University Records Management System (URMS)

A comprehensive web-based records management system for universities, focusing on managing personnel and student data with role-based access control.

🎯 Purpose

To design and implement an automated web-based records management system for universities with the following goals:

• Reduce physical/manual paperwork
• Improve record tracking, updating, and report generation
• Support staff and student record operations
• Provide controlled access to academic/administrative modules

👥 User Roles & Activities

1. Admin User (Registrar)

• ✅ Login
• ✅ Add New User
• ✅ Update/Delete Users
• ✅ Logout

2. Staff User (Administrative Registry)

• ✅ Login
• ✅ Add Records
• ✅ View Records
• ✅ Retrieve Records
• ✅ Update Records (Staff and Students)
• ✅ Create/Update Nominal Roll, Promotions, Leave Grants, Employment, etc.
• ✅ Write Reports
• ✅ Delete Records

3. Staff User (Student Affairs)

• ✅ Login
• ✅ Hostel Allocations
• ✅ Verify Check-in/Out Student from Hostel
• ✅ Download Student Reports
• ✅ Upload Students' Results
• ✅ Checking of Admission Status
• ✅ Mobilize/Upload Student's Records to dedicated websites (JAMB, NYSC, etc.)

4. Student User

• ✅ Login
• ✅ Create Student Profile
• ✅ Check Admission
• ✅ Make Fee Payment
• ✅ Check Semester Result
• ✅ Register Courses Per Semester
• ✅ Check Wrong Course
• ✅ Process Final Clearance
• ✅ Download Statement of Result
• ✅ Request for Transcripts
• ✅ Logout

5. Academic Staff (Lecturer) User

• ✅ Login
• ✅ Check Course Allocation
• ✅ Upload Results
• ✅ Update/Delete Results
• ✅ Logout

6. Head of Department User

• ✅ Login
• ✅ Upload Results
• ✅ Create Course Allocation
• ✅ Course Reconciliation
• ✅ Add New Staff
• ✅ Logout

🚀 Getting Started

Prerequisites

• Node.js (v18 or higher)
• MongoDB (v6 or higher)
• npm or yarn

Installation

1. Clone the repository

   git clone <repository-url>
   cd UniversityCompleteManagementSystem

2. Install dependencies

   # Install client and server dependencies
   npm install

3. Set up MongoDB

   • Install MongoDB locally or use MongoDB Atlas.
   • Create a database for the application (e.g., urms_database).
   • Update the connection string in server/.env.

4. Configure Environment Variables

   Create a .env file in the server directory and add the following:

   # Server environment (server/.env)
   PORT=5000
   MONGODB_URI=mongodb://localhost:27017/urms_database
   JWT_SECRET=your_jwt_secret_key_here
   JWT_EXPIRE=7d
   NODE_ENV=development

5. Start the Application

   npm run dev

6. Create Demo Users (Optional)

   npm run seed:demo

   The application will be available at:

   • Frontend: http://localhost:5173
   • Backend API: http://localhost:5000

🏗️ System Architecture

Frontend (React + TypeScript)

• Framework: React 18 with TypeScript and Vite
• Styling: Tailwind CSS
• State Management: React Query + Context API
• Routing: React Router v6
• UI Components: Headless UI and custom components with Framer Motion animations
• Icons: Lucide React

Backend (Node.js + Express)

• Runtime: Node.js with Express.js and TypeScript
• Database: MongoDB with Mongoose ODM
• Authentication: JWT with bcrypt password hashing
• Security: Helmet, CORS, Rate limiting, express-mongo-sanitize
• Validation: Express Validator

🔧 Key Features

📱 Role-Based Dashboards

• Student Dashboard: Academic progress, admission checking, result portal.
• Staff Registry Dashboard: Complete records management system.
• Staff Affairs Dashboard: Hostel management, admission status, external integrations.
• Academic Staff Dashboard: Course allocation, result upload/management.
• Head of Department Dashboard: Course allocation creation, staff management.
• Admin Dashboard: User management and system administration.

🔒 Security Features

• Authentication: JWT-based secure authentication.
• Authorization: Role-based access control (RBAC).
• Data Validation: Input sanitization and validation.
• Rate Limiting: API rate limiting for security.

✨ Course Reconciliation

• A tool for Heads of Department to identify and report discrepancies in student course registrations.
• Compares registered courses against student's program, level, and department.
• Generates a report of students with incorrect course registrations.

📁 Project Structure

UniversityCompleteManagementSystem/
├── src/                          # Frontend source code
│   ├── api/                     # API client functions
│   ├── components/              # Reusable UI components
│   ├── contexts/                # React contexts
│   ├── pages/                   # Page components
│   └── types/                   # TypeScript type definitions
├── server/                      # Backend source code
│   ├── src/
│   │   ├── config/             # Database configuration
│   │   ├── middleware/         # Express middleware
│   │   ├── models/             # MongoDB models
│   │   ├── routes/             # API routes
│   │   ├── seeders/            # Database seeders
│   │   └── utils/              # Utility functions
└── README.md                    # Project documentation

🔄 API Endpoints

Authentication

• POST /api/auth/login - User login
• GET /api/auth/me - Get current user

Course Reconciliation

• POST /api/course-reconciliation/reconcile - Start course reconciliation process
• GET /api/course-reconciliation/report/:id - Get reconciliation report

For a full list of endpoints, please refer to the route definitions in server/src/routes.

🛠️ Development

Available Scripts

npm run dev          # Start development server (both frontend and backend)
npm run dev:client   # Start only frontend
npm run dev:server   # Start only backend
npm run build        # Build for production
npm run lint         # Run ESLint
npm run seed:demo    # Create demo users for testing

🔐 Demo User Accounts

After running npm run seed:demo, you can use these accounts:

• Admin (Registrar): admin@university.edu / password123
• Staff Registry: registry@university.edu / password123
• Staff Affairs: affairs@university.edu / password123
• Academic Staff: lecturer@university.edu / password123
• Head of Department: hod@university.edu / password123
• Student: student@university.edu / password123

📝 License

This project is licensed under the MIT License.

🤝 Contributing

1. Fork the repository.
2. Create a feature branch (git checkout -b feature/AmazingFeature).
3. Commit your changes (git commit -m 'Add some AmazingFeature').
4. Push to the branch (git push origin feature/AmazingFeature).
5. Open a Pull Request.

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University Records Management System (URMS) - Streamlining academic administration through technology. 🎓