A REPORT ON

GYM MANAGEMENT SYSTEM

BCA SEMESTER 5
-DRON UPADHYAY A71004817012
SHOAIB KURANE A71004817005
TABLE OF CONTENTS

Introduction.
Introduction of the Project.
Objectives Of The Project.
1. Software Engineering Paradigm Applied
2. Software Project Development Methodology.
3. Design
Data Flow Diagram (DFD)
Entity Relationship Diagram
4. Testing
5. Implementation
6. Maintenance
7. Conclusion

INTRODUCTION

Introduction to the Project

Objectives Of The Project

INTRODUCTION TO THE PROJECT

This project is designed to facilitate a gymming and fitness
center to automate its operations of keeping records and
store them in form of a large and user friendly database
further facilitating easy access to the personnel.
OBJECTIVES OF THE PROJECT

 What was the Problem?

 Existing system was manual.

 Time consuming as data entry which include calculations took lot

of time.

 Searching was very complex as there could be 100’s of entry

every year.

 The proposed system is expected to be faster than the existing

system.

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  The Project was made in order to effectively and efficiently cater
to requirements of the fitness center.Very frequently the person
who generally holds the tasks to manage the center needs to
keep records of all the transactions as well as data mannually .
Gennerally, In order to structure these tasks Separate Registers
are maintained.This whole process thus becomes quite
cumbersome for them to control manually.Moreover,Any wrong
data entered mistakenly can brings serious results.

 The cost of maintaince of data and records of occurrence of

transactions is very high.

 Searching a particular data specific to particular requirements is

also very tedious in such system.In order to retrieve records,The
responsible person needs to manually locate the appropriate
register and locate the appropriate placement of that particular
record which may be very time consuming.

 Data Redundency is also a great issue in such kind of

system.”Redundency” means repititon;Thus data modified or
updated at a particular place may not be data modified or
updated at the other related place which may create
inconsistencies in data handling,Destroys Data Integrity and
creates confusion for the owner.

What the Software Provides in this Regard?

 The software is capable enough to allow the concerned person to
store and retrieve any type of record with just a single click of
mouse.The software allows Interactive ,Self decribing Graphic User
Interface environment where even standalone users can work very
comfortably and easily.

 All the data pertaining to transactions or other important entities is

kept at central database from where its attributes can be easily
controlled.But,Such kind of technical details are hidden from the
standalone User. He just needs to type in correct details of the given
entity and then click the save button with the help of
mouse.However,That central repository of data can be easily
accessed if required.

 Data Redundency is no more the problem now.The data modified

from one particular data entry form will reflect the modifications at
the other related forms too.This has thus reduced the chances of
data inconsistency in our data storage.

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 There is no need to manage bulky registers now as data stored in
the backend database can be radily retrieved either from the
frontend form itself or directly from the database.

 Requires one time investment of setting up required Hardware and

Software after which no more headache is required by the
Managers.Moreover,It also reduces dependence on Man Power.

 Effective Search measures are present at each and every data

transactional forms from where by just entering a Unique keyword
for that data its whole records can be readily seen within
microseconds.Moreover,Facillity of Updation and Deletion of data
through search is also available.

SYSTEM ANALYSIS

System Analysis refers into the process of examining a situation with

the intent of improving it through better procedures and methods.
System Analysis is the process of planning a new System to either
replace or complement an existing system. But before any planning is
done the old system must be thoroughly understood and the
requirements determined. System Analysis, is therefore, the process of
gathering and interpreting facts, diagnosing problems and using the
information to re-comment improvements in the System. Or in other
words, System Analysis means a detailed explanation or description.
Before computerized a system under consideration, it has to be
analyzed. We need to study how it functions currently, what are the
problems, and what are the requirements that the proposed system
should meet.
System Analysis is conducted with the following objectives in mind:

1. Identify the customer’s need.

2. Evaluate the system concept for feasibility.

3. Perform economic and technical analysis.

4. Allocate functions to hardware, software people, database and

other system elements
5. Establish cost and schedule constraints.

6. Create a system definition that forms the foundation for all the
subsequent engineering work.

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 Identification of Customer’s Need
Before proceding further ,It becomes very necessary to accumilate
the valid and conviencing requirements of the project and
communicate the very same to various stakeholders of the project.
This step is initiation of System Analysis. An overview of the
client’s requirement has been done. The basic need of the client to
opt for such kind of project is analysed. As per current marketing
scenario, an entire system was required to track day-to-day
transactions.
Client was following a Manual Process, which is not at all
compatible with its current working conditions. It was not only time
consuming, but also lacks accuracy. Security point of view the
manual system was failed to hide the information from any
unauthenticiated staff or any outside person. Therefore, there was
an urgent requirement of such Computerised System which can
fullfill all of its current as well as future requirements. Further
more, data handling was also posing a serious problem for them.

Preliminary Investigation
The client set is just a worker(s),who is regularly indulged in
manual,maintainence,transactions,keeping,regular,records,maintai
ning the records of fine details of members.
Following manual registers are maintained:

 Member’s Details Register:

This Register is maintained in liu to maintain the records of the
various members of the gymming center.The document contains
relevant information about the various members such as members’s
id, Name,Address,Telephone number.

 Employee’s Details Register:

This Register is maintained in liu to maintain the records of the
arious employees of the gymming center.The document contains
relevant information about the various employees such as
employee’s id, Name,Address,Telephone number.

 Inventory Register:
The register is used to record the details of the
products(supplements,beverages and apparels supplied and
required) such as its ID,Description,Quantity,Price,service date,time
period for which it is under maintainence etc.

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Feasibilty Study
Depending on the results of the initial investigation, the survey
is expanded to a more detailed feasibility study. Feasibility study
is a test of system proposal according to its workability, impact
on the organization, ability to meet user needs, and effective
use of resources. The objective of the feasibility study is not to
solve the problem but to acquire a sense of its scope . During
the study, the problem definition is crystallized and aspects of
the problem to be included in the system are determined.
Consequently, costs and benefits are described with greater
accuracy at this stage.
It consists of the following:
Statement of the problem:
A carefully worded statement of the problem that led to
analysis.
2. Summary of finding and recommendations:
A list of the major findings and recommendations of the study.
It is ideal for the user who requires quick access to the results
of the analysis of the system under study. Conclusion are
stated , followed by a list of the recommendation and a
justification for them .
3. Details of findings :
An outline of the methods and procedures under-taken by the
existing system, followed by coverage of the objectives and
procedures of the candidate system. Included are also discussions
of output reports, file structures, and costs and benefits of the
candidate system.
4. Recommendations and conclusions:
Specific recommendations regarding the candidate system,
including personnel assignments, costs, project schedules, and
target dates.
Technical Feasibility
Technical feasibility centers around the existing computer system
(Hardware and Software etc) and to what extend it support the
proposed addition. For example, if the current computer is operating at
80 percent capacity - an arbitrary ceiling - then running another
application could overload the system or require additional Hardware.
This involves financial considerations to accommodate technical
enhancements. If the budgets is a serious constraint ,then the project
is judged not feasible. In this project, all the necessary cautions have
been taken care to make it technically feasible. Using a key the display
of text/object is very fast. Also, the tools, operating system and
programming language used in this localization process is compatible
with the existing one.

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Economical Feasibility
Economic analysis is the most frequently used method for evaluating
the effectiveness of the candidate system. More commonly known as
cost/benefit analysis, the procedure is to be determining the benefits
and savings that are expected from a candidate and compare them
with costs. If benefits outweigh costs, then the decision is made to
design and implement the system.
A systems financial benefit must exceed the cost of developing that
system. i.e. a new system being developed should be a good
investment for the organization. Economic feasibility considers the
following:
i. The cost to conduct a full system investigation.
ii. The cost of hardware and software for the class of
application.
iii. The benefits in the form of reduced cost or fewer costly errors.
iv. The cost if nothing changes.
The proposed SYSTEM is economically feasible because
i. The system requires very less time factors.
ii. The system will provide fast and efficient automated environment
instead of slow and error prone manual system, thus reducing both
time and man power spent in running the system.
iii.The system will have GUI interface and very less user training is
required to learn it.
iv. The system will provide service to view various information if
required for some decision making.
Operational Feasability
This Application is very easy to operate as it is made user friendly with
the help of very effective GUI tools . Main consideration is user’s easy
access to all the functionality of the Application.Another main
consideration is here is that whether user organization is trained
enough to use the newer application. Here every functionality is As per
previous operational strategy which is not expected to be cumbersome
to the potential clients.
Behavioural Feasibility
People are inherently resistant to change, and computers have been
known to facilitate change. An estimate should be made of how strong
a reaction the user staff is likely to have toward the development of a
computerized system. Therefore it is understandable that the
introduction of a candidate system requires special efforts to educate
and train the staff.The software that is being developed is user friendly
and easy to learn.In this way, the developed software is truly efficient
and can work on any circumstances ,tradition ,locales.
Behavioral study strives on ensuring that the equilibrium of the
organization and status quo in the organization are nor disturbed and
changes are readily accepted by the users.

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Proposed System Functionality
The proposed system will be designed to support the following
features:-
 The proposed system has a user friendly Interface for porting
of data to server.
 The proposed system provides the facility to pull the data from
the server using a key (such as id) and get the desired report.
 The proposed system provides the no replication of data

SOFTWARE ENGINEERING PARADIGM

APPLIED
Software Engineering
The basic objective of software engineering is to: develop methods
and procedures for software development that can scale up for large
systems and that can be used to consistently produce high quality
software at low cost and with a small cycle time. That is, the key
objectives are consistency, low cost, high quality, small cycle time,
and scalability.
The basic approach that software engineering takes is to separate the
development process from the software. The premise is that the
development process controls the quality, scalability, consistency, and
productivity. Hence to satisfy the objectives, one must focus on the
development process. Design of proper development process and
their control is the primary goal of the software engineering. It is this
focus on the process that distinguishes it from most other computing
desciplines. Most other computing disciplines focus on some type of
the product-algorithms, operating systems, databases etc. while
software engineering focuses on the process for producing products.
To better manage the development process and to achieve
consistency, it is essential that the software development be done in
phases.

Different Phases Of The Development Process:

1) Requirement Analysis
Requirement analysis is done in order to understand the problem the
software system is to solve. The problem could be automating an
existing manual process, developing a new automated system, or a
combination of the two. The amphasis in requirements analysis is on
identifying what is needed from the system, not how the system will
achieve its goals. There are atleast two parties involved in the
software development-a client and a developer. The developer has
to develop the system to satisfy the client’s needs. The developer
does not understand the client’s problem domain, and the client

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 does not understand the issues involved in the software systems.
This causes a communication gap, which has to be adequately
bridged during requirements analysis.
2) Software Design
The purpose of the design phase is to plan a solution of the problem
specified by the requirements documents. This phase is the first step
in moving from the problem domain to the solution domain. Starting
with what is needed, design takes us toward how to satisfy the
needs. The design of a system is perhaps the most critical factor
affecting the quality of the software. It has a major impact on the
later phases, particularly testing and maintenance.
The design activity is divided into two phases: System Design and
Detailed Design. In system design the focus is on identifying the
modules, whereas during detailed design the focus is on designing
the logic for each of the modules.
3) Coding
The goal of the coding phase is to translate the design of the system
into code in a given programming language. Hence during coding,
the focus should be on developing programs that are easy to read
and understand, and not simply on developing programs that are
easy to write.
4) Testing
Testing is the major quality control measure used during software
development. Its basic function is to detect errors in the software.
Testing not only uncover errors introduced during coding, but also
errors introduced during the previous phases. Thus, the goal of the
testing is to uncover requirement, design and coding errors in the
programs. Therefore, different levels of testing are used. Testing is
an extremely critical and time consuming activity. It requires proper
planning of the overall testing process. The output of the testing
phase is the test report and the error report. Test report contains
the set of test cases and the result of executing the code with these
test cases. The error report describes the errors encountered and
the action taken to remove the errors.
5) Implementation
It is the process of having systems personnel check out and put new
equipment into use, train users, install the new application and
construct any files of data needed to use it. This phase is less
creative than system design. Depending on the size of the
organization that will be involved in using the application and the
risk involved in its use, systems developers may choose to test the
operation in only one area of the firm with only one or two persons.
Sometimes, they will run both old and new system in parallel way to
compares the results.

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Paradigm Applied
In this project,The Spiral Model is applied in order to provide rigid
efficiency and functionality in the overall working style of the
project.Moreover, In order to cater to new or modified requirements of
the user, Spiral model is very effective .I used “The Spiral model” as it
is best suited to those development environments where probability of
uncertainity is very high and chances of mistakes are uncontrollable.

Software Project Development Methodology

The Methodology:
I was assigned the duty for developing a computerized system for a
fitness center. The project time and resources were very limited . The
optimum use of practical time neccessiates that every session and
every activity is planned. For effective Planning ,Efficient Project
Managerial skils are required,Efficiant skills then trace out best
methodology to be used.
The methodology used by me includes the following things
Different Modules In Computerised System

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 Modules – This project consists of different interfaces which will
be accessed through a MDI (Multiple Document Interface) window.
Different modules that makeup this system have already been a
described in system analysis.

Member’s Module
In this module,Owner can see the membership details which includes:

 MEMBER DETAILS
Member id
Name
Gender
 MEMBERSHIP DETAILS
Membership type
Expiration date
MEMBERSHIP DETAILS
Address
Date of birth
Phone number
ACCOUNT INFORMATION
Due date
Amount Due
Amount Paid
Days late
Balance

After processing all this information records are saved and in this
module itself there is a provision for report generation for viewing
details of all the members.There is also a provision for generating a
receipt for an individual member thus agin giving some of his relevant
details.
Inventory module
It is further divided into three components:
1. INVENTORY
Gives description about a product based on its category and
includes:
a.Category
b.Id
c.Description
d.Brand
e.Quantity
f.Date
2. ORDER
It facilitates the owner to place an order and based on the
category of the product(apparels,beverages,supplements)
following information is displayed along includin the
provision for order placement:

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 a.Category
b.Id
c.Description
d.Brand
e.Supplier
f.Number of cases
g.Quantity in each case
h.Case Price
i.Sales Price
j.Order Date
3. PRODUCTS
Generates an inventory record of the product based on the
product category selected and displays the following
information:
a.Category
b.Id
c.Description
d.Brand
e.Supplier
f.Number of cases
g.Quantity in each case
h.Quantity ordered
i.Case Price
j.Sales Price
k.Order Date
l.Last ordered
m.Last inventory
It also provides the facility of generating reports of all the
products of a paticular category.

DESIGN
Data Flow Diagram (DFD)
Entity Relationship Diagram

DATA FLOW DIAGRAM (DFD)

DFD is a model, which gives the insight into the information domain
and functional domain at the same time. DFD is refined into
different levels. The more refined DFD is, more details of the
system are incorporated. In the process of creating a DFD, we
decompose the system into different functional subsystems. The
DFD refinement results in a corresponding refinement of data.
Following is the DFD of the “Proposed System”. We have refined the
system up to two levels. Each break-up has been numbered as per
the rule of DFD. We have tried to incorporate all the details of the
system but there is some chance of further improvisation because of
the study that is still going on for the project development.

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Context Level or Zero Level DFD
This level shows the overall context of the system and it's operating
environment and shows the whole system as just one process.

The Context Diagram or the Zero Level DFD.

Member details
Database Operations on
MEMBERS record
Member list

Database Operations on
Reciept
GYM EMPLOYEES record
CENTER’S Member’s Record
RECORD
MANAGEMEN Database Operations on
Employee details
-T SYSTEM INVENTIRY record

Employee schedule

IInventory(orders
and products)

USE CASE:-

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ENTITY-RELATIONSHIP DIAGRAM

TESTING
Levels of Testing:
Systems are not designed as entire systems nor are they tested as
single systems. The analyst must perform both unit and system testing.

 Unit Testing:
In unit testing the analyst tests the programs making up a
system. For this reason, unit testing is sometimes called program
testing. Unit testing gives stress on the modules independently of
one another, to find errors. This helps the tester in detecting
errors in coding and logic that are contained within that module
alone. The errors resulting from the interaction between modules
are initially avoided. The test cases needed for unit testing should
exercise each condition and option.

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 Unit testing can be performed from the bottom up, starting with
smallest and lowest-level modules and proceeding one at a time.
For each module in bottom-up testing a short program is used to
execute the module and provides the needed data, so that the
module is asked to perform the way it will when embedded within
the larger system.

 System Testing:
The important and essential part of the system development
phase, after designing and developing the software is system
testing. We cannot say that every program or system design is
perfect and because of lack of communication between the user
and the designer, some error is there in the software
development. The number and nature of errors in a newly
designed system depend on some usual factors like
communication between the user and the designer; the
programmer's ability to generate a code that reflects exactly the
systems specifications and the time frame for the design.
Theoretically, a newly designed system should have all the parts
or sub-systems are in working order, but in reality, each sub-
system works independently. This is the time to gather all the
subsystem into one pool and test the whole system to determine
whether it meets the user requirements.

System testing consists of the following five steps:

1) Program Testing
A program represents the logical elements of a system. For a program
to run satisfactorily, it must compile and test data correctly and tie in
properly with other programs. it is the responsibility of a programmer
to have an error free program. At the time of testing the system, there
exists two types of errors that should be checked. These errors are
syntax and logic. A syntax error is a program statement that violates
one or more rules of the language in which it is written. An improperly
defined field dimension or omitted key words are common syntax
errors. These errors are shown through error messages generated by
the computer. A logic error, on the other hand, deals with incorrect
data fields out of range items, and invalid combinations. Since the
logical errors are not detected by compiler, the programmer must
examine the output carefully to detect them.
When a program is tested, the actual output is compared with the
expected output. When there is a discrepancy, the sequence of the
instructions, must be traced to determine the problem. The process is
facilitated by breaking the program down into self-contained portions,
each of which can be checked at certain key points.

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 2) String Testing
Programs are invariably related to one another and interact in a total
system. Each program is tested to see whether it conforms to related
programs in the system. Each part of the system is tested against the
entire module with both test and live data before the whole system is
ready to be tested.
3) System Testing
System testing is designed to uncover weaknesses that were not found
in earlier tests. This includes forced system failure and validation of
total system as it will be implemented by its user in the operational
environment. Under this testing, generally we take low volumes of
transactions based on live data. This volume is increased until the
maximum level for each transaction type is reached. The total system
is also tested for recovery and fallback after various major failures to
ensure that no data are lost during the emergency. All this is done with
the old system still in operation. When we see that the proposed
system is successful in the test, the old system is discontinued.
4) System Documentation
All design and test documentation should be well prepared and kept in
the library for future reference. The library is the central location for
maintenance of the new system.
5) User Acceptance Testing
An acceptance test has the objective of selling the user on the validity
and reliability of the system. It verifies that the system's procedures
operate to system specifications and that the integrity of important
data is maintained. Performance of an acceptance test is actually the
user's show. User motivation is very important for the successful
performance of the system. After that a comprehensive test report is
prepared. This report shows the system's tolerance, performance
range, error rate and accuracy.
Special Systems Tests:
There are other six tests which fall under special category. They are
described below:

 Peak Load Test: It determines whether the system will handle

the volume of activities that occur when the system is at the peak
of its processing demand. For example, test the system by
activating all terminals at the same time.
 Storage Testing: It determines the capacity of the system to
store transaction data on a disk or in other files. For example,
verify documentation statements that the system will store
10,000 records of 400 bytes length on a single flexible disk.
 Performance Time Testing: it determines the length of time
system used by the system to process transaction data. This test
is conducted prior to implementation to determine how long it

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 takes to get a response to an inquiry, make a backup copy of a
file, or send a transmission and get a response.
 Recovery Testing: This testing determines the ability of user to
recover data or re-start system after failure. For example, load
backup copy of data and resume processing without data or
integrity loss.
 Procedure Testing: It determines the clarity of documentation
on operation and use of system by having users do exactly what
manuals request. For example, powering down system at the end
of week or responding to paper-out light on printer.
 Human Factors Testing: It determines how users will use the
system when processing data or preparing reports.

Hardware Requirement
Hardware is the term given to machinery itself and to various individual
pieces of equipment. It refers to the physical devices of a computer
system. Thus the input, storage, processing control and output devices
are hardware.
Minimum Hardware Requirement Of Client Side:
Processor: Any Pentium or Equivalent Machine
RAM: 256 MB
HDD: 1.2 GB
CD-ROM: 32X
14 inches Color Monitor
104 Keys Keyboards
Printer: DeskJet 670 C

Software Requirement
Software means a collection of program where the objective is to
enhance the capabilities of the hardware machine.
Minimum Software Requirement Of Client Side:
Operating System : Windows 9x/NT/2000/Xp
Database : Microsoft Office Access
Front-end : Visual Basic 6.0

IMPLEMENTATION

Once the system was tested, the implementation phase started. A

crucial phase in the system development life cycle is successful
implementation of new system design. Implementations simply mean
converting new system design into operation. This is the moment of
truth the first question that strikes in every one’s mind that whether
the system will be able to give all the desires results as expected from

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system. The implementation phase is concerned with user training and
file conversion.
The term implementation has different meanings, ranging from the
conversion of a basic application to a complete replacement of
computer system Implementation is used here to mean the process of
converting a new or revised system design into an operational one.
Conversion is one aspect of implementation. The other aspects are the
post implementation review and software maintainence. There are
three types of implementation:

 Implementation of a computer system to replace a manual

system
 Implementation of a new computer system to replace an existing
one.
 Implementation of a modified application to replace an existing
one.

 Direct Implementation

In direct implementation; the previous system is stopped and

new system is started up coincidentally. Here there is a direct
change over from manual system to computer-based system. In
direct change over implementation; employess can face the
problems. Suppose our software is not working much efficiently
as manual one then we can’t find the defects in our software. It
will not be beneficial in finding errors.The proposed system is fully
implemented using Direct Implementation.

MAINTENANCE
Once the software is delivered and developed, it enters the
maintenance phase. All systems need maintenance. Software needs to
be maintained because there are often some residual errors or bugs
remaining in the system that must be removed as they are discovered.
Many of these surfaces only after the system has been in operation
sometimes for a long time. These errors once discovered need to be
removed, leading to the software getting changed. Though Maintenance
is not a part of software development, it is an extremely important
activity in the life of a software product.
Maintenance involves understanding the existing software (code and
related documents), understanding the effects of change, making the
changes-to both the code and documents-testing the new parts and
retesting the old part.

CONCLUSION
The objective of this project was to build a program for maintaining the
details of all the members,employees and inventory .The system
developed is able to meet all the basic requirements. The management

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of the records (both members and employees)will be also benefited by
the proposed system, as it will automate the whole procedure, which
will reduce the workload. The security of the system is also one of the
prime concerns. There is always a room for improvement in any
software, however efficient the system may be. The important thing is
that the system should be flexible enough for future modifications. The
system has been factored into different modules to make system adapt
to the further changes. Every effort has been made to cover all user
requirements and make it user friendly.

 Goal achieved: The System is able provide the interface to the

owner so that he can replicate his desired data. .

 User friendliness: Though the most part of the system is

supposed to act in the background, efforts have been made to
make the foreground interaction with user(owner) as smooth as
possible. Also the integration of the existing system with the
project has been kept in mind throughout the development
phase.

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