MIS PROJECT REPORT

ON
SCHOOL MANAGEMENT SYSTEM
Submitted In Partial Fulfillment of the Requirement Of
Bachelor of Business Administration 2010-2013
BATCH-(2010-2013)

PROJECT SUPERVISOR:

SUBMITTED BY:

Mrs. Rajni sharma

Sanchit Jain
BBA (B&I)
05812401811

Delhi Institute of Rural Development (DIRD)

NANGLI POONA, DELHI: 110036
(Affiliated to Guru Gobind Singh Indraprastha University)

DECLARATION

I hereby declare that this Project Report titled SCHOOL MANAGEMENT

SYSTEM submitted by me to Delhi Institute Of Rural Development, NANGLI
POONA is a Bonafide work undertaken by me and has not been submitted to any
other University or Institution for the award of any degree diploma / certificate or
published any time before.

_______________________
Project Guide (Internal)
Date:

Signature of the Student

/ / 2012

ACKNOWLEDGEMENT
First of all I will thank to our director sir Dr. NARENDER MOHAN, who give me
the valuable suggestion for my minor project.
The success of this final report is the outcome of Guidance and Valuable suggestions
provided by the all concerned without which the report could not fide on the right
back.
I express my sense of deep gratitude to Faculty Coordinator MRS. RAJNI
SHARMA for inclusions and timely suggestions in the preparation of this final
report.
Finally ,I will be failing in my duty, if I do not thank my parents, brother, friends and
well wishers for their enthusiastic support and who have directly or indirectly helped
in some way or the other in making this final report a success.

TABLE OF CONTENTS
TABLE OF CONTENTS
DECLARATION
ACKNOWLEDGEMENT
(1)
(2)
(3)
(4)
(5)

INTRODUCTION ANB OBJECTIVES

FESIABILITY STUDY
SDLC
HARDWARE/ SOFTWARE CONFIGRATION
DFD & ER-DIAGRAM

(6)
(7)
(8)
(9)

SCREENS LAYOUT & CODING

TESTING
FUTURE SCOPE
CONCLUSION

(10)
(11)
(12)

LIMITATIONS

BIBLIOGRAPHY

INTRODUCTION & OBJECTIVES

INTRODUCTION
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
havent paid their fees.

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 Acce

OBJECTIVE

The following are the main objectives of the project titled "Student data managemen":
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 students 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. Owner of data to be the owner of the database
2. Capture of information at the source of generation
3. Sharing of data
4. Minimizing duplicate work
5. Reducing inconsistency by eliminating multiple databases of the same data
6. 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 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:
The package is able to operate well under normal peak and recovery conditions.

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 checks whether project is feasible or
not.
Feasibility has four solid dimensions:
1. Technology
2. Finance
3. Time
4. 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 doesnt 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.
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.

SYSTEM DEVELOPMENT LIFE CYCLE (SDLC)

SYSTEM DEVELOPMENT LIFE CYCLE (SDLC)

Software Engineering Paradigm is also referred as Software Life Cycle Model or a
Process Model. A software life cycle is a series of identifiable stage that a software
product undergoes during its lifetime. A software product development effort usually
starts with a feasibility study stage, and then subsequently requirements analysis &
specification, design, coding, testing and maintenance are undertaken. Each of these
stages is called life cycle phase.
While developing a software product, it is necessary for the development team to
identify a suitable life cycle model and adhere to it. The primary advantage of
adhering to a life model is that it encourages development of software in a systematic
and disciplined manner. There are several Software Engineering Paradigms (process
models) for developing Software. Some of the important and commonly used models
are as under:

Linear Sequential Model ( also called classis Life Cycle or the Waterfall
Model)

Iterative Waterfall Model

Prototyping Model- applied in the Project Information System

Evolutionary Model

Rapid Application Development (RAD) Model

Spiral Model

Prototyping Paradigm of Software Engineering is applied in the Computer Institute

Information System. The prototyping model suggests that before development of the
actual software, a working prototype of the system should be built first.
There were several reasons for developing a prototype. An important purpose was to
illustrate the input data formats, reports, and the interactive dialogues to the end user.
This was a valuable mechanism for gaining better understanding of the Business
Development Divisions needs. For much functionality such as the Graphical User
Interfaces (GUI) part of system, it was much easier for the user to form his opinion by
experimenting with a working model rather than just trying to imagine the working of
a hypothetical system.
After gathering the requirements from the Business Development Division, a quick
design (Prototype) was made and showed to the HODs of Information Technology
and Business Development Divisions. The system prototype built was quite close to
the requirements of the Business Development Division. Some additional
requirements were also added to the system on the pretext of slight increase in the
earlier scope. Following figure depicts the Prototyping paradigm applied in the
SCHOOL MANAGEMENT SYSTEM .

Coding
Implementation
Testing
and
Design
Reports

Step 1: identify the users basic requirements

At this stage the systems person works with the user to understand users basic needs
and requirements as regards the output from the systems. The systems person
establishes realistic user expectation, estimates the cost of developing the working
proto type, defines data elements required and determines data availability.
Step2: Develop the initial/Working proto type:
The systems person develops the initial working/interactive prototype quickly, which
meets the users stated basic requirements. The prototype, performing only the basic
functions is then handed over to the user. While developing the proto type, the
systems person may use the latest tools available to speed up the application
development.

Step3: Use the proto type for further refinements:

The user already received the initial proto type which he now puts to use. This
working with the proto type enables the user to gain hands on experience with the
proposed system and helps him to determine as to what extent the proto type meets
the user needs/expectations/requirements. The user rather than systems person,
decides the desired changes for further improving the proto type.
Step4: Revise and enhance proto type:
The systems person takes due notice of the changes suggested by the user and revises,
enhances and refines the proto type accordingly. The proto type is then returned to the
user and the process follows steps 3 and 4 in an interactive mode till the proto type is
finally approved by the user and become operative.

Based on the feedback, the requirements were refined and then classical Waterfall
approach was used to develop the SCHOOL MANAGEMENT SYSTEM

HARDWARE & SOFTWARE REQUIREMENT

HARDWARE & SOFTWARE REQUIREMENT

Hardware Requirements:
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:

program:

Visual Basics 6.0

SYSTEM REQUIREMENTS SPECIFICATION

Application

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.

DFDS AND ER DIAGRAM

DFDS

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.

LEVEL 0 DFD OF

STUDENT DATA

MANAGEMENT

Storing
Modifying
And
Retrieving
Students
Data

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

Student
Detail
Report

Editing
of
Records

Printing
Receipt
s
Printing
of Fee
Receipts

Cancellation
&
Reprinting
of Receipts

Cash Details
Report i.e.
fee detail,
security

Storing, Manipulation Data

These are the two DFDS 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. DFDs are also known as flow graph or bubble chart.

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. Objectrelationship 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.
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.

ER-DIAGRAM OF

STUDENT DATA

MANAGEMENT

Department
maintaining
records

Works for

School

Maintain
records

studies
Name

admission
no

Student

Package
Owner

Student
Data
Management
details
Package

roll no.

WORKS

consist

New
Admission
Module

Edit
Module

consists

Consists

Build Prototype

Add
Personal,
Fees
details of
Students

Edit Student
Details

Fee
Receipt Printing
Module

Consists

Report Module

Consists

Prints Fee details,

reprinting &
cancellation of
Receipts

Students
details, cash
details & Fee
status

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

Student Name
Father Name

DATA TYPE

Text
Text

Address
Data of Birth

Text
Date

Class

Text

Section

Text

Admission no.
Roll no.

Text

Primary Key

Text

Security

Number

Conveyance

Text

Date of admission

Date

Class

Text

loc

Text

Concession

Number

Annual charge

Number

Receipt no.

Text

Date

Date

Class

Text

Admission no
Roll no
Section

Number
Number
Text

Primary key

Admission

Number

Tuition

Number

Late

Number

Absence
Exam

Number
Number

Computer

Number

Music

Number

Total

Number

Quarter

Text

loc

Text

Security

Number

Annch

Number

Username

Text

Password

Text

Quarter

Text

TablesStudent

Fields

Student Name
Father Name

Data types

Text
Text

Address
Data of Birth

Text
Date

Class

Text

Section

Text

Admission no.
Roll no.

Text

Primary Key

Text

Security

Number

Conveyance

Text

Date of admission

Date

Class

Text

loc

Text

Concession

Number

Annual charge

Number

Fees
Fields

Data types

Receipt no.

Text

Student name

Text

Father name

Text

Date

Date

Class

Text

Admission no
Roll no

Number
Number

Section
Admission

Text
Number

Tuition

Number

Late

Number

Absence
Exam

Number
Number

Computer

Number

Music

Number

Total

Number

Quarter

Text

loc

Text

Conveyance

Number

Security

Number

Primary key

Annch

Number

Class
Fields

Data type

Class

Text

Security
Fields

Data type

Username

Text

Password

Text

Quarter
Fields

Data Type

Quarter

Text

Files Used:
.frm

VB Forms
.rpt
.db

Crystal Reports
Access / Database File

MODULES IN THE PROJECT

MODULES IN THE PROJECT

STUDENTS
In This module there is the information about the students taken admission and
studying in the institute.
Table Structure :
stu_id

number(5)

First

varchar2(10),

last

varchar2(10),

Gender

varchar2(1),

Address

varchar2(30),

City

varchar2(10),

Phone

varchar2(10),

quali

varchar2(10),

f_name

varchar2(20),

date_join

Date

primary key,

INSTRUCTORS

In This module there is the information about the instructors/ teachers teaching the
students in the institute.
Table Structure :
inst_id

number(5) primary key

first
last
gender
addres
city
phone
quali
f_name
date_join

varchar2(10)
varchar2(10)
varchar2(1)
varchar2(30)
varchar2(10)
varchar2(10)
varchar2(10)
varchar2(20)
Date

COURSES
In this module there is the details of the courses provided to the students by the
institute with fee details.
Table Structure :
course_id

number(5) primary key

course_name

Varchar2(10)

fees

number(5)

duration

number(2)

USERS
This module consist of the authorized user who are permitted to work on the
institutes software.

Table Structure :
Username

Varchar2(10) primay key

Pass

Varchar 2(10)

PAYMENTS
This module gives the details of the payments done by the students after taking
admission in institute.
Table Structure :
Student_id
Pay_date
Paid amount
Description
Bill _no

Number(5)
Date,
Number (5),
Varchar2 (30),
Number (5)

IMPLEMENTATION STRATEGIES

A crucial phase in the system life cycle of the successful implementation of the new
system design. Implementation simply means conveying a new system design into
operation. This involves creating computer-compatible files, training the operating
staff and installing hardware, terminals and telecommunication networks before the
system is up and running. A critical factor in conversion is not disrupting the
functioning of the organization.
In system implementation, user training is crucial for minimizing resistance to change
and giving the new system a chance to prove its worth. Training aids, such as user
friendly, manuals, a data dictionary, job performance aids that communicate
information about the new system and help screens provide the user with a good
start on the new system.
There are three types of implementation:
1. Implementation of a computer system to replace a manual system:
The problems encounter are converting files, training users, creating accurate
files and verifying printouts for integrity.
2. Implementing of a new computer system to replace an existing one:
This is usually a difficult conversion. If not properly planned there can be
many problems. Some large computer system has taken as long as a year to
convert.
3. Implementation of a modified application to replace an existing one using the
same

computer:

This type of conversion is relatively easy to handle, provided there are no

major changes in the files.
Conversion means changing from one system to another. The objective is to put the
tested system into operation while holding costs, risks, and personnel irritation to a
minimum. It involves
Creating computer compatible files

Training the operating staff

Installing terminals and hardware. A critical aspect of conversion is not disrupting the
function of the organization.
Several procedures and documents are unique to the conversion phase.
Conversion begins with a review of the project plant, the system test documentation,
and the implementation plan. The parties involved are the user, the project team,
programmers, and operators
The conversion portion of the implementation plan is finalized and approved.
1. Files are converted.
2. Parallel processing between the existing and the new systems is initiated.
3. Parallel processing between the existing and the new systems is initiated.
4. Results of computer runs and operation for the new system are logged on a
special form
5. Assuming no problems, parallel processing is discontinued. Implementation
results are documented for reference.

Conversion is completed. Plans for the post-implementation review are prepared.

Following the review, the new system is officially operational.
File conversion involves capturing data and creating a computer file from existing
files.
Copying the old files intact for the new system is the prime concern during
conversion. The programs that copy the files should produce identical files to test
programs on both systems. At the outset, a decision is made to determine which files
need copying. Personnel files must be kept of course, but an account receivable file

with many activities might not need copy in. Instead, new customer accounts might be
put on the new system, while running out the old accounts on the old system.
Once it is determined that a particular file should be transferred, the next step is to
specify the data to be converted, current file, year-end files, and son on. Then files to
be copied must be identified by name, the programmer who will do the copying, and
the methods by which the accuracy of the copying will be verified. A file-comparison
program is best used for this purpose.

SCREEN LAYOUTS AND CODINGS

SALIENT FEATURES OF THE SYSTEM

Salient Features:
1

Reduce complexity through automation.

User-friendly environment to operate on.

Compatible to all platforms.

Improve Administration departments efficiency

Exchange of data between different departments.

Improve Management reporting, maintaining capabilities.

1. Enhance Users satisfaction and productivity

SECURITY:
1
2

Single window for entire application.

Module wise accessibility.

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

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
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
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
Case "Details"
frmDetails.Show
Case "Cash"
frmcash.Show
Case "FeeS"
frmFStatus.Show
Case "close"
End
End Select
End Sub
Few Screen Shots:
New Admission form

Edit form

Fee detail

Student Detail Report

Fee detail report

Conveyance Detail Report

Security Detail Report

Fee Status report

Coding:

New Admission-

Option 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()

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 <= j Then

k = MsgBox("Date of Birth can't be greater than or equal to Date of

Admission", vbOKOnly, "STUDENT DETAILS")
txtdob.SetFocus
Exit Sub
End If
If chkcon.value = 1 And txtfrom.Text = "" Then
i = MsgBox("PLEASE ENTER THE LOCATION", vbOKOnly, "STUDENT
DETAILS")
txtfrom.SetFocus
Exit Sub
End If
If txtsecurity.Text = "" Then txtsecurity.Text = 0
If txtannch.Text = "" Then txtannch.Text = 0
a = Right(Txtadmnno.Text, 1)
If a = "S" And Not (cboclass.Text = "TWELFTH" Or cboclass.Text =
"ELEVENTH") Then
i = MsgBox("CLASS NOT COMPATIBLE WITH THE ADMISSION
NUMBER.", vbOKOnly, "NEW ADMISSION")
cboclass.SetFocus
Exit Sub
ElseIf a = "H" And Not (cboclass.Text = "TENTH" Or cboclass.Text =
"NINTH") Then
i = MsgBox("CLASS NOT COMPATIBLE WITH THE ADMISSION
NUMBER.", vbOKOnly, "NEW ADMISSION")
cboclass.SetFocus

Exit Sub
ElseIf a = "M" And Not (cboclass.Text = "SIXTH" Or cboclass.Text =
"SEVENTH" Or cboclass.Text = "EIGHTH") Then
i = MsgBox("CLASS NOT COMPATIBLE WITH THE ADMISSION
NUMBER.", vbOKOnly, "NEW ADMISSION")
cboclass.SetFocus
Exit Sub
ElseIf a = "P" And Not (cboclass.Text = "FIRST" Or cboclass.Text = "SECOND"
Or cboclass.Text = "THIRD" Or cboclass.Text = "FOURTH" Or cboclass.Text =
"FIFTH") Then
i = MsgBox("CLASS NOT COMPATIBLE WITH THE ADMISSION
NUMBER.", vbOKOnly, "NEW ADMISSION")
cboclass.SetFocus
Exit Sub
ElseIf a = "L" And Not (cboclass.Text = "NURSERY" Or cboclass.Text =
"LKG") Then
i = MsgBox("CLASS NOT COMPATIBLE WITH THE ADMISSION
NUMBER.", vbOKOnly, "NEW ADMISSION")
cboclass.SetFocus
Exit Sub
End If
b = "select * from student where admnno = '" & Txtadmnno.Text & "';"
Set match = db.OpenRecordset(b, dbReadOnly)
If match.RecordCount >= 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 <= j Then
'

k = MsgBox("Date of Birth can't be greater than or equal to Date of

Admission", vbOKOnly, "STUDENT DETAILS")

'

Txtdob.SetFocus

'

Exit Sub

' End If
' If Chkcon.value = 1 And Txtfrom.Text = "" Then
'

i = MsgBox("PLEASE ENTER THE LOCATION", vbOKOnly, "STUDENT

DETAILS")
'

Txtfrom.SetFocus

'

Exit Sub

' End If
' If txtsecurity.Text = "" Then txtsecurity.Text = 0
' stdnt.Edit
' commit
' stdnt.Update

' editkey = False

' clear
' disable
'Else
' Exit Sub
End Sub

Private Sub Form_Load()

Me.Top = 0
Me.Left = 0
clas ' Load the combo box with the class names
Set stdnt = db.OpenRecordset("student", dbOpenDynaset)
stdnt.AddNew
key = True
txtfrom.Enabled = False
End Sub

Public Sub clas()

Set cl = db.OpenRecordset("class", dbReadOnly)
cl.MoveLast
i = cl.RecordCount
cl.MoveFirst
For j = 1 To i

cboclass.AddItem cl!class
cl.MoveNext
Next
cl.Close
End Sub

Private Sub commit()

stdnt!Admnno = Txtadmnno.Text
stdnt!doa = Format(txtdoa.Text, "dd/mm/yyyy")
stdnt!sname = txtsname.Text
stdnt!dob = Format(txtdob.Text, "dd/mm/yyyy")
stdnt!fname = txtfname.Text
stdnt!Addr = txtaddr.Text
stdnt!class = cboclass.Text
stdnt!sec = txtsec.Text
stdnt!rollno = txtrollno.Text
stdnt!security = txtsecurity.Text
stdnt!Conv = chkcon.value
stdnt!Loc = txtfrom.Text
stdnt!annch = txtannch.Text
End Sub

Private Sub clear()

Txtadmnno.Text = ""
txtdoa.Text = ""
txtsname.Text = ""
txtdob.Text = ""
txtfname.Text = ""
txtaddr.Text = ""
cboclass.Text = ""
txtsec.Text = ""
txtrollno.Text = ""
txtsecurity.Text = ""
chkcon.value = False
txtfrom.Text = ""
txtannch.Text = ""
End Sub

Private Sub Txtaddr_KeyPress(KeyAscii As Integer)

KeyAscii = Asc(UCase(Chr(KeyAscii)))
End Sub

Private Sub Txtadmnno_KeyPress(KeyAscii As Integer)

Dim str As String
str = "0123456789ABCDEFGHIJKLMNOPQRSTUVWXYZ"
KeyAscii = Asc(UCase(Chr(KeyAscii)))

If KeyAscii > 26 Then

If InStr(str, Chr(KeyAscii)) = 0 Then
KeyAscii = 0
End If
End If
End Sub

Private Sub txtannch_KeyPress(KeyAscii As Integer)

Dim str As String
str = "0123456789"
If KeyAscii > 26 Then
If InStr(str, Chr(KeyAscii)) = 0 Then
KeyAscii = 0
End If
End If
End Sub

'Private Sub txtadmnno_LostFocus()

'If editkey = True Then
' If Not (txtadmnno.Text = "") Then
'

finddata

' End If
'End If

'End
.Action = 1
End With
On Error Resume Next
db.Execute "drop table SDetail"
End Sub
Private Sub cmdsearch_Click()
If Not (cboclass.Text = "" And txtsec.Text = "") And chkcon.value = 0 Then
SSql = "Select * from Student where Class = '" & cboclass.Text & "' and Sec =
'" & txtsec.Text & "' order by rollno;"
ElseIf Not (cboclass.Text = "" And txtsec.Text = "") And chkcon.value = 1 Then
SSql = "select * from Student where class = '" & cboclass.Text & "' and sec =
'" & txtsec.Text & "' and conv = true order by rollno;"
Else
i = MsgBox("ENTER PROPER DETAILS", vbOKOnly, "DETAILS")
Exit Sub
End If
Set rs = db.OpenRecordset(SSql, dbOpenDynaset)
If rs.RecordCount > 0 Then
rs.MoveLast
totrec = rs.RecordCount
msfDetail.Rows = totrec + 1
rs.MoveFirst

For i = 1 To totrec
With msfDetail
.TextMatrix(i, 0) = rs!Admnno
.TextMatrix(i, 1) = rs!sname
.TextMatrix(i, 2) = rs!fname
.TextMatrix(i, 3) = Format(rs!doa, "dd/mm/yyyy")
.TextMatrix(i, 4) = Format(rs!dob, "dd/mm/yyyy")
.TextMatrix(i, 5) = rs!security
.TextMatrix(i, 6) = rs!Addr
.TextMatrix(i, 7) = rs!class
.TextMatrix(i, 8) = rs!sec
.TextMatrix(i, 9) = rs!rollno
.TextMatrix(i, 10) = rs!Conv
If Not (rs!Loc = "") Then
.TextMatrix(i, 11) = rs!Loc
Else
.TextMatrix(i, 11) = ""
End If
End With
rs.MoveNext
Next
End If
End Sub

Private Sub Form_Load()

Me.Top = 0
Me.Left = 0
class
End Sub

Private Sub class()

Set cla = db.OpenRecordset("class", dbReadOnly)
cla.MoveLast
totrec = cla.RecordCount
cla.MoveFirst
For i = 1 To totrec
cboclass.AddItem cla!class
cla.MoveNext
Next
cla.Close
End Sub

Private Sub txtsec_KeyPress(KeyAscii As Integer)

Dim str As String
str = "ABCDEFGHIJKLMNOPQRSTUVWXYZ"
KeyAscii = Asc(UCase(Chr(KeyAscii)))

If KeyAscii > 26 Then

If InStr(str, Chr(KeyAscii)) = 0 Then
KeyAscii = 0
End If

TESTING & TEST RESULTS

TESTING

Testing:
Testing is the process of executing the programs with the intention of finding out
errors. During testing, the program to be tested is executed with a set of test cases and
the output of the programs for the test case is evaluated to determine if the program is
performing

as

it

is

expected

to

be.

As the software is created and added to the developing system, testing is performed to
ensure that it is working correctly and efficiently. Testing is generally focused on two
areas, internal efficiency and external effectiveness. The goal of external effectiveness
testing is to verify that the software is functioning according to system design, and that
it is performing all the required functions. The goal of internal testing is to make sure
that the computer code is efficient, standardized, and well documented. Testing can be
a labor-intensive process due to its iterative nature.
Test Plan:
We divided the testing procedure into these levels: Unit Testing.
Integration Testing.
Validation Testing.
System Testing.
These different levels of testing attempt to detect different types of faults. The relations
of faults introduced in different levels of testing are as shown below
Requirements

System testing

Clients Needs

Validation Testing

Design

Integration Testing

Code

Unit Testing

Levels of Testing
Unit Testing:
The first level of testing is called unit testing. In this, different modules are tested
against the specifications produced during design for the modules. Unit testing is
essential for verification of the code produced during the coding phase, and the
goal is set to test the internal logic of the modules.

Integration Testing:
The next level of testing is often called the integration testing. In this many tested
modules are combined into subsystems, which are then tested. The goal here is to see if
the modules can be integrated properly, the emphasis being on testing interfaces
between modules. This testing activity can be considered as testing design and hence
the emphasis on testing interactions.

Validation Testing:
During validation testing, the system is used experimentally to ensure that the software
does not fail, i.e. will run according to its specifications and in the way users
accepts, special test data input for processing, and the results examined. A limited
number of users may be allowed to use the system so analysts can see whether they try
to use it in unforeseen ways.
System validation checks the quality of the software in both simulated and live
environments. First the software goes through a phase in which error and failures based
on simulated user requirements are verified and studied, called alpha testing. The

modified software is then subjected to phase two in the actual users site or a live
environment, called beta testing.

System Testing:
A series of different tests whose function is to verify that all system elements have
been properly integrated and perform allocated functions.

Testing of Student Data Management :

In case of Student data management package, I performed unit testing to each
individual function to see that whether they are working properly or not. We examined
each loop, which occurred in the functions for every possible value. Integration testing
was also being performed by combining the different modules and the results were
examined. Some steps are taken for testing:
1. Proper validation is done or not.
2. Exceptions are handled or not.
3. Correct menus open or not.
4. Records are properly updated & saved or not.
5. Is system able to detect Intruder?
Samples Of Unit Testing:
Few samples of unit testing are explained with the help of screen outputs.
Unit testing is basically testing the modules with the dummy data.

If Admission no is not
in the database
message will be
prompted. No record
found.

If search button is
pressed before entering
the name it will ask for
the field.

USER MANUAL

About the System:

It is basically a Database management package for the authorities of
school/institute that maintains students data. All the details of student are managed by
the package i.e. Personal details, Fees details, Reports & etc. The package is by the
name of Student Data Management Package. Package helps the various departments
in maintaining & manipulating the data. Student data are divided into Personal
information, Fees Details, Receipt printing & etc it helps in manipulating the divided
parts of the data. This system is for the department maintaining student records.

Platform:
This system is platform independent, it will work on any platform.
Operating system recommended for this system is Windows 98 & upper versions.
How to use it
Student Data Management package has a very user friendly environment & its
interfaces are similar to windows, so it will not take time for the user to get
acquainted with the system, there are few things that should be kept in mind before
using the system those points are explained with the help of screen outputs.
This Package is developed for stand-alone system, hence for logging on the system
user must know the Username & Password. After choosing from the menus the
specific options few things has to be kept in mind which are explained below.

Addition of records:

For adding record

first fill up the
form after that
click on ok

For filling up
another students
data click new
then enter
details .

Editing Records:

FUTURE 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. Context
2. Information objective
3. Function & Performance
4. 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.

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.

RESULTS & CONCLUSION

LIMITATION OF THE SYSTEM

Limitations of the system and future development areas:

Limitation of any system is difference between the required system & the developed
system: 1. It is developed for only stand-alone PC.
2. This system is quite easy to use this is not its limitation but its restrictive
features are its limitation.
3. The back end used in the system is M S Access, which is not an RDBMS.
4. The system does not support multiple users.
5. There are few things, which should be kept in mind while using the system.

BIBLIOGRAPHY
The following books/ documents were used in making of this system:

Visual Basic 6 Unleashed by Rob Thayer (SAMS Publication)

Visual Basic 6: Black Book by Steve Holzner (Coriolis Group Books)

SQL, PL/SQL by Ivan Bayross (BPB Publication)

Software Engineering by K.K. Aggrawal and Yogesh Singh (New Age

International Pvt. Ltd.).

A few notes from google.com.

Sahoo Reeta, Beginners Guide to Visual Basic, 7 th revised edition, BPB

Publications.

Wright Peter, Learning Visual Basic 6.0.

Petroutous, Mastering in VB 6.0, BPB Publications.

Pressman S Roger Practitioners Approach to Software Engineering, TMH

Publication.

Bradley, Millspaugh, Programming in Visual Basic 6.0, TMH Publication.