# Education Management System (EMS)

# Project Proposal

# Executive Summary

Your institution requires a comprehensive Education Management System (EMS) to centralize and streamline core academic and administrative operations. The current landscape involves managing student data across multiple academic terms, supporting diverse curricula (MOET, Cambridge, and internal programs), ensuring compliance with the Ministry of Education and Training (MOET), and coordinating complex operational logistics including admissions, fee collection, and transportation.

Proposed Solution: A fully integrated, web-based EMS platform designed to:

• Unify student lifecycle management from enrollment through graduation
• Support multi-curriculum academic tracking (MOET, Cambridge, internal)
• Automate attendance, grading, and reporting with MOET compliance
• Enable parent-school communication through digital leave requests and report distribution
• Manage admissions, finances, and school bus operations within a single ecosystem

This solution will reduce administrative overhead, ensure data accuracy and regulatory compliance, and enhance stakeholder experience for administrators, teachers, students, and parents.

# Understanding of Requirements

# Key Functional Requirements

# Non-Functional Requirements

# Assumptions & Constraints

1. Data Migration: Historical student data will be migrated from existing systems; exact formats to be determined
2. MOET API: Integration with CSDL ngành giáo dục assumes API access is available or can be obtained
3. Email Infrastructure: Institution has or will provide SMTP/email service for report distribution
4. User Devices: Teachers and staff will access via modern web browsers; parents via web or mobile-responsive interface
5. Language: Primary interface in Vietnamese; English for Cambridge-related features if required

# Proposed Solution

# System Overview

graph TB
    subgraph Users
        A[Administrators]
        T[Teachers]
        P[Parents]
        S[Staff]
    end
    
    subgraph EMS Platform
        WA[Web Application]
        API[API Gateway]

        subgraph CoreModules
            SM[Student Management]
            AM[Academic Management]
            SCH[Scheduling]
            ATT[Attendance]
            GM[Grade Management]
            RP[Reporting]
        end
        
        subgraph OperationsModules
            ADM[Admissions]
            FIN[Finance]
            TRN[Transportation]
        end
    end
    
    subgraph External
        MOET[CSDL Ngành Giáo Dục]
        EMAIL[Email Service]
    end

    A --> WA
    T --> WA
    P --> WA
    S --> WA

    WA --> API

    API --> SM
    API --> AM
    API --> SCH
    API --> ATT
    API --> GM
    API --> RP

    API --> ADM
    API --> FIN
    API --> TRN

    GM --> MOET
    RP --> EMAIL

# Core Features & Workflows

# 1. Student Management

• Class Assignment: Bulk and individual student-to-class assignment at year start
• Transfer Tracking: Record mid-semester transfers with full audit trail (school, class, program changes)
• Data Compliance: Fields aligned with MOET's CSDL ngành giáo dục schema
• Query Engine: Lookup subjects/rooms by date-time range

# 2. Academic Resources

• Subject Catalog: MOET curriculum, Cambridge programs, and custom internal subjects
• Teacher Registry: Qualifications, subject assignments, availability
• Class Management: Grade levels, sections, capacity tracking

# 3. Scheduling

• Timetable Builder: Drag-and-drop or rule-based scheduling by class/subject/teacher
• Conflict Detection: Prevent double-booking of teachers or rooms
• Substitute Management: Assign replacement teachers with notification

# 4. Attendance System

• Per-Period Tracking: Mark attendance for each class session
• Leave Requests: Parent-initiated requests -> Homeroom Teacher approval -> Academic Affairs confirmation
• Dashboards: Cumulative absence reports per student, class, and period

# 5. Grade Management

• Score Entry: By teaching class with component scores (MOET format) and weighted scores
• Auto-Calculation: Term/year averages, rankings per MOET and Cambridge standards
• MOET Sync: Push grades, classifications, and teacher comments to national database

# 6. Reporting & Communication

• Custom Report Cards: Configurable templates with school branding
• Email Distribution: Automated or manual batch emails to parents with student-specific reports

# 7. Admissions

• Pipeline Management: Inquiry -> Application -> Evaluation -> Enrollment
• Document Collection: Track required documentation
• Conversion Analytics: Funnel reporting

# 8. Finance

• Fee Configuration: Tuition, one-time fees, recurring charges
• Invoice Generation: Per-student billing with payment tracking
• Reporting: Receivables, collections, outstanding balances

# 9. Transportation

• Route Management: Bus routes, stops, schedules
• Student Assignment: Link students to routes
• Tracking: Attendance on buses (optional enhancement)

# User Roles & Permissions

# Technical Approach

# Suggested Technology Stack

# Security & Compliance

• Authentication: Multi-factor authentication for administrative users
• Authorization: Role-based access control (RBAC) at API and UI levels
• Data Protection: TLS encryption in transit; AES-256 at rest; regular backups
• Audit Trail: Comprehensive logging of data modifications
• MOET Compliance: Data schema alignment with CSDL ngành giáo dục; secure API integration

# Implementation Plan

# Phase Breakdown

Total Estimated Duration: 28 weeks (~7 months)

# Dependencies & Risks

# Deliverables

# By Phase

# Final Deliverables

• Fully deployed EMS platform
• Source code and documentation
• Administrator and user manuals
• Training sessions for key user groups
• 90-day post-launch support

# Out of Scope

• Mobile Native Apps: Responsive web design provided; native iOS/Android apps excluded
• Learning Management System (LMS): Course content delivery, online assessments, video lectures
• Human Resources Management: Staff payroll, contracts, performance reviews
• Inventory/Asset Management: Physical asset tracking beyond transportation
• Parent Payment Gateway: Integration with specific banks/payment providers (can be added as enhancement)
• Real-time Bus GPS Tracking: Basic route management included; live tracking requires hardware integration
• Multi-Language Interface: Vietnamese primary; additional languages available as future enhancement

# Next Steps

# Confirmation Points

1. Confirm Technology Preferences: Any existing infrastructure or technology mandates?
2. MOET Integration: Current access level to CSDL ngành giáo dục APIs?
3. Data Migration: Inventory of existing systems and data formats?
4. Priority Modules: Confirm sequencing preferences (e.g., finance before transportation?)
5. Deployment Environment: Cloud preference (AWS/GCP/Azure) or on-premise requirements?
6. User Volume: Expected number of students, teachers, and parents for capacity planning?

# Suggested Timeline

Date: January 30, 2026
Version: 1.0