Management Information Project
NAME D.P.S.SHANAK D.P.S.SHANAKA A R.V.L.N.WITHARANA A.P.B.PRASAN A.P.B.PRASANNA NA Y.L.S.KUMARA .L.S.KUMAR A
INDEX 7500
REG.NO 2003/S/8959 2003/S/89 59
7517 8293 8355
2003/S/9018 2005/S/9691 2005/S/96 91 2005/S/9635 2005/S/96 35
T.K.S.JANAKA .K.S.JANAK A
8353
2005/S/9613 2005/S/96 13
H.K.G.A.B.MADUSANKA H.K.G.A.B.MADUSANKA
8213
2005/S/9648
D.D.C.HETTIGE D.P.WIJAYAPURA H.E.R.SURANGA D.S.RANASINGHE
7900 8303 8187 8294
2004/S/9236 2005/S/9770 2005/S/9745 2005/S/9705
Table of Contents Content 1. Problem definition 2. Feasibility study 3. Requirements specification
4. Designing Architectural design Procedural design Database design Interface design
Page no
1. …P …Pro robl blem em Defin Definit itio ion… n… Almost every activity in the world today is controlled by computer driven software programs. This trend was first accommodated by engineering applications in the past. Howe Howeve verr, as the the life life style style becam becamee more more and and more more comp comple lex, x, every every area area of huma human n interact interaction ionss was invade invaded d by various various softw software are system systems, s, such such as real time, time, busin business ess,, simulat simulation ion,, embedd embedded, ed, web based, based, person personal al and more more recently recently,, artific artificial ial intelli intelligen gence ce software etc. According to the above facts, managing and maintaining a book shop could also be controlled by efficient software. This project focuses attention on designing efficient and reliable software which controls the transactions of a bookshop. In real world, it tends to associate with automated systems as they provide many benefits than doing the same thing in manually. As above mentioned, here we have introduced a system which can be used to maintain a bookshop. When we are concerning the manual process of a bookshop, the major problem is the waste of time. A customer has to waste his/her valuable time when he needs to buy a book as all the events such as searching, purchasing are done b y members of the staff .In briefly brie fly,, the manual process is very slow. But automation will reduce the time taken in the whole process. In a bookshop we should deal with a large store. Then person (storekeeper) has to maintain it with documents which are recorded by him. Therefore, there may be defective reports. Also company has to appointed more persons to complete the maintenance of the stationery. stationery. Then the company has to have an additional cost. As we familiar with this this type of system system at instance we will be able to have the results that we want. Communication with suppliers, customers and other related organizations will be more successful as the system is so fast. When the bookshop issues an item to a customer, all the stages of the transaction procedure will be facilitated by the system & it will be more accurate.
2. …F …Fea easi sibi bili lity ty Stu Study dy… … Feasibility study is the measure of how beneficial or practical the development of an information system will be to an organization. The Feasibility analysis is a cross life cycle activity and should be continuously performed throughout the system life cycle. Feasibility tests; Operational feasibility By automating the book shop both the customers and employees will feel better than when it was manual. Users will get a very quick service by reducing the manual recordings. Also employees will feel comfortable by reduction of their work. Recording Recording errors will be reduced. reduced. Easy to handle a large large database. database. Losing of records will be avoided. Considering all these factors we can conclude that all the users and end users will be satisfied by the system.
Technical feasibility For the design and development of the system, several software products have been accommodated. Database design – MySql • Interface design – Visual Basic 6.0 • Coding – Visual Visual Basic 6.0 • These software have the enough efficiency in producing the system. Therefore the project is technically feasible.
Schedule feasibility The duration of time required for the project has been planned appropriately and it is the same as the duration duration of time expected by the customer customer.. Therefore the product can be delivered to the customer within the expected time duration, satisfying the customer. Hence the project is feasible in scheduling .
Economic feasibility According to the resources available and the project scheduling process it is estimated that the expenses allocated for the software to be developed, by the cust custom omer er is suff suffic icien ientt enou enough gh.. Henc Hencee the the econo economi mical cal facto factorr has has been been considered feasible.
…Requirement Specification… Table of Contents 1. Intr Intro oduct ductio ion n 1.1 1.2 1.3 1.3 1.4
Purpose Scope Defi Defini nitio tions ns,, Acro Acrony nyms ms,, and and Abbr Abbrev eviat iatio ions ns Document ov overview
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2. gene general ral chara charact cteri erist stic icss 2.1 2.2 2.3 2.4 2.5 2.6 2.6
Introduction Product Pe Perspective Product Function User Ch Characteristics General Co Constraints Assump sumpti tion onss and and Depen epend denci encies es
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3. Speci Specific fic Requ Require ireme ment ntss 3.1 3.2 3.2 3.3 3.4 3.5 3.6
Functional Requirements Exter xtern nal In Interf terfac acee Req Require uirem ments ents Perf erformance Re Requirem rements Design Constraints Attributes Other Requirements
Appendix A: A: Data Flow Diagrams Diagra ms
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1. Int Introduct uction ion Purpose
The purpose of this document is to give an understandable overview of all the software requirements gathered from the Madhara shop. This includes all the functional, functional, performance, interface design and verification requirements requirements for the software to be developed Scope
The scope of this project is to describe the software requirements of the automated system of the madhara Book shop in accordance with the product specifications stated stated in the systems systems requir requireme ements nts specifi specificati cations ons docume document. nt. The delive deliverab rable le product will give the customers a quick and comfortable service. It will be include, o Software System: this will be a software product based on a XXX-GB stor storag agee devi device ce with with a grap graphi hica call user user inte interfa rface ce to make make easy easy all the the transactions carried out by the book shop, giving all searching facilities to make easy the customers to find the required books and update all the transactions in to the database. Software Software Documentatio Documentation: n: Complete Complete and clear understand understandable able document document o which will provide future maintenance and modification instructions of the software. o Operations manual: Describes the necessary instructions to operate and maintain the system to the management of the book shop. o User manual: a hand book to be hand out to all the system users of the book shop explaining how to use the system including diagrams to show the steps to be followed. Definitions, Acronyms and Abbreviations Automated : making easy to use by computerizing Byte: unit of memory storage in machine needed to store one character Computer System: computer equipment and program that accomplish a set of objectives Customer : people buy books from the book shop Data base: information relating to the complete system Data dictionary : A data structure that stores meta-data, i.e. data about data. Data flow diagram: A graphical notation used to describe how data flows between processes in a system. Data flow diagrams are an important tool of most structured analysis techniques. Designer : DFD: Graphical User Interface: the use of pictures rather than just words to represent the input and output of a program. memor y in a computer, 1MB=1024 bytes MB, Mega MB, Mega Byte Byte: unit of memory Menu: what a customer sees on the personnel computer Menu driven: having various menu options to select the appropriate option Modular programming : constr constructi uction on of program programss in sessio sessions, ns, each of which which performs a single function Process: unit of work perform by the system Prompt : a message displayed on the screen asking a response from the user Standard wait time: maximum time allowed for the customer to respond to a prompt
Status inquiry : a status statement about the book shop made by the management SRS : stands for Software Requirements Specification SYS : stands for System Requirement Specifications document User : people who uses the final product. Here it is management and the cashiers User friendly friendly: simple to use the system by any untrained users
Document Overview This document contains three major sections and two appendices. 1. Section Section 1 provides provides an overvie overview w of the entire entire SRS SRS document. document. (Introdu (Introduction ction))
2. Sectio Section n 2 describ describes es the prod product uct to be be produce produced. d. Product perspective Product activity User characteristics General constraints Assumptions and dependencies • • • • •
3. Secti Section on 3 give givess the the detai detailed led descri descripti ption on of the the speci specifi ficc requ require ireme ment ntss of the the automated Book shop software. Functional requirements – these includes inputs, process specs, and outputs for each process in the data flow diagrams. The inputs and outputs are direct references to the data dictionary. External interface requirements Performance requirements Design constraints Attributes Other requirements •
• • • • •
4. Appendix A contain the data flow diagrams
2. Gen Gener eral al Charac Character terist istics ics Introduction This This sectio section n introd introduce ucess the softw software are and includ includes es the charact characteris eristics tics and the constraints effecting the product and requirements. Product Perspective
Product Function The MAdhara Book Shop System will perform perf orm following functions. User Identification Select service Record purchases Record sales Search for existing books Calculate budget Prepare stock evaluation Display stock details User Characteristics The users (Book shop officers) should have a basic computer literacy to work with a computer. computer. The users of this software should be well trained and should given the relevant user documentation, reference materials and instructions. The user should be able to follow simple instructions given by the system. General Constraints The following are the general design constraints
charac ter. Data encoding scheme: ASCII character. Total available memory for programming, logic, tables etc as specified in
this document should not be exceeded. Assumptions and Dependencies
The bookshop’s bookshop’s database is accessible in real time The bookshop’s bookshop’s database will be modified to identify accounts. a ccounts.
3. Sp Spec ecif ific ic Requ Requir irem emen ents ts Functional Requirements Requirements
Login to the system (DFD Process 01) Introduction The customer will enter his/her user name and password and click “Login”. This will verify whether the customer exists and the validity of the password. Inputs User Name Password Processing Once user clicks ‘Login’ If username is empty Prompt “username cannot be blank” Else check the username with the users table If username does not match with table Prompt “Invalid User” Else match the password with the users table If password does not match the character length Prompt “Password should contain 6 characters” Else if does not exists Prompt “Invalid password” Else if Login to the system Prompt “Successfully logged in” Outputs Enter to the system Message box to indicate successfully logged.
Handle transactions transactions Introduction This will allow the user to do purchases, sales, return inwards and return outwards and it will automatically update the database. Inputs Book Number Transaction Type Transaction Quantity
Processing Once the user presses enter Check the Book Number If Book No is blank
Prompt “Book No cannot be blank” Else if Book No does not exists Prompt “Item does not exists” Else if Display Book Title and Stock Balance Enable the update button When user clicks on update button If transaction type is i s ‘Purchases’ or or ‘return inwards’ Update database (Stock balance=Stock balance + transaction qty) Prompt “transaction completed” If transaction type is i s ‘sales’ or ‘return outwards’ Update database (Stock balance=Stock balance - transaction qty) Prompt “transaction completed” Outputs Update database Message box to indicate the transaction was completed
Search Introduction This allows user to search books available on the database by category, title, number or author. Inputs Search type Book category Processing When user clicks ‘Search’ If search type is by number, title, author or category Search database Display book title, category, author and price Outputs Book title Category Author Price
Generate reports Introduction This provides user to generate the stock valuation report. Inputs Click print report
Processing When user clicks on the print button Print report Outputs A printed report of the stock valuation
Handle users Introduction Inputs Process Outputs
Handle items Introduction Inputs Process Outputs
External Interface Requirements
User Interfaces The system users are The book shop management as the system administrat ors Book shop cashiers as the normal users System administrators The administrator logs on to the system by inserting administrator user name and password. Administrator can do any transaction as well as editing all details inside the database such as adding, editing and deleting a new user or adding, editing and deleting items. System users System System user userss are are the the ones ones who who at the the cash cashie ierr and and do trans transact actio ions ns with with customers. The users have to enter the user name and password and click on ‘Login’ button. If user makes any mistake the system will ask for the correct username and password until he enters the correct one. When the user wants to do any transaction user has to click on the menu icon on the main menu. Then the transaction window will open. User has to enter the Book No and press enter. Then user has to select the transaction type and the the quan quanti tity ty.. Then Then clic click k on the the upda update te butt button on.. Then Then the the sys system tem will will automatically update the database according to the transaction type.
Hardware Interfaces The Book Shop System is having the following hardware . Book shop main computer Other pc’s Software Interfaces System will interact with the system database to record all transaction data. Performance Requirements The response time for menu changes will be not more than 3 seconds. The time for search for a book will not more than 3 seconds. The time to print the stock valuation will not be more than 3 seconds. The time taken to update the database or get information from the database will not be more than 2 seconds. The time taken to prompt message boxes will not more than 2 seconds. Design Constraints The system is based on menu driven interfaces. Menu selection will be done by using the mouse and the key board keys. Conf Confirm irmat atio ion n mess messag ages es on taken taken actio actions ns,, inpu inputt accep accepta tanc ncee and and error error conditions will be displayed after each input. Error messages will be displayed at the time of detection of input errors and the system errors. Attributes Qualities of the product Reliability The The sys system tem is thor thoro oughl ughly y tes tested ted at the the tim time of deliv eliver ery y so that that computational errors are minimized. Maintainability To make ease of maintain the system to the Book shop administrators the user user manual manual and the system system manual manual is provid provided ed at the delivery delivery.. Each module is designed independently so that at any change of a request can be modified easily. easily.
Security Only the administrators have the authority to edit details in Users and Items tables. No one can enter the system without a username and a password. Normal system users cannot access the Administrators login. All deleting actions are notified by a message box asking to confirm deletion.
Appendix B
E.R. Diagram
Partici a
3.
Su
lier s n o i t c a s n a r T Partici a
Supplie
Customer
Books
B u s
s e o D
…Designing… 4.1 Architectural design The system architecture can be centralized or decentralized (distributed). This system is designed to be centralized. That is we have chosen the repository model as the system architecture for the system. It is an efficient way to share large amounts of data. There’s no need to transmit data explicitly explicitly from one subsystem subsystem to another another.. Also, activities such as backup, backup, recovery recovery,, access control are centralized. They are the responsibility of the repository manager. Tools can focu focuss on their their prin princi cipl plee func functio tions ns rathe ratherr than than be conc concer erne ned d with with thes thesee issu issues es.. Moreover, it is straightforward to integrate new tools given that they are compatible with the agreed data model. However, it may be difficult or impossible to integrate new subsystems as their data models do not fit with the repository format. Also, evolution may be difficult as large volume of information is generated according to an agreed data model. Translating this to a new model will certainly be expensive. In addition, different subsystems may have different requirements for security, recovery, and back up policies. The repository model forces the same policy on all subsystems. .
4.2 Procedural design
Context diagram Payment details
Receipt
Customer
Customer List of books
Request for a book
Management
Book details Employee details
Supplier
Order details
Automated book shop
Payment details
Supplier
Budge
Management Reports
Flow chart 01
Flow chart for Login
Flow chart for transactions
Flow chart for handle users
4.3 Data base design
My Sql was the software used to create the database. The database contains two tables namely Items and the Users. Items Table Field Name Book No Book Name Author Price E.O.Q Stock Balance Category Store Location
Data type Var char Var char Var char Var char Number Var char Var char Var char
Length 10 30 20 05 05 05 20 10
Users Table Field Name Employee_ No Employee Name Employee ID Password Employee Address
Data type Var char Var char Var char Var char Var char
Length 05 20 05 06 50
4.4 Interface design
Visual Visual basic 6.0 was used to t o design and implement the user interfaces.
