Implementation strategies rajni

MODULES OF SDMS

New Records

Edit Records

SDMS

Student Details

INDEX
S.NO TOPIC PAGENO.

1 DESCRIPTION OF THE SYSTEM 1-3

2 NEED OF THE SYSTEM 4

3 FEASIBILITY STUDY 5-6

4 SCOPE OF THE SYSTEM 7-8

5 OBJECTIVE 9-10

6 OPERATING ENVIORNMENT 11

7 HARDWARE & SOFTWARE REQUIREMENT 12-13

8 SYSTEM REQUIREMENT 14

9 DFD‟S 15-17

10 ER DIAGRAM 18-21

11 FLOW CHART 22-24

12 BLOCK DIAGRAM 25

13 FILE DESIGN 26-30

14 MENU CHART 31-32

15 SALIENT FEATURES OF THE SYSTEM 33-34

16 CODING 35-64

17 IMPLEMENTATION STRATEGIES 65-66

18 TESTING 67-70

19 USER MANUAL 71-73

20 LIMITATIONOF THE SYSTEM 74-75

21 BIBLIOGRAPHY

INTRODUCTION

TOPICS COVERED:

I. DESCRIPTION OF THE SYSTEM

II. NEED OF THE SYSTEM

III. FEASIBLTY STUDY

IV. SCOPE OF THE SYSTEM

V. OBJECTIVE

VI. OPERATING ENVIRONMENT

1

DESCRIPTION OF THE SYSTEM
The project is titled "SCHOOL Data Management System". This package once
developed will help the school/institute to manage various details pertaining to its
students. This will help accounts department in maintaining the details related to
the fees & basic details like their security deposits, conveyance and etc, it will
also help management or we can say administration department in maintaining
students basic details as well as keeping a check on fees details. This package is
basically developed for the authorities of the school/institute to make their task
easier or we can say this package automate their tasks like maintaining students
personal details, marinating cash details, printing of receipts. This package helps
the administrative & accounts department in maintaining the students personal &
fees related details.

The details of the system are as follows:
It is basically a Database management package for the authorities of the
school/institute like management, accounts & administrative department. All the
details of the students & the daily work of various departments are managed by
the package i.e. Personal details, Cash details, Fees status, printing of receipts etc.
The package is by the name of School/institute Data Management Package.
Package helps the various departments in maintaining & manipulating the data.
School/institute data are divided into Personal information, Cash details, fee status
& etc it helps in manipulating the divided parts of the data.
Modules of the system:
Personal Information / Student details
Fees Details
Fees Status
Report Generation
Personal Information / Student details:This module helps in managing the
personal information of the students like their Name, Address, Phone no., Roll no
& etc. The package helps in adding the personal records, editing the records,

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retrieval of records, report generation & etc.

Fees Details:This module helps in managing the fees details of the student like
their tuition fees, security, late fees & etc. The basic purpose behind the
development of this module is printing of receipts of the fees paid by the students.
Fee Status:This module helps in managing the fees records of the students like
how many have paid their fees & how many are yet to pay their fees & what is the
receipt no. of the student who have paid their fees. Basically this module
generates the list of all the students who have paid their fees & it also generates a
list for those students who haven‟t paid their fees.
Report Generation:This module is basically all about report generation; in this
package quite a few reports are generated which are embedded in the form like
student details, cash details & etc.

Functions performed by the package:
This package helps in managing the student information like their Name, Roll no.
annual charges or we can say personal details, it also manages their fees details,
receipt generation & etc. The package helps in adding the official records, editing
the records, retrieval of records, report generation & etc.
Security:The package provides security by the help of Username &
Password, the package has been designed to be used on a stand-alone
system & by specific user hence there was no need for multi-user
approach.
Maintenance & Manipulation:The package helps in maintaining &
manipulating information pertaining to students & daily activities of the
school/institute authorities for e.g. maintaining students personal details,
fee structures, maintaining cash details, fees status & etc.
Search:This facility help in searching the required record from the
database, package has the provision of searching of the record through
admission no. which is Primary Key & through the name & class of the
student.

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Help: This facility provides for help for the usage of the system. It
provides help to the novice regarding the usage of the package.
The School/institute Data management Package provides the user of the System
with a window like interface. The Front end of the package is developed in VB
i.e. Visual Basics, Back end is made in MS Access

NEED OF THE SYSTEM

The Package is developed to help the department maintaining the student details,
earlier the records where maintained manually, with the help of this package the
concerned departments will be able to improve the productivity, reduce the time,
cost factors associated with the system. The automation of the system will help
the organization in proper maintenance of the record, less manpower, less man-
days, less cost, proper & accurate functioning.
The basic need for the package was to automate the whole procedure of
maintaining of student details, earlier it was all done manually. By developing this
package lot of burden was removed from the department, which was maintaining
students details. It improved the efficiency, reduced the cost, and reduced the time
need to do the work manually. With the help of this package the past details of the
students can assessed and reports can be generated on this details.
In brief we can say this system was required to automate the processing of
students details, which was done manually before the development of the
package. Earlier all the information / data pertaining to the students was
maintained manually or we can say it was on paper, hence it created a problem for
the organization/ school, how to manage it properly. With the help of this system
the organization/school is able to maintain the data properly & accurately.

Why System was build…?
Earlier, data pertaining to students was maintained manually.
Manual system was not efficient.

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Cost of maintaining data manually was bigger or huge.
Large manpower was required.
The procedure was error prone, it was not accurate.
Manual system was not suited for electronic exchange of data.
Solution…?
The solution for all this problem was to automate the system, automation of the
students data maintenance would reduce the manpower, man days will result in
accurate data & above all increase the efficiency of the concerned department.

FEASIBILITY STUDY

Feasibility is the test of the system it helps in deciding whether it is viable to go
through the project or not. Feasibility study studies the system & tells whether to
develop the system or not. In lay mans terms it can be described as the test of the
system & if the system passes in the test then it is viable to develop the project
otherwise not or we can say feasibility study check‟s whether project is feasible or
not.
Feasibility has four solid dimensions:
1. Technology
2. Finance
3. Time
4. Resources
The feasibility of the system “ SCHOOL Data Management System ” is viewed
with the help of these four dimensions.

Technology:
This system uses one of the simplest technologies in use, for the development
purpose it uses simple to use & easily available technology. This system is based
on windows like interface, which is very easy to use. The package is been
developed for the department, which is not very familiar with software hence
technology used, must be easily understandable, because of which windows like

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interface has been chosen. The technology used in this project is VB i.e. Visual
Basics 6.0, M S Access & DAO controls. Visual Basic helps in providing
windows like environment. This system uses menu-based approach in which
every thing is given with the help of menus.

Finance:
This dimension measures the system in respect to money or we can say funds.
This dimension checks whether its viable to spend the required amount on the
system or it will be a waste. There is no problem of finance in this project because
it uses simple technology, which is very easy to install. This system is been
developed for a standalone computer hence for this system hardware requirement
is very low. For this system to be developed & installed properly we require very
easily available technologies & very basic hardware and all these requirements
doesn‟t cost much.

Time:
This particular dimension measures the systems worth in respect to time, which is
one of the most important factors to be considered. In this project time factor is
very important this system is scheduled to be installed in one months time. This
system is not very big & hence can be completed within the time period it
requires approx. 30 man-days of work. Time is a crucial factor to be considered &
we can say this system can be developed within the required time period.

Resources:
This dimension takes into count the recourses required to develop the system. For
this particular system the resources required are quite nominal which can be
fulfilled, the resources required for this system are basic hardware, an operating
which is compatible with VB.

With the help of all these dimension we can measure the feasibility of the system
& can decide whether to go forward with the project or not. By take in count the

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dimension & their role in this particular system we can say this system is feasible
from all these dimension point of view & it is viable to go through the project.

7

SCOPE OF THE SYSTEM

Scope of the system measures the scope of the project, which is going to be
developed. Answering following aspects can answer the project scope:
1. Context
2. Information objective
3. Function & Performance
4. Interfaces

The system “SCHOOL data management system” is a data management of
students. All the details of the students are managed with the help of this package
i.e. their Personal information, fees information & their report generation, with
the help of this package the organization can maintain & manipulate students
data. This package has the provision for adding new records, editing old records,
viewing the database, searching facility, report generation, help i.e. how to use the
package & etc. Scope of the system can be measured with the help of the
dimensions.

Context:
This project is related to management of students data and the daily activities of
the authorities with the help of this package the user of this package, which is the
department i.e. administrative will be able to maintain the data through the
computer which will help in increasing he efficiency, accuracy of the department
as well as help in electronic inter change of the data. Administrative department
can use this package to check for the details of the students, whether they have
paid their fees amount or whether it is due to them, through which receipt no. it
was paid they can study the past records analyze the trends.

Information objective:
Basically this is related to the Inputs & Outputs to the system. In other way we

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can say it is related to the inputs required by the system & outputs generated by
the system.
This package is basically data management package, in which the inputs given by
the user is itself the output of system it performs few calculation like the total
cash received from the students. We can say it is data management package, it
provides the user with front end which is very easy to use.
1. Inputs:
The input to the system is username & password for the system security,
their Personal details like Name, Address, Phone number, admission
details, roll no for data management, their fees details like admission fees,
tuition, computer fee & etc .
2. Outputs:
The output for this system is the maintained records, personal details, fees
details, fee status & report generated. The outputs of the system are the
records that were added in the database as well as the reports that are
generated with the help of he data in the database.

Function & Performance:
This dimension measures the scope of the system with the help of functions &
performance of the system. The basic function performed by the system is of data
management & report generation.
The system performs various functions like:
1. Security:
The first function of the system is to provide security from unauthorized
access to the data, which is provided with the help of user name &
password at the beginning of the package. This system is been developed
for a single user hence no rights are employed or we can say administrator
is only the user.
2. Data maintenance:
The most important function of the system is to maintain student data, the
data is maintained with the help of different menus like adding, editing,

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viewing, searching & etc. There are different kinds of data in the system
like personal information, fees information & cash details with the help of
the front end data is managed.
3. Report generation:
The last function of the system is to generate reports of the data like
student details report, cash report, fee status report & etc. With the help of
this report the data can be electronically exchanged as well as the
reviewing of policies can be done with the help of reports.
These are some of the basic function performed by the system “Student
Data Management”.
4. Interfaces:
Interfaces are the link between the user and the system, basically we can
say interfaces are the objects through which user of the system interacts
with the system. This system has different interfaces through which user
interacts with the system they are:
1. Login interface:
This is the first interface in which user is required to enter the username &
password if the password is correct then access is granted otherwise not.
User has got three attempts to enter the correct password; if he is not able
to enter the correct password in three attempts then the system is exited.
2. Data maintenance:
This is the most important interface in the system in which the user
interacts with the system to store the data or to retrieve the data from the
database, this interface has got many sub parts like addition of records,
editing of records, searching of records & etc.
3. Reports:
This interface is the output for the system in which the user receives the
results or output, which is required in the form of reports like cash details,
student details & fee status.

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OBJECTIVES

The following are the main objectives of the project titled "Student data
management ":
The package provides the means of security, which makes sure that only the
concerned modules and screens are accessible to the particular department after
verifying one's validity and all other modules and screens remains disable. The
package is meant to maintain and provide complete details about students such as
personal details, their fees details and cash details.
The basic objective of the system is to manage the student‟s data efficiently &
accurately. It provides the user of the system with personal details of the students
their name, address, phone & etc, it provides the user with fees as well as cash
details of the students, how much they have paid, what is the status of the fees i.e.
how many have paid fees & how many are yet to pay the fees. It also provides the
user with details of cash like conveyance details.
“ Student data management ” package is a Management & Information project,
which has these objectives:
Student data management will be highly user friendly, management information
system that will not help only Accounts, Management & Administrative system to
gather, communicate, computerize but also help to act on critical information
much faster and in a better manner. The solution envisages linking of different
departments to streamline the flow of data and timely availability of information
at both the ends. Further, it also aids in generating, maintaining user definable
Queries, Reports. Salient Features of the application will be as defines below:
1. Owner of data to be the owner of the database
2. Capture of information at the source of generation
3. Sharing of data
4. Minimizing duplicate work
5. Reducing inconsistency by eliminating multiple databases of the same
data
6. Consolidation of data at all levels

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Outlined objectives of the system:

User friendliness:
The package developed is easy to learn and understand. Even a new user can use
the system effectively, without any difficulty. The help and user manuals are
provided to solve the further queries of the users. With the help of the user
manuals the user can get the full details of the functionality of the system.

User satisfaction:
The package is such that it stands up to the users expectations. The system is
successful in generating the reports of the task status and details of the student.
The package is currently being successfully run in the organization.

Response time:
The response time for all the operations is less. All the report generations and the
listing tasks are performed in significant time. The queries used are so as to
reduce the execution time of query processing.

Error handling:
Responses to users errors and undesired situation have been taken care of to
ensure that the system operates without halting. Proper error handling codes are
put with the codes.

Security and robustness:
The package is able to avoid or tackle disastrous action. It allows only the
authentic user to access the software as it is protected by the user name and the
password. All the administrative tasks are allowed to the project leader only so the
illegal intervention is not possible.

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Modularity:
The package has relatively independent and single function parts that are put
together to make complete system. Thus as a result of this modular approach the
system, in spite of being robust is not cumbersome. It also contributes for the fast
execution of the system.

Maintainability:
The system is able to decrease the time and effort for program maintenance. The
full details of the projects being undertaken, and the task status corresponding to
each student is stored carefully and the reports are generated as per the
requirement

OPERATING ENVIORNMENT

The system is developed in Visual Basics 6.0 / M S Access and run under
windows 95/98 & upper versions.

Visual Basics:
Visual basics is event driven programming language, which is used to develop
front end for the application. This is called event driven because every action of
the user is an event & the application is driven with the help of these events,
which are programmed with the help of Visual basics. In Visual basics there are
forms, Controls, reports & many more things to provide the user with
overwhelming experience of user friendliness. Visual basics is a programming
language for windows environment & provides the user with windows like
interface.

M.S. Access:
Access is a Relational Database Management System (RDBMS) that you can use
to store and manipulate large amounts of information. Because its tools are user-

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friendly and because it is a powerful development environment, Access is equally
appropriate for novices and MIS professionals.
Beginners can use Access to:
1. Store and manage various types of inventories.
2. Log information such as auto repairs for cars, doctor visits, etc.
3. Create contact management databases that can track contacts, but phone
calls, meetings, and any other interactions with contacts.
Developers can use Access to:
1. Create applications that manage survey results.
2. Manage front ends for enterprise-wide database such as SQL server.
3. Establish help-desk applications.
Access is an object-oriented program; that is, everything in Access is an object,
including the application itself. Each object has properties that define how it looks
and performs. The uses of Access are limited only by the needs of an organization
and the imagination of the user or developer.

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DESIGN OF THE SYSTEM

TOPICS COVERED:

I. HARDWARE / SOFTWARE REQUIREMENT
II. SYSTEM REQUIREMENT
III. DFD‟S
IV. ER-DIAGRAM
V. FLOWCHART
VI. BLOCK DIAGRAM
VII. FILE DESIGN
VIII. MENU CHART

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HARDWARE & SOFTWARE REQUIREMENT

Hardware Requirements:
Hardware requirement are the basic need of the system or the package, which is
been developed and will be deployed upon the system, which should have these
basic components or fulfill these basic hardware needs of these package.
The following hardware is recommended for the user.
Microprocessor: PIII500 MHz.
Memory: 128 MB SDRAM DIHM
Cache Memory: 512 KBL2
Upgrade ability: Processor, RAM and HDD Upgradeable
HDD: 9.1 GB Wide ultra SCSI-3 HDD
Floppy Drive: 24x CD ROM Drive (IDE)
Keyboard: 104 Keys Enhanced Keyboard
Mouse: 2 Button Scroll Mouse
Graphics: 1024x768, 256 colors non-interlaced on PCL Local Bus
Monitor: 15” SGA Color monitor

Software Requirements: Software requirement are the basic software needs
of the system or the package to work properly & efficiently.
Operating System: Windows-98 & upper versions
RDBMS: MS Access 97
For editing the code of the package:
Application program: Visual Basics 6.0

SYSTEM REQUIREMENTS SPECIFICATION

The function and performance allocated to software as part of system engineering
are refined by establishing a complete information description, a detailed
functional and behavioral description, an indication of performance requirements

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and design constraints, appropriate validation criteria, and other data pertinent to
requirements. The outlines of system requirement specification are:

Introduction:
This System Requirement Specifications Document forms the basis for the design
and development of the ”Student data management”. The purpose of this
document is to define all the processes involved in the function of Student data
management. The requirements of the software relating to the functionality,
interfaces, logical database requirements and various other aspects of the software
are also explicitly defined. The SRS document will also act as the basis for
understanding between the end-user and the designer/developer.

Information Description:
The development of this system assists in the maintenance of the information and
to fulfill the complete software requirements of the package.

Functional Description:
A processing narrative is provided for each function, design constraints are stated
and justified, performance characteristics are stated and diagram is included.

Validation and Criteria:
For successful implementation of the system we should define the performance
bounds, and expected software response. At the time of creating new entry,
system performs different types of validations like user can not overwrite the
existing information, it asks the user, this information already exist and also many
feature.

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DFD‟S

DFD:
It stands for Data flow diagram it is a diagrammatic representation of the data
objects of the system. Basically DFD is a way to show the how the data is
processed in the system, it shows how data moves at different stages in the
system. DFD is a graphical representation that depicts information flow & the
transformations that are applied as data moves from input to output. It is also used
to represent a system or software at any level of abstraction it can be partitioned
into levels that represent increasing information flow & functional details.

Data Flow Diagram serves two purposes:
1. To provide annunciation of how data are transformed as they move
through the system.
2. To depict the functions that transforms the data flow.

DFDs are a excellent mechanism for communicating with the customer during
requirement analysis and are widely used for the representation of external and
top-level internal design specification. In the latter situations, DFDs are quite
valuable for subsystem, files and data links. The DFD methodology is quite
effective, especially when the required design is unclear. In the process, many
levels of DFDs are created depending upon the level of details needed.
The Level 0 DFD is also called Context Level DFD. It depicts the overview of the
entire system. The major external entities, a single process and the output stores
constitute the level-0 DFD. Though this diagram does not depict the system in
detail, it represents the overall inputs, process and output of the entire system at a
very high level.
The Level 0 DFD is now expended into a level 1 model. It should be noted that
information flow continuity is maintained between level 0 and level 1. The
process represents at DFD level 1 further refined into lower levels. This further

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refinement is continued until an easily implement able program component is
reached.
LEVEL „0‟ DFD OF “STUDENT DATA MANAGEMENT”

User name &
Password

Storing
Modifying
And
Retrieving
Students
Data
Details of
Students

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LEVEL „1‟ DFD OF “STUDENTDATA MANAGEMENT”

Access Denied Attempt
Verification Granted Exit
Of For
The Data Three
Times
Access
Granted

New
Addition Menu MDI / Main Cash Details
of Menu Form Report i.e. fee
New Shown detail,
Records Report security
Edit
Menu

Student
Editing Detail
of Report
Records

Printing
Receipt
s

Printing
of Fee Cancellation
Receipts & Reprinting
of Receipts

Storing, Manipulation &
Retrieval of Student Data

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These are the two DFD‟S i.e. 0 level & 1 level of “Student Data Management ”
package the 1 level dfd can be further refined to represent more detailed or lower
level of information. DFD‟s are also known as flow graph or bubble chart.

ER-DIAGRAM

Entity – Relationship Diagram: Depicts relationships between data objects. The
object-relationship pair can be represented graphically using the Entity-
Relationship Diagram. A set of primary components is identified for the ERD:
data objects, attributes, relationships, and various type indicators. The primary
purpose of the ERD is to represent data objects and their relationships.

Data Objects, Attributes, and Relationships
The data model consists of three interrelated pieces of information: the data
object, the attributes that describe the data object, and the relationships that
connect data objects to one other.

Data Objects:
A data object is a representation of almost any composite information that must
be understood by software. By composite information, we mean something that
has a number of different properties or attributes. A data object encapsulates data
only there is no reference within a data object to operations that act on the data.
The data object description incorporates the data object and all of its attributes.
Data objects are related to one another.

Attributes:
Attributes define the properties of a data object and take on one of
three different characteristics. They can be used to name an instance of the data
object, describe the instance, or make reference to another instance in another
table. The set of attribute that is appropriate for a given data object is determined
through an understanding of the problem context. One or more of the attributes

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must be defined, as an identifier that is identifier attribute becomes a “Key” when
we want to find an instance of the data object.

Relationships:
Data object are connected to one another in a variety of different ways. We can
define a set of object-relationships pairs that define the relevant relationships.
Object-relationship pairs are bi-directional. Different data objects and their
attributes are described in data dictionary and their relationships between these
data objects are given in ER diagram of next section.

Cardinality and Modality

Cardinality: The data model must be capable of representing the number of
occurrences of objects in a given relationship. The cardinality of an object-
relationship pair are:

1. One-to-one (1:1): An occurrence of object „A‟ can relate to one and only
one occurrence of object „B‟ and an occurrence of „B‟ can relate to only
one occurrence of „A‟.
2. One-to-many (1:N): One occurrence of object „A‟ can relate to one or
many occurrences of object „B‟ but an occurrence of „B‟ can relate to only
one occurrence of „A‟.
3. Many-to-many (M: N): An occurrence of object „A‟ can relate to one or
more occurrences of „B‟, while an occurrence of „B‟ can relate to or more
occurrences of „A‟.

Cardinality defines “the maximum number of object relationships that can
participate in a relationship”.

Modality:
The modality of a relationship is zero if there is no explicit need for the
relationship to occur or the relationship is optional. The modality is 1 if an
occurrence of the relationship is mandatory.

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ER-DIAGRAM OF “STUDENT DATA MANAGEMENT”

Department
maintaining
records School
Works For

Maintain
ecords Name Admission Roll No Studies
No

Student

Work
Package s on
Details owne
r

Student
Data
Management
Package

Consists

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Consists

New Fee
Admission Edit Receipt Printing Report Module
Module Module Module

Consi Consi Consi Consi
sts sts sts sts

Add Personal, Edit Student Prints Fee details, Students
Fees details of Details
FLOW CHART reprinting & details, cash
Students cancellation of details & Fee
Receipts status

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FLOW CHART

Flow chart:
A flow chart depicts pictorially the sequence in which instructions / processes are
carried out in a system. Flow charts are graphical representation of the processes
that are carried out by the system, it depicts inputs, output and processing of the
inputs and the stages at which processing is done. Flow chart not only helps in
accessing the system but also in designing the algorithms for the system.

Objects used:

Start / Termination Box

Processing Box

Input / Output Box

Decision Box

Connector

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FLOW CHART OF “STUDENT DATA MANAGEMENT “

START

Read User Name
& Password

Matching of
Password

Yes

No
Processing &
If Manipulation of
Password Student records

3
Attempts
at
Password
Yes Stop

Option shown:
MDI FORM

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BLOCK DIAGRAM

Block Diagram:

Block diagram is a representation of the system as a whole. It depicts the system
as modules, basically block diagram is representation of the system in block
which is represented in diagram. It breaks the system into sub modules & then
depicts their behavior & functions. Block diagram is over view of the system like
what are its modules, its function & etc.

BLOCK DIAGRAM OF “STUDENT DATA MANAGEMENT”

Student
Data
Management

New Admission
of Records Editing of
Student details
Records

Students

Printing of fee
receipts module Fee status
module
Report
Generation

Database

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FILE DESIGN

File Design:

File design is the design of the database and it contains information about the files
used in the system. In database design the tables constructed, fields in the tables
their data types and in the other part it tells about the extensions of the file used in
the development.

Database will contain:

1. Student∷ Name, Address. Fathers name, Admission no. Data of Birth &
etc
2. Fee: Section, Roll no. Admission no. Receipt no.
3. Class:
Class
4. Quarter:
Quarter

Program listings:
Fields-

FIELD NAME DATA TYPE

Student Name Text

Father Name Text

Address Text

Data of Birth Date

Class Text

Section Text

Admission no. Text Primary Key

Roll no. Text

Security Number

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Conveyance Text

Date of admission Date

Class Text

loc Text

Concession Number

Annual charge Number

Receipt no. Text Primary key

Date Date

Class Text

Admission no Number

Roll no Number

Section Text

Admission Number

Tuition Number

Late Number

Absence Number

Exam Number

Computer Number

Music Number

Total Number

Quarter Text

loc Text

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Security Number

Annch Number

Username Text

Password Text

Quarter Text

Tables-

Student

Fields Data types

Student Name Text

Father Name Text

Address Text

Data of Birth Date

Class Text

Section Text

Admission no. Text Primary Key

Roll no. Text

Security Number

Conveyance Text

Date of admission Date

Class Text

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loc Text

Concession Number

Annual charge Number

Fees

Fields Data types

Receipt no. Text Primary key

Student name Text

Father name Text

Date Date

Class Text

Admission Number

Roll no Number

Section Text

Admission Number

Tuition Number

Late Number

Absence Number

Exam Number

Computer Number

Music Number

Total Number

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Quarter Text

loc Text

Conveyance Number

Security Number

Annch Number

Class

Fields Data type

Class Text

Security

Fields Data type

Username Text

Password Text

Quarter

Fields Data Type

Quarter Text

Files Used:

.frm VB Forms

.rpt Crystal Reports

.db Access / Database Files

32

MENU CHARTS

Menu Charts:
Menu chart shows the modules / menus of the system it depicts the
modules in the form of menus. Menu chart of “Student data management” is
given below:

Forms:

1. Splash form
2. Login form
3. MDI form

Child form- New records, Edit records, Report.

Reports- Student details, Cash detail.

Printing: Student detail, Fees Details

Menu chart:

New

New Admission

Edit

Student details

Fees

33

Printing of Fee Receipts

Delete

Deletion of receipt no.

Reprint

Reprinting of receipts

Reports

Fee details

Student details

Conveyance details

Security details

Fee Status

Fee status

Exit

34

IMPLEMENTATION & CODING

TOPICS COVERED:

I. SALIENT FEATURES OF THE SYSTEM
II. CODING
III. IMPLEMENTATION STRATEGIES

35

SALIENT FEATURES OF THE SYSTEM

Salient Features:

1 Reduce complexity through automation.

2 User-friendly environment to operate on.

3 Compatible to all platforms.

4 Improve Administration department‟s efficiency

5 Exchange of data between different departments.

6 Improve Management reporting, maintaining capabilities.

1. Enhance Users satisfaction and productivity

SECURITY:

1 Single window for entire application.

2 Module wise accessibility.

36

CODING

Coding:
This section contains coding of the system “Student data management
”. Which has been done in Front End “ Visual Basic ” & Back End “ M S
Access”, coding has been included with screen shots of the package.

Splash:
This is the opening screen of the package, user has to click Ok to move forward or
close the package.

Code:

Private Sub Command1_Click ()

frmpassword.Show
Me.Hide

End Sub

37

CODING

Edit student Details:

Option Explicit
Dim stdnt As Recordset ' recordset used for student table
Dim cla As Recordset ' recordset used for class table
Dim match As Recordset ' used to match the admnno in the student table
Dim str As String
Dim sql As String
Dim r As Variant
Dim i, j, k As Integer
Dim key As Boolean
Dim chk As Boolean

Private Sub Chkcon_Click()

38

If chkcon.value = 0 Then
txtfrom.Text = ""
txtfrom.Enabled = False
ElseIf chkcon.value = 1 Then
txtfrom.Enabled = True
txtfrom.SetFocus
End If
End Sub

Private Sub cmdclose_Click()
If key = True Then
stdnt.Close
key = False
End If
Unload Me
End Sub

Private Sub cmddelete_Click()
If Txtadmnno.Text = "" Or cboclass.Text = "" Or txtsec.Text = "" Or _
txtsname.Text = "" Or txtfname.Text = "" Or txtdoa.Text = "" Or _
txtdob.Text = "" Or txtaddr.Text = "" Or txtrollno.Text = "" Then
Exit Sub
Else
r = MsgBox("ARE YOU SURE YOU WANT TO DELETE THIS RECORD.",
vbYesNoCancel, "DELETE RECORD")
If r = vbYes Then
stdnt.Edit
stdnt.Delete
clear
Else
Exit Sub
End If
End If
cmdsave.Enabled = False
cmddelete.Enabled = False
End Sub

Private Sub cmdfirst_Click()
If cmdnext.Enabled = False Then
cmdnext.Enabled = True

39

End If
cmdprevious.Enabled = False
stdnt.MoveFirst
link
End Sub

Private Sub cmdlast_Click()
If cmdprevious.Enabled = False Then
cmdprevious.Enabled = True
End If
cmdnext.Enabled = False
stdnt.MoveLast
link
End Sub

Private Sub cmdnext_Click()
If cmdprevious.Enabled = False Then
End If
stdnt.MoveNext
If stdnt.EOF Then
stdnt.MoveLast
End If
link
End Sub

Private Sub cmdprevious_Click()
If cmdnext.Enabled = False Then
End If
stdnt.MovePrevious
If stdnt.BOF Then
stdnt.MoveFirst
End If
link
End Sub

Private Sub cmdsave_Click()

40

If chkcon.value = 1 And txtfrom.Text = "" Then
i = MsgBox("PLEASE ENTER THE LOCATION", vbOKOnly, "STUDENT
DETAILS")
txtfrom.SetFocus
Exit Sub
End If
stdnt.Edit
commit
stdnt.Update
clear
movefalse
End Sub

Private Sub cmdsearch_Click()
If Not (Txtadmnno.Text = "") Then
str = "select * from student where admnno = '" & Txtadmnno.Text & "';"
movefalse
ElseIf Not (cboclass.Text = "") And Not (txtsec.Text = "") Then
str = "select * from student where class = '" & cboclass.Text & "' and sec = '" &
txtsec.Text & "' order by rollno;"
movetrue
chk = True
Else
i = MsgBox("ENTER PROPER DETAILS.", vbOKOnly, "STUDENT
INFORMATION")
Exit Sub
End If
clear
Set stdnt = db.OpenRecordset(str, dbOpenDynaset)
key = True
If stdnt.RecordCount < 1 Then
i = MsgBox("RECORD NOT FOUND", vbOKOnly, "STUDENT
INFORMATION")
clear
optclass.value = False
optstudent.value = False
Exit Sub
End If
link

41

cboclass.Enabled = True
txtsec.Enabled = True
Txtadmnno.Enabled = False
cmdsave.Enabled = True
cmddelete.Enabled = True
If chk = True Then
lblrec.Visible = True
lblrecfound.Visible = True
lblrec.Caption = stdnt.RecordCount
End If
End Sub

Private Sub Optclass_Click()
clear
cboclass.Enabled = True
txtsec.Enabled = True
cboclass.SetFocus
End Sub

Private Sub Optstudent_Click()
clear
Txtadmnno.Enabled = True
cboclass.Enabled = False
txtsec.Enabled = False
Txtadmnno.SetFocus
End Sub

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

42

Private Sub Form_Load()
Me.Top = 0
Me.Left = 0
class
optstudent.Enabled = True
optclass.Enabled = True
cboclass.Enabled = False
txtsec.Enabled = False
cmddelete.Enabled = False
lblrec.Visible = False
lblrecfound.Visible = False
movefalse
End Sub

Private Sub Txtaddr_KeyPress(KeyAscii As Integer)
str = "0123456789ABCDEFGHIJKLMNOPQRSTUVWXYZ, "
KeyAscii = Asc(UCase(Chr(KeyAscii)))
If KeyAscii > 26 Then
If InStr(str, Chr(KeyAscii)) = 0 Then
KeyAscii = 0
End If
End If
End Sub

Private Sub Txtadmnno_KeyPress(KeyAscii As Integer)
str = "0123456789ABCDEFGHIJKLMNOPQRSTUVWXYZ"
KeyAscii = 0
End If
End If
End Sub

Private Sub Txtdoa_KeyPress(KeyAscii As Integer)
str = "0123456789/"

43

KeyAscii = 0
End If
End If
End Sub

Private Sub Txtdob_KeyPress(KeyAscii As Integer)
str = "0123456789/"
KeyAscii = 0
End If
End If
End Sub

Private Sub txtfname_KeyPress(KeyAscii As Integer)
str = "ABCDEFGHIJKLMNOPQRSTUVWXYZ "
KeyAscii = 0
End If
End If
End Sub

Private Sub Txtfrom_KeyPress(KeyAscii As Integer)
str = "0123456789ABCDEFGHIJKLMNOPQRSTUVWXYZ, "
KeyAscii = 0
End If
End If
End Sub

Private Sub txtrollno_KeyPress(KeyAscii As Integer)
str = "0123456789"

44

KeyAscii = 0
End If
End If
End Sub

Private Sub txtsec_KeyPress(KeyAscii As Integer)
str = "ABCDEFGHIJKLMNOPQRSTUVWXYZ"
KeyAscii = 0
End If
End If
End Sub

Private Sub link()
Txtadmnno.Text = stdnt!Admnno
txtsname.Text = stdnt!sname
txtdoa.Text = Format(stdnt!doa, "dd/mm/yyyy")
txtfname.Text = stdnt!fname
txtdob.Text = Format(stdnt!dob, "dd/mm/yyyy")
txtaddr.Text = stdnt!Addr
txtrollno.Text = stdnt!rollno
txtsec.Text = stdnt!sec
cboclass.Text = stdnt!class
txtsecurity.Text = stdnt!security
txtannch.Text = stdnt!annch
If stdnt!concession = True Then
chkconcession = 1
Else
chkconcession = 0
End If
If stdnt!Conv = True Then
chkcon = 1
txtfrom.Text = stdnt!Loc
Else
chkcon = 0
txtfrom.Text = ""
End If

45

End Sub

Private Sub txtsecurity_KeyPress(KeyAscii As Integer)
str = "0123456789"
KeyAscii = 0
End If
End If
End Sub

Private Sub txtsname_KeyPress(KeyAscii As Integer)
str = "ABCDEFGHIJKLMNOPQRSTUVWXYZ "
KeyAscii = 0
End If
End If
End Sub

Private Sub clear()
Txtadmnno.Text = ""
cboclass.Text = ""
txtsec.Text = ""
txtsname.Text = ""
txtfname.Text = ""
txtdoa.Text = ""
txtdob.Text = ""
txtsecurity.Text = ""
txtrollno.Text = ""
txtaddr.Text = ""
chkcon.value = 0
txtfrom.Text = ""
txtannch.Text = ""
lblrec.Visible = False
lblrecfound.Visible = False
chkconcession.value = 0
End Sub

46

Private Sub commit()
stdnt!Admnno = Txtadmnno.Text
stdnt!sname = txtsname.Text
stdnt!doa = Format(txtdoa.Text, "dd/mm/yyyy")
stdnt!fname = txtfname.Text
stdnt!dob = Format(txtdob.Text, "dd/mm/yyyy")
stdnt!Addr = txtaddr.Text
stdnt!rollno = txtrollno.Text
stdnt!sec = txtsec.Text
stdnt!class = cboclass.Text
If txtsecurity.Text = "" Then
stdnt!security = 0
Else
stdnt!security = txtsecurity.Text
End If
stdnt!Conv = chkcon.value
stdnt!Loc = txtfrom.Text
If txtannch.Text = "" Then
stdnt!annch = 0
Else
stdnt!annch = txtannch.Text
End If
stdnt!concession = chkconcession.value
End Sub

Private Sub movefalse()
cmdfirst.Enabled = False
cmdlast.Enabled = False
End Sub

Private Sub movetrue()
cmdfirst.Enabled = True
cmdlast.Enabled = True
End Sub

47

IMPLEMENTATION STRATEGIES

A crucial phase in the system life cycle of the successful implementation of the
new system design. Implementation simply means conveying a new system
design into operation. This involves creating computer-compatible files, training
the operating staff and installing hardware, terminals and telecommunication
networks before the system is up and running. A critical factor in conversion is
not disrupting the functioning of the organization.

In system implementation, user training is crucial for minimizing resistance to
change and giving the new system a chance to prove its worth. Training aids, such
as user friendly, manuals, a data dictionary, job performance aids that
communicate information about the new system and “help” screens provide the
user with a good start on the new system.

There are three types of implementation:

1. Implementation of a computer system to replace a manual system:
The problems encounter are converting files, training users, creating
accurate files and verifying printouts for integrity.
2. Implementing of a new computer system to replace an existing one:
This is usually a difficult conversion. If not properly planned there can be
many problems. Some large computer system has taken as long as a year
to convert.
3. Implementation of a modified application to replace an existing one using
the same computer:
This type of conversion is relatively easy to handle, provided there are no
major changes in the files.

Conversion means changing from one system to another. The objective is to put
the tested system into operation while holding costs, risks, and personnel irritation
to a minimum. It involves –

Creating computer compatible files

Training the operating staff

Installing terminals and hardware. A critical aspect of conversion is not disrupting
the function of the organization.

Several procedures and documents are unique to the conversion phase.

48

Conversion begins with a review of the project plant, the system test
documentation, and the implementation plan. The parties involved are the user,
the project team, programmers, and operators

The conversion portion of the implementation plan is finalized and approved.

1. Files are converted.
2. Parallel processing between the existing and the new systems is initiated.
3. Parallel processing between the existing and the new systems is initiated.
4. Results of computer runs and operation for the new system are logged on a
special form
5. Assuming no problems, parallel processing is discontinued.
Implementation results are documented for reference.

Conversion is completed. Plans for the post-implementation review are prepared.
Following the review, the new system is officially operational.

File conversion involves capturing data and creating a computer file from existing
files.

Copying the “old” files intact for the new system is the prime concern during
conversion. The programs that copy the files should produce identical files to test
programs on both systems. At the outset, a decision is made to determine which
files need copying. Personnel files must be kept of course, but an account
receivable file with many activities might not need copy in. Instead, new customer
accounts might be put on the new system, while running out the old accounts on
the old system.

Once it is determined that a particular file should be transferred, the next step is to
specify the data to be converted, current file, year-end files, and son on. Then files
to be copied must be identified by name, the programmer who will do the
copying, and the methods by which the accuracy of the copying will be verified.
A file-comparison program is best used for this purpose.

49

TESTING & TEST RESULTS

TOPICS COVERED:

I. TESTING
II. USER MANUAL

50

TESTING

Testing:

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

As the software is created and added to the developing system, testing is
performed to ensure that it is working correctly and efficiently. Testing is
generally focused on two areas, internal efficiency and external effectiveness. The
goal of external effectiveness testing is to verify that the software is functioning
according to system design, and that it is performing all the required functions.
The goal of internal testing is to make sure that the computer code is efficient,
standardized, and well documented. Testing can be a labor-intensive process due
to its iterative nature.

Test Plan:
We divided the testing procedure into these levels: -

 Unit Testing.
 Integration Testing.
 Validation Testing.
 System Testing.

These different levels of testing attempt to detect different types of faults. The
relations of faults introduced in different levels of testing are as shown below

51

Requirements System testing

Clients Needs Validation Testing

Design Integration Testing

Code Unit Testing

Levels of Testing

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

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

Validation Testing:
During validation testing, the system is used experimentally to ensure that the
software does not fail, i.e. will run according to its specifications and in the way
users accepts, special test data input for processing, and the results examined. A

52

limited number of users may be allowed to use the system so analysts can see
whether they try to use it in unforeseen ways.
System validation checks the quality of the software in both simulated and live
environments. First the software goes through a phase in which error and failures
based on simulated user requirements are verified and studied, called alpha
testing. The modified software is then subjected to phase two in the actual user‟s
site or a live environment, called beta testing.

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

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

53

Samples Of Unit Testing:
Few samples of unit testing are explained with the help of screen
outputs. Unit testing is basically testing the modules with the dummy data.

If Admission no is not
in the database
message will be If search button is
prompted. No record pressed before entering
found. the name it will ask for
the field.

54

USER MANUAL

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

Platform:
This system is platform independent, it will work on any platform. Operating
system recommended for this system is Window‟s 98 & upper versions.

How to use it?
Student Data Management package has a very user friendly environment & it‟s
interfaces are similar to windows, so it will not take time for the user to get
acquainted with the system, there are few things that should be kept in mind
before using the system those points are explained with the help of screen outputs.

This Package is developed for stand-alone system, hence for logging on the
system user must know the Username & Password. After choosing from the
menus the specific options few things has to be kept in mind which are explained
below.

55

Addition of records:

For adding record For filling up
first fill up the another students
form after that data click new
click on ok then enter details
.

Follow this pattern in other form of adding records as well as in other parts of the
system. ame procedure should be applied through the package. This package has a
similar environment to windows, so it is easy to work with.

56

Editing Records:

For editing the
records enter the id Same
then click on search procedure
after that make the should be
changes & then applied for
save. delete & result System should
be exited
through close
button

57

RESULTS & CONCLUSIONS

Topics covered:

- Limitations
- Biblography

58

LIMITATIONS OF THE SYSTEM

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

59

BIBLIOGRAPHY

Books Referred:
VB Black Book -----------------------------------------By Steven Holzner
(Dreamtech Press)

MS OFFICE 97 Professional Edition------------------By Lonnie E. Moseley and
David M. Boodey (BPB Publications)

Fundamentals Of Database Systems------By Ramez Elmasri and Shamkant B.
Navathe
(Pearson Education Asia)

Introduction To Software Engineering--------------By Roger S. Pressman
(Tata McGraw Hill)

Mastering Visual Basic 6.0---------------------------By Roger S. Pressman
(Tata McGraw Hill)

Web Sites Referenced:

www.cambridge.com
www.vbcode.com

60

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