mca project report
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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.
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Automation Of School Management
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
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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.
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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.
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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.
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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.
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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.
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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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Automation Of School Management
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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Automation Of School Management
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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Automation Of School Management
FEE SETUP FORM
This form is used to Set and Update the Fee for the available classes in the school.
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Automation Of School Management
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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Automation Of School Management
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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Automation Of School Management
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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Automation Of School Management
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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Automation Of School Management
This form is used to search any Student through his/her Sregd number.
EMPLOYEE SEARCH FORM
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Automation Of School Management
This form is used to search any employee in the school through his/her regd_id.
CFD Level- 0
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Automation Of School Management
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
Automation Of School Management
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
Automation Of School Management
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
Automation Of School Management
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
Automation Of School Management
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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Automation Of School Management
ADD Employee Table: This table stores the basic information about the Employee
during the admission process.
Field Data type Description
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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Automation Of School Management
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.
Field Data type Description
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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Automation Of School Management
FEE SETUP TABLE: This table is used to set the Admission fee and Annual Fee for
the all available classes.
Field Data type Description
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.
Field Data type Description
Sregd_no Number(10) FK to Student
Unique registration no of the Student
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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Automation Of School Management
MARKS OF STUDENT TABLE: this table is used to store the marks of each and
every student.
Field Data type Description
Sregd_no Number(10) FK to Student
Unique registration no of the 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
Field Data type Description
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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Automation Of School Management
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.
Field Data type Description
U_Name Varchar2(20) User name
Pass Varchar2(20) Password
TEST PLAN
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Automation Of School Management
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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Automation Of School Management
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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Automation Of School Management
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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Automation Of School Management
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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Automation Of School Management
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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Automation Of School Management
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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Automation Of School Management
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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Automation Of School Management
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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