Project Report School Management System

ABSTRACTS Salient Features: 1. Reduce complexity through automation. 2. User-friendly environment to operate on. 3. Compatible to all platforms. 4. Improve Administration/Accounts department’s efficiency 5. Improve Management reporting, maintaining capabilities. 6. Enhance Users satisfaction and productivity

SECURITY: 1. Single window for entire application. 2. Module wise accessibility.

1

MODULES OF SDMP

New Records

Edit Records

Fee Status

Fee Records Sdms

Cash Details

Student Details

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INDEX S.NO 1

TOPIC DESCRIPTION OF THE SYSTEM

PAGE NO. 1-3

2

NEED OF THE SYSTEM

4

3

FEASIBILITY STUDY

5-6

4

SCOPE OF THE SYSTEM

7-8

5

OBJECTIVE

6

OPERATING ENVIORNMENT

7

HARDWARE & SOFTWARE REQUIREMENT

8

SYSTEM REQUIREMENT

9

DFD’S

15-17

10

ER DIAGRAM

18-21

11

FLOW CHART

22-24

12

BLOCK DIAGRAM

13

FILE DESIGN

26-30

14

MENU CHART

31-32

15

SALIENT FEATURESOF THE SYSTEM

33-34

16

CODING

35-64

17

IMPLEMENTATION STRATEGIES

65-66

18

TESTING

67-70

19

USER MANUAL

71-73

20

LIMITATIONOF THE SYSTEM

74-75

21

BIBLIOGRAPHY

9-10 11 12-13 14

25

76

3

INTRODUCTION TOPICS COVERED

I. DESCRIPTION OF THE SYSTEM II. NEED OF THE SYSTEM III. FEASIBLTY STUDY IV. SCOPE OF THE SYSTEM V. OBJECTIVE VI. OPERATING ENVIRONMENT

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DESCRIPTION OF THE SYSTEM

The project is titled "SCHOOL Data Management System". This package once developed will help the school/institute to manage various details pertaining to its students. This will help accounts department in maintaining the details related to the fees & basic details like their security deposits, conveyance and etc, it will also help management or we can say administration department in maintaining students basic details as well as keeping a check on fees details. This package is basically developed for the authorities of the school/institute to make their task easier or we can say this package automate their tasks like maintaining students personal details, marinating cash details, printing of receipts. This package helps the administrative & accounts department in maintaining the students personal & fees related details. The details of the system are as follows: It is basically a Database management package for the authorities of the school/institute like management, accounts & administrative department. All the details of the students & the daily work of various departments are managed by the package i.e. Personal details, Cash details, Fees status, printing of receipts etc. The package is by the name of School/institute Data Management Package. Package helps the various departments in maintaining & manipulating the data. School/institute data are divided into Personal information, Cash details, fee status & etc it helps in manipulating the divided parts of the data. Modules of the system: • • • •

Personal Information / Student details Fees Details Fees Status Report Generation

Personal Information / Student details: This module helps in managing the personal information of the students like their Name, Address, Phone no., Roll no & etc. The package helps in adding the personal records, editing the records, retrieval of records, report generation & etc.

Fees Details: This module helps in managing the fees details of the student like their tuition fees, security, late fees & etc. The basic purpose behind the development of this module is printing of receipts of the fees paid by the students. Fee Status: This module helps in managing the fees records of the students like how many have paid their fees & how many are yet to pay their fees & what is the receipt no. of the student who have paid their fees. Basically this module generates the list of all the students who have paid their fees & it also generates a list for those students who haven’t paid their fees.

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Report Generation: This module is basically all about report generation; in this package quite a few reports are generated which are embedded in the form like student details, cash details & etc. Functions performed by the package: This package helps in managing the student information like their Name, Roll no. annual charges or we can say personal details, it also manages their fees details, receipt generation & etc. The package helps in adding the official records, editing the records, retrieval of records, report generation & etc. •

•

•

•

Security:

The package provides security by the help of Username & Password, the package has been designed to be used on a stand-alone system & by specific user hence there was no need for multi-user approach. Maintenance & Manipulation: The package helps in maintaining & manipulating information pertaining to students & daily activities of the school/institute authorities for e.g. maintaining students personal details, fee structures, maintaining cash details, fees status & etc. Search: This facility help in searching the required record from the database, package has the provision of searching of the record through admission no. which is Primary Key & through the name & class of the student. Help: This facility provides for help for the usage of the system. It provides help to the novice regarding the usage of the package.

The School/institute Data management Package provides the user of the System with a window like interface. The Front end of the package is developed in VB i.e. Visual Basics, Back end is made in MS Access.

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NEED OF THE SYSTEM

The Package is developed to help the department maintaining the student details, earlier the records where maintained manually, with the help of this package the concerned departments will be able to improve the productivity, reduce the time, cost factors associated with the system. The automation of the system will help the organization in proper maintenance of the record, less manpower, less man-days, less cost, proper & accurate functioning. The basic need for the package was to automate the whole procedure of maintaining of student details, earlier it was all done manually. By developing this package lot of burden was removed from the department, which was maintaining students details. It improved the efficiency, reduced the cost, and reduced the time need to do the work manually. With the help of this package the past details of the students can assessed and reports can be generated on this details. In brief we can say this system was required to automate the processing of students details, which was done manually before the development of the package. Earlier all the information / data pertaining to the students was maintained manually or we can say it was on paper, hence it created a problem for the organization/ school, how to manage it properly. With the help of this system the organization/school is able to maintain the data properly & accurately. Why System was build…? • • • • • •

Earlier, data pertaining to students was maintained manually. Manual system was not efficient. Cost of maintaining data manually was bigger or huge. Large manpower was required. The procedure was error prone, it was not accurate. Manual system was not suited for electronic exchange of data.

Solution…? The solution for all this problem was to automate the system, automation of the students data maintenance would reduce the manpower, man days will result in accurate data & above all increase the efficiency of the concerned department.

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FEASIBILITY STUDY

Feasibility is the test of the system it helps in deciding whether it is viable to go through the project or not. Feasibility study studies the system & tells whether to develop the system or not. In lay mans terms it can be described as the test of the system & if the system passes in the test then it is viable to develop the project otherwise not or we can say feasibility study check’s whether project is feasible or not. Feasibility has four solid dimensions: 1. 2. 3. 4.

Technology Finance Time Resources

The feasibility of the system “ SCHOOL Data Management System ” is viewed with the help of these four dimensions. Technology: This system uses one of the simplest technologies in use, for the development purpose it uses simple to use & easily available technology. This system is based on windows like interface, which is very easy to use. The package is been developed for the department, which is not very familiar with software hence technology used, must be easily understandable, because of which windows like interface has been chosen. The technology used in this project is VB i.e. Visual Basics 6.0, M S Access & DAO controls. Visual Basic helps in providing windows like environment. This system uses menu-based approach in which every thing is given with the help of menus. Finance: This dimension measures the system in respect to money or we can say funds. This dimension checks whether its viable to spend the required amount on the system or it will be a waste. There is no problem of finance in this project because it uses simple technology, which is very easy to install. This system is been developed for a standalone computer hence for this system hardware requirement is very low. For this system to be developed & installed properly we require very easily available technologies & very basic hardware and all these requirements doesn’t cost much. Time:

This particular dimension measures the systems worth in respect to time, which is one of the most important factors to be considered. In this project time factor is very important this system is scheduled to be installed in one months time. This system is not very big & hence can be completed within the time period it requires approx. 30 man-days of work. Time is a crucial factor to be considered & we can say this system can be developed within the required time period.

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Resources: This dimension takes into count the recourses required to develop the system. For this particular system the resources required are quite nominal which can be fulfilled, the resources required for this system are basic hardware, an operating which is compatible with VB.

With the help of all these dimension we can measure the feasibility of the system & can decide whether to go forward with the project or not. By take in count the dimension & their role in this particular system we can say this system is feasible from all these dimension point of view & it is viable to go through the project.

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SCOPE OF THE SYSTEM

Scope of the system measures the scope of the project, which is going to be developed. Answering following aspects can answer the project scope: 1. 2. 3. 4.

Context Information objective Function & Performance Interfaces

The system “SCHOOL data management system” is a data management of students. All the details of the students are managed with the help of this package i.e. their Personal information, fees information & their report generation, with the help of this package the organization can maintain & manipulate students data. This package has the provision for adding new records, editing old records, viewing the database, searching facility, report generation, help i.e. how to use the package & etc. Scope of the system can be measured with the help of the dimensions. Context: This project is related to management of students data and the daily activities of the authorities with the help of this package the user of this package, which is the department i.e. administrative will be able to maintain the data through the computer which will help in increasing he efficiency, accuracy of the department as well as help in electronic inter change of the data. Administrative department can use this package to check for the details of the students, whether they have paid their fees amount or whether it is due to them, through which receipt no. it was paid they can study the past records analyze the trends. Information objective: Basically this is related to the Inputs & Outputs to the system. In other way we can say it is related to the inputs required by the system & outputs generated by the system. This package is basically data management package, in which the inputs given by the user is itself the output of system it performs few calculation like the total cash received from the students. We can say it is data management package, it provides the user with front end which is very easy to use. 1. Inputs: The input to the system is username & password for the system security, their Personal details like Name, Address, Phone number, admission details, roll no for data management, their fees details like admission fees, tuition, computer fee & etc . 2. Outputs: The output for this system is the maintained records, personal details, fees details, fee status & report generated. The outputs of the system are the records that were added in the database as well as the reports that are generated with the help of he data in the database.

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Function & Performance: This dimension measures the scope of the system with the help of functions & performance of the system. The basic function performed by the system is of data management & report generation. The system performs various functions like: 1. Security:

The first function of the system is to provide security from unauthorized access to the data, which is provided with the help of user name & password at the beginning of the package. This system is been developed for a single user hence no rights are employed or we can say administrator is only the user. 2. Data maintenance: The most important function of the system is to maintain student data, the data is maintained with the help of different menus like adding, editing, viewing, searching & etc. There are different kinds of data in the system like personal information, fees information & cash details with the help of the front end data is managed. 3. Report generation: The last function of the system is to generate reports of the data like student details report, cash report, fee status report & etc. With the help of this report the data can be electronically exchanged as well as the reviewing of policies can be done with the help of reports. These are some of the basic function performed by the system “Student Data Management”. Interfaces:

Interfaces are the link between the user and the system, basically we can say interfaces are the objects through which user of the system interacts with the system. This system has different interfaces through which user interacts with the system they are: 1. Login interface: This is the first interface in which user is required to enter the username & password if the password is correct then access is granted otherwise not. User has got three attempts to enter the correct password; if he is not able to enter the correct password in three attempts then the system is exited. 2. Data maintenance: This is the most important interface in the system in which the user interacts with the system to store the data or to retrieve the data from the database, this interface has got many sub parts like addition of records, editing of records, searching of records & etc. 3. Reports: This interface is the output for the system in which the user receives the results or output, which is required in the form of reports like cash details, student details & fee status.

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OBJECTIVE The following are the main management ":

objectives

of the project

titled "Student

data

The package provides the means of security, which makes sure that only the concerned modules and screens are accessible to the particular department after verifying one's validity and all other modules and screens remains disable. The package is meant to maintain and provide complete details about students such as personal details, their fees details and cash details.

The basic objective of the system is to manage the student’s data efficiently & accurately. It provides the user of the system with personal details of the students their name, address, phone & etc, it provides the user with fees as well as cash details of the students, how much they have paid, what is the status of the fees i.e. how many have paid fees & how many are yet to pay the fees. It also provides the user with details of cash like conveyance details. “ Student data management ” package is a Management & Information project, which has these objectives: Student data management will be highly user friendly, management information system that will not help only Accounts, Management & Administrative system to gather, communicate, computerize but also help to act on critical information much faster and in a better manner. The solution envisages linking of different departments to streamline the flow of data and timely availability of information at both the ends. Further, it also aids in generating, maintaining user definable Queries, Reports. Salient Features of the application will be as defines below: 1. 2. 3. 4. 5. 6.

Owner of data to be the owner of the database Capture of information at the source of generation Sharing of data Minimizing duplicate work Reducing inconsistency by eliminating multiple databases of the same data Consolidation of data at all levels

Outlined objectives of the system: User friendliness: The package developed is easy to learn and understand. Even a new user can use the system effectively, without any difficulty. The help and user manuals are provided to solve the further queries of the users. With the help of the user manuals the user can get the full details of the functionality of the system. User satisfaction:

The package is such that it stands up to the users expectations. The system is successful in generating the reports of the task status and details of the student. The package is currently being successfully run in the organization. Response time:

The response time for all the operations is less. All the report

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generations and the listing tasks are performed in significant time. The queries used are so as to reduce the execution time of query processing. Error handling: Responses to users errors and undesired situation have been taken care of to ensure that the system operates without halting. Proper error handling codes are put with the codes. Security and robustness: The package is able to avoid or tackle disastrous action. It allows only the authentic user to access the software as it is protected by the user name and the password. All the administrative tasks are allowed to the project leader only so the illegal intervention is not possible. Modularity: The package has relatively independent and single function parts that are put together to make complete system. Thus as a result of this modular approach the system, in spite of being robust is not cumbersome. It also contributes for the fast execution of the system. Maintainability:

The system is able to decrease the time and effort for program maintenance. The full details of the projects being undertaken, and the task status corresponding to each student is stored carefully and the reports are generated as per the requirement. Timeliness: recovery conditions.

The package is able to operate well under normal peak and

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OPERATING ENVIORNMENT

The system is developed in Visual Basics 6.0 / M S Access and run under windows 95/98 & upper versions. Visual Basics: Visual basics is event driven programming language, which is used to develop front end for the application. This is called event driven because every action of the user is an event & the application is driven with the help of these events, which are programmed with the help of Visual basics. In Visual basics there are forms, Controls, reports & many more things to provide the user with overwhelming experience of user friendliness. Visual basics is a programming language for windows environment & provides the user with windows like interface. M.S. Access: Access is a Relational Database Management System (RDBMS) that you can use to store and manipulate large amounts of information. Because its tools are user-friendly and because it is a powerful development environment, Access is equally appropriate for novices and MIS professionals. Beginners can use Access to:

1. Store and manage various types of inventories. 2. Log information such as auto repairs for cars, doctor visits, etc. 3. Create contact management databases that can track contacts, but phone calls, meetings, and any other interactions with contacts. Developers can use Access to: 1. Create applications that manage survey results. 2. Manage front ends for enterprise-wide database such as SQL server. 3. Establish help-desk applications. Access is an object-oriented program; that is, everything in Access is an object, including the application itself. Each object has properties that define how it looks and performs. The uses of Access are limited only by the needs of an organization and the imagination of the user or developer.

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DESIGN OF THE SYSTEM

TOPICS COVERED I. II. III. IV. V. VI. VII. VIII.

HARDWARE / SOFTWARE REQUIREMENT SYSTEM REQUIREMENT DFD’S ER-DIAGRAM FLOWCHART BLOCK DIAGRAM FILE DESIGN MENU CHART

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HARDWARE & SOFTWARE REQUIREMENT HARDWARE REQUIREMENT: Hardware requirement are the basic need of the system or the package, which is been developed and will be deployed upon the system, which should have these basic components or fulfill these basic hardware needs of these package. The following hardware is recommended for the user. Microprocessor:

PIII500 MHz.

Memory:

128 MB SDRAM DIHM

Cache Memory:

512 KBL2

Upgrade ability:

Processor, RAM and HDD Upgradeable

HDD:

9.1 GB Wide ultra SCSI-3 HDD

Floppy Drive:

24x CD ROM Drive (IDE)

Keyboard:

104 Keys Enhanced Keyboard

Mouse:

2 Button Scroll Mouse

Graphics:

1024x768, 256 colors non-interlaced on PCL Local Bus

Monitor:

15” SGA Color monitor

Software Requirements: Software requirement are the basic software needs of the system or the package to work properly & efficiently. Operating System:

Windows-98 & upper versions

RDBMS:

MS Access 97

For editing the code of the package: Application program: Visual Basics 6.0

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SYSTEM REQUIREMENTS SPECIFICATION

The function and performance allocated to software as part of system engineering are refined by establishing a complete information description, a detailed functional and behavioral description, an indication of performance requirements and design constraints, appropriate validation criteria, and other data pertinent to requirements. The outlines of system requirement specification are: Introduction: This System Requirement Specifications Document forms the basis for the design and development of the ”Student data management”. The purpose of this document is to define all the processes involved in the function of Student data management. The requirements of the software relating to the functionality, interfaces, logical database requirements and various other aspects of the software are also explicitly defined. The SRS document will also act as the basis for understanding between the end-user and the designer/developer. Information Description: The development of this system assists in the maintenance of the information and to fulfill the complete software requirements of the package. Functional Description: A processing narrative is provided for each function, design constraints are stated and justified, performance characteristics are stated and diagram is included. Validation and Criteria: For successful implementation of the system we should define the performance bounds, and expected software response. At the time of creating new entry, system performs different types of validations like user can not overwrite the existing information, it asks the user, this information already exist and also many feature.

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DFD’S

DFD:

It stands for Data flow diagram it is a diagrammatic representation of the data objects of the system. Basically DFD is a way to show the how the data is processed in the system, it shows how data moves at different stages in the system. DFD is a graphical representation that depicts information flow & the transformations that are applied as data moves from input to output. It is also used to represent a system or software at any level of abstraction it can be partitioned into levels that represent increasing information flow & functional details. Data Flow Diagram serves two purposes: 1. To provide annunciation of how data are transformed as they move through the system. 2. To depict the functions that transforms the data flow. DFDs are a excellent mechanism for communicating with the customer during requirement analysis and are widely used for the representation of external and toplevel internal design specification. In the latter situations, DFDs are quite valuable for subsystem, files and data links. The DFD methodology is quite effective, especially when the required design is unclear. In the process, many levels of DFDs are created depending upon the level of details needed. The Level 0 DFD is also called Context Level DFD. It depicts the overview of the entire system. The major external entities, a single process and the output stores constitute the level-0 DFD. Though this diagram does not depict the system in detail, it represents the overall inputs, process and output of the entire system at a very high level. The Level 0 DFD is now expended into a level 1 model. It should be noted that information flow continuity is maintained between level 0 and level 1. The process represents at DFD level 1 further refined into lower levels. This further refinement is continued until an easily implement able program component is reached.

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LEVEL ‘0’ DFD OF “STUDENT DATA MANAGEMENT”

User name & Password

Storing Modifying And Retrieving Students Data

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Details of Students

LEVEL ‘1’ DFD OF “STUDENT DATA MANAGEMENT”

Attempt Granted For Three Times

Access Denied Verificatio n Of The Data

Exit

Access Granted

Addition of New Records

New Menu

MDI / Main Menu Form Shown

Edit Menu

Report

Cash Details Report i.e. fee detail, security

Student Detail Report

Editing of Records

Printing Receipt s Cancellation & Reprinting of Receipts

Printing of Fee Receipts

Storing, Manipulation & Retrieval of Student Data These are the two DFD’S i.e. 0 level & 1 level of “Student Data Management ” package the 1 level dfd can be further refined to represent more detailed or lower level of information. DFD’s are also known as flow graph or bubble chart.

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ER-DIAGRAM

Entity – Relationship Diagram: Depicts relationships between data objects. The object-relationship pair can be represented graphically using the Entity-Relationship Diagram. A set of primary components is identified for the ERD: data objects, attributes, relationships, and various type indicators. The primary purpose of the ERD is to represent data objects and their relationships. Data Objects, Attributes, and Relationships The data model consists of three interrelated pieces of information: the data object, the attributes that describe the data object, and the relationships that connect data objects to one other. Data Objects: A data object is a representation of almost any composite information that must be understood by software. By composite information, we mean something that has a number of different properties or attributes. A data object encapsulates data only there is no reference within a data object to operations that act on the data. The data object description incorporates the data object and all of its attributes. Data objects are related to one another. Attributes:

Attributes define the properties of a data object and take on one of three different characteristics. They can be used to name an instance of the data object, describe the instance, or make reference to another instance in another table. The set of attribute that is appropriate for a given data object is determined through an understanding of the problem context. One or more of the attributes must be defined, as an identifier that is identifier attribute becomes a “Key” when we want to find an instance of the data object. Relationships: Data object are connected to one another in a variety of different ways. We can define a set of object-relationships pairs that define the relevant relationships. Object-relationship pairs are bi-directional. Different data objects and their attributes are described in data dictionary and their relationships between these data objects are given in ER diagram of next section. Cardinality and Modality Cardinality: The data model must be capable of representing the number of occurrences of objects in a given relationship. The cardinality of an object-relationship pair are: 1. One-to-one (1:1): An occurrence of object ‘A’ can relate to one and only one occurrence of object ‘B’ and an occurrence of ‘B’ can relate to only one occurrence of ‘A’.

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2. One-to-many (1:N): One occurrence of object ‘A’ can relate to one or many occurrences of object ‘B’ but an occurrence of ‘B’ can relate to only one occurrence of ‘A’. 3. Many-to-many (M: N): An occurrence of object ‘A’ can relate to one or more occurrences of ‘B’, while an occurrence of ‘B’ can relate to or more occurrences of ‘A’.

Cardinality defines “the maximum number of object relationships that can participate in a relationship”. Modality: The modality of a relationship is zero if there is no explicit need for the relationship to occur or the relationship is optional. The modality is 1 if an occurrence of the relationship is mandatory.

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ER-DIAGRAM OF “STUDENT DATA MANAGEMENT”

Department maintaining records

Works For

School

Maintain Records

Studies Name

Admission No

Roll No.

Student

Works on Package Owner

Details

Student Data Management Package

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Consists

New Admission Module

Edit Module

Consists Consists

Add Personal, Fees details of Students

Fee Receipt Printing Module

Consists

Edit Student Details

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Prints Fee details, reprinting & cancellation of Receipts

Report Module

Consists

Students details, cash details & Fee status

FLOW CHART

Flow chart: A flow chart depicts pictorially the sequence in which instructions / processes are carried out in a system. Flow charts are graphical representation of the processes that are carried out by the system, it depicts inputs, output and processing of the inputs and the stages at which processing is done. Flow chart not only helps in accessing the system but also in designing the algorithms for the system. Objects used:

Start / Termination Box

Processing Box

Input / Output Box

Decision Box

Connector

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FLOW CHART OF “STUDENT DATA MANAGEMENT “

START

Read User Name & Password

Matching of Password

Yes No If Password Password

Yes Option shown: MDI FORM

26

3 Attempts at accepted

Processing & Manipulation of Student records

Stop

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BLOCK DIAGRAM

Block Diagram:

Block diagram is a representation of the system as a whole. It depicts the system as modules, basically block diagram is representation of the system in block which is represented in diagram. It breaks the system into sub modules & then depicts their behavior & functions. Block diagram is over view of the system like what are its modules, its function & etc.

BLOCK DIAGRAM OF “STUDENT DATA MANAGEMENT”

Student Data Management New Admission of Records

Editing of Student details Records

Students

Printing of fee receipts module

Fee status module Report Generation

Database

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FILE DESIGN

File Design: File design is the design of the database and it contains information about the files used in the system. In database design the tables constructed, fields in the tables their data types and in the other part it tells about the extensions of the file used in the development. Database will contain: 1. Student: Name, Address. Fathers name, Admission no. Data of Birth & etc 2. Fee: Section, Roll no. Admission no. Receipt no. 3. Class: Class 4. Quarter: Quarter

Program listings: FieldsFIELD NAME

DATA TYPE

Student Name

Text

Father Name

Text

Address

Text

Data of Birth

Date

Class

Text

Section

Text

Admission no.

Text

Roll no.

Text

Security

Number

Conveyance

Text

Date of admission

Date

Primary Key

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Class

Text

loc

Text

Concession

Number

Annual charge

Number

Receipt no.

Text

Date

Date

Class

Text

Admission no

Number

Roll no

Number

Section

Text

Admission

Number

Tuition

Number

Late

Number

Absence

Number

Exam

Number

Computer

Number

Music

Number

Total

Number

Quarter

Text

loc

Text

Security

Number

Annch

Primary key

Number

Username

Text

Password

Text

30

Quarter

Text

TablesStudent Fields

Data types

Student Name

Text

Father Name

Text

Address

Text

Data of Birth

Date

Class

Text

Section

Text

Admission no.

Text

Roll no.

Text

Security

Number

Conveyance

Text

Date of admission

Date

Class

Text

loc

Text

Concession

Number

Annual charge

Number

Primary Key

Fees Fields

Data types

Receipt no.

Text

Primary key

31

Student name

Text

Father name

Text

Date

Date

Class

Text

Admission no

Number

Roll no

Number

Section

Text

Admission

Number

Tuition

Number

Late

Number

Absence

Number

Exam

Number

Computer

Number

Music

Number

Total

Number

Quarter

Text

loc

Text

Conveyance

Number

Security

Number

Annch

Number

Class Fields

Data type

Class

Text

Security

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Fields

Data type

Username

Text

Password

Text

Quarter Fields

Data Type

Quarter

Text

Files Used: .frm Database Files

.rpt

VB Forms .db

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Crystal Reports Access /

MENU CHARTS

Menu Charts:

Menu chart shows the modules / menus of the system it depicts the modules in the form of menus. Menu chart of “Student data management” is given below:

Forms: 1. Splash form 2. Login form 3. MDI form

Child form- New records, Edit records, Report. Reports- Student details, Cash detail. Printing: Student detail, Fees Details Menu chart:

New New Admission

Edit

Student details

Fees Printing of Fee Receipts

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Delete

Deletion of receipt no.

Reprint Reprinting of receipts

Reports

Fee details Student details Conveyance details Security details

Fee Status

Fee status

Exit

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IMPLEMENTATION & CODING

TOPICS COVERED

I. SALIENT FEATURES OF THE SYSTEM II. CODING III. IMPLEMENTATION STRATEGIES

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SALIENT FEATURES OF THE SYSTEM

Salient Features: 1

Reduce complexity through automation.

2

User-friendly environment to operate on.

3

Compatible to all platforms.

4

Improve Administration department’s efficiency

5

Exchange of data between different departments.

6

Improve Management reporting, maintaining capabilities.

7. Enhance Users satisfaction and productivity

SECURITY: 1

Single window for entire application.

2

Module wise accessibility.

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CODING

Coding: This section contains coding of the system “Student data management ”. Which has been done in Front End “ Visual Basic ” & Back End “ M S Access”, coding

has been included with screen shots of the package. Splash:

This is the opening screen of the package, user has to click Ok to move forward or close the package.

Code: Private Sub Command1_Click () frmpassword.Show Me.Hide End Sub

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Login Form: It ask user to enter the User name & Password, if he enter it correctly access is granted else he is given three chances to enter the correct Username & Password, if he fail then system is shutdown.

Code: Private Sub Command1_Click() If Text2 = "" Then MsgBox " Please enter the Password " Password_Text.SetFocus Exit Sub End If If flag < 3 Then If Text2 = "deepak" Then MDIForm1.Show frmpassword.Hide Else MsgBox ("Incorrect Password") flag = flag + 1 End If Else MsgBox (" Intruder Detected ") End End If

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End Sub Private Sub Command2_Click() End End Sub Private Sub Form_Load() Dim flag As Integer Text1 = "Administrator" Text1.Locked = True flag = 1 End Sub

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MDI Form: This is first form after the access is granted to the user, it shows the menus that are available to the user.

Code: Option Explicit 'Public db As Database 'Public ws As Workspace Private Sub MDIForm_Load() Set ws = DBEngine.Workspaces(0) Set db = ws.OpenDatabase(App.Path & "\shiv.mdb") End Sub Private Sub Toolbar1_ButtonClick(ByVal Button As ComctlLib.Button) Select Case Button.key Case "New" frmnewadmission.Show Case "Edit" frmstuedit.Show Case "Fee" Fee.Show Case "Del" frmRecDel.Show Case "Reprint" frmprint.Show

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Case "Details" frmDetails.Show Case "Cash" frmcash.Show Case "FeeS" frmFStatus.Show Case "close" End End Select End Sub

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Few Screen Shots: New Admission form

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Edit form

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Fee detail

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Student Detail Report

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Fee detail report

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Conveyance Detail Report

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Security Detail Report

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Fee Status report

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Coding: New AdmissionOption Explicit Dim cl As Recordset 'used for class table Dim stdnt As Recordset 'used for student table Dim match As Recordset Dim i, j, k As Integer Public key As Boolean 'Public editkey As Boolean Dim a, b As String Private Sub Chkcon_Click() If chkcon.value = 1 Then txtfrom.Enabled = True txtfrom.SetFocus Else txtfrom.Enabled = False txtfrom.Text = "" End If End Sub Private Sub cmdclear_Click() clear 'call clear procedure End Sub Private Sub cmdclose_Click() If key = True Then stdnt.CancelUpdate key = False End If stdnt.Close 'close the student table recordset Unload Me End Sub 'Private Sub Cmdedit_Click() 'enable 'If newkey = True Then ' newkey = False 'End If 'editkey = True 'txtadmnno.SetFocus 'End Sub Private Sub cmdnew_Click()

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If key = True Then Exit Sub Else stdnt.AddNew key = True Txtadmnno.SetFocus End If End Sub Private Sub cmdok_Click() If key = True Then If Txtadmnno.Text = "" Or txtdoa.Text = "" Or txtsname.Text = "" Or _ txtdob.Text = "" Or txtfname.Text = "" Or txtaddr.Text = "" Or cboclass.Text = "" Or _ txtsec.Text = "" Or txtrollno.Text = "" Then i = MsgBox("ENTER PROPER DETAILS", vbOKOnly, "STUDENT") Exit Sub End If i = Format(txtdoa.Text, "yyyy") j = Format(txtdob.Text, "yyyy") If i = 1 Then i = MsgBox("THIS ADMISSION NUMBER ALREADY EXISTS. CAN'T INSERT TWO RECORDS WITH SAME ADMISSION NUMBER.", vbOKOnly, "NEW ADMISSION") Txtadmnno.SetFocus Exit Sub End If match.Close b = "select * from student where rollno = " & txtrollno.Text & " and class = '" & cboclass.Text & "' and sec = '" & txtsec.Text & "';" Set match = db.OpenRecordset(b, dbReadOnly) If match.RecordCount >= 1 Then i = MsgBox("THIS ROLL NUMBER ALREADY EXIST. INSERT ANOTHER.", vbOKOnly, "NEW ADMISSION") txtrollno.SetFocus Exit Sub End If commit stdnt.Update key = False clear End If 'ElseIf editkey = True Then ' txtadmnno.Enabled = True ' If Txtdoa.Text = "" Or txtsname.Text = "" Or _ ' Txtdob.Text = "" Or txtfname.Text = "" Or Txtaddr.Text = "" Or Cboclass.Text = "" Or _ ' txtsec.Text = "" Or txtrollno.Text = "" Then ' i = MsgBox("ENTER PROPER DETAILS", vbOKOnly, "STUDENT") ' Exit Sub ' End If ' i = Format(Txtdoa.Text, "yyyy") ' j = Format(Txtdob.Text, "yyyy") ' If i