College Stationery Management System

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Project Report

On

“College Stationery Management System”

Submitted in Partial Fulfillment of

Bachelor of Computer Applications (BCA)

(Semester VI)

SAVITRIBAI PHULE PUNE UNIVERSITY

Submitted

By

Tushar soni Roll No. 229

Parag Vidhate Roll No.245


ACKNOWLEDGEMENT

We take this opportunity to express my profound gratitude and deep regards to my guide Professor Gautam Bapat for his exemplary guidance, monitoring and

constant encouragement throughout the course of this project. The blessing, help and guidance given by him time to time shall carry me a long way in the journey of

life on which I am about to embark.

We also take this opportunity to express a deep sense of gratitude to Mrs. Vinaya

Nimbolkar (Head of Department, BCA, MITSOM College) and Mrs. Kalyani Belsare (Assistant Teacher, BCA, MITSOM College) for her cordial support, valuable information and guidance which helped me in completing this task

through various stages.

We are obliged to staff members of MITSOM College, for the valuable

information provided by them in their respective fields. We are grateful for their cooperation during the phase of our project.

Lastly, we thank almighty, our parents, sister and classmates for their constant

encouragement without which this assignment would not have been possible.

Tushar Soni

Parag Vidhate


INDEX

Sr. No. Topic

1 Introduction

1.1 Introduction to system

1.2 Scope of System

1.3 Proposed System

2 Analysis

2.1 Fact Finding Techniques

2.2 Feasibility Study

2.3 Hardware and Software Requirements

3 System Designing

3.1 E-R Diagram

3.2 Context Level Diagram

3.3 Data Flow Diagram

3.4 Data Dictionary

4 Form Designs

5 Advantages and Limitation

6 Bibliography


INTRODUCTION

Every college needs stationery products to carry out the day-to-day activities which

involve the use of various stationery products such as registers, files, pens, printing

papers, erasers, pencils, markers and many other things.

However, most of the colleges maintain a register for recording the transactions

related to the stationery products purchased for the college. Very few colleges use

automated system software to carry out stationery products related activities.

College Stationery Management System provides application software to carry out

activities regarding stationery products for the college which is an automated

system instead of making manual entries into books which consumes a great

amount of time.

This project intends to introduce the user friendly application software for various

related activities such as record purchase order from staff members, stationery

product requisition, generate purchase orders for suppliers and generate bills for

accounts section and many other related processes.


OBJECTIVES

To provide a software application for the stationery department of the

college.

To bring in an easy user interface and interactive application which provides

feasible options to everyone associated with the application directly and

indirectly.

To track the stationery stock and the bills that has been generated previously.

To keep data in a properly organized way and provide greater efficiency to

the users of this application.

To reduce clerical work as most of the things will accomplished

automatically with the help of application software.

To minimize time for processing of various tasks thereby reducing time

consumption.

As the application stores sensitive information, we have provided security

features for the access authorization processes.

This application helps the prevention of paper wastage as most of the things

are to be stored in the system thereby making it eco-friendly.


PROPOSED SYSTEM

This system provides a software application to carry out the tasks related to

stationery department of the college.

This application helps to record entries and transactions generate bills for

accounts section, make requisition to suppliers, etc.

This system contains bills, and all the transactions associated with the

stationery department so that it can be referred later when needed.

This application provides an easy user interface which helps the users to

learn the usage of the application easily and quickly.

As of now, no automated system is present for stationery department of the

college. This is the first of its kind.

This application is open source. So, we are helping others who want to

develop their own application by providing them the source code so that it

can be enhanced and modified according to the needs.

There is sensitive information which is associated with this system. So, we

have tried to improve the security features of the system.


SCOPE OF SYSTEM

This system provides assurance of proper accuracy and effectiveness thereby

improving the related services.

This system provides better management by providing desired flexibility,

fast response ability, to support changes and ability to maintain quality

services.

Since this system has very sensitive information within it stored in the

database we have tried to provide the maximum security.

We are going to develop the proposed system with an objective to eliminate

the running cost by overcoming the continuous stationery expenses, manual

storage need, and extra staff in the information resource department of the

organization.

We have tried to develop this system keeping in mind the user of the system.

So, there is not much need of a trained professional to use this system.


FACT FINDING TECHNIQUES

Analysis of the new system is very important to conduct before making the actual

product. It is important to collect the facts and relevant information to make a

useful and efficient product and to minimize the risk factor. The data collected in

the fact finding technique are examined to determine how well the system will be

performing. The specific methods for finding information of the system are termed

as fact finding techniques.

The analyst may use more than one technique for investigation. Following are the

fact finding techniques:

Record

It is important to check records of the stationery department in order to get

an idea of how the things work in the department. Going through all the

books of accounts, bills and other such records helped to create a user

friendly system and it helped to create the application specifically for the

needs of the user.

Observation

Observation technique involves the view of processes involved in the

stationery department of the college and noticing the minute details of their

procedures to develop the application with accurate information.


Field Visits

This project required lots of field visits. We visited not only the stationery

department but also to the library department and accounts section to get a

view of how the things are co-ordinate with the accounts section specifically

to accept the bills and maintenance.

Interview

Interviews are an integral part of any research. It is important to interview

the related authorities in order to get raw data and transform it into

information accurately. We collected information from the stationery

department of the college. We gathered information about the suppliers that

provide materials to the college. We also gathered information on the

transportation.


FEASIBILITY STUDY

The feasibility study is a major factor which contributes to the analysis and

development of the system. The decision of the system analyst whether to design a

particular system or not depends on its feasibility study.

Study of requirement analysis is done through different feasibility study.

Feasibility study is undertaken whenever a possibility of probability of improving

the existing system or designing new system. Feasibility study helps to meet user

requirements.

It enables us to determine the potential of existing system and improving it. It helps

to develop a technically and economically feasible system. It helps to know what

should be embedded in the new system. It also helps to develop a cost-effective

system. We can make better utilization of available resources.

The project concept is feasible because of the following:

Technical feasibility

Technical feasibility it is the study of hardware and software requirement on

which the application is to be used upon. It is important to consider the

budget of the system or the overall cost.

The proposed system is technically feasible as it has been developed with

the help of available technology. The proposed system requires Microsoft

Visual Studio 2008 and back-end tool is Microsoft Access 2007 for storing

and maintaining database. No expert man power is required for this purpose.


Economic feasibility

This area is concerned with cost for the development and implementation of

the system. We have looked into the maintenance of the system post

development. So the actual cost of the system is important before designing

a new system which was perfectly estimated by us. All this is studied in

economic feasibility study. The designed system will provide tangible as

well as intangible benefits to the organization.

Operational feasibility

Automation makes lives easy. The proposed system is very user friendly and

the user is much easily able to interact with the system. Therefore the users

will readily accept the system and data entry and making queries can be

easily done.

Legal feasibility

It includes the precaution that needs to be taken so that current software

doesn’t get the developers or the college in legal problems under copyright

acts or others. Utmost care has been taken that the current software is free

from all such legal troubles and the source code is not copied from anyone.

We have made sure that the project undertaken will meet all legal and ethical

requirements before the project is on the table.

Schedule/Time feasibility


A project will fail if it takes too long to be completed before it is useful.

Typically this means estimating how long the system will take to develop,

and if it can be completed in a given time period or not. We were able to

complete this project within the specified time period.

Resource feasibility

It includes the study of whether the college has the technological resources

to undertake the project? We made sure that the college has all the resources

that are needed to work with this application software and we also advised

them to make certain changes in their technology area.


SYSTEM DEVELOPMENT LIFE CYCLE

A system development life cycle (SDLC) is a logical process by which system

analysts, software engineers, programmers, and end users build information

systems and computer applications to solve business problems and needs. The

software development life cycle or SDLC can be divided into multiple phases. It

can vary from one system to another.

The major phases involved in the MIS development process are referred to as

system development life cycle. Each phase of the development process must have

well defined objectives, and at the end of each phase, progress towards meeting the

objectives must be evaluated.


The development process should not continue until the objectives of all prior

phases have been met. System development life cycle is a phased approach to

analysis and design to ensure that systems are best developed.


HARDWARE AND SOFTWARE REQUIREMENTS

Hardware Requirements

Processor : Intel Dual Core/ Core 2 Duo/ i3/i5/i7

Processor Speed : Minimum 1GHz RAM : Minimum 512MB Hard Disk : Minimum 4GB

Keyboard : 104 keys Monitor : 15” color monitor

Printer : Color/Black and White and Laser/ Ink Jet/ Dot Matrix

Software Requirements

Operating System :Windows 7/Windows 8

Front End :Visual Studio 2008( VB.NET)

Back End(Database) :Microsoft Access 2007/2010/2013

Network Specification

This software is a stand-alone system and does not have networking

capabilities which can be overcome in the next version of this system.







SCREENSHOTS

Login Page:

Faculty Login:


Faculty Requisition:

Administrator Login:


Administrator Home:

New Administrator:


New Supplier:

New Staff/Faculty:


New Stock:

New Product:


New Quotation:

New Bill:


New Order:

Administrator Reports:


Faculty Reports:

Product Report:


DATA DICTIONARY

Administrator:

Fields Data type Description

a_id AutoNumber Administrator ID

a_name Text Administrator Name

a_username Text Administrator Username

a_password Number Administrator Password

a_contact Text Administrator Contact

Supplier:


sup_id AutoNumber Supplier ID

sup_name Text Supplier Name

sup_contact Text Supplier Contact

sup_address Text Supplier Address

Faculty:


s_id AutoNumber Staff ID

s_name Text Staff Name

s_type Text Type(Permanent/Visiting)

s_desg Text Designation

s_deptname Text Department Name

s_contact Text Staff Contact

s_username Text Staff Username

s_password Text Staff Password


Product:


pr_id AutoNumber Product ID

pr_name Text Product Name

pr_amt Text Product Amount

Requisition:


r_id AutoNumber Request ID

r_date Date/time Request Date


pr_qty Number Product Quantity

st_name Text Staff Name

Quotation:


q_id AutoNumber Quotation ID

q_date Date/Time Quotation Date


pr_amt Number Product Amount


Dis Text Discount Percent

total_amt Text Total amount



Stock


st_id AutoNumber Product ID



del_date Date/Time Product Delivery date

sup_name Text Supplier name

Bill:


b_id AutoNumber Bill ID

b_date Date/Time Bill Date


pr_amt Number Product Amount


Discount Number Discount Percent

tot_amt Number Bill Amount


Order:


or_id AutoNumber Order ID

or_date Date/Time Order Date


pr_quantity Number Product Amount


f_name Text Faculty Name

s_name Text Supplier Name

a_name Text Administrator Name

ADVANTAGES AND LIMITATIONS

Advantages

The system is very simple in design and to implement. The system requires very

low system resources and will work in almost all configurations.

It has got following advantages:

User friendly application

Open source application

Secure database

Simple coding techniques

Easy maintenance

Fast processing and handy

Data can be updated easily

Database records can be maintained in computers

Easy Data Retrieval

System reduces manual workload

Redundancy of data is avoided

Less error prone and accuracy is maintained

Provides reports of data

Limitations


System is not a multi-user system.

It can’t be connected to the internet.

Data loss can occur due to technical issues so it is necessary to make

backups at regular intervals of time.

Initially, it may seem to be a costly investment but eventually it is profitable

as it saves money on manpower, materials, etc.

BIBLIOGRAPHY

Books referred

Visual Basic.NET (Nirali Prakashan: University of Pune)

Websites referred

www.slideshare.net

www.draw.io

www.youtube.com

www.google.com

http://www.slideshare.net/

http://www.draw.io/


CONCLUSION

Time and money are one of the most important factors to any organization.

Implementing such software in the college stationery department can surely be a

profitable deal as this application helps to carry out tasks with ease and thereby

reduces time and money on manpower and materials. This is an open source

application so that others can edit and transform this system application according

to their needs.
