall be converted to percentage marks using the

following formula,

Percentage marks= CGPA x 10.

The class shall be awarded on the, basis of following score of CGPA:

i) 1st Class with Distn. = CGPA of. 7.00 and above

ii) 1st Class = CGPA of 6.00 to 6.99

iii) IInd Class = CGPA of 5.00 to 5.99

Award of Degree:

Qualify for B.E. or B.Pharm. degree a student must earn a minimum of 66 units respectively (grade

C or better), including 2 units for NCC / NSS /PT & Games/Creative Arts. For B. Arch. Degree a

student must earn a minimum of 82units (Grade C or better) including 2 units for NCC/ NSS/PT &

Games. For BBA, BBM, BCA, B.Com. And B.Sc. Degree, student must earn a minimum of 42 units

(Grade C or better).



PG Programs:

Each Theory course shall be evaluated for maximum of 100 marks per unit though progressive

internal assessment in the form of Quizes, Assignment and End-Semester examinations. The

weightage of Quizes & Assignment and End-Semester marks shall be 30%, 10% and 60%

respectively.

Each Sessional unit will be evaluated for either 50 or 100 marks depending on 0.5 unit or 1 unit

assigned to it. From this, 60% marks will be allocated for Progressive internal assessment during

the conduct of course through written Quizes (20%)/Experiments (20%) and viva-voce (20%) at

specified interval of time. The remaining 40% will be allotted for End-Semester Examination,

which will include practical experiments/viva-voce etc.

Attendance Requirements

All Post-Graduate students must fulfill a minimum attendance requirement of 75%. In each course

a minimum attendance of 75 percent is required. Those who do not fulfill the requirement in any

course shall be automatically awarded F* grade for the course.

If a student does not appear in End Semester in Theory/Sessional, he/she will be given

maximum of grade ‘C’.

Awarding Grades

Based on the result of the examination, the performance of the students shall be graded on the

10-point scale as under:

% of Marks obtained Letter Grade Grade Point Grade Category

90% and above Ex 10 Pass

80% to 89% A+ 9 Pass

70% to 79% A 8 Pass

60% to 69% B+ 7 Pass

50% to 59% B 6 Pass

40% to 49% C 5 Pass

20% to 39% D 4 Fail

Less than 20% F 0 Fail

Academic Credit

To earn academic credit in a subject, a student should get a grading of ‘B’ or above.



Academic Loading During Probation

If a student gets a G.P.A. below 5.5 in a semester/trimester examination, he/she be placed on

probation and allowed to register for the courses offered in the next semester/trimester. The

academic loading of the student on probation shall not exceed:

a) For Full-Time programme 5.0 units.

b) For Part-Time programme 3.0 units.

If a student is placed on PROBATION because of his/her performance in the first semester and

does not get a grade point average equal to or grater than 5.5 in the next semester examination

he/she shall be dropped from the programme.

If a student is placed on PROBATION because of his/her performance in the first or second

trimester and does not get a grade point average equal to or greater than 5.5 in the next trimester

examination he/she shall be dropped from the programme.

Facilities for Failed Student

Directed Studies: If a student fails in a course and if for any reason, the Institute is not offering

the course in the subsequent semester and if this abnormally delays his/her degree the student

may be permitted by the Institute to register for a course of DIRECTED STUDIES only once during

his/her postgraduate Degree Programme. The progressive internal assessment and mode of

examination will be the same as in any theory unit. Only one course in the entire degree

programme shall be allowed in this category.

Provision for Special Semester

If a Postgraduate students is left with maximum of 3.0 units back log including subjects in which

he/she was awarded F*/ un-registered / registered subjects, if any, which may cause him/her a

delay in completing the degree programme or acquiring the eligibility to appear in a special

examination the institute may arrange classes for such courses during the long vacations of the

institute normally during the months of June/July. The student, who will be registering for this

Special Semester, would not be eligible to register in the concurrent Summer Programme

Award Of Post-Graduate Certificate/ Diploma/ Degree

A student who has successfully completed the specific Post-Graduate Programme and has passed

the stipulated End-Semester examination(s) and has secured requisite number of academic

credits, may be awarded Post-Graduate Certificate/Diploma/Master’s Degree as specified

hereunder:

a. Post-Graduate Certificate: The minimum requirement for a Post- Graduate Certificate shall

be 6 units of academic credit in M.E./M.Pharm/M.Tech programme and 10 units in other

Post-Graduate degree programmes and 14 units for Management Programme. The

requirements in these respects shall be specified under courses of study.



b. Post-Graduate Diploma: The minimum requirement for a Post-Graduate Diploma shall be 12

units of which a minimum of 5 units shall be from the discipline of the courses undertaken for

M.E/M.Pharm./M.Tech. programmes, and 28 units for Management Programme. For the MCA/

M.Sc. Programmes, the Post-Graduate Diploma in appropriate discipline shall be awarded on

completion of 18/16 units respectively. The Post-Graduate Diploma with specialization other

than MBA may be awarded, if 4 units credit has been earned by the student in the area of

specialization in a discipline.

c. DEGREE IN M.E./M.PHARM./M.TECH./M.SC./MBA/MCA (FT/PT): Master’s Degree in the

appropriate branch may be awarded to the student if he/she has earned a minimum of

a) 20 academic credit in ME/M.Pharm/M.Tech.(FT/PT),

b) 42 academic credit in MBA (FT/PT).

c) 30 academic credit in case of MCA (FT/PT)

d) 24 academic credit in case of M.Sc. courses, (FT/PT)

For the Post-Graduate Degree with specialization in a discipline, a minimum of 14 units of credit

shall be earned by the student in his/her area of specialization inclusive of credits earned on thesis,

if any. For the discipline of the Management, however, the minimum credit requirement for the

same shall be 6 units for sectorial specialization. Thesis, however, shall be in the area of

specialization.

Maximum Duration For Completion Of Programmes

The maximum duration for the completion of the various programmes shall be as under:

Full Time Part Time

Programme Normal Time Maximum

Time

Normal Time Maximum

Time

M.E/M.Pharm/M.Tech. 4 semesters 4 years 6 semesters 6 years

MBA 6 trimesters 4 years 9 trimesters 6 years

MSc 4 semesters 4 years 6 semesters 6 years

MCA 6 semesters 6 year 9 trimesters 9 years

Award of Class:

i) First class with Distn. = C.G.P.A of 8.00 or more

ii) First Class = C.G.P.A. of 7.00 or more

iii) Second Class = C.G.P.A. of 6.00 to 6.99

Percentage : Aggregate% of marks = C.G.P.A. x 10



1.7.2. UG , PG, PHD Program (CBCS)

The Theory and Practical have two different Subjects. Examination and evaluation policy for

comprises of the following components.

1. Theory Courses: The total of 100 marks are distributed as under:

(i) Semester End Examination 50%

The question paper will have 5 questions with one question from each of the 5 modules in the syllabus and

there will be no choice. All 5 questions need to be answered to ensure compliance of course outcome as

required by graduate attributes.

(ii) Continuous Internal Assessment 50%

The Continuous Internal Assessment shall consist of:

a) Mid semester examination 25%

Mid semester examination will be conducted by the examination section of the Institute. The question paper

shall not carry any choice. There shall be five (5) questions each carrying 5 marks (5×5= 25 marks)

b) Two Quizzes 20 % (2 × 10%)

There shall be two quizzes of 10 marks each. First quiz will be held before mid-semester examination and the

second quiz before semester end examination. The two quizzes will be conducted by the department offering

that course.

c) Teacher’s Assessment 5%

This assessment shall be decided by the teacher(s) conducting that course. This may consist of assignment

(s) / attendance / performance / participation in class/ viva. However, the chosen assessment tool shall be

announced in the class before its commencement and shall be same for all sections of that course and for the

same course at all centres where this course is being offered.

2. Laboratory Courses: The total of 100 marks are distributed as under:

(i) Continuous Internal Assessment 60% (Distribution is as follows)

a) Day to day performance & Lab files 30%

b) Quiz (es) 10%

c) Viva 20%

Sub total of 2.(i) 60%

(ii) Semester End Examination 40% (Distribution is as follows)

a) Examination Experiment Performance 30%

b) Quiz 10%

Sub total of 2 (ii) 40%

Grand Total 2.(i)+ 2.(ii) 100%



3. UG PROJECT: The total of 100 marks are distributed as under:

Project evaluation shall be as follows:

a) External Examiner 50%

b) Project Guide 25%

c) DPEC 25%

TOTAL 100%

Grading Evaluation:

Marks Grade Grade Point Remarks

90 and above A+ 10 Superlative

80 to 89 A 9 Outstanding

70 to 79 B 8 Excellent

60 to 69 C 7 Very Good

50 to 59 D 6 Good

40 to 49 E 5 Pass

Less than 40 F 0 Fail

Gold Medal for UG Students:

Gold medal in any discipline will be awarded to the UG student who has obtained the highest CGPA

from among all students clearing the requirements for that degree in that year and has cleared all

papers in one attempt.

PG PROGRAMME EXAMINATIONS

1. Theory Courses : The total of 100 marks are distributed as under:

(i) Semester End Examination 50%

The question paper will have 5 questions with one question from each of the 5 modules in the syllabus and

there will be no choice. All 5 questions need to be answered to ensure compliance of course outcome as

required by graduate attributes.

(ii) Continuous Internal Assessment 50%

The Continuous Internal Assessment shall consist of:

a) 3 Quizzes 30 % (3 × 10%)

There shall be three quizzes of 10 marks each. The schedule of quizzes shall be as per the academic calendar

of that year. The three quizzes will be conducted by the department offering that course.

b) Assignment (s) 10%

c) Seminar before a committee 10%



2. Laboratory Courses: The total of 100 marks are distributed as under:

(i) Continuous Internal Assessment 60% (Distribution is as

follows)

a) Day to day performance & Lab files 30%

b) Quiz (es) 10%

c) Viva 20%

Sub total of 2.(i) 60%

(ii) Semester End Examination 40% (Distribution is as

follows)

a) Examination Experiment Performance 30%

b) Quiz 10%

Sub total of 2 ii) 40%

Grand Total 2.(i)+ 2.(ii) 100%

3. PG Project

Project evaluation shall be as follows:

a) External Examiner 50%

b) Project Guide 25%

c) DPEC 25%

TOTAL 100%

Grading Evaluation:

Marks Grade Grade Point Remarks

90 and above A+ 10 Superlative

80 to 89 A 9 Outstanding

70 to 79 B 8 Excellent

60 to 69 C 7 Very Good

50 to 59 D 6 Good

Less than 50 F 0 Fail

Progression to Higher Semesters:

1. Students in UG programs shall not be eligible for registering in 3rd, 5th, 7th and 9th semesters

(as applicable) with backlog of more than three courses.

2. Students in PG programs shall not be permitted to register for 3rd semester with backlog of



more than two courses.

3. For I M.Sc. Students UG regulations will be followed up to first 6 semesters of the program and

from 7th semester onward PG regulations will be applicable.

Ph.D. PROGRAMME EXAMINATIONS:

1. The qualifying grade for clearance of Ph.D. course work shall be as per PG grade pattern* in all

courses taken by the Ph.D. candidate. For the Ph.D. Candidates with Institute Research

Fellowship (IRF), the continuation of IRF shall depend on obtaining C or higher grade as per PG

grade pattern* in all courses taken by the IRF.

2. Ph.D. theses shall be admissible for evaluation, only when these are based on two research

articles published in SCI/SCIE/SSCI indexed journals. For Ph.D. in Management and

Architecture, theses shall be admissible for evaluation, only when these are based on two

research articles published in SCI/SCIE/SSCI/AHCI/ABDC/non-paid Scopus indexed journals.

This relaxation from common norms shall remain in force for three years and to be reviewed

thereafter.

3. At least in one publication, the research scholar should be the first author with his/her guide

and/or co-guide as the only co-author(s). The second research article shall also have the Ph.D.

candidate as the first author but may have co-authors(s) other than the guide/co-guide if

required.

4. For evaluation of the thesis submitted by the Ph.D. scholar, the Doctoral Committee (DC) after

due verification of all compliance requirements, shall recommend names of five foreign

examiners from reputed institutions whose current QS world ranking should be within five

hundred and five examiners from Institutions within India having current

Engineering/Management/ University NIRF Ranking within forty. For Pharmacy and

Architecture Ph.D. theses, the panel of Indian external examiners to be provided by the DC

shall be from institutions with current Pharmacy/Architecture NIRF ranking within twenty.

CP/EGP - Earned Grade Points (CP-Credit Point)

EGP is calculated as grade point.

Ex. for one Paper if student get A grade which has grade point 10 and 4 credits then

CP/EGP = 10 X 4 = 40

Grade points Credit points of

Earned Weighted Grade Point = corresponding to letter grade X that course

Eg. If letter grade obtained by the student in the subject is ‘B’ then his grade points are

7. If the subject credit is 3 then grade points earned in that subject = 7 X 3 = 21

Total Semester Earned Weighted Grade Point = sum of earned weighted credits in

Various courses for that semester

GPA - grade point Average

(Credits X Grade Point) SEM

(GPA) = ---------------------------------------------



(Courses Credits Registered) SEM

CGPA – Cumulative grade point Average

(Credits X Grade Point) in passed courses ALL SEM COMPLETED

(CGPA) = ------------------------------------------------------------------------

(Course Credits Registered) of passed courses ALL SEM COMPLETED

1.7.3. Documents Required:

• Notification Samples (Examinations)

• Examination Form to be submitted by Student

• Exam Time Table

• Subject wise registered Student Data

• Exam Registered Student Strength Reports

• Exam attendance sheet

• Hall Ticket

• Bundle No Report

• Tabulation Register

• Grade Card

• Mark Statement

• Result Statement

• Degree Certificate



2. Proposed System

In Web Based ERP, all the efforts will be made to avoid the duplication of the data. The details of

students stored in common data server will be used for Examination Section. In this way Admission

and Student Section data will be in sync. Since the Student data is in sync, data updated by

Academic section for students admission cancellation, fees collection etc. get reflected in to Exam

Section immediately. Very minimum and necessary data entry work has to be done by exam

Section.

On line Apply for Course/Examination Registration

Option will be developed in the UAIMS for notification generation for Examination. Students will be

able to register for Examination for Regular as well as Backlog subject using their logins in the

UAIMS or registered by Faculty In-charge Login. Proper validation will be provided so that only

eligible Students can apply for their backlog Subjects.

Course Registration for Regular student will be done at the start of the session on the First come,

first served depends on availability intake of course . Same registration data will be used for

Examination registration for Regular student. Backlog Subject registration student an login to

UAIMS and choose his / her backlog subject from the list. Based on number of backlog Examination

Fees will be decided and collected online or from University Counter.

Academic Class Attendance

Course Registration of Regular student will be done at the start of the session. Same registration

data will be used, then Option will be available in the U-AIMS for the Course teacher allotment,

Teacher Student allotment and define Class time table. According, faculty will take the daily

attendance of student. Also Available facility to Mark additional attendance for Special cases

students. Following are the few reports which are available for faculty and HOD immediately after

attendance.

Daily attendance report.

Attendance register

Attendance Summary report.

Attendance Percentage report ( Exclude and Include the additional Attendance).

Course/Exam Registration Reports

Once Examination Registration completed registered students lists and related reports will be

available for Examination Section. Following are the few reports which are available for

Examination section immediately after Exam Registration by Student.

Registered Student Roll List Branch wise and Semester wise



Subject wise registered Student list

Subject wise registered student Statistical Reports

Summary Registration Reports showing Students with registered subjects

Examination not registered student list.

Course Registration Slip.

Backlog Course Registration Slip.

Exam Conduction

Exam Time Table: Option will be developed in the ERP to create the exam time table manually or

some auto feature as per the defined rule. After Admit Card (Hall Ticket) will be generated through

ERP with Regular and Backlog papers of student.

Coding And Decoding( Barcode Generation ): Option will be developed in the UAIMS to coding

and decoding the student Roll No. in the format of Bar code. And same will use for Evaluation and

marks entry of Students.

Seating Arrangement: Seating arrangement will be done block/Room wise, arrangement the

seats it’s a combination of two branches or one branch or two students on the one Bench.

Marks entry: Facility will available to enter the Internal Marks from faculty login, Mid Semester

and End Semester examination Mark entry(Question wise ) will done from faulty /Operator login

using Bar code Reader.

Following are the few reports which are available for Examination section immediately:

Exam Time table Report

Exam Hall Ticket

Exam Bar code Report on Sticker.

Seating Arrangement reports( Door Seating Plan, Block Arrangement)

Student Attendance

Question Paper Printing Report

Result Processing:

Based on Minimum passing marks and condition as mentioned in section of Result Processing Rule ,

UAIMS will Process the result .

Following are the few reports which are available for Examination section immediately.

Tabulation Register

Grade card

Result Analysis



2.1. Approval of ERP by Examination Cell

Based on this SRS document, MasterSoft ERP Solution will design, develop, install & will train

Examination Section Staff in ERP. An effort will be made to bring old data to new system. The new

ERP system will be approved by Examination Section, after matching the results of any one

semester of any one branch. After training, following reports format will be mainly approved in two

weeks time.

Grade card

Tabulation register

Result analysis

Submitted for approval to Examination Cell.

By MasterSoft ERP Solution Pvt. Ltd., Nagpur

Dated :

SRS Approved.

2_5_4 Exam Automation.pdf - BIT Mesra

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