Mca Project Report

Automation Of School Management

ABSTRACT

The project is to computerize the working of Govt.Sen.Sec.School Dolike Dhure.

It is located on the G.T.Road leading to Bhogpur. It is one of the oldest school

opened in his region.

The school has 20 computers, but still whole the transactions are first carried out

on paper. Due to this lot of time is wasted. Due to this procedure followed by

School, error used to creep in the data.

Therefore need for computerization arose not due to large volume of data

transaction taking place, but to maintain the integrity of the data. Earlier when

it was not computerized then whole data has to be stored in the files. Then some

data had to be rewritten in various files due to which it was possible for error to

creep in. This type of errors are difficult to find, as it requires comparing four-

five files, thus leading to wastage of time and manpower. But with the use of this

software’s these kind of inconsistence can be avoided, because it informs the

moment the error is committed, thus the data integrity is maintained. With the

use of this software report, can be generated very easily and instantly whereas

earlier it used to take a lot of time to generate reports as they have to be made

manually.

Earlier it was possible that the user may leave empty or different records for the

same fields in different files but through this software such kind of errors cannot

creep in.

Also as software is graphical it is easier for new computer user to use it easily

and effectively. With the use of this software the overall speed of data

transaction will increase.

1


INITIAL STUDY OF THE ORGANIZATION

ORIGIN AND HISTORY

Govt.Sen.Sec.School Dolike Dhure is one of the oldest school in his region

distributing the knowledge to the students.

NAME OF THE FIRM: - Govt.Sen.Sec.School Dolike Dhure

ADDRESS : - Near S.B.I., KHURDPUR

G.T.ROAD, ADAMPUR

JALANDHAR

PHONE NO: - 0181-507833

NAME OF THE PRINCIPAL: - Mr.Harbans lal

FOCUS OF THE PROJECT: - Automation of School

DEPARTMENTS : - Employee Department

Account Department

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CURRENT FUNCTIONING OF THE DEPARTMENTS

Employee Department

We all know that Employee department is one of the most important departments

of the School. It is one, which gives knowledge to the students and also handle or

control the whole School. Hence in School Employee department is linked with

Teachers, Account etc.

Account Department

Account department can be defined as the Database of each and everything in the

school. Accounting system is important because they focus on money. They are used

to collect data and evaluate performance. The accounting system also provides

control over the data to ensure accuracy and to prevent frauds. The primary

purpose of accounting is to collect the financial data of the School, ensure that it is

accurate, and create standard reports.

The objectives of accounting are:

To Keep Systematic Records

To Protect Business Properties

To Ascertain The Operational Profit Or Loss

To Ascertain The Financial Position Of The Business

To Facilitate Rational Decision Making

3


PRESENT SYSTEM

The whole work in the present system is done manually. As the manual work leads

to inefficiency and inaccuracy because manual work requires a large number of files

to maintain various types of information so it has to be computerized.

Problem arises in the present system:

The system requires a lot of time and power to keep all the records updated

properly.

It takes a lot of paper work because of which it not only leads to wastage of

papers, frustration, but also the customers do not get the better services.

The Employees would have to remember all details or the unique code for each

related entity. This job is much time consuming and difficult.

All the data is maintained in the personal files of the students with

considerable data duplication.

Retrieval of information is time consuming. To trace a particular account or

Record a large number of registers need to be scanned.

It may be time consuming to check the paper and then generate results.

The data requires more space for storage. All the records are being stored on

files or registers. This storage is prone to damages with time or with natural

disasters.

Lack of data security is also there. Since registers can be stolen or can

purposely destroy the data.

4


Drawbacks Of Existing System

The existing system runs manually which takes lot of time and is not as efficient as

computerized system would be.

There are many problems in it as: -

Manual system is time consuming

Data can’t be stored efficiently.

The probability of duplication of data is very high and errors occurring rate is

very high.

Time delay is another drawback, which occurs due to transfer of data from

one place to another and also in generating the results.

Poor storage system. The number of files or registers is so large that becomes

impossible to keep records even of the data of 5 to 10 years properly due to

limited capacity.

Much paper work is to be done as checking of papers and giving results etc.

5


PROPOSED SYSTEM

The proposed computerized system will provide the users with instant accessibility

to forms and also to the results as the data is stored in the form of tables. The new

system is Visual Basic Based.

In order to develop the software for “AUTOMATION OF SCHOOL

MANAGEMENT” we have used the structural and modular programming

approach. Structural programming means dividing the main procedure into

number of small procedures. The main use of this programming is that, if there are

errors in one program, we need to change the whole program.

Regd_id and Roll_no is assigned to each Student and Employee, against which

all the transactions will be done.

The system provides information regarding the each Student and also the

Employee, Fee and Salary details in School Management.

System helps in locating Student and Employee on the basis of their Regd_id.

On the basis of this Regd_id. System automatically provides necessary

information regarding Student,Employee,Fee,Salary,Fine etc.

System provides necessary reporting to facilitate day-to-day transactions of

School Management.

Here there will be no possibility of incorrect data entry.

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OBJECTIVES OF THE PROPOSED SYSTEM

The new system has the basic objective of being efficient and user friendly. The

main areas, which should be considered while setting objectives, are budget,

schedule and performance standards.

Following are the objectives of the new system: -

To make the job less complex.

To reduce the amount of errors creeping into the system.

To reduce the manpower needed to do the job.

To provide easy sorting of data in the meaningful order.

Easy correction of errors in system.

To ease data management and storage of information.

To make the process of accounting more fast.

To make the system user friendly and create an environment that provides

for maximum interaction with the user.

It should reduce the clerical job required.

Improve customer services.

The retrieval process to be made easy and time saving.

It should remove redundancies.

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ADVANTAGES OF THE PROPOSED SYSTEM:

Due to computerization following qualities are added to the system: -

1. TIME SAVING: It saves a lot of time. It completes the whole work within few

minutes as compared to the manual work that takes hours to complete the

task.

2. EASY TO CHANGE: This program can make the changes easily. There are no

complications in our project.

3. EASY TO UNDERSTAND: Language used is easy to understand for a layman.

4. EASY TO HANDLE: It is easy to handle. It gives all the messages on the

screen, which are to be followed.

a) CHANCE OF ERRORS: Since database is maintained automatically

there is no chance of error or inconsistencies of the data therein.

b) SECURITY: Data is highly secured. No one except the user/operator

can access the system.

Advantage Of “Computerized System” Over “Manual System”:

In computerized system the data is stored on external storage, which

eliminates the use of paper files.

Computer can retrieve and change data faster than a human can.

The computerized system provides accurate, up to date information on

demand at any time.

Minimize the redundancies, in maintaining the registers.

Centralize the various activities related to overall system.

8


SOURCES OF INFORMATION

The basic aim of the problem analysis is to obtain a clear understanding

of the needs of the clients and the user, what exactly is desired from the software,

and what the constraints on the solution are. Analysis leads to actual specification.

Analysis involved interviewing the clients and end users. These people and the

exiting documents about the current mode of the operation are the basic sources of

information for the analysis. Typically, analysts search a problem by asking

questions to the clients and the users and by reading existing documents. The

process of obtaining answers to the questions that might arise in an analyst’s mind

continues until the analyst feels that all information has been obtained.

I learnt about the organization by knowing first how the Admission, Fee, Salary

system works and who directly associates with the Admission, Fee, Salary system. I

got some details by examining organization charts and studying written operating

procedures. I gathered information from the forms and documents currently used.

We conducted meetings with the users of the system to know furthermore about the

system. I also visited another organization with a computerized system similar to the

one under study. This helped me in deciding various formats of the forms and

reports.

In short, the source of my Project depends upon the existing forms and documents

of the organization and interviews or meeting with the client and end users.

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GOALS OF THE PROJECT

The objective of computerizing School system is:

Providing a more efficient and effective mode of transactions.

To meet maximum School needs.

Giving instant and accurate position of records.

Keeping track of all the Students and Employees.

Maintaining history of all the records of Admission, Fee, Fine, Employee and

Salary generated.

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SYSTEM REQUIREMENTS

PROBLEM DEFINATION

PROBLEM STATEMENT

Like every School Govt.Sen.Sec.School Dolike Dhure also faces problem while

doing each and every thing manually. The main problem here is the paperwork. The

record keeping for each Student, Employees becomes difficult, time consuming and

also error-prone. Moreover handling public and management queries using a paper

database is not easy and takes lot of time. The best way to overcome this problem is

to computerize the whole system of data recording and keeping of records.

Moreover due to manual working trend of frauds is increasing day-to-day.

The basic analysis approach includes some of the major activities to be done so as to

attain the perfection as easily as possible. Some of them are as: -

OBTAIN INFORMATION : - The first major problem is to obtain the necessary

information. Employees and existing documents are major sources of information.

During analysis a complete and consistent set of specifications emerge for the

system.

ORGANIZING INFORMATION: - Generally, during analysis, a massive amount of

information is collected from the documentation, forms ideas and so forth. As it is

important to have the complete set of requirement, it is essential that this gathered

information be organized so that it can be evaluated for completeness.

RESOLVING CONFLICTS: - The third major problem during analysis is resolving

the contradiction that may exit in the information from different parties. This is

essential to ensure that the final specifications are consistent. This gives rise to an

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application that leads to the final software requirement specifications document

(SRS).

The application should perform the following functions: -

1. Maintain all the details of the daily transactions

2. Maintain information for the specific Employees.

3. Provide details about each Student and Employee.

4. Print results.

5. Provide whole of the information to the administrator.

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FUNCTIONS TO BE PROVIDED

The project on SCHOOL MANAGEMENT includes automation of various

departments such as:

STUDENT INFORMATION

EMPLOYEE INFORMATION

The students, which take admissions in to the school, are classified through the

classes and courses, such as 6th to 10th, +1 Medical or Non-Medical or Commerce or

Arts , +2 Medical or Non-Medical or Commerce or Arts etc.

The information about the student can be gathered from the student information

report. All the information about each and every student can be gathered at any

time by simply entering his/her Student Regd_id.

The information about each and every employee can be gathered at any time, which

is recorded in the database. The selection of the particular employee is based upon

the test and interview conducted by the Government. All the information about the

employee is stored in database like when he has joined, what’s his qualification etc.

The information about the employee can be gathered from the employee

information report.

The Salary of the Employees is also stored in the Database. The Fee and Fine of the

Student is also stored in the Database.

But the Computer-Lab and Library department is not covered under this project.

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PROCESSING ENVIRONMENT

HARDWARE & SOFTWARE PROFILE:

HARDWARE CONFIGURATION

PROCESSOR : P -IV MEMORY : 512 MB HD CAPACITY : 80 GB

SOFTWARE CONFIGURATION

OPERATING SYSTEM : WINDOW XP

BACK END : ORACLE 8i

FRONT END : VISUAL BASIC

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SOLUTION STRATEGY

The problem of security of data that arises in case of manual system can be solved in

the computerized system by providing and requiring hierarchies of passwords and

lock word that allow access to the stored information only to authorized users from

accessing important information of the organization.

The problem of duplication of information (Data Redundancy), thus leading to

mismatch of data (Inconsistency) that occurs in the manual system can be reduced,

considerably, in the computerized system. In the manual system details of a student

that first admitted to the School is kept into different books and they are also not

secure so this problem can be handled in the computerized system by recording the

details of the student only once in the master table.

The maintenance of records of large number of students who visit or are admitted to

the school become less tedious task in the computerized system. The retrieval and

updating of stored information is relatively easy in the computerized system. As less

effort and time is involved in maintaining the records, it leads to reduction in the

costs involved.

In case of employee management, the computerized record of detail regarding the

employee working in the School is maintained, so the retrieval and updating of

information about an employee becomes relatively easy. In the computerized

system, requiring the use of password that can prevent unauthorized users from

accessing important information and can also provide adequate security.

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FEATURES OF SOLUTION PROVIDED

1. Reduction in redundancies.

2. Reduction in overall costs involved

3. Increase in data security and integrity.

4. Reduction in errors

5. Easy retrieval and updating of information

6. Timely information is available for management use.

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ACCEPTANCE CRITERIA

In case of Govt.Sen.Sec.School Dolike Dhure, the administrative department

welcomes the new system. As in the present system entire work is done manually.

Data is scattered, information retrieval becomes difficult and maintaining database

is very tedious.

But the staff in the clerical department was little worried about the use of computers

to store data. When they were told that how much facilities computer can give them

and they will be trained to work with the new system then, they felt relaxed and

showed interest in the new system. So the decision was to go ahead and pursue the

project.

The operators and the users readily accepted the system. They found it very user

friendly.

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FEASIBILITY STUDY

A Feasibility study is a test of a system proposal according to its work ability,

impact on the organization, ability to need users and effective use of resources. Its

objective is not to solve a problem but to acquire a sense of its scope. This type of

study clearly specifies that the project should be taken up or not. It focuses on three

main questions: -

1. What are the user’s requirements and how does the system meet them?

2. What resources are available for system?

3. What will be the impact of this system on the organization? How well the system

will do according to its workability?

The result of the feasibility study is the formal proposal, which is the report with the

detail of the problem.

It includes three major steps: -

1. OPERATIONAL FEASIBILTY:

People are inherently resistant to change and computer has been known to

facilitate change. An estimate should be made of hoe strong a reaction the user staff

is likely to have toward the development of computerized system. It is common

knowledge that a computer installation has something to do with turnover,

transfers, retraining and changes in employee job status. Therefore, it is

understandable that the introduction of a proposed system requires special effort to

educate and train the staff in new ways.

In case of Govt.Sen.Sec.School Dolike Dhure, the administrative department

welcomes the new system. Because in the staff there are two computer teachers and

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they help me to implement the new system by telling the benefits of computers to

their cliques.

2. TECHINACAL FEASIBILTY:

It is defined as availability of suitable technology to support the solution and

adequate expertise to develop the solution. Also it must be possible to implement the

solution within a reasonable time. The variables used in different programs make

system quite flexible because they can change as when required.

The proposed system for Govt.Sen.Sec.School Dolike Dhure, will work even after

years and can be implemented whenever required.

3. ECONOMIC FEASIBILITY:

Economic feasibility is the most frequently used method for evaluation the

effectiveness of a proposed system. More commonly known as Cost/Benefit analysis,

the procedure is to determine the benefits and savings that are expected from a

candidate system and compare them with costs. If benefits outweigh cost, then the

decision is made to design and implement the system.

The proposed system for Govt.Sen.Sec.School Dolike Dhure is economically feasible

as the benefits outweigh the cost involved in computerized system. Scchool alredy

owns the required hardware and software. It is quite cost effective because limited

persons can carry out a variety of tasks out efficiently, accurately, economically with

the help of this system.

19


PROGRAMMING LANGUAGE AND DEVELOPMENT TOOLS

In developing this project, we have used Microsoft Visual Basic 6.0 as the Front End

and Oracle 8i as the Back End to store the data. The above said software is essential

things to run the proposed system.

We used Visual Basic 6.0 because it is very easy to use and is effective RAD tool. The

programmer can easily understand the working of this programming language. As

the Back End we used oracle 8i because it is powerful Database Management

System and it executes the queries very accurately and efficiently.

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INTRODUCTION TO VISUAL BASIC

Microsoft Visual Basic 6.0, the fastest and easiest way to create applications for

Microsoft Windows. Whether you are an experienced professional or brand new to

Windows programming, Visual Basic provides you with a complete set of tools to

simplify rapid application development.

So what is Visual Basic? The “Visual” part refers to the method used to create the

graphical user interface (GUI). Rather than writing numerous lines of code to

describe the appearance and location of interface elements, you simply add pre built

objects into place on screen. Although writing programs can be tedious chore at

times, VISUAL, BASIC reduces the effort required on your part and makes

programming as simple as dragging graphic objects onto your screen with your

mouse. If you’ve ever used a drawing program such as Pant, you already have most

of the skills necessary to create an effective user interface.

The “Basic” part refers to the BASIC (Beginners All-Purpose Symbolic Instruction

Code) language, a language used by more programmers than any other language in

the history of computing, Visual Basic has evolved from the original BASIC

language and now contains several hundred statements, functions, land keywords,

many of which relate directly to the Windows GUI. Beginners can create useful

applications by learning just a few of the keywords, yet the power of the language

allows professionals to accomplish anything that can be accomplished using any

other Windows programming language.

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The Visual Basic programming language is not unique to Visual Basic. The Visual

Basic programming system, Applications Edition included in Microsoft Excel,

Microsoft Access, and many other Windows applications uses the same language.

The Visual Basic Scripting Edition (VBScript) is a widely used scripting language

and a subset of the Visual Basic language.

Whether your goal is to create a small utility for yourself or your work group, a

large enterprise-wide system, or even distributed applications spanning the globe

via the Internet, Visual Basic has the tools you need.

Data access features allow you to create databases, front-end applications, and

scalable server-side components for most popular database formats, including

Microsoft SQL Server and other enterprise-level databases.

ActiveX technologies allow you to use the functionality provided by other

applications, such as Microsoft Word’s word processor, Microsoft Excel

spreadsheet, and other Windows applications. You can even automate

applications and objects created using the Professional or Enterprise editions of

Visual Basic.

Internet capabilities make it easy to provide access to documents and

applications across the Internet or intranet from within your application, or to

create internet server applications.

Your finished application is a true .exe file that uses a Visual Basic Virtual

Machine that you can freely distribute.

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VISUAL BASIC INTEGRATE DEVELOPMENT ENVIRONMENT

We used the toolbox containing the objects and controls, which we will add to the

form to create the user interface for your project. Controls like command buttons,

text boxes, radio buttons, check boxes, Adodc controls, combo boxes, data grid, list

view, frames, labels, image control, drive list box are present on the toolbox, also

known as OCX files. The form designer window contains the form on which the

controls and objects are going to be placed. Your application can have more then

one form.

The project explorer window shows all files uses in the current project. Properties

window list the properties of the selected form or controls on the form like height,

appearance, color etc. are displayed.

Form layout window allows us to visually position the forms at design time. When

we double click on the form the code editor window for each form in the application

appears.

The list box on the left side displays a list of objects placed in the form. The list box

on the right side displays all the events associated with the object selected in the left

side box.

In the Visual Basic we used two types of forms namely the common forms i.e.

Standard Exe and Multi Document Interface (MDI) form. The normal can form

either exist independently or can be a child form of MDI form.

We made the .Exe files by the combination of Forms (.FRM), Modules (.BAS), data

Reports (.DSR) and Data Environment (.DSR).

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EVENT DRIVEN PROGRAMMING

Since Visual Basic is an Event-Driven programming we used this tool to optimize

our project. The user interfaces itself does nothing except tell the computer program

what to do. When we click the button with printer icon on to, it sends the message to

the word processor telling that the print button was clicked. The word processor

package reacts by printing out the documents.

EXCEPTIONAL TOOLS OF THE VISUAL BASIC 6.0 USED

DATA ENVIRONMENT DESIGNER:

The Data Environment designer provides an interactive, design time environment

for creating ADO objects. These can be used as a data source for data aware objects

on a form or report, or accessed programmatically as methods and proprieties

exposed of the Data environment object. The Data Environment designer supports

all the functionality of Visual Basic’s user connection designer. As well as additional

features, including drag and drop, hierarchies, grouping and aggregates.

DATA GRID CONTROL

The data grid control is a spreadsheet like bound control that displays a series of

rows and columns representing records and fields from a record set object. You can

use the data grid to create an application that allows the end user to read and write

the most databases. The data grid control can be quickly configured at design time

with little code. When you set data grid control’s data source property at design

time, the control is automatically filled and its column headers are automatically set

from the data sources record set. You can then edit the grid’s columns, delete,

rearrange, add column header to, or adjust any column’s width. At run time the

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data source can be programmatically switched to view different tables, or you can

modify the query of the current database to return a different set of records.

DATA COMBO AND DATA LIST CONTROLS

The data combo and data list controls strongly resemble the standard list box and

combo box controls, but there are some important difference that give them great

flexibility and usefulness in database application. Both controls can be automatically

filled from the data control to which they are bound. In addition they can optionally

pass a selected field to a second data control, making them ideal for “lookup table”

applications.

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ORACLE 8i

ORACLE is a relational database designed to support application

with client/server architecture in which the database is resident in a central

computer called a server ,with information shared by several user that run

application in their local computers or clients. Such architecture provides the

greatest data integrity, since all user of working with the same information.

Through business rules ,controls are enforce apply to all the user concerning

information added to the database. The client/server architecture considerably

reduces the network traffic, since it returns to the user the data requested . for

example if a search for of a database containing 100,000 records returned just three

records, only these three records will be sent through the network to the client

machine .

In a traditional system ,all 100,000 records would be sent to the client. This helps

make maintenance tasks, such as backing up and restoring ,much easier to perform

because date is located in only one place.

Following is an example of the basic use of this architecture:

ORACLE ARHCHITECTURE

The ORACLE database divided into several components such as tables, view and

other elements that are visible to the user these elements are physical stored into

two or more files in the disks. The file format or location where the logic elements

are written to is seamless to the systems users

The Oracle 8i can contain several data bases pertaining to several user a company

can have one database that is used by many user throughout several

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Departments, or it can have several databases that are exclusively used by specific

users in each departments the next illustration show the user’s view in the form of

three tables and the physical implementation of those tables through the use of a

data files, an index files and a log files

When a database is created, the user can have access permissions attributed to

them. This enables the Oracle 8i to store several databases and limit the access to

each one to specific users.

27


SYSTEM REQUIREMENT SPECIFICATIONS

In a situation where manual process is to be automated many of the needs can be

understood by observing the current practices. For such systems the requirements

of the problem is complicated by the fact that the need and the requirements of the

system may be known even to the users. They have to be visualized and created.

Hence identifying requirements necessarily involves specifying what some people

have in their mind. The requirements phase translates idea in the mind of the clients

into a formal document.

The requirement phase includes two types of requirements namely:

Hardware Requirements: It helps us in analyzing the H/W configuration of the

proposed system such as CPU, Mother Board, HDD, RAM, and MONITOR.

SOFTWARE REQUIREMENT: After assembling the system the School will

require S/W turn on, which would include operating systems/W package,

supporting S/W, Norton anti-virus.

SYSTEM REQUIREMENTS

The software package requires the following configuration on which it is to be inserted.

MICROPROCESSOR : Dual Core RAM : 512 MB

DISPLAY TYPE : SVGA

MOUSE : Optical

HARD DISK DRIVE : 80 GB

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HARDWARE REQUIREMENTS

The requirements for the new proposed system are as follows:

Central Processing Unit (CPU):

The CPU is normally identified by the three things namely;

Clock Speed

The Brand

Manufacturer Name

For e.g. Dual Core 2.0 Ghz

Mother Board:

Hard Disk:

Three things are considered while looking for hard disk namely:

Fast Speed

Tons of storage space

Low price

The choice of hard disk will depend on the size we require, the budget and the

factors that affect its performance.

Monitor:

Our option is standard 17” color HD- SVGA Monitor.

Keyboard:

Soft keys keyboard are selected so that the dust doesn’t get into keys and

make them loss effective and plastic cover is opted for and coffee spills id is

also selected.

Mouse:

Samsung Optical mouse is preferred because it has got a heavy ball and long cord

which are our requirements.

Cabinet and UPS:

Microtel ATX Cabinet is selected a UPS with 30 minutes backup time .

Printer:

WIPRO LX5500 dot matrix is selected because they are very

economical as compared with laser printers and inkjet.

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SOFTWARE REQUIREMENTS

Software Requirements for the automation of School Management

requires the following:

Operating System-

Windows XP is the most widely used operating system.

Software Packages

Supporting software

Norton Anti-virus

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SPLASH FORM

This is splash form whenever the project will start it will appear first. In this the

progress bar appears for 3-4 seconds and then goes to another form.

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LOGIN FORM

This is a Login Form and only through this you can enter into the Project. The

person who knows the User Name and Password he will be treated as authorized

person and can access the project further.

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CHANGE PASSWORD FORM

This form is used to change the password. But only that person can change the

password who knows the old User Name and Password.

It is compulsory to fill the same text or number in the New Password and Confirm

Password fields.

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MDI FORM

This is a Multiple Document Interface Form and it consist all links to all the forms.

In simple word we can say that it is the Main controller.

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ADD NEW RECORD OF STUDENT

This form is used to add new Student in the database. In this form all l the personal

information about the Student filled. If we left any field blank it will display the

message”Fill all the fields”.

If you try to enter character in the Roll no, Phone no, Session field then immediately

it will display message” characters are not allowed”

While loading and after saving the Sregd_id will automatically increment by 1.

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ADD NEW RECORD OF EMPLOYEE

This form is used to add new Employee in the database. In this form all l the

personal information about the Employee filled. If we left any field blank it will

display the message”Fill all the fields”.

If you try to enter character in the Regd_id no, Phone no field then immediately it

will display message” characters are not allowed”

While loading and after saving the Sregd_id will automatically increment by 1.

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EDIT RECORD OF STUDENT

This form is used to update or delete the already saved Student record. When we

insert any value in the SRegd Number field it will automatically fetch all the data

corresponding to the SRegd Number. If no such SRegd Number exists then it will

display msg that “No such SRegd_id exists yet”.

We can also delete the Record in this form.

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EDIT RECORD OF EMPLOYEE

This form is used to update or delete the already saved Employees record. When we

insert any value in the TRegd Number field it will automatically fetch all the data

corresponding to the TRegd Number. If no such TRegd Number exists then it will

display msg that “No such TRegd_id exists yet”.

We can also delete the Record in this form.

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CLASS INFORMATION

This form is used to provide the information regarding class according to their

Session and Section. If any record exist in that particular provides information then

the list of students will be displayed in the List Box.

Otherwise Message “No record found” will be displayed.

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EMPLOYEE INFORMATION

This form is used find out all the employees according to their Job in the above given form we selected Job= Teacher then it will display all the teachers in the List view.If not any record found the it will display message “No Record exists”.

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FEE SETUP FORM

This form is used to Set and Update the Fee for the available classes in the school.

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STUDENT FEE FORM

In this form the fee of every student will be calculated Month wise and going to store

in the Database.

This form is also used to print the Fee form.

EMPLOYEE SALARY FORM

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This form is used to store, calculate and fetch data from Database about the salary

of an Employee. In this form manually you have to fill the basic Salary, TA, DA

then the total salary will be automatically calculated

STUDENT FINE FORM

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This form is used to calculate the fine of the students according to the lecture

delivered by the Teacher and the lectures attended by the Student. Leave days are

also considered in this case.

STUDENT MARKS FORM

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This form is used to store the marks of students and ate the end of the session it will

calculate the total percentage of the student. So in the end it helps to find the top

three positions by just looking at the report.

STUDENT SEARCH FORM

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This form is used to search any Student through his/her Sregd number.

EMPLOYEE SEARCH FORM

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This form is used to search any employee in the school through his/her regd_id.

CFD Level- 0

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Apply for admission Application form

Roll no.

Roll No

Feedback

Fee receipt

Appling for job

Selection for job And salary detail

Level -1

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SCHOOL MANAGEMENT

SYSTEM

STUDENTADMANISTRATIVE

OFFICE

Employee


Fee payment and issuing Roll no

Appling for admission Stu DB

Not Eligible

Eligible

Admission acknowledgement

Appling for job

Feed back Emp DB

Salary

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Student

Check Eligibilty 1.0

Account process 3.0

Check Availibality of seats 2.0

Employee


Level- 2

Account Process 3.0

Fee structure DB Salary structure DB

Amount Detail

Salary

Student Payment or Fee receipt Update

Stu DB Emp DB

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Mode of payment(check/cash)

Student

Mode of payment(check/cash) Employee


Level- 2

Check availability of seats 2.0

Marks DB Age DB

Enquiry

Availability of seats

Student is eligible or not

Tables

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Student

Check Eligibility criteria 2.0


ADD Student table: This table stores the basic information about the student

during the admission process.

Field Data type Description

Sregd_no Number(10) primary key Unique admission no of the student

Name Varchar2(25) Name of student

F_name Varchar2(25) Name of father

M_name Varchar2(25) Name of mother

Address Varchar2(30) Address of the student

Roll_no Number(6) Roll no assigned to student

Phone –no Number(15) Phone number of Student

Class Varchar2(20) Class of the student

D-O-B Date Date of birth of student

Category Varchar2(15) Category of the student

Sex Varchar2(5) Gender of student

D-O-A Date Date of admission

Sec Varchar2(5) Section of student

Session number(8) Year of admission

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ADD Employee Table: This table stores the basic information about the Employee

during the admission process.


Tregd_no Number(10) primary key Unique registration no of the Employee

Name Varchar2(25) Name of Employee

F_name Varchar2(25) Name of father

M_name Varchar2(25) Name of mother

Address Varchar2(30) Address of the Employee

Job Varhar2(10) Job of the Employee

D-O-B Date Date of birth of Employee

Category Varchar2(15) Category of the Employee

Sex Varchar2(5) Gender of Employee

Phone –no Number(15) Phone number of Employee

D-O-J Date Date of joining

Qualification Varchar2(20) Qualification of Employee

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FEE TABLE: This table is used to store the fee of the students. Admission fee and

Annual fee will be fetched from Fee setup Table.


Sregd_no Number(10) FK to Student

Unique registration no of the Student

Roll no Number(6) Roll no of Student

Name Varchar2(25) Name of Student

Class Varchar2(20) Name of Class

Address Varchar2(30) Address of the Employee

Admission Fee Number(8) Admission fee of Student

Annual Fee Number(8) Annual fee of the Student

Category Varchar2(15) Category of the Employee

Month Varchar2(5) Month in which fee will be deposited

Fee Number(8) Fee corresponding to Month

D-O-D Date Date of depositing Fee

Fine Number(8) Fine set according to D-O-D

Received Varchar2(5) Checks fee received or not

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FEE SETUP TABLE: This table is used to set the Admission fee and Annual Fee for

the all available classes.


Class Varchar2(15) Class present in School

Admission Fee Number(8) Admission fee of Student

Annual Fee Number(8) Annual fee of the Student

FINE TABLE: This table is used to store the fine of the students according to their

Attendance and Total lecture delivered.




T_L_D Number(8) Total lectures delivered

Atten_Lec Number(8) Attended lectures by a Student

Leave_Days Number(5) Leaves taken by the Student

Min-Lec Number(8) Minimum lectures required

F_P_L Number(5) Fine per lecture

Fine Number(5) Total fine

Received Varchar2(5) Checks received or not

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MARKS OF STUDENT TABLE: this table is used to store the marks of each and

every student.




Class Varchar2(15) Class of student

Sep_Test Number(5) Marks of Student in September tests

Dec_Test Number(5) Marks of Student in December tests

Mar_Test Number(5) Marks of Student in March tests

Percentage Number(5) Total Percentage of Student

SALARY OF EMPLOYEE TABLE: This table is used to store and calculate the

salary of an Employee


Tregd_no Number(10) FK to Employee

Unique registration no of the Employee

B_Sal Number(8) Basic salary of Employee

Name Varchar2(20) Name of the Employee

T.A Number(5) Traveling allowance

D.A Number(5) Dearing allowance

Total_Salary Number(8) Calculation of

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Basic+T.S+D.A

Paid Varchar2(4) Yes or No

Month Varchar2(5) Month in which salary calculated

Year Number(6) Year in which salary calculated

PASSWORD TABLE: This table is used to store the User name and password.


U_Name Varchar2(20) User name

Pass Varchar2(20) Password

TEST PLAN

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System testing is a critical process that can even consume more than fifty percent of

development time.

TESTING

The system development life involves the phase of testing and debugging after

the requirement analysis, designing and coding. The project on college

administration system is debugged and implemented successfully.

Two strategies of software testing adopted for the new systems are as follows:

1. Code testing

2. Specification testing

CODE TESTING

Code testing was carried out to see the correctness of the logic involved and

correctness involved and the correctness of the modules. Tests were conducted

based upon sample data, live data and artificial data. All the modules are checked

separately for assuring the correctness and accuracy in all calculations.

SPECIFICATION TESTING

It examines the specification stating what the program should do and how it

should perform under various conditions. This testing strategy is better strategy is

better strategy since it focuses on the way the software expected to work. The testing

approach is used in this project was the Top Down approach. The testing was

started from the top most modules and carried through the module at the lower

level. The amount of coupling between the interactive modules is very low and

cohesion in the modules is very high. The coupling usually found in the interactive

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modules is data coupling but few of the interactive modules also show stamp

coupling and control coupling. Most of the modules in the structure design are

functionally cohesive. However some of the modules are also sequentially cohesive

and some of the modules show communicational cohesion.

The testing approach involves the step by step testing of communicating modules

and testing of the system is carried out in different phases. These testing phases

involves Unit Testing, Integration Testing, Validation Testing and finally System

Testing.

Within each module, the functionally independent units are tested for validity and

corrective ness and then these functional units are tested together to carry out

integration testing. The integration testing results in the corrective ness and proper

functioning of individual modules.

After the Integration testing, the phase of Validation testing comes. In this testing

phase, the data requirements of the system are established as a part of software

requirements analysis are validated against the software that has been constructed.

Validation testing provides final assurance that software needs al functional,

behavioral and performance requirements. Black-Box testing techniques are used

exclusively during validation. After validation testing, the system testing is carried

out which is used in order to verify that all the elements mesh properly and that

overall system function/performance is achieved.

UNIT TESTING

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In this testing, each module was tested individually for all tactical units to rectify

errors and finally all the modules are integrated and tested. Dummy data is used for

testing.

INTEGRAED TESTING

The relationship between different modules was checked under this testing and all

the modules are integrated into single system and that system is tested with dummy

data.

USER ACCEPTACE CRITERIA

Once the above give testing is completed the system group tests the develops

prototype of the project and their suggestions are incorporated in the prototype

form the overall system.

FUNCTIONAL TESTING

In functional testing the structure of the program is not considered. Test cases are

decided safely on the basis of requirement or specifications of the program or

module as program is not considered for selection of test cases.

PERFOMANCE TESTING

The various modules of the system were checked and there performance was

compared with started set to find out deviation.

SRESS TESTING

Various test cases are taken to check how system reacts under the stress conditions.

IMPLEMENTATION AND CONVERSION PLAN

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Implementation means converting new system design into operational one.

Certain tasks are involved:-

1. Creation of computer compatible files.

2. Training and Operating of staff

3. Installation of Hardware

4. Installation of communication network etc.

SYSTEM IMPLEMENTATION

In the system implementation user training is crucial for minimizing resistance to

change.

1. Creation of User-Friendly manuals.

2. Data Dictionary

3. Job Performance aids

4. Communication information about the system and help screen etc.

TYPES OF IMPLEMENTATION

1. Implementation of computer system to replace the manual system.

Problems encountered in this implementation are as follow:-

a.) Conversion of files

b.) Creation of accurate files

c.) Training of user

d.) Verifying print outs for integrity.

2. Implementation of new computer system to replace existing one.

3. Implementation of modified application by replacing the existing one.

The project and the system are same we are not changing the whole system, only

certain modules are changed

CONVERSION

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Conversion means change of one system to another system is called conversion. The

objective of conversion is to put tested system into the operational while holding

three things.

Cost

Risk (if corruption of file is there, no change should be made)

Personnel irritation (if people working in ORG, do not want changes, then

conversion should not be done.)

Conversion involves following tasks:-

a.) Creation of computer compatible files

b.) Successful installation of hardware

c.) Successful training of operating staff.

(Which involves cost, risk and personal irritation at minimum?)

PROJECT LEGACY

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CURRENT STATUS OF THE PROJECT

The project in School Management perfects the requirements of the

Employee department and Clerical department. It reduces the manual work. It

speeds up the processing work. It is very beneficial the data is not scattered. It

incorporates to charging needs of users. It is user friendly in nature. It applies

checks in modules is the data consist in nature and reliable. Paper work is reduced.

Computer prepares all the reports.

REMAINING AREAS OF CONCERN

The School Management various other departments like Computer

Department, Examination Department, Library Department etc. these departments

have not been taken into consideration so they can be looked open

FUTURE RECOMMENDATION

The project lacks the inclusion of various departments. These

departments must be taken into consideration for a full fledge project.

CONCLUSION

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This Automation of Govt.Sen.Sec.School Dolike Dhure is made after checking

project workability in all respects. This system obviously wins over the old system,

which was very time consuming and inefficient. This will reduce overload of work.

The proposed system provides its best to solve such problems faced under manual

system.

The system is designed keeping in mind the present and the possible future

requirements of the management to make the system more flexible, proper

consideration has been given during analysis and design of the system. Hence the

system is capable of handling wide range of new enhancements.

The proposed system requires less manpower and less cost which result to reduce

the monotony and increase efficiency and gives high portability. It helps in taking

spontaneous decisions. At last but not the lease it saves time and gives us chance to

take important strategic decisions.

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BIBILIOGRAPHY

These various books consulted in the completion of this project are as follows:-

System Analysis and Design Elias M.Awadh

Software Engineering Roger Pressman

Mastering In Visual Basic Evengelos petrouros

Visual Basic in 21 Days Greg Perry

The reports were made using following Software:-

Microsoft Visual Basic 6.0

The operating system was used:

Microsoft Window XP

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Mca Project Report

Documents

administrative

description

school dolike

student unique

fee setup

display message

accessing

computer compatible