Project Report On “College Stationery Management System” Submitted in Partial Fulfillment of Bachelor of Computer Applications (BCA) (Semester V) UNIVERSITY OF PUNE
Submitted By
Tushar soni
Roll No. 229
Vijay Kumar Yadav
Roll No.254
ACKNOWLEDGEMENT I 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.
I also take this opportunity to express a deep sense of gratitude to Mrs. Vinaya Nimbolkar (Head of Dept., BCA, BCA, MITSOM) and Mrs. Kalyani Kalyani Belsare (Assistant, (Assistant, BCA, MITSOM) MITSOM) for her cordial support, support, valuable information information and guidance which helped me in completing this task through various stages.
I am obliged to staff members of MITSOM College, for the valuable information provided by them in their respective fields. fields. I am grateful for their 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.
Tushar soni
INDEX Serial number
1
Topic 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 Software Requirements Requirements 3
System Designing
3.1 E-R Daigram 3.2 Context Level Daigram 3.3 Data Flow Daigram 3.4 Data Dictionary 4
Form Desigs(with input values)
5
Advantages and Limitation Limitation
6
Bibliography
INTRODUCTION Every college needs stationery products to carry out the day-to-day activities which involves the use of various stationery products such as registers, files, pens, printing papers, papers, erasers, pencils, pencils, markers markers and many other things. things. However, most most of the colleges maintain a register for recording the transactions related to the stationery products purchased for the college. Very few colleges use an automated system software to carry out stationery products related activities. College Stationery Management System provides an application software t o 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 requisition to suppliers, suppliers, generate purchase purchase orders for for suppliers and 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 o f 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, 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 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 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 level 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 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 professional to use this system.
We have made a very user friendly interface so that it can be easy to access.
HARDWARE AND SOFTWARE REQUIREMENTS
Hardware Requirements Requirements
Processor
Processor Speed RAM Hard Disk Keyboard Monitor Printer
Software Requirements
Operating System
:Windows XP/Windows 7/Windows 8
Front End
:Visual Basic 06
Back End(Database) End(Database)
:Microsoft Access 2003/2007/2010/2013 2003/2007/2010/2013
Network Specification
: Intel Dual Core/ Core 2 Duo/ i3/i5/i7 : Minimum 1GHz : Minimum 512MB : Minimum 4GB : 104 keys : 15” color 15” color monitor : Color/Black and White and Laser/ Ink Jet/ Dot Matrix
This software is a stand-alone system and does not have networking capabilities which can be overcome in the next version of this system.
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.
CONCLUSION Time and money are one of the most important factors to any organization. Implementing such a 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.
FACT FINDING TECHNIQUES Analysis of the new system is very important to conduct before making the actual product. It is important important to collect collect the facts and relevant information 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 The specific methods methods for finding finding information information of the system system are termed termed as fact finding techniques. The analyst may use more than one o ne 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, accounts, bills and other such records records helped to to create a user friendly system and it helped to create the application specifically specifically for the needs of the user.
Observation
Observation technique technique involves the view of processes involved in the stationery department department of the college and noticing the minute details of their procedures to develop the application application with accurate accurate information. 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-ordinated with the accounts section specifically to accept the bills and maintainence.
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 system or not depends depends on its feasibility feasibility study. 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. 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 requirement on which the application is to be used upon. It is important to consider the budget of the system or the 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 Basic 6.0 and back-end tool is Microsoft Access 2003 for storing/maintaining 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 b e 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 doesn’t get the developers or the college in legal problems under copyright acts or others. Utmost care has been taken that the the current software software is free from all such legal troubles troubles and the source code is not copied from anyone. We have made sure that the project undertaken undertaken will meet meet all legal and ethical ethical requirements requirements before the project is on the table.
Schedule/Time 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? success? If not, then what what will be the effects effects on the cost cost for the software?
DATA DICTIONARY Admin Table
Fields A_name password Phone_no Address
Data type Text Text Number Text
Description Admin name Admin password password Admin Contact City
Supplier Table
Fields S_ID S_name S_address S_contact Credit_limit Credit_li mit
Data type Number Text Text Number Number
Description Supplier ID Supplier Name Supplier Address Supplier Contact Credit Limit
Data type Number Text Text Text Text Number Text
Description Staff ID Staff name Type(Permanent/Visiting) Type(Permanent/Visiting) Designation Department Name Staff contact Staff Login password password
Staff Table
Fields Staff_ID Staff_name Staff_type Designation Deptname Contact password
Product Table
Fields Product_ID Product_name Product_name amount
Data type Number Text Number
Description Product ID Product name Product amount
Data type Text Date/time Text Text Text Number Text Number Text Number
Description Request ID Request date Admin name Staff name Product No. 1 Product quantity Product No. 1 Product quantity Product No. 1 Product quantity
Data type Number Text Number Date/Time Text
Description Product ID Product name Product quantity Product Delivery date Supplier name
Requisition_form Table
Fields R_ID R_date A_name Staff_name Product_1 P1qty Product_2 P2qty Product_3 P3qty Stock Table
Fields Product1_ID Product_name Product_name pqty Delivery_date S_name
Quotation Table
Fields Q_ID Q_date A_name S_name Product_1 P1amt Product_2 P2amt Product_3 P3amt Total_amt R_ID
Data type Number Date/Time Text Text Text Number Text Number Text Number Number Number
Description Quotation ID Quotation date Admin name Supplier name Product 1 name Product 1 amount Product 2 name Product 2 amount Product 3 name Product 3 amount Total amount Requisition Requisitio n ID
Data type Number Date/Time Text Text Number Number Text Number Number Text Number Number Number
Description Bill ID Bill Date Admin name Product 1 name Product 1 amount Product 1 quantity Product 2 name Product 2 amount Product 2 quantity Product 3 name Product 3 amount Product 3 quantity Bill amount
Bill Table
Fields Bill_ID Bill_date A_name Product_1 P1amt P1qty Product_2 P2amt P2qty Product_3 P3amt P3qty Bill_Amount
SCREENSHOTS
Login Page (For Admin):
Login Page (For Staff):
Main Page (For Admin):
Main Page (For Staff):
Administrators Administrators View:
Staff View:
Supplier View:
Requsition 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. 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 can’t be connected to the internet Data loss can occur due to technical issues so it is necessary to make backups at regular 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
