Project Report On “College Stationery Management System” POST GRADUATE DEPLOMA IN COMPUTER APPLICATION (PGDCA) DAV COLLEGE SECTOR 10, CHANDIGARH Submitted By Abhishek kaundal Roll No. 12633
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Project ReportOnCollege Stationery Management System
POST GRADUATE DEPLOMA IN COMPUTER APPLICATION (PGDCA)DAV COLLEGE SECTOR 10, CHANDIGARH
Submitted By
Abhishek kaundal Roll No. 12633 Mohit kaundal Roll No.12612
ACKNOWLEDGEMENT
Itake this opportunity to express my profound gratitude and deep regards to my guide Professor Kapil and karan sir 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.I am obliged to staff members of DAV College, for the valuable information provided by them in their respective fields. I am grateful for their cooperation during the period of my assignment.Lastly, I thank almighty, my parents, sister and my classmates for their constant encouragement without which this assignment would not have been possible.Abhishek kaundal Mohit kaundal
INDEXSerial numberTopic
1Introduction1.1 Introduction to system1.2 Scope of System1.3 Proposed System
2Analysis2.1 Fact Finding Techniques2.2 Feasibility Study2.3 Hardware and Software Requirements
3System Designing3.1 E-R Daigram3.2 Context Level Daigram3.3 Data Flow Daigram3.4 Data Dictionary
4Form Desigs(with input values)
5Advantages and Limitation
6Bibliography
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 (without any restrictions) 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.
This system will have stronger controls like passwords and various levels of user access options will be added.
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.
We have made a very user friendly interface so that it can be easy to access.
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 can be developed easily with the help of available technology. The proposed system requires Microsoft Visual Basic 6.0 and back-end tool is Microsoft Access 2003 for storing/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. It also includes the maintenance of the system post development. So the actual cost of the system is important before designing a new system. The usage time period has to be determined so that the company can analyze whether this system will prove beneficial to the organization or not. All this is studied in economic feasibility study. The design 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 as data entry and making queries can be easily done.
Legal feasibility
It includes the study that the current software doesnt 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. Given our technical expertise, are the project deadlines reasonable? Some projects are initiated with specific deadlines. It is necessary to determine whether the deadlines are mandatory or desirable.
Resource feasibility
It includes the study of whether the college has the technological resources to undertake the project? Are the processes and procedures conducive to project success? If not, then what will be the effects on the cost for the software?
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 : 104keys Monitor : 15 color monitor Printer : Color/Black and White and Laser/ Ink Jet/ Dot Matrix
Software Requirements
Operating System :Windows XP/Windows 7/Windows 8 Front End :Visual Basic 06 Back End(Database) :Microsoft Access 2003/2007/2010/2013/2014
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.
DIAGRAMS:
USE CASE DIAGRAM
DATA DICTIONARY
Admin Table
FieldsData typeDescription
A_nameTextAdmin name
PasswordTextAdmin password
Phone_noNumberAdmin Contact
AddressText City
Supplier Table
FieldsData typeDescription
S_IDNumberSupplier ID
S_nameTextSupplier Name
S_addressTextSupplier Address
S_contactNumberSupplier Contact
Credit_limitNumberCredit Limit
Staff Table
FieldsData typeDescription
Staff_IDNumberStaff ID
Staff_nameTextStaff name
Staff_typeTextType(Permanent/Visiting)
DesignationTextDesignation
DeptnameTextDepartment Name
ContactNumberStaff contact
PasswordTextStaff Login password
Product Table
FieldsData typeDescription
Product_IDNumberProduct ID
Product_nameTextProduct name
AmountNumberProduct amount
Requisition_form Table
FieldsData typeDescription
R_IDTextRequest ID
R_dateDate/timeRequest date
A_nameTextAdmin name
Staff_nameTextStaff name
Product_1TextProduct No. 1
P1qtyNumberProduct quantity
Product_2TextProduct No. 1
P2qtyNumberProduct quantity
Product_3TextProduct No. 1
P3qtyNumberProduct quantity
Stock Table
FieldsData typeDescription
Product1_IDNumberProduct ID
Product_nameTextProduct name
PqtyNumberProduct quantity
Delivery_dateDate/TimeProduct Delivery date
S_nameTextSupplier name
Quotation Table
FieldsData typeDescription
Q_IDNumberQuotation ID
Q_dateDate/TimeQuotation date
A_nameTextAdmin name
S_nameTextSupplier name
Product_1TextProduct 1 name
P1amtNumberProduct 1 amount
Product_2TextProduct 2 name
P2amtNumberProduct 2 amount
Product_3TextProduct 3 name
P3amtNumberProduct 3 amount
Total_amtNumberTotal amount
R_IDNumber Requisition ID
Bill Table
FieldsData typeDescription
Bill_IDNumberBill ID
Bill_dateDate/TimeBill Date
A_nameTextAdmin name
Product_1TextProduct 1 name
P1amtNumberProduct 1 amount
P1qtyNumberProduct 1 quantity
Product_2TextProduct 2 name
P2amtNumberProduct 2 amount
P2qtyNumberProduct 2 quantity
Product_3TextProduct 3 name
P3amtNumberProduct 3 amount
P3qtyNumberProduct 3 quantity
Bill_AmountNumberBill amount
SCREENSHOTS
Login Page (For Admin):
Login Page (For Staff):
Main Page (For Admin):
Main Page (For Staff):
Administrators View:
Staff View:
Supplier View:
Requisition Form:
Product:
Stock:
Bill:
Quotation:
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 multi-user. It cant 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 6 Programming Black Book(Steven Holzner)
Visual Basic (Nirali Prakashan)
Websites referred
www.vbtutor.net
www.slideshare.net
www.draw.io
www.youtube.com
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.
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