Information Retrieval and Knowledge Management System

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About project:

This project will be designed and developed for university of Ballarath about FAQ’s posted to various departments.  The University examination branch wants to maintain all the frequently asked questions in the database subject wise, to avail them to all the students.  And they will update the questions as and when required. The primary goal of Information Retrieval & Knowledge Mgt System is to provide an environment that is both convenient and efficient to use in retrieving and storing database information.

The database system must provide for the safety of the information stored, despite system crashes or attempts at unauthorized access.  If data are to be shared among several users, the system must avoid possible anomalous results.

Problem Statement:

Problem statement is one of the basic and important phases of project phase. When the basic problem is determined, it is documented and the symptomatic problem is analyzed, then the current list of basic problem is completed. A system is simply a set of components that interact to accomplish some purpose.

In “Information Retrieval & Knowledge Management System” maintaining the details of various frequently asked questions posted by the students to the administrators of consult department are to be kept in a data base and also can be retrieved easily when the admin answers that question.

Actually the process going on here is when the students want to clear their queries they can personally contact with the concerned person in the university. 

The difficulty in the present system is students face some difficulties to contact the concerned person in the university.

This project is developed using Java Programming Language under Windows.

 Existing System:

The existing system is a manual one. When the student wants to clear his query he personally contacts the concerned person in the university. The concerned person will clear his doubt.This process is time taking for student to clarify his doubt.If two students got the same doubt,the professor has to clarify the doubt the times why because he is not maintaing any asked questions. 


  • Difficulty in contacting the concerned person.
  • Difficult to handle more students for administrator.
  • Difficulty of maintaining frequently asked questions in a data base

Proposed System:

The Information Retrieval & Knowledge Management system is to replace the existing manual system with a software solution.

The University examination branch wants to maintain all the frequently asked questions in the database subject wise, to avail them to all the students.  And they will update the questions as and when required in online.

The proposed system has one super user to control the data, appointing the administrators in each department. The administrator is responsible to answer all the questions posted by students. 

When the student post a question in certain department the respective administrator will answer the question and a copy of the answer will be sent to the student.

Merits of This System

·   Faster processing when compared to existing one.

·   Maintaining frequently asked questions

·   Modifications of answers can be carried out immediately

·   Administrator can handle more number of students.

·   Easy maintenance of administrator details.

Module Description:

The project contains three modules

  • Super User:
  • Administrator
  • Student

Module 1: Super User

The responsibility of the super user is to centrally control the data, appoint administrators to all the departments and shifting the administrator’s one department to other and replacing with others when there is a vacancy in any departments.

The super user can also have a right to change the questions like adding and deleting the records from the database.

The super user provides the login names and password for entire administrators department wise.

Module 2: Administrator

Each department will have one or more administrator; some departments may have more than one administrator. The major responsibility of administrator is to answer all the questions posted by students on a regular basis.

The administrator can add, modify or remove questions from all the Categories (about the question categories described below).

All the questions posted by the students will be added to the list of existing questions only when the administrator answers that question, simultaneously a copy of answer is sent to student who initiated that question.

Administrator also reserves a right to post a question into a particular category even if it is not a question frequently asked.

The administrators have the capability of changing his password as and when he requires.

Module 3:  Students

These are the users at the lower level of our abstraction.  Before posting a question, the student has to select the department to which it belongs.  A copy of the answer will be sent to the student after the administrator answered his question.

Software Environment:

Language                                :           J2SDK1.4

Database                                 :           Oracle10g

Operating System                   :           Windows 2000 professional

Hardware Environment:

Processor                                 :           Intel P-IV based system

Processor Speed                      :           2.0. GHz

RAM                                       :           256 MB to 512 MB

Hard Disk                               :           40GB to 80GB

Key Board                              :           104 keys


Click here to download Information Retrieval and Knowledge Management System source code