JSAD61_Final_Project_Doc_optCust

INSTITUTE MANAGEMENT SYSTEM FOR THE JOHN PAUL II
Completed by
Batch: JSAD 61
Group: Maxtec
Members: Suresh Roshan Gerard Bolonna (912301907 v)
Milinda Laknath Arambewella (930380091 v)
Payagala Waduge Ishara Ashen Fernando (931151355 v)
For partial completion of the
PROFESSIONAL CERTIFICATE IN JAVA TECHNOLOGY EXAMINATION
Certification Authority
CHAMBER OF CHARTERED JAVA PROFESSIONALS INTERNATIONAL
Training Partner
JAVA INSTITUTE FOR ADVANCED TECHNOLOGY

Institute Management System for John Paul II Page 2
ACKNOWLEDGEMENTS
Our group wishes to thank our members for their tremendous contribution and support both in
morally and financially towards the completion of the project to achieve our goal, We are also grateful
to our lecturers who help us throughout the development of this project Dr. Ishantha Siribaddana, Mr.
Pradeep Lakshitha, Branch manager Mr. Aruna Sathischandra, Mr. Asela Cooray who without his/her
help and guidance this project not have been completed, And we show our gratitude to our families,
friends and all who contributed to bring this project to success.

Table of Contents
Introduction ..................................................................................................................................................14
Problem Analysis Information of Client Requirements .............................................................................15
Brief Expression Regarding Client Issues ..............................................................................................15
Client’s Requirements ..............................................................................................................................15
Students Details Management................................................................................................................................ 15
Lecturer Details Management ................................................................................................................................. 15
Course Details Management................................................................................................................................... 15
Class Scheduling....................................................................................................................................................... 15
Income / Expenses Calculation & Analysis........................................................................................................... 15
Income Assets ........................................................................................................................................................... 15
Expenses.................................................................................................................................................................... 15
Project Plan...................................................................................................................................................16
Program Features .....................................................................................................................................16
Income / Expenses tracking & analyzing ................................................................................................16
Income Assets ........................................................................................................................................................... 16
Expenses.................................................................................................................................................................... 16
Limitations.................................................................................................................................................16
Research .......................................................................................................................................................17
Business Research...................................................................................................................................17
Reason for Particular Methods ................................................................................................................17
Summary of Research Facts....................................................................................................................17
Interview with the client. ........................................................................................................................................... 17
Inspecting application forms using to register a student..................................................................................... 17
Inspecting payment records of lecturers................................................................................................................ 17
Class schedules. ....................................................................................................................................................... 17
Course fees payments.............................................................................................................................................. 18
Inspecting student payments invoices. .................................................................................................................. 18
Records of expenses regarding (Water, Electricity, Telephone, etc)................................................................ 18
Records of income regarding (Bank Interest, Application Forms, Stationeries).............................................. 18
Students’ class classification details (batches, classes Declaration)................................................................ 18
Analysis ........................................................................................................................................................19
Business Process Diagrams....................................................................................................................19
Registering a student................................................................................................................................................ 19
Lecturer Payment Calculation ................................................................................................................................. 20
Recruit Lecturer ......................................................................................................................................................... 21
Student Registration ................................................................................................................................................. 22
Calculate Other Expenses ....................................................................................................................................... 23
Calculate Other Income............................................................................................................................................ 24

Recruit Employer .......................................................................................................................................................25
System Design ............................................................................................................................................. 26
Activity Diagrams ..................................................................................................................................... 26
Class Schedule Activity ............................................................................................................................................26
Class Schedule Evaluation ......................................................................................................................................27
Class Schedule Composing / Printing....................................................................................................................28
Lecturer Payment Calculation and Issuing............................................................................................................29
Recruit Lecturer .........................................................................................................................................................30
Student Registration..................................................................................................................................................31
Calculate Other Expenses .......................................................................................................................................32
Calculate Other Income............................................................................................................................................33
Recruit Employer .......................................................................................................................................................34
Database Design .......................................................................................................................................... 35
ER Diagram............................................................................................................................................... 35
Database Schema..................................................................................................................................... 36
“courses” Table Schema ..........................................................................................................................................36
“lecturers” Table Schema.........................................................................................................................................36
“lecturer_academic_ol” Table Schema (Associate of “lecturers” Table)...........................................................36
“lecturer_academic_al” Table Schema (Associate of “lecturers” Table)...........................................................36
“lecturer_pro_qualifications” Table Schema (Associate of “lecturers” Table) ..................................................36
“lecturer_payment” Table Schema (Associate of “lecturers” Table)..................................................................36
“lecturer_payment_entry” Table Schema (Associate of “lecturers” Table).......................................................36
“class_schedules” Table Schema (Associate of “lecturers” Table) ...................................................................36
“schedule_evaluation” Table Schema....................................................................................................................36
“students” Table Schema .........................................................................................................................................36
“class_schedules_list” Table Schema (Associate of “lecturers” & “courses” Tables).....................................36
“schedule_evaluation_list” Table Schema (Associate of “schedule_evaluation”, “class_schedules”,
“lecturers” & “courses” Tables)................................................................................................................................36
“lecturer_pay_cal_status” Table Schema (Associate of “schedule_evaluation_list” Table) ..........................36
“student_courses” Table Schema (Associate of “students” & “courses” Tables) ............................................36
“student_payments” Table Schema (Associate of “students” & “courses” Tables).........................................37
“employers” Table Schema......................................................................................................................................37
“other_expense_types” Table Schema..................................................................................................................37
“other_expenses” Table Schema (Associate of “other_expense_types” Table) .............................................37
“other_fees_type” Table Schema............................................................................................................................37
“other_fees” Table Schema (Associate of “other_fees_type” & students Tables)...........................................37
“other_income_types” Table Schema ....................................................................................................................37
“other_income” Table Schema (Associate of “other_income_types” Table)....................................................37
“login” Table Schema................................................................................................................................................37

Assumptions .............................................................................................................................................38
Storyboards (wireframes) ............................................................................................................................40
Main Frame................................................................................................................................................40
Login screen............................................................................................................................................................... 40
Login details incorrect............................................................................................................................................... 40
After successfully logged in main frame ................................................................................................................ 41
Shows when database login or access details not specified or incorrect......................................................... 41
Course Registration Frame ......................................................................................................................42
Course registration main frame............................................................................................................................... 42
Remove course confirmation when “Remove Course” Button Pressed ........................................................... 42
Course unable to delete ........................................................................................................................................... 42
Course updated......................................................................................................................................................... 42
Details not specified when attempt to submit without specifying essential data ............................................. 43
Attempt to save or update with currently existing course name......................................................................... 43
When new course submitted to database ............................................................................................................. 43
When course deleted from database ..................................................................................................................... 43
Course search results dialog................................................................................................................................... 44
Lecturer Registration Frame ....................................................................................................................45
Lecturer registration frame....................................................................................................................................... 45
When search and select with combo box and if detect identical items............................................................. 45
When lecturer details updated................................................................................................................................. 45
Attempt to save or update with currently existing NIC No .................................................................................. 46
Attempt to add currently existing or selected lecturer.......................................................................................... 46
When required bio data not specified..................................................................................................................... 46
Attempt to select invalid or currently beyond the present data and time.......................................................... 46
If OL check box selected and no data specified.................................................................................................. 46
If AL check box selected and no data specified .................................................................................................. 47
If Add Professional Qualifications check box selected and no data specified................................................. 47
New lecturer submitted to database....................................................................................................................... 47
Lecturer delete confirmation .................................................................................................................................... 47
Lecturer details deleted from database ................................................................................................................. 47
Lecturer unable to delete when lecturer details were related with class schedules or payment details...... 48
Search lecturer with ID results dialog..................................................................................................................... 48
Student Registration Frame .....................................................................................................................49
Student registration frame........................................................................................................................................ 49
Attempt to add new student without specifying required details or registering without course..................... 49
Student details updated............................................................................................................................................ 49
Attempt to delete student that already registered with course ........................................................................... 49

Attempt to remove a course registered with a student that already payments made for the course ...........50
Attempt to add same course already registered with...........................................................................................50
Attempt to save or update with currently existing NIC No...................................................................................50
Student submitted to database................................................................................................................................50
Check and output if selected entry id related to details which attempt to delete if not ouput message.......50
Student details deleted from database...................................................................................................................51
Attempt to add currently existing entry...................................................................................................................51
Attempt to update selected student with different ID ...........................................................................................51
Student course search results dialog .....................................................................................................................52
Student search results dialog ..................................................................................................................................52
Employer Registration Frame.................................................................................................................. 53
Employer registration frame.....................................................................................................................................53
Attempt to existing employer ...................................................................................................................................53
Attempt to update or register new employer with currently existing NIC no.....................................................53
Attempt to submit employer details without specifying important details..........................................................54
Employer details updated.........................................................................................................................................54
Attempt to specify invalid date for birth date .........................................................................................................54
New employer record added....................................................................................................................................54
Employer record delete confirmation......................................................................................................................54
Employer record deleted from database................................................................................................................55
Employer search results dialog ...............................................................................................................................55
Attempt to update employer record with different ID............................................................................................55
Employer search by last name dialog ....................................................................................................................56
Other Expenses Type Registration Frame.............................................................................................. 57
Other expenses type registration frame.................................................................................................................57
Attempt to update, save without specifying details ..............................................................................................57
New other expense type added...............................................................................................................................57
Other expense entry updated..................................................................................................................................57
Attempt to add currently existing other expense entry ........................................................................................58
Other expense entry deleted ...................................................................................................................................58
Attempt to delete other expense entry currently related with expense records...............................................58
Other expense type search results dialog .............................................................................................................59
Other Expenses Frame............................................................................................................................. 60
Other expenses frame ..............................................................................................................................................60
Expense record added..............................................................................................................................................60
Attempt to add expense record without details.....................................................................................................60
Payment record revised............................................................................................................................................61
Attempt to update selected record with different ID .............................................................................................61

Other expenses delete entry confirmation............................................................................................................. 61
Other expense record deleted................................................................................................................................. 61
Attempt to compose report without selecting expense type or aggregate option............................................ 61
Other expenses report.............................................................................................................................................. 62
Search other expense entries by ID or date results dialog................................................................................. 62
Other Income Type Registration Frame ..................................................................................................63
Other income type registration frame..................................................................................................................... 63
New other income entry added ............................................................................................................................... 63
Other income type updated ..................................................................................................................................... 63
Attempt to update or save with currently existing entry....................................................................................... 63
Other income type deleted....................................................................................................................................... 63
Attempt to delete other income type related with other income records........................................................... 64
Other income search results dialog........................................................................................................................ 64
Other Income Frame .................................................................................................................................65
Other income frame .................................................................................................................................................. 65
Attempt add currently existing record..................................................................................................................... 65
Other income entry revised...................................................................................................................................... 65
Attempt to update or save without specifying details........................................................................................... 66
New other income entry added ............................................................................................................................... 66
Other income records delete confirmation ............................................................................................................ 66
Other income record deleted................................................................................................................................... 66
Other income record search results dialog............................................................................................................ 67
Other income report.................................................................................................................................................. 67
Other Fee Type Registration Frame.........................................................................................................68
Other fee type registration frame............................................................................................................................ 68
Attempt to save or update with currently existing entry details.......................................................................... 68
Other fee type updated............................................................................................................................................. 68
Other fee type deleted.............................................................................................................................................. 68
Attempt to delete other fee entry related with other fee records........................................................................ 69
New other fee type added........................................................................................................................................ 69
Other fee type search results dialog....................................................................................................................... 69
Student Other Fee Frame .........................................................................................................................70
Student other fees frame.......................................................................................................................................... 70
Attempts submit or revise entry without details .................................................................................................... 70
Attempt submit same invoice again........................................................................................................................ 70
New other fee payment record added.................................................................................................................... 71
Other fee entries delete confirmation..................................................................................................................... 71
Other fee entry deleted............................................................................................................................................. 71

Attempt to revise invoice with different ID..............................................................................................................71
Other fee payment entry revised.............................................................................................................................71
Invoice search results dialog ...................................................................................................................................72
Student find splash screen, Occurred when identical entries in combo box....................................................72
Lecturer Payment Frame.......................................................................................................................... 74
Lecturer payment frame ...........................................................................................................................................74
Evaluation entry assess confirmation.....................................................................................................................74
Attempt to issue payment when payment entry was selected or details missing............................................74
Lecturer payment entries revise confirmation.......................................................................................................75
Lecturer payment entry revised...............................................................................................................................75
Lecturer payment issue confirmation......................................................................................................................75
Attempt to revise entry which is currently not related to lecturer or payment entry ........................................75
Lecturer payment entries delete confirmation.......................................................................................................75
Lecturer payment entry deleted...............................................................................................................................76
Lecturer search results dialog .................................................................................................................................76
Lecturer payment entry search results dialog.......................................................................................................77
Lecturer payment history and analyzing tab..........................................................................................................77
Attempt to filter data without specifying lecturer or aggregate option ...............................................................78
Lecturer search splash screen, Occurred when identical entries found in combo box ..................................78
Student Course Payment Frame.............................................................................................................. 79
Student course payment frame ...............................................................................................................................79
Attempt to issue for currently issued invoice.........................................................................................................79
Attempt to issue invoice without specifying particular details.............................................................................79
Payment entry or invoice revised............................................................................................................................80
When payment invoice entry submitted to database...........................................................................................80
Attempt to issue invoice with amount greater than the remaining due .............................................................80
Attempt to issue payment invoice for completed payment scheme...................................................................80
Attempt to edit or revise a payment entry with different invoice entry...............................................................80
Invoice entry search results dialog .........................................................................................................................81
Class Scheduling & Planning Frame....................................................................................................... 82
Create, revise schedule tab .....................................................................................................................................82
Attempt to add new schedule for currently scheduled lecturer...........................................................................82
Schedule entry updated............................................................................................................................................82
Schedule delete confirmation ..................................................................................................................................82
Attempt to update or add new schedule without specifying certain details ......................................................83
Attempt to delete or update schedule entry with different ID..............................................................................83

When the scheduled entries were not within the scheduled month .................................................................. 83
Attempt to add currently existing entry................................................................................................................... 83
Attempt to add, remove or update evaluated schedule entries.......................................................................... 83
Attempt to delete without selecting an entry or selected entry details were missing...................................... 84
New schedule entry added ...................................................................................................................................... 84
When attempt to delete evaluated schedule entry............................................................................................... 84
Schedule entry deleted............................................................................................................................................. 84
Lecturer search results dialog ................................................................................................................................. 85
Schedule entry search results dialog ..................................................................................................................... 85
Evaluate schedule status tab................................................................................................................................... 86
Evaluation revised..................................................................................................................................................... 86
Attempt submit evaluation details in invalid format.............................................................................................. 86
Attempt to submit currently evaluated entry.......................................................................................................... 86
Attempt to revise an entry yet to be evaluated before revising it....................................................................... 87
Evaluation entry submitted....................................................................................................................................... 87
Daily schedule report composing tab..................................................................................................................... 87
Change Login Details Frame....................................................................................................................88
Change login details Frame..................................................................................................................................... 88
Attempt to save new login details without specifying such details .................................................................... 88
Attempt to change login details without specifying correct old login details..................................................... 88
Specified password length not eligible as a secure password........................................................................... 88
The specified user name contains more than one whitespace in certain word or not specified................... 89
The new password in the password confirmation field doesn’t match.............................................................. 89
Specified login details or the password was same as the old one .................................................................... 89
Login details changed............................................................................................................................................... 89
Database Configuration Frame ................................................................................................................90
Database configuration frame ................................................................................................................................. 90
New settings added................................................................................................................................................... 90
Database access success with the specified details after the “Test Connection” command........................ 90
Specified database name incorrect........................................................................................................................ 91
Database login details incorrect.............................................................................................................................. 91
Specified server access password incorrect......................................................................................................... 91
Implementation.............................................................................................................................................92
Brief Description Regarding Implementation within the Company .......................................................92
User Acceptance Letter ............................................................................................................................93
Limitations and Future Enhancements.......................................................................................................95
Project Experience and Learning Points ....................................................................................................96
Conclusion....................................................................................................................................................97

Appendix A: Business research documents .......................................................................................... 98
Student registration form......................................................................................................................... 98
A reference of financial details.............................................................................................................. 100
Appendix B: Minutes of the meetings................................................................................................... 101
Appendix C: User manual ...................................................................................................................... 102
Installing software .................................................................................................................................. 102
Step 1: Establishing database server...................................................................................................................102
Configuring MySQL Server .................................................................................................................... 106
Step 2: Installing Java Runtime Environment. ....................................................................................................113
Step 3 (The final step): Installing “Institute Management System”..................................................................116
Preparing To Run “Institute Management System” ............................................................................. 121
Step 1: Deploying Database for “Institute Management System”....................................................................121
Step 2: Running the “Institute Management System” for First Time. ..............................................................122
Defining a Password .............................................................................................................................. 125
Database Backup and Restore .............................................................................................................. 127
Backup Database: ...................................................................................................................................................127
Restore Database:...................................................................................................................................................128
Appendix D: SQL Queries...................................................................................................................... 129
Globally Related SQL Queries: .............................................................................................................................129
Course Registration Frame SQL Queries: ............................................................................................ 129
Related to "Add Course" Button............................................................................................................................129
Related to "Update Details" Button.......................................................................................................................129
Related to "View All Course" Button.....................................................................................................................129
Related to "Remove Course" Button ....................................................................................................................129
Related to Search by Course ID ("Find" button).................................................................................................130
Related to Search by Course Name ("Find button") ..........................................................................................130
Lecturer Registration Frame SQL Queries: .......................................................................................... 130
Related to "Save" Button........................................................................................................................................130
Related to "Update" Button ....................................................................................................................................130
Related to "Delete" Button .....................................................................................................................................131
Related to Find by "Last Name" ("Find" Button) .................................................................................................131
Related to "NIC" Combo Box.................................................................................................................................131
Related to "Lecturer Full Name" Combo Box......................................................................................................132
Related to Find by "Lecturer ID" ("Find" Button).................................................................................................132
Related to O/L "Academic Type" Combo Box.....................................................................................................132
Related to A/L "Academic Type" Combo Box.....................................................................................................132
Student Registration Frame SQL Queries: ........................................................................................... 133
Common Queries: ...................................................................................................................................................133
Related to Find by "Student ID" ("Find" Button)..................................................................................................133

Related to Find by "Full Name" ("Find" Button).................................................................................................. 133
Related to "NIC" Combo Box................................................................................................................................. 133
Related to Find by "Course ID" ("Find" Button) .................................................................................................. 133
Related to Find by "Course Name" Combo Box................................................................................................. 133
Related to "Remove Course" Button.................................................................................................................... 133
Related to "Save" Button........................................................................................................................................ 134
Related to "Update" Button.................................................................................................................................... 134
Related to "Delete" Button ..................................................................................................................................... 134
Employer Registration Frame SQL Queries:.........................................................................................134
Common Queries: ................................................................................................................................................... 134
Related to Find by "Employer ID" ("Find" Button) .............................................................................................. 135
Related to "Full Name" Combo Box ..................................................................................................................... 135
Related to Find by "Emplyer Last Name" ("Find" Button) ................................................................................. 135
Related to "NIC" Combo Box................................................................................................................................. 135
Other Expenses Frame SQL Queries:....................................................................................................136
Common Queries: ................................................................................................................................................... 136
Related to Find by "Other Expenses ID" ("Find" Button)................................................................................... 136
Related to Find by "Submit Date" ("Find" Button) .............................................................................................. 136
Related to "Other Expense Type" Combo Box................................................................................................... 137
Related to Find by "Bill No" ("Find" Button)......................................................................................................... 137
Related to "Filter" Button........................................................................................................................................ 137
Related to "Paid" Button......................................................................................................................................... 137
Related to "Revise Payment" Button.................................................................................................................... 138
Other Income Frame SQL Queries:........................................................................................................138
Common Queries: ................................................................................................................................................... 138
Related to Find by "Other Income ID" ("Find" Button)....................................................................................... 138
Related to Find by "Date" ("Find" Button)............................................................................................................ 138
Related to "Other Income Type" Combo Box ..................................................................................................... 138
Related to Find by "Receipt No" ("Find" Button)................................................................................................. 138
Related to "Filter" Button........................................................................................................................................ 139
Other Expense Type Registration Frame SQL Queries:.......................................................................139
Common Queries: ................................................................................................................................................... 139

Related to Find by "Other Expense Type ID" ("Find" Button)...........................................................................140
Related to Find by "Other Expenses Name" ("Find" Button) ............................................................................140
Other Fee Type Registration Frame SQL Queries:............................................................................... 140
Related to Find by "Other Fee ID" ("Find" Button) .............................................................................................140
Related to Find by "Other Fee Name" ("Find" Button).......................................................................................140
Other Income Type Registration Frame SQL Queries: ........................................................................ 141
Common Queries: ...................................................................................................................................................141
Related to Find by "Other Income Type ID" ("Find" Button) .............................................................................141
Related to Find by "Other Income Type Name" ("Find" Button).......................................................................141
Lecturer Payments Frame (Payments Tab) SQL Queries:................................................................... 142
Common Queries: ...................................................................................................................................................142
Related to Find by "Payment Entry ID" ("Find" Button) .....................................................................................143
Related to "Assess Payment" Button ...................................................................................................................143
Related to "Issue Payment" Button.......................................................................................................................144
Related to "Revise Payment" Button....................................................................................................................144
Lecturer Payments Frame (Payment History / Analyzing Tab) SQL Queries: .................................... 145
Common Queries: ...................................................................................................................................................145
Related to "Lecturer Name" Combo Box .............................................................................................................145
Related to "Filter" Button........................................................................................................................................145
Student Payments Frame SQL Queries: ............................................................................................... 146
Common Queries: ...................................................................................................................................................146
Related to Find by "Invoice ID" ("Find" Button)...................................................................................................146
Related to Find by "Student ID" ("Find" Button)..................................................................................................146
Related to Find by "Student Name" ("Find" Button)...........................................................................................146
Related to "Course Name" Combo Box...............................................................................................................146
Related to "Paid" Button.........................................................................................................................................147

Related to "Edit" Button.......................................................................................................................................... 147
Student Other Fees Frame SQL Queries:..............................................................................................147
Common Queries: ................................................................................................................................................... 147
Related to Find by "Invoice ID" ("Find" Button)................................................................................................... 147
Related to Find by "Student ID" ("Find" Button) ................................................................................................. 148
Related to "Student Name" Combo Box.............................................................................................................. 148
Related to "Other Fee Type" Combo Box............................................................................................................ 148
Related to "Paid" Button......................................................................................................................................... 148
Related to "Revise" Button..................................................................................................................................... 148
Related to "Delete Record" Button ....................................................................................................................... 148
Lecturer Class Scheduling Frame (Create / Revise Schedule Tab) SQL Queries: .............................149
Common Queries: ................................................................................................................................................... 149
Related to Find by "Lecture ID" ("Find" Button).................................................................................................. 149
Related to Find by "Schedule ID" ("Find" Button)............................................................................................... 149
Related to "Lecture Name" Combo Box .............................................................................................................. 149
Related to Find by "Scheduled for Month" ("Find" Button) ............................................................................... 149
Related to "Revise" Button..................................................................................................................................... 150
Lecturer Class Scheduling Frame (Evaluate Schedule Status Tab) SQL Queries: ............................150
Related to "Generate" Button ................................................................................................................................ 150
Related to "Submit Evaluation" Button................................................................................................................. 151
Related to "Edit Evaluation" Button ...................................................................................................................... 151
Lecturer Class Scheduling Frame (Schedule Reports Tab) SQL Queries: .........................................152
Related to "Compose Date wise Schedule" Button ........................................................................................... 152
Login Frame SQL Queries:.....................................................................................................................152
Related to "Login" Button....................................................................................................................................... 152
Change Login Details Frame SQL Queries: ..........................................................................................152
Related to "Change Login Details" Button........................................................................................................... 152

Introduction
The program development primarily for accounts management, student details management such as
-automating the expenses, income analysis, and also class scheduling, lecturers’ payments,
Students’ payment details management.
Of course this software developed for manipulated by a single user rather than for multiple users
Therefore user account creation was not possible only the access level protection was included.

Problem Analysis Information of Client Requirements
Brief Expression Regarding Client Issues
Our client is an accountant at an Institute handles accounts and other task which include maintaining
“Student Details”, “Employer Details”, “Lecturer Details” and many other tasks which described
below.
Client’s Requirements
Students Details Management
 Student’s Registration Details.
 Student’s Course Payments.
 Tracking payments or course installments.
Lecturer Details Management
 Lecturer Registration Details.
 Lecturer per hour salary calculation for the period of lectured.
 Lecturer Expertise & Class Referring.
Course Details Management
 Course Fees.
 Course Duration.
Class Scheduling
 Planning class schedules.
 Notifying Lecturers.
Income / Expenses Calculation & Analysis
Income Assets
 Application forms.
 Course fees.
 Other income.
 Sale of books.
Expenses
 Staff salaries.
 Lecturer fees.
 Telephone bills.
 Electricity bills.
 Printing & Stationery.
 General expenses.
 Travelling
 Bank charges.
 Computer Repairs.
 Bank charges.

Project Plan
Program Features
The current preceding features were proposed according to client expectations as defined above,
And thoroughly design this program to use by a single user.
 Student Registration.
 Lecturer Registration.
 Class scheduling and planning and composing schedule reports using jasper reports.
 Lecturer payment planning tracking lecture hours and assessing monthly payments.
 Course details management (or course fee controlling, discounts).
 Students’ payments tracking.
Income / Expenses tracking & analyzing
Income Assets
 Daily income recording.
 Date wise income report generating.
Expenses
 Bill payments recording (for example Electricity, Telephone bills).
 Staff salary issues recording.
 Lecturers payment assessing, issuing recording.
 Overall business analyzing of expenses & income with jasper reports for business
forecasting which provide detailed knowledge regarding organizational development.
Limitations
As comparing to the features of the program this software also lack of certain generic & advance
features,
Which is dramatically improve the accuracy and the overall automation functionality of the program,
Current limitations are as described below.
 Database backup functions (Scheduled database backup, manual backup, backup
archiving, Backup protection features, Real-time backup or Backup synchronizing).
 Multiple user accounts are not possible to create.
 Security password encryption.
 Password reset options.
 User event tracking (for example if new student was registered, there is an event
recorded who registered the new student) – This feature require multiple user account
feature.
 User wise access level restrictions.
 Password reset only possible by reset via database which holds the account login details.
 Database backup can only perform by the database server options.
 No multilingual capabilities.

Research
Business Research
Our research into the development of this program started by directly interviewing with the client,
Because we felt it is the most eligible to start the research and gather required information.
After that we inspect how they maintain details in the physical world such as records, payments,
accounts and then we started researching each task as described below.
Then we inspect how they maintain their student registration, and payroll processing such facts by
their application forms which used to register a student.
And we also look into their payment records to see how they maintain the payments; it was greatly
convince us to develop the payment processing system for the lecturer payments.
At the conclusion of our research we compose scrutinize report of functions of their typical ways of
maintaining the tasks we researched and make concepts of possible ways of how it can be
automated by software and start developing the program.
Reason for Particular Methods
The main reason for the methods we chosen to research, is our group members felt that this is the
most-
Eligible way to grasp knowledge in how the work is performed by the institute staff,
Essentially this is our very first software project that we develop therefore it was extremely subtle for
us to develop thus we need to deeply analyze the activities of client’s organizational events.
Summary of Research Facts
 Interview with the client.
 Student registration requirements.
 Lecturer registration requirements.
 Managing the expenses details.
 Managing the income details.
 Lecturer payment scheme.
 Inspecting application forms using to register a student.
 The process of registering a student.
 The crucial information used to register a student.
 The process of maintaining the student details.
 The manner of registering a student with a course.
 Procedure of student payment record maintenance.
 Inspecting payment records of lecturers.
 Payment calculation process.
 Maintaining the records of lecturer payments.
 The process used to calculate daily salary according to total hours per day, according
to the lectures completed for a day.
 Class schedules.
 Time table specification manner used to express the daily schedule (Greatly helpful for
the development of reports using the Jasper).

 Course fees payments.
 Invoice details.
 How payment records are maintained.
 Payment methods.
 Installment payment details maintenance.
 Inspecting student payments invoices.
 Template style (Greatly helpful for designing the invoice with Jasper ).
 Required details of invoice.
 Records of expenses regarding (Water, Electricity, Telephone, etc).
 The process of maintaining expense records.
 Details used to manage expense records.
 Common details used to maintain details (Essential for developing common wireframe).
 Payment methods used to pay the expense.
 The processes of payments are done according to the payment methods.
 Records of income regarding (Bank Interest, Application Forms, Stationeries).
 The process of maintaining income records.
 Details used to manage income records.
 Common details used to maintain details (Essential for developing common wireframe).
 Income sources.
 Students’ class classification details (batches, classes Declaration).
 Class details management process.
 The process of referring student class or batch.
 Assigning a student to new class, batch.

Analysis
Business Process Diagrams
Registering a student
Analysis
Analysis

Lecturer Payment Calculation

Recruit Lecturer
Recruit Lecturer
Recruit Lecturer

Student Registration

Calculate Other Expenses

Calculate Other Income

Recruit Employer
Recruit Employer
Recruit Employer

System Design
Activity Diagrams
Class Schedule Activity
System Design
Activity Diagrams
System Design
Activity Diagrams

Class Schedule Evaluation

Class Schedule Composing / Printing

Lecturer Payment Calculation and Issuing

Recruit Lecturer
Recruit Lecturer
Recruit Lecturer

Recruit Employer
Recruit Employer
Recruit Employer

Database Design
ER Diagram

Database Schema
“courses” Table Schema
courses (courseID, ID, Name, Fee, LecturerPerHourRate)
“lecturers” Table Schema
lecturers (lecturerID, FullName, LastName, HiredDate, Gender, DateOfBirth, Age, Nic,
ResidenceAddress, TeleFixed, MobileNo, Email, City, Country, StateProvince, PostalCode)
“lecturer_academic_ol” Table Schema (Associate of “lecturers” Table)
lecturer_academic_ol (lecturerIDf, OlType, Subject, Grade, Year)
“lecturer_academic_al” Table Schema (Associate of “lecturers” Table)
lecturer_academic_al (lecturerIDf, AlType, Grade, Stream, Subject, Year)
“lecturer_pro_qualifications” Table Schema (Associate of “lecturers” Table)
lecturer_pro_qualifications (lecturerIDf, InstituteUniversity, Qualification, CertificateNo,
Description)
“lecturer_payment” Table Schema (Associate of “lecturers” Table)
lecturer_payment (lecturerIDf, TotalHours, TotalAmount, Remaining, TotalPaid)
“lecturer_payment_entry” Table Schema (Associate of “lecturers” Table)
lecturer_payment_entry (lecPayHistory_ID, ID, lecturerIDf, PaidAmount, TotalAmount,
Remaining, TotalPaid, DATE, TIME)
“class_schedules” Table Schema (Associate of “lecturers” Table)
class_schedules (scheduleID, ID, lecturerIDf, ScheduledMonth, ScheduleEntryDate)
“schedule_evaluation” Table Schema
schedule_evaluation (evalID, ID, RelatedDate)
“students” Table Schema
students (studentID, ID, Title, FullName, Address, Email, DateOfBirth, Gender, TeleFixed, MobileNo,
Nic, Guardian)
“class_schedules_list” Table Schema (Associate of “lecturers” & “courses” Tables)
class_schedules_list (scheduleIDf, courseIDf, Class, Batch, Date, StartTime, EndTime,
EstimatedHours)
“schedule_evaluation_list” Table Schema (Associate of “schedule_evaluation”,
“class_schedules”, “lecturers” & “courses” Tables)
schedule_evaluation_list (evalList_ID, ID, evalIDf, scheduleIDf, lecturerIDf, courseIDf,
DefaultStartTime, CurrentStartTime, DefaultEndTime, CurrentEndTime, CurrentHours, Status)
“lecturer_pay_cal_status” Table Schema (Associate of “schedule_evaluation_list”
Table)
lecturer_pay_cal_status (evalList_IDf, UpdateStatus)
“student_courses” Table Schema (Associate of “students” & “courses” Tables)
student_courses (studentIDf, courseIDf, CourseName, RegisterDate, Class, Batch, Fee, PayMethod,
Installments)

“student_payments” Table Schema (Associate of “students” & “courses” Tables)
students_payments (invoiceID, studentIDf, courseIDf, PayDate, Payment, Installments)
“employers” Table Schema
employers (ID, employerID, NameFull, LastName, Gender, Nic, DateOfBirth, Age, PostalCode,
StateProvince, City, Address, TeleFixed, MobileNo, Email, Employment, Salary, RecruitDate, Date,
TIME)
“other_expense_types” Table Schema
other_expense_types (otheExpenseTypeID, ID, Name)
“other_expenses” Table Schema (Associate of “other_expense_types” Table)
other_expenses (otherExpenseID, ID, otherExpenseTypeIDf, BillNo, BillAmount, PaidAmount,
Remarks, Remaining, PaidDate, BillDate, EntryDate, EntryTime, EntryReviseDate)
“other_fees_type” Table Schema
other_fees_type (othFeeType_ID, ID, FeeTypeName)
“other_fees” Table Schema (Associate of “other_fees_type” & students Tables)
other_fees (othFeeInvoice_ID, ID, othFeeType_IDf, studentIDf, Payable, Paid, Remaining, PaidDate,
REVISE_DATE, REVISE_TIME)
“other_income_types” Table Schema
other_income_types (othIncomeTypeID, ID, Name)
“other_income” Table Schema (Associate of “other_income_types” Table)
other_income (otherIncomeID, ID, ReceiptNo, IncomeAmount, Remarks, ReceiveDate, Date,
Time)
“login” Table Schema
login (userID, password)

Assumptions
Requirement: Lecturer registration.
Assumption: Lecturer registration frame developed for registering lecturers and managing the data,
with ternary mode table relationship for qualification registering yet the relationship depends on the-
lecturers qualifications.
Requirement: Student registration & course registration.
Assumption: Student must registered with at least one course to allow registering as a student,
And any student who paid for a course cannot be removed or deleted from the database.
Requirement: Student course payment.
Assumption: Student payment details will be stored in “student_payment” associate table according
to course ID.
Requirement: Tracking payments or course installments.
Assumption: Tracking the payment or course installments may possible with assessing the student
payment entries stored in the “student_payment” table with SQL query.
Requirement: Lecturer registration details.
Assumption: Lecturer details were managed with three separated tables they were associated
tables, and also contains the foreign key of the main table to refer to the correct entry in each table to
correlate.
Requirement: Lecturer per hour salary calculation for the period of lectured.
Assumption: The salary of lecturer calculated by assessing current work hours done and according
to the per hour rate therefore it was assessed or calculated by the evaluated class schedules in
“schedule_evaluation_list” table although already evaluated schedules were ignored by determining
the evaluated state according to the “lecturer_pay_cal_status” table.
Requirement: Lecturer class referring.
Assumption: The lecturers’ classes were referred through the class schedule and the referring done
by composing the daily class schedules according to each lecturer.
Requirement: Managing the course details.
Assumption: Course details managed with the course registration frame contains course name, per
hour rate which is necessary to calculate the lecturer per hour salary.
Requirement: Course duration.
Assumption: The course duration for a particular course were calculated according to the first start
date of a batch by the registration date for the course by calculating the difference of registration date
and the present date.
Requirement: Planning class schedules.
Assumption: Class schedules create by considering the year, month, date, and lecturer which
means each schedule was created for a date & per lecturer.

Requirement: Notifying lecturers.
Assumption: Lecturers were notified through a daily schedule report according to the current date,
notifying regarding the daily lectures.
Requirement: Managing the income details and income assets.
Assumption: Income assets were registered via the “Other Income Registration: frame and stored in
the “other_income_types” table, each income type would be a unique representation of an income
record which is submitted via the “Other Income” frame yet the representation of each record will be
limited to the pre-registered “other_income_types” or the income assets.
Requirement: Managing the expense details and expenses or liabilities.
Assumption: The process of the expenses were likewise managing the other income details, such
as each expense entry represent unique expense type registered by the “Other Expense Types”
frame.

Storyboards (wireframes)
Main Frame
Login screen
Login details incorrect

After successfully logged in main frame
Shows when database login or access details not specified or incorrect

Course Registration Frame
Course registration main frame
Remove course confirmation when “Remove Course” Button Pressed
Course unable to delete
Course updated

Details not specified when attempt to submit without specifying essential data
Attempt to save or update with currently existing course name
When new course submitted to database
When course deleted from database

Course search results dialog

Lecturer Registration Frame
Lecturer registration frame
When search and select with combo box and if detect identical items
When lecturer details updated

Attempt to save or update with currently existing NIC No
Attempt to add currently existing or selected lecturer
When required bio data not specified
Attempt to select invalid or currently beyond the present data and time
If OL check box selected and no data specified

If AL check box selected and no data specified
If Add Professional Qualifications check box selected and no data specified
New lecturer submitted to database
Lecturer delete confirmation
Lecturer details deleted from database

Lecturer unable to delete when lecturer details were related with class schedules or payment
details
Search lecturer with ID results dialog

Student Registration Frame
Student registration frame
Attempt to add new student without specifying required details or registering without course
Student details updated
Attempt to delete student that already registered with course

Attempt to remove a course registered with a student that already payments made for the
course
Attempt to add same course already registered with
Attempt to save or update with currently existing NIC No
Student submitted to database
Check and output if selected entry id related to details which attempt to delete if not ouput
message

Student details deleted from database
Attempt to add currently existing entry
Attempt to update selected student with different ID

Student course search results dialog
Student search results dialog

Employer Registration Frame
Employer registration frame
Attempt to existing employer
Attempt to update or register new employer with currently existing NIC no

Attempt to submit employer details without specifying important details
Employer details updated
Attempt to specify invalid date for birth date
New employer record added
Employer record delete confirmation

Employer record deleted from database
Employer search results dialog
Attempt to update employer record with different ID

Employer search by last name dialog

Other Expenses Type Registration Frame
Other expenses type registration frame
Attempt to update, save without specifying details
New other expense type added
Other expense entry updated

Attempt to add currently existing other expense entry
Other expense entry deleted
Attempt to delete other expense entry currently related with expense records

Other expense type search results dialog

Other Expenses Frame
Other expenses frame
Expense record added
Attempt to add expense record without details

Payment record revised
Attempt to update selected record with different ID
Other expenses delete entry confirmation
Other expense record deleted
Attempt to compose report without selecting expense type or aggregate option

Other expenses report
Search other expense entries by ID or date results dialog

Other Income Type Registration Frame
Other income type registration frame
New other income entry added
Other income type updated
Attempt to update or save with currently existing entry
Other income type deleted

Attempt to delete other income type related with other income records
Other income search results dialog

Other Income Frame
Other income frame
Attempt add currently existing record
Other income entry revised

Attempt to update or save without specifying details
New other income entry added
Other income records delete confirmation
Other income record deleted

Other income record search results dialog
Other income report

Other Fee Type Registration Frame
Other fee type registration frame
Attempt to save or update with currently existing entry details
Other fee type updated
Other fee type deleted

Attempt to delete other fee entry related with other fee records
New other fee type added
Other fee type search results dialog

Student Other Fee Frame
Student other fees frame
Attempts submit or revise entry without details
Attempt submit same invoice again

New other fee payment record added
Other fee entries delete confirmation
Other fee entry deleted
Attempt to revise invoice with different ID
Other fee payment entry revised

Invoice search results dialog
Student find splash screen, Occurred when identical entries in combo box

Lecturer Payment Frame
Lecturer payment frame
Evaluation entry assess confirmation
Attempt to issue payment when payment entry was selected or details missing

Lecturer payment entries revise confirmation
Lecturer payment entry revised
Lecturer payment issue confirmation
Attempt to revise entry which is currently not related to lecturer or payment entry
Lecturer payment entries delete confirmation

Lecturer payment entry deleted
Lecturer search results dialog

Lecturer payment entry search results dialog
Lecturer payment history and analyzing tab

Attempt to filter data without specifying lecturer or aggregate option
Lecturer search splash screen, Occurred when identical entries found in combo box

Student Course Payment Frame
Student course payment frame
Attempt to issue for currently issued invoice
Attempt to issue invoice without specifying particular details

Payment entry or invoice revised
When payment invoice entry submitted to database
Attempt to issue invoice with amount greater than the remaining due
Attempt to issue payment invoice for completed payment scheme
Attempt to edit or revise a payment entry with different invoice entry

Invoice entry search results dialog

Class Scheduling & Planning Frame
Create, revise schedule tab
Attempt to add new schedule for currently scheduled lecturer
Schedule entry updated
Schedule delete confirmation

Attempt to update or add new schedule without specifying certain details
Attempt to delete or update schedule entry with different ID
When the scheduled entries were not within the scheduled month
Attempt to add currently existing entry
Attempt to add, remove or update evaluated schedule entries

Attempt to delete without selecting an entry or selected entry details were missing
New schedule entry added
When attempt to delete evaluated schedule entry
Schedule entry deleted

Lecturer search results dialog
Schedule entry search results dialog

Evaluate schedule status tab
Evaluation revised
Attempt submit evaluation details in invalid format
Attempt to submit currently evaluated entry

Attempt to revise an entry yet to be evaluated before revising it
Evaluation entry submitted
Daily schedule report composing tab

Change Login Details Frame
Change login details Frame
Attempt to save new login details without specifying such details
Attempt to change login details without specifying correct old login details
Specified password length not eligible as a secure password

The specified user name contains more than one whitespace in certain word or not specified
The new password in the password confirmation field doesn’t match
Specified login details or the password was same as the old one
Login details changed

Database Configuration Frame
Database configuration frame
New settings added
Database access success with the specified details after the “Test Connection” command

Specified database name incorrect
Database login details incorrect
Specified server access password incorrect

Implementation
Brief Description Regarding Implementation within the Company
Before we leave to the client, we request an appointment to get there for implementing our software-
According to our clients appointment we went to implement the software.
Before the implementation on company’s computers we make sure every machine was clean and
malware free, configure every computer with specific group policy scheme to make sure to prevent
any bad configuration or access to the database server, which is a vital part containing company’s
details.
The software has been installed on two computers in the company one with administrative privileges
to access and configuring database, restoring backups, and the second with limited access privileges
with access only to the software except to the database server.
We add third party disaster recovery scheme to automatically backup the database in every 30mins,
for more convenient control over the software by user and to guarantee the reliability of recovering
database in any circumstances or to improve the contingency in recoverability.
After installing on the machines, we make a test run on the software to make sure the functions are
as anticipated and error free before explaining and provide any training to the client,
Then we start with a brief explanation of wireframes and detailed explanation of every element in
each wireframe,
Then we explain general configuration basics: how to add, change or remove login details,
configuring database access via the software.
And other functions as below:
 Registering a lecturer
 Registering a student
 How to compose a daily class schedule
 How to generate reports
 How to analyze income / expenses
 How to evaluate daily class schedules to calculate the lecturers’ salary
 .etc
And also client has requested a copy of the database EER diagram of the software.

User Acceptance Letter

Limitations and Future Enhancements
Limitations:
 Cannot create multiple user accounts.
 Unable to provide restrictions on critical actions.
 Invoicing process doesn’t generate or start from 0 on every day.
 No multilingual capabilities.
Enhancements:
 Shortcut keys for more convenient control.
 Graphical reports such as graphs for income / expense analyzing.
 Multiple user account support.
 User event tracking.
 User wise function limitation (control restriction).
 Improved GUI for make more vivid.
 Dynamic multilingual capabilities.

Project Experience and Learning Points
 The most interesting experience was the adaptability that we experience throughout the
development of this software which means we need to creatively turn it into computerized
environment from traditional way the current business process is running.
 Working with a team is another valuable experience we earned, such as working with team spirit
or collaborating with team members and solving issues planning project and discussing concepts.
 When considering a professional course like JSAD we learned how to become professional in the
field of software development, with the professional work ethics we learned throughout the course
duration.
 Key responsibilities when developing software is a critical proportion we need to understand,
While we develops reducing faults and insuring the accuracy of the functions integrated this is the
most crucial part we learned from this project.
 Meeting a client and understanding client’s issues that anticipate from the software is very
essential to reduce software drawbacks and reducing the development time, this is very important
experience we earned about the development efficiency.
 Planning a creative presentation was extremely vital to demonstrate the software to client, this is
most important learning point our team grasped.
 Project planning and management is very essential when developing team driven projects, it’s
very essential experience that our team members gained.
 Working under high-stress is inevitable in the software development we had good training and
experience duration of the project.
 Self-learning and researching is crucial to create solutions to client requirements and to move with
the latest technology, and we have successfully completed the project with these skills.

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