Project Report

On
College Stationery Management System
Submitted in Partial Fulfillment of
Bachelor of Computer Applications (BCA)
(Semester V)
UNIVERSITY OF PUNE

Submitted
By


Tushar soni Roll No. 229
Vijay Kumar Yadav Roll No.254




ACKNOWLEDGEMENT

I take this opportunity to express my profound gratitude and deep regards to my
guide Professor Gautam Bapat for his exemplary guidance, monitoring and
constant encouragement throughout the course of this project. The blessing, help
and guidance given by him time to time shall carry me a long way in the journey of
life on which I am about to embark.

I also take this opportunity to express a deep sense of gratitude to Mrs. Vinaya
Nimbolkar (Head of Dept., BCA, MITSOM) and Mrs. Kalyani Belsare (Assistant,
BCA, MITSOM) for her cordial support, valuable information and guidance
which helped me in completing this task through various stages.

I am obliged to staff members of MITSOM College, for the valuable information
provided by them in their respective fields. I am grateful for their cooperation
during the period of my assignment.

Lastly, I thank almighty, my parents, sister and my classmates for their constant
encouragement without which this assignment would not have been possible.


Tushar soni




INDEX
Serial number Topic
1 Introduction
1.1 Introduction to system
1.2 Scope of System
1.3 Proposed System
2 Analysis
2.1 Fact Finding Techniques
2.2 Feasibility Study
2.3 Hardware and Software Requirements
3 System Designing
3.1 E-R Daigram
3.2 Context Level Daigram
3.3 Data Flow Daigram
3.4 Data Dictionary
4 Form Desigs(with input values)
5 Advantages and Limitation
6 Bibliography





INTRODUCTION

Every college needs stationery products to carry out the day-to-day activities which
involves the use of various stationery products such as registers, files, pens,
printing papers, erasers, pencils, markers and many other things. However, most of
the colleges maintain a register for recording the transactions related to the
stationery products purchased for the college. Very few colleges use an automated
system software to carry out stationery products related activities.
College Stationery Management System provides an application software to carry
out activities regarding stationery products for the college which is an automated
system instead of making manual entries into books which consumes a great
amount of time.
This project intends to introduce the user friendly application software for various
related activities such as record purchase order from staff members, stationery
product requisition to suppliers, generate purchase orders for suppliers and
generate bills for accounts section and many other related processes.












OBJECTIVES

To provide a software application for the stationery department of the
college.

To bring in an easy user interface and interactive application which provides
feasible options to everyone associated with the application directly and
indirectly.

To track the stationery stock and the bills that has been generated previously.

To keep data in a properly organized way and provide greater efficiency to
the users of this application.

To reduce clerical work as most of the things will accomplished
automatically with the help of application software.

To minimize time for processing of various tasks thereby reducing time
consumption.

As the application stores sensitive information, we have provided security
features for the access authorization processes.

This application helps the prevention of paper wastage as most of the things
are to be stored in the system thereby making it eco-friendly.







PROPOSED SYSTEM

This system provides a software application to carry out the tasks related to
stationery department of the college.

This application helps to record entries and transactions, generate bills for
accounts section, make requisition to suppliers, etc.

This system contains bills, and all the transactions associated with the
stationery department so that it can be referred later when needed.

This application provides an easy user interface which helps the users to
learn the usage of the application easily and quickly.

As of now, no automated system is present for stationery department of the
college. This is the first of its kind.

This application is open source. So, we are helping others who want to
develop their own application by providing them the source code (without
any restrictions) so that it can be enhanced and modified according to the
needs.

There is sensitive information which is associated with this system. So, we
have tried to improve the security features of the system.








SCOPE OF SYSTEM

This system provides assurance of proper accuracy and effectiveness thereby
improving the related services.

This system provides better management by providing desired flexibility,
fast response ability, to support changes and ability to maintain quality
services.

This system will have stronger controls like passwords and various level of
user access options will be added.

Since this system has very sensitive information within it stored in the
database we have tried to provide the maximum security.

We are going to develop the proposed system with an objective to eliminate
the running cost by overcoming the continuous stationery expenses, manual
storage need, and extra staff in the information resource department of the
organization.

We have tried to develop this system keeping in mind the user of the system.
So, there is not much need of a trained professional to use this system.

We have made a very user friendly interface so that it can be easy to access.






HARDWARE AND SOFTWARE REQUIREMENTS

Hardware Requirements

Processor : Intel Dual Core/
Core 2 Duo/ i3/i5/i7
Processor Speed : Minimum 1GHz
RAM : Minimum 512MB
Hard Disk : Minimum 4GB
Keyboard : 104 keys
Monitor : 15 color monitor
Printer : Color/Black and White and Laser/
Ink Jet/ Dot Matrix


Software Requirements

Operating System :Windows XP/Windows 7/Windows 8
Front End :Visual Basic 06
Back End(Database) :Microsoft Access 2003/2007/2010/2013



Network Specification

This software is a stand-alone system and does not have networking
capabilities which can be overcome in the next version of this system.



SYSTEM DEVELOPMENT LIFE CYCLE

A system development life cycle (SDLC) is a logical process by which system
analysts, software engineers, programmers, and end users build information
systems and computer applications to solve business problems and needs. The
software development life cycle or SDLC can be divided into multiple phases. It
can vary from one system to another.



The major phases involved in the MIS development process are referred to as
system development life cycle. Each phase of the development process must have
well defined objectives, and at the end of each phase, progress towards meeting the
objectives must be evaluated.



The development process should not continue until the objectives of all prior
phases have been met. System development life cycle is a phased approach to
analysis and design to ensure that systems are best developed.





















CONCLUSION

Time and money are one of the most important factors to any organization.
Implementing such a software in the college stationery department can surely be a
profitable deal as this application helps to carry out tasks with ease and thereby
reduces time and money on manpower and materials. This is an open source
application so that others can edit and transform this system application according
to their needs.


















FACT FINDING TECHNIQUES

Analysis of the new system is very important to conduct before making the actual
product. It is important to collect the facts and relevant information to make a
useful and efficient product and to minimize the risk factor. The data collected in
the fact finding technique are examined to determine how well the system will be
performing. The specific methods for finding information of the system are termed
as fact finding techniques.
The analyst may use more than one technique for investigation. Following are the
fact finding techniques:-

Record

It is important to check records of the stationery department in order to get
an idea of how the things work in the department. Going through all the
books of accounts, bills and other such records helped to create a user
friendly system and it helped to create the application specifically for the
needs of the user.

Observation

Observation technique involves the view of processes involved in the
stationery department of the college and noticing the minute details of their
procedures to develop the application with accurate information.


Field Visits

This project required lots of field visits. We visited not only the stationery
department but also to the library department and accounts section to get a
view of how the things are co-ordinated with the accounts section
specifically to accept the bills and maintainence.

Interview

Interviews are an integral part of any research. It is important to interview
the related authorities in order to get raw data and transform it into
information accurately. We collected information from the stationery
department of the college. We gathered information about the suppliers that
provide materials to the college. We also gathered information on the
transportation.



























FEASIBILITY STUDY

The feasibility study is a major factor which contributes to the analysis and
development of the system. The decision of the system analyst whether to design a
particular system or not depends on its feasibility study.
Study of requirement analysis is done through different feasibility study.
Feasibility study is undertaken whenever a possibility of probability of improving
the existing system or designing new system. Feasibility study helps to meet user
requirements.
It enables us to determine the potential of existing system and improving it. It helps
to develop a technically and economically feasible system. It helps to know what
should be embedded in the new system. It also helps to develop a cost-effective
system. We can make better utilization of available resources.
The project concept is feasible because of the following:

Technical feasibility

Technical feasibility it is the study of hardware and software requirement on
which the application is to be used upon. It is important to consider the
budget of the system or the overall cost.
The proposed system is technically feasible as it can be developed easily
with the help of available technology. The proposed system requires
Microsoft Visual Basic 6.0 and back-end tool is Microsoft Access 2003 for
storing/maintaining database. No expert man power is required for this
purpose.






Economic feasibility

This area is concerned with cost for the development and implementation of
the system. It also includes the maintenance of the system post development.
So the actual cost of the system is important before designing a new system.
The usage time period has to be determined so that the company can analyze
whether this system will prove beneficial to the organization or not. All this
is studied in economic feasibility study. The design system will provide
tangible as well as intangible benefits to the organization.

Operational feasibility

Automation makes lives easy. The proposed system is very user friendly and
the user is much easily able to interact with the system. Therefore the users
will readily accept the system as data entry and making queries can be easily
done.

Legal feasibility

It includes the study that the current software doesnt get the developers or
the college in legal problems under copyright acts or others. Utmost care has
been taken that the current software is free from all such legal troubles and
the source code is not copied from anyone. We have made sure that the
project undertaken will meet all legal and ethical requirements before the
project is on the table.

Schedule/Time feasibility

A project will fail if it takes too long to be completed before it is useful.
Typically this means estimating how long the system will take to develop,
and if it can be completed in a given time period or not. Given our technical
expertise, are the project deadlines reasonable? Some projects are initiated
with specific deadlines. It is necessary to determine whether the deadlines
are mandatory or desirable.

Resource feasibility

It includes the study of whether the college has the technological resources
to undertake the project? Are the processes and procedures conducive to
project success? If not, then what will be the effects on the cost for the
software?





















DATA DICTIONARY

Admin Table

Fields Data type Description
A_name Text Admin name
password Text Admin password
Phone_no Number Admin Contact
Address Text City

Supplier Table

Fields Data type Description
S_ID Number Supplier ID
S_name Text Supplier Name
S_address Text Supplier Address
S_contact Number Supplier Contact
Credit_limit Number Credit Limit

Staff Table

Fields Data type Description
Staff_ID Number Staff ID
Staff_name Text Staff name
Staff_type Text Type(Permanent/Visiting)
Designation Text Designation
Deptname Text Department Name
Contact Number Staff contact
password Text Staff Login password



Product Table

Fields Data type Description
Product_ID Number Product ID
Product_name Text Product name
amount Number Product amount

Requisition_form Table

Fields Data type Description
R_ID Text Request ID
R_date Date/time Request date
A_name Text Admin name
Staff_name Text Staff name
Product_1 Text Product No. 1
P1qty Number Product quantity
Product_2 Text Product No. 1
P2qty Number Product quantity
Product_3 Text Product No. 1
P3qty Number Product quantity

Stock Table

Fields Data type Description
Product1_ID Number Product ID
Product_name Text Product name
pqty Number Product quantity
Delivery_date Date/Time Product Delivery date
S_name Text Supplier name




Quotation Table

Fields Data type Description
Q_ID Number Quotation ID
Q_date Date/Time Quotation date
A_name Text Admin name
S_name Text Supplier name
Product_1 Text Product 1 name
P1amt Number Product 1 amount
Product_2 Text Product 2 name
P2amt Number Product 2 amount
Product_3 Text Product 3 name
P3amt Number Product 3 amount
Total_amt Number Total amount
R_ID Number Requisition ID

Bill Table

Fields Data type Description
Bill_ID Number Bill ID
Bill_date Date/Time Bill Date
A_name Text Admin name
Product_1 Text Product 1 name
P1amt Number Product 1 amount
P1qty Number Product 1 quantity
Product_2 Text Product 2 name
P2amt Number Product 2 amount
P2qty Number Product 2 quantity
Product_3 Text Product 3 name
P3amt Number Product 3 amount
P3qty Number Product 3 quantity
Bill_Amount Number Bill amount



SCREENSHOTS

Login Page (For Admin):


Login Page (For Staff):



Main Page (For Admin):


Main Page (For Staff):


Administrators View:


Staff View:


Supplier View:


Requsition Form:


Product:


Stock:


Bill:


Quotation:


ADVANTAGES AND LIMITATIONS

Advantages

The system is very simple in design and to implement. The system requires very
low system resources and will work in almost all configurations.
It has got following advantages:
User friendly application
Open source application
Secure database
Simple coding techniques
Easy maintenance
Fast processing and handy
Data can be updated easily
Database records can be maintained in computers
Easy Data Retrieval
System reduces manual workload
Redundancy of data is avoided
Less error prone and accuracy is maintained
Provides reports of data


Limitations

System is not multi-user.
It cant be connected to the internet
Data loss can occur due to technical issues so it is necessary to make
backups at regular intervals of time.
Initially, it may seem to be a costly investment but eventually it is profitable
as it saves money on manpower, materials, etc.

BIBLIOGRAPHY

Books referred

Visual Basic 6 Programming Black Book(Steven Holzner)

Visual Basic (Nirali Prakashan)


Websites referred

www.vbtutor.net

www.slideshare.net

www.draw.io

www.youtube.com