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The idea of developing the project of “institute management system” come across
in our mind when I go to “ATEC” institute where we will see that all the work is done
manually and all the data is stored by using files and register. The record of every student,
courses, teachers are handled manually and there is no use of any computer. If we want to
see any student information than all the records will be fetched one by one. This is very
tedious and time consuming process. The whole institute is depending upon one man.
Searching and report generation was also not possible in this system.
Present mode of working is based on manual system in which the all the
information is first received and than entered in the register. When any
student will come into institute all the information is stored into the
registers. If we want to update or delete the information than it will very
tedious and time consuming. Same case happens to teachers. When any
student will pay the funds or fees than it will also stored manually. One
thing I will also noted that how he managed the library. He managed the
library by writing the name of students or books into the registers and if
he will want to reissue the book than first of all full record of student will
be fetched. In this institute system, data records are kept under file
maintenance system, due to this system the placement of the data is not
at one particular place. This results in more confusion and more
consumption of time for the proper maintenance of records. This system
does not support any type of data integrity.
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INTRODUCTION OF PROJECT
The idea of developing “Institute Management System” project is come in our mind when
we go to the Institute of computer education where we see that the data is handled manually
in the form of files.
This project can make the tedious & mistake-prone job easier and faster.
It can be used both in top-level and bottom-level management for daily
operation.
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Existing System study reveals that all the booking was done manually on
registers, which was very tedious and error prone job. Searching and
report generation was also not possible in the existing system. Also the
work of Institute was manually maintained. There was register or file
system in the Institute.
Present mode of working is based on manual system in which the all the
information is first received and than entered in the register. It is very
difficult job and time consuming also. Moreover, the existing system is
also dependent on employees, if the employees are absent; it leads to
problem and affects the business performance.
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to locate a particular record a large number of registers have to be
scanned.
5. Problem for keeping the data: -As the data is voluminous, more
space is required to store it. Also everything is stored on papers. This type
of storage is more prone to damage with time and due to other accidental
factors.
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The new system will automate the whole working of institute. In this
project we will retrieve the information of student or update the
information easily by the use of computer. If any new student come into
the institute for admission all the information regarding the student and in
which course he / she wants to take admission or what the roll no given to
the student all the information is stored into the database .we can easily
retrieved , changed , updated or saved the information whenever we
want. Information regarding the teachers or non teaching staff are also in
this project .Here we will manage the library also that is how many books
are in the library and information of all the issued books from the library.
Fine of the student is also calculated by the use of computer from the
attendance chart. Managing the funds of students by monthly basis
or semester basis.
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OBJECTIVE OF NEW SYSTEM
The objective is to design a system that can integrate all the above
features in a single system, so that it can be easy to use .The new system
should have all the records and files of the old system in a
comprehensively linked manner so that whenever we want to retrieve
some information, it can be done in an efficient manner.
The system should be a one-step shop solution where all the different jobs
regarding the various operations and functions in the centers can be done
on a single window with least hassle. That is, the new system should be
able to do work in the least amount of time and with much more efficiency
and effectiveness than the existing system.
The designing aspects of new system should be aimed towards basing all
the data fields and data records in a single database, from where any
operation on the data or data retrieval can be done easily. It should be
designed in such a way that only the required information is displayed
when asked for. Not like the manual system where one has to search in
hard copy files to look for a particular record.
It should remove, if not all majority of the problems that exists in the old
system. Also it should be compatible, easy to understand and easy to
modify.
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There should be complete interaction between the various sub-systems of
the main system so that there can be efficient functioning of the system.
Every component of the system should be able to interact with other
components through a common interface. There should be such an
interaction interface, that if one component wants the output from other
sub-system then it can do so freely and without hindrance.
3. Centralized Data:-In the existing system, data records are kept under
file maintenance system due to this system the placement of the data is
not at one particular place. But in new system, each and every record is
maintained on computer, which leads to the centralization of data.
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5. Easy to Access: -As compared to existing system, in new system the
users can easily and efficiently accesses the information from the
computer.
SOFTWARE REQUIREMENTS
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The software requirements for this project are:
Operating System Windows XP or more
Front end Visual Basic 6.0
Back end Oracle 8i