Business Requirements Document (BRD)

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Business Requirements Document (BRD)

Project: School Management System (SMS) Version: 1.0 Date: 12 August 2025 Prepared By: Abhi Soft Solutions

1. Document Control

Version Date Author Description
1.0 12 Aug 2025 Project Manager Initial Draft

2. Executive Summary

The School Management System (SMS) project aims to digitize and streamline the academic, administrative, and communication processes in schools. This will improve operational efficiency, reduce manual work, and enhance the learning experience for students while improving transparency for parents and administrators.

3. Business Objectives

  1. Centralize School Operations – Replace fragmented tools and manual processes with a unified ERP platform.
  2. Improve Communication – Enable real-time updates between teachers, parents, and students.
  3. Enhance Efficiency – Automate admissions, attendance, examinations, and fee management.
  4. Ensure Data Accuracy – Reduce human errors in record-keeping and reporting.
  5. Support Scalability – Allow easy addition of new modules as the school grows.

4. Background / Current Challenges

Many schools currently rely on manual record-keeping, spreadsheets, or outdated systems that:

  • Lack integration between modules.
  • Have poor data accuracy and accessibility.
  • Do not support remote access for parents and teachers.
  • Require repetitive data entry.

The proposed SMS will address these challenges with a modern, secure, and scalable platform.

5. Scope

In Scope

  • Student & Admission Management
  • Fee Management with Online Payment Integration
  • Attendance & Examination Management
  • Timetable Scheduling
  • Online Classes & Assignments
  • Parent-Teacher Communication
  • HR & Payroll
  • Library & Inventory
  • Reports & Analytics
  • GPS Bus Tracking Integration

Out of Scope

  • Hardware supply (GPS devices, biometric systems).
  • Third-party content creation.
  • School website development (handled separately).

6. Stakeholders

Role Name/Department Responsibility
Project Sponsor ABC Education Trust Funding & Approvals
Project Manager Abhi Soft Solutions Overall Delivery & Coordination
Development Team Abhi Soft Solutions Design & Development
QA Team Abhi Soft Solutions Testing & Quality Assurance
School IT Team Client System Maintenance
End Users Teachers, Parents, Students Day-to-Day Usage

7. Functional Requirements (High Level)

  1. Admissions: Student registration, profile management, document uploads.
  2. Attendance: Daily/period-wise marking, reports.
  3. Exams & Results: Exam scheduling, grading, report cards.
  4. Fee Management: Payment tracking, online gateway integration.
  5. Communication: Messaging, announcements, notifications.
  6. Timetable: Auto-generated based on teacher availability.
  7. Online Learning: Live classes, assignments, grading.
  8. HR & Payroll: Staff data, leave management, salary processing.
  9. Library & Inventory: Book catalog, issue tracking.
  10. Reports & Analytics: Data dashboards for admins.

8. Non-Functional Requirements

  • Performance: Support 1,000+ concurrent users.
  • Security: Role-based access control, encrypted data storage.
  • Availability: 99.9% uptime.
  • Usability: Multilingual support, mobile-friendly UI.

9. Assumptions

  • Internet access available at all user locations.
  • GPS and payment gateway vendors will provide integration APIs.

10. Risks

Risk Impact Mitigation
Resistance to adoption Medium Training & onboarding
Data migration issues High Test migrations before go-live
Scope creep High Strict change management

11. Approval

By signing, the stakeholders approve the requirements stated in this BRD.

Name Role Signature Date
John Smith Project Sponsor
Priya Kumar Project Manager
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