 SCOPE AND OBJECTIVE OF THE SYSTEM

Through this Institute Management System it is possible & easy to print various reports & fast
billing of all Student data.
Scope:
The proposed system for the Institute Management System will be developed In Visual
Studio .Net and MS Access 2007 will be used in backend. This new system will allow
users to quickly insert, delete, update and Retrieve data from the system.
This new system will allow security to data, by mean of authorizing users. Only those users
who have a valid user id and password can access the system. People who do not have
access rights cannot use the system and data Can be secured by means of unauthorized
access
The proposed system will have as mdi form, which will provide a Single page controls.
User can try accessing different options of System from single page itself. This will provide
easy to use software in term of GUI and time of User will be saved.
1. Maintain of master file of all items, customers, suppliers etc.
2. Data Entry for various transactions.
3. Printing of various reports & bills.

Objectives:
1. To document all items which should be purchase from suppliers.
2. To maintain the stock for particular items & suppliers.
3. To maintain the accurate & less time transactions through the system.
4. To get all related information quickly through the system.

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  PROPOSED SYSTEM

The existing tools do not consider all the factors that affect a project directly. The entire
process is built upon using just one or two parameters which do not give us complete and
desired results. So we need a system where we can deliver the correct results that would
ultimately lead to a position where the overall cost and time will be consolidated.

The proposed system contains their master & transaction entries in which user is
allowed to add, delete & edit records as per the privileges given by the system administrator.
Whole system should have menu driven so no confusion will create to users, whatever user
wants he get properly through the system. If user tries to make invalid entries while proper
message should display on the screen. System should be so simple & user friendly so that any
kind of user can handle it properly.

“Implementation is a project in its own right and it will benefit from controls that are
applicable to any project”. Implementation tasks – testing, file conversion, documentation and
training – require lots of planning and co-ordination. As an overview, testing for example
represents the last opportunity for preparing the system modules before their exposure to users
and the harshness of the real world. File conversion creates important technical and operational
requirements which have to be planed for by the designer. Poor planning may lead to delayed
or erroneous file creation. System documentation on the other hand ensures that the system
does actually reflect the proposed physical system. Finally training covers the retraining of
current staffs and the recruitment of new personnel.

 PROBLEMS IN EXISTING SYSTEM

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 Though the regular work regarding to Billing and Inventory Management System is
very systematic but still there are many problems.
1) Data Storage: -
Each and every data should have to be kept secure. Recording must be
perfect so it can become reference in future but storage and managing of
data is complicated.
2) Paper Work: -
Each and every record should have to be written on papers regularly, which
is very uncomfortable. Also bunch of papers should be stored regularly,
which require much space.
3) Man power:-
For all the work enough persons are require so that the process can be run
fastly.
4) Time: -
Each and every entry should be made on paper which should be referred for
some calculations. It is very time consuming.
5) Accuracy:-
There are many processes which include calculations on many reference
documents, which is job for human being.

6) Report: -
Each and every day many reports are required for cash and stock
verification. Preparation of these reports takes much time, which is also
hard job.

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  FACT FINDING TECHENIQUES

Fact Finding Techniques:

While designing the system preliminary investigation is very important and essential it is
building block of the system.

Following techniques does it:

 Observation.
 Interview.
 Questionnaires.
 Record View.

1. Observation:
When I went to shop I observed the each & every process which is going on there. I got
important information which is necessary to us while designing the system & I also understand
the current System flow very well.
2. Interview:
Much more information is gathering through this process in which some questions are asked to
the responsible person & also clear understanding about their requirements & brief discussion
is done with the owner. The result of this I became much friendly with the system.
3. Questionnaires:
To achieve the information about manual process I visited the organization staff & they
have given me the answers of my questions which gives me the satisfaction & help to design
the system.
4. Record View:
Also much of the information is gathered by reviewing the past & current documents which
gives an idea about the format & style of reports & bills are recorded, so I got idea about the
output documents & reports format which will be generate through our system.

 FEASIBILITY STUDY
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The feasibility study proposes one or more conceptual solution to the problems set for the
project. The conceptual solution gives an idea of what the new system look like. Three things
must be done to established feasibility.
Technical Feasibility:-
The system is technically feasible due to following reasons:-
As company has already partial hardware setup which require running the system successfully
by adding some new hardware.
The company has all require software, which running the system. So no need to buy any new
software.
Economical Feasibility:-
Economical feasibility to check whether the system is economically feasible or not. The
system is economically feasible due to following reasons:-
As the hardware and software set up is partially ready, so no need to buy all the hardware of
them for proposed system.
 There is no extra training session as the system is in regular environment.
 The user can produced report on demand of owner, which help them to take
very important decision. So it saves time and money.
Operational Feasibility:-
The system is operationally feasible due to flowing reasons:-
The design of system uses systematic approach and is also menu driven.
The system is very user friendly, so any new person who having fundamental knowledge can
operate it.
The owner has decided to upgrade the system therefore the system development has full
support of owner.
The system is based on Product Code so that there is no need to type item information at the
time of sale, only user have to take product and type code on it on the product code field.

 HARDWARE & SOFTWARE REQUIREMENTS

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 HARDWARE:-
“The entire physical equipment’s i.e. Input device, processor, output device
and inter connecting equipment of computer is called as hardware”

1) Pentium IV and Above

2) Min 512 MB RAM.
3) 20 GB Minimum Free Hard Disk Space
4) DVD ROM
5) Color Monitor
6) Printer (For print bills & reports)

SOFTWARE:-
“The utility programs which are required to drive the Hardware of the computer
are called software.”

1) Windows XP and Above

2) Visual Studio 2010(Front End)
3) MS Access (Back End)

 ER- Diagram
name
6
 address cid C_Name

id

student m m Cource
follow
s

Duration
follows

sid
name
pays
Subject
Student id

Lecture id
Payment
Assign to

lid
salary
lecture

L_Name

 Context Level Data Flow Diagram

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Students Management Generate Student
Reports
Generate Cource
Cources Management
Reports

Institution Generate Registration

Registration Management Reports
Management system
Generate Faculties
Faculties Management Reports

Generate Fee Reports

Fee Management

DFD Zero Level

 Data Flow Diagram

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Manage Student Details Manage fee profile

Manage branches
Manage Cource Details Manage details
Module

Manage faculties
Manage registration
Details
details

First level DFD

 Activity diagram

9
 star
t

Login institution management system

Check Check Check Check Check

permissio permiss permiss permiss permiss
n ion ion ion ion

Manage student Manage cource Manage Manage faculty Manage branch

registration

Logout from system

en
d

 Use Case diagram

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 Manage student

Manage cource

Manage registration

Admin
student

Manage faculties

Manage fee

Pay fee

 Sequence diagram

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 Student Cource Registration Faculties
Login Success management management management managements
Admin

add/edit student add/edit cource add/edit faculties

Maange student

Manage cource details

Manage registration details

Manage faculties details

 Component Diagram

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 Student

Cources

Institute
Mgnt System Registration

Faculties

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  Table Design:

1) Add Cource
Coloum Data Type Description
cid Number PK
Cource_Name Text
Duration Text

2) Add Cource Fee

Coloum Data Type Description

cid Number Pk
Cource_Name Text
Duration Text
Fee Number

3) Add Staff

Coloum Data Type Description

Sid Number Pk
Staff_Name Text
Qualification Text
Gender Text
Mob Number
Address Text
DOB DATE
DOJ DATE

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 4) Add Expence

Coloum Data Type Description

Eid Number
Expencename Text
Edate Date
Amt Number
Description Text

5) Addmition

Coloum Data Type Description

Sid Number Pk
StudentName Text
Gender Text
Mob Number
clgName Text
Sem Text
courceName Text
Duration Text
Fee Number
Pfee Number
Rfee Number
Batchtime Text
AdmitionDate Text
StaffName Text

6) Enquiry Student

Coloum Data type Description

Enquiryid Number
Studentname Text
Qualification Text
Clgname Text

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Date Text
FORM DESIGN

Login Form

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MDI Form

Add Cource:

17
 Add Cource Fee:

Update Cource Fee:

18
 Add Staff:

19
 Display Staff:

Enquiry Student:

20
 Display Enquiry Student:

Student Addimition:

21
 Display Student Admission:

22
 Add Expences:

ADVANTAGES & DISADVANTAGES

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1. streams of the company and its suppliers, so that they can It has few or no Since

production runs are very short, it is easier to halt production of one product type and

switch to a different product to meet changes in customer demand.

2. The very low inventory levels mean that inventory holding costs are minimized.

3. Production mistakes can be spotted more quickly and corrected, which results in fewer

products being produced that contain defects.

4. Despite the magnitude of the preceding advantages, there are also some disadvantages

associated with just-in-time inventory, which are:

5. A supplier that does not deliver goods to the company exactly on time and in the correct

amounts could seriously impact the production process.

6. An investment should be made in information technology to link the computer

sycoordinate the delivery of parts and materials.

7. A company may not be able to immediately meet the requirements of a massive and

unexpected order, since stocks of finished goods.

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  FUTURE ENHANCEMENT

 Implement this system for multi user Network & Infrastructure.

 Maintain the strong security in the systems.

 Use of Barcodes for various products & Barcode reader for reading &
billing

 SMS Alerts through the systems to customers for various new offers.

 Use of large capacity database for security & storage purpose.

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  CONCLUSION

At the beginning of the implementation phase of the system, it is being that

users are quit attracted towards new computerized system, but when they come to
know the miracles of the system. They become more and more interested and
preferred work with computer. But they don’t have sufficient knowledge about
computers.
This can be eliminated by providing training & testing about funds of
computers and its applications. The user gives position response towards new
computerized system, because decrease in their workload. When any system is
implemented then the user’s satisfaction gets first preference. The user’s
satisfaction means real implementation of system. The user gets satisfies only and
only when he required outputs.
The system generates error massage whenever required. The validation
facilities of the system totally eliminate the chance of wrong data entry.
A) A commendable features of the project.

• User friendly.

• Man hours saving.

• To an extent pays way for paperless office.

• Variety of report generation.

• Easy backup.

B) Key improvement areas and suggestion for further development. Though the system is very
useful for the concern organization but it can also be modified. In case of Bike Showroom
Management System that is used with computerization it is somewhat difficult to design each
& every part of computerization but proper modifications it is also possible so the system will
be beneficial.

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  BIBLIOGRAPHY

1. SOFTWARE ENGINERING: -
ROGAR PRESSMAN

2. SYSTEM ANALYSIS AND DESIGN: -

ALIN AWAD

3. THE BLACK BOOK OF VISUAL BASIC: -

A STEVEN HOLZER

4. MASTERING VISUAL BASIC: -

BPB PUBLICATIONS
[Link] Video Tutorials:-

[Link] :-

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