Automation Of School Management

ABSTRACT
The project is to computerize the working of Govt.Sen.Sec.School Dolike Dhure. It is located on the G.T.Road leading to Bhogpur. It is one of the oldest school opened in his region. The school has 20 computers, but still whole the transactions are first carried out on paper. Due to this lot of time is wasted. Due to this procedure followed by School, error used to creep in the data. Therefore need for computerization arose not due to large volume of data transaction taking place, but to maintain the integrity of the data. Earlier when it was not computerized then whole data has to be stored in the files. Then some data had to be rewritten in various files due to which it was possible for error to creep in. This type of errors are difficult to find, as it requires comparing four-five files, thus leading to wastage of time and manpower. But with the use of this softwares these kind of inconsistence can be avoided, because it informs the moment the error is committed, thus the data integrity is maintained. With the use of this software report, can be generated very easily and instantly whereas earlier it used to take a lot of time to generate reports as they have to be made manually. Earlier it was possible that the user may leave empty or different records for the same fields in different files but through this software such kind of errors cannot creep in. Also as software is graphical it is easier for new computer user to use it easily and effectively. With the use of this software the overall speed of data transaction will increase.

Automation Of School Management

INITIAL STUDY OF THE ORGANIZATION

ORIGIN AND HISTORY

Govt.Sen.Sec.School Dolike Dhure is one of the oldest school in his region distributing the knowledge to the students. NAME OF THE FIRM: ADDRESS : Govt.Sen.Sec.School Dolike Dhure Near S.B.I., KHURDPUR G.T.ROAD, ADAMPUR JALANDHAR PHONE NO: NAME OF THE PRINCIPAL: FOCUS OF THE PROJECT: DEPARTMENTS :0181-507833 Mr.Harbans lal Automation of School Employee Department Account Department

Automation Of School Management

CURRENT FUNCTIONING OF THE DEPARTMENTS

Employee Department We all know that Employee department is one of the most important departments of the School. It is one, which gives knowledge to the students and also handle or control the whole School. Hence in School Employee department is linked with Teachers, Account etc. Account Department Account department can be defined as the Database of each and everything in the school. Accounting system is important because they focus on money. They are used to collect data and evaluate performance. The accounting system also provides control over the data to ensure accuracy and to prevent frauds. The primary purpose of accounting is to collect the financial data of the School, ensure that it is accurate, and create standard reports. The objectives of accounting are: To Keep Systematic Records To Protect Business Properties To Ascertain The Operational Profit Or Loss To Ascertain The Financial Position Of The Business To Facilitate Rational Decision Making

Automation Of School Management

PRESENT SYSTEM
The whole work in the present system is done manually. As the manual work leads to inefficiency and inaccuracy because manual work requires a large number of files to maintain various types of information so it has to be computerized.

Problem arises in the present system: The system requires a lot of time and power to keep all the records updated properly. It takes a lot of paper work because of which it not only leads to wastage of papers, frustration, but also the customers do not get the better services. The Employees would have to remember all details or the unique code for each related entity. This job is much time consuming and difficult. All the data is maintained in the personal files of the students with considerable data duplication. Retrieval of information is time consuming. To trace a particular account or Record a large number of registers need to be scanned. It may be time consuming to check the paper and then generate results. The data requires more space for storage. All the records are being stored on files or registers. This storage is prone to damages with time or with natural disasters. Lack of data security is also there. Since registers can be stolen or can

Automation Of School Management purposely destroy the data.

Drawbacks Of Existing System The existing system runs manually which takes lot of time and is not as efficient as computerized system would be. There are many problems in it as: Manual system is time consuming Data cant be stored efficiently. The probability of duplication of data is very high and errors occurring rate is very high. Time delay is another drawback, which occurs due to transfer of data from one place to another and also in generating the results. Poor storage system. The number of files or registers is so large that becomes impossible to keep records even of the data of 5 to 10 years properly due to limited capacity. Much paper work is to be done as checking of papers and giving results etc.

Automation Of School Management

PROPOSED SYSTEM
The proposed computerized system will provide the users with instant accessibility to forms and also to the results as the data is stored in the form of tables. The new system is Visual Basic Based. In order to develop the software for AUTOMATION OF SCHOOL

MANAGEMENT we have used the structural and modular programming approach. Structural programming means dividing the main procedure into number of small procedures. The main use of this programming is that, if there are errors in one program, we need to change the whole program. Regd_id and Roll_no is assigned to each Student and Employee, against which all the transactions will be done. The system provides information regarding the each Student and also the Employee, Fee and Salary details in School Management. System helps in locating Student and Employee on the basis of their Regd_id. On the basis of this Regd_id. System automatically provides necessary information regarding Student,Employee,Fee,Salary,Fine etc.

Automation Of School Management System provides necessary reporting to facilitate day-to-day transactions of School Management. Here there will be no possibility of incorrect data entry.

OBJECTIVES OF THE PROPOSED SYSTEM

The new system has the basic objective of being efficient and user friendly. The main areas, which should be considered while setting objectives, are budget, schedule and performance standards. Following are the objectives of the new system: To make the job less complex. To reduce the amount of errors creeping into the system. To reduce the manpower needed to do the job. To provide easy sorting of data in the meaningful order. Easy correction of errors in system. To ease data management and storage of information. To make the process of accounting more fast. To make the system user friendly and create an environment that provides for maximum interaction with the user. It should reduce the clerical job required. Improve customer services.

Automation Of School Management The retrieval process to be made easy and time saving. It should remove redundancies.

ADVANTAGES OF THE PROPOSED SYSTEM: Due to computerization following qualities are added to the system: 1. TIME SAVING: It saves a lot of time. It completes the whole work within few minutes as compared to the manual work that takes hours to complete the task. 2. EASY TO CHANGE: This program can make the changes easily. There are no complications in our project. 3. EASY TO UNDERSTAND: Language used is easy to understand for a layman. 4. EASY TO HANDLE: It is easy to handle. It gives all the messages on the screen, which are to be followed. a) CHANCE OF ERRORS: Since database is maintained automatically there is no chance of error or inconsistencies of the data therein. b) SECURITY: Data is highly secured. No one except the user/operator can access the system. 8

Automation Of School Management

Advantage Of Computerized System Over Manual System: In computerized system the data is stored on external storage, which Computer can retrieve and change data faster than a human can. The computerized system provides accurate, up to date information on Minimize the redundancies, in maintaining the registers.

eliminates the use of paper files.

demand at any time.

Centralize the various activities related to overall system.

SOURCES OF INFORMATION
The basic aim of the problem analysis is to obtain a clear understanding of the needs of the clients and the user, what exactly is desired from the software, and what the constraints on the solution are. Analysis leads to actual specification. Analysis involved interviewing the clients and end users. These people and the exiting documents about the current mode of the operation are the basic sources of information for the analysis. Typically, analysts search a problem by asking questions to the clients and the users and by reading existing documents. The process of obtaining answers to the questions that might arise in an analysts mind continues until the analyst feels that all information has been obtained. I learnt about the organization by knowing first how the Admission, Fee, Salary system works and who directly associates with the Admission, Fee, Salary system. I got some details by examining organization charts and studying written operating procedures. I gathered information from the forms and documents currently used. We conducted meetings with the users of the system to know furthermore about the

Automation Of School Management system. I also visited another organization with a computerized system similar to the one under study. This helped me in deciding various formats of the forms and reports. In short, the source of my Project depends upon the existing forms and documents of the organization and interviews or meeting with the client and end users.

GOALS OF THE PROJECT

The objective of computerizing School system is: Providing a more efficient and effective mode of transactions. To meet maximum School needs. Giving instant and accurate position of records. Keeping track of all the Students and Employees. Maintaining history of all the records of Admission, Fee, Fine, Employee and Salary generated.

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Automation Of School Management

SYSTEM REQUIREMENTS PROBLEM DEFINATION PROBLEM STATEMENT

Like every School Govt.Sen.Sec.School Dolike Dhure also faces problem while doing each and every thing manually. The main problem here is the paperwork. The record keeping for each Student, Employees becomes difficult, time consuming and also error-prone. Moreover handling public and management queries using a paper database is not easy and takes lot of time. The best way to overcome this problem is to computerize the whole system of data recording and keeping of records. Moreover due to manual working trend of frauds is increasing day-to-day. The basic analysis approach includes some of the major activities to be done so as to attain the perfection as easily as possible. Some of them are as: -

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Automation Of School Management OBTAIN INFORMATION : - The first major problem is to obtain the necessary

information. Employees and existing documents are major sources of information. During analysis a complete and consistent set of specifications emerge for the system. ORGANIZING INFORMATION: - Generally, during analysis, a massive amount of information is collected from the documentation, forms ideas and so forth. As it is important to have the complete set of requirement, it is essential that this gathered information be organized so that it can be evaluated for completeness.

RESOLVING CONFLICTS: - The third major problem during analysis is resolving the contradiction that may exit in the information from different parties. This is essential to ensure that the final specifications are consistent. This gives rise to an application that leads to the final software requirement specifications document (SRS).

The application should perform the following functions: 1. Maintain all the details of the daily transactions 2. Maintain information for the specific Employees. 3. Provide details about each Student and Employee. 4. Print results. 5. Provide whole of the information to the administrator.

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Automation Of School Management

FUNCTIONS TO BE PROVIDED
The project on SCHOOL MANAGEMENT includes automation of various departments such as: STUDENT INFORMATION EMPLOYEE INFORMATION

The students, which take admissions in to the school, are classified through the classes and courses, such as 6th to 10th, +1 Medical or Non-Medical or Commerce or Arts , +2 Medical or Non-Medical or Commerce or Arts etc.

The information about the student can be gathered from the student information report. All the information about each and every student can be gathered at any time by simply entering his/her Student Regd_id.

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Automation Of School Management The information about each and every employee can be gathered at any time, which is recorded in the database. The selection of the particular employee is based upon the test and interview conducted by the Government. All the information about the employee is stored in database like when he has joined, whats his qualification etc. The information about the employee can be gathered from the employee information report. The Salary of the Employees is also stored in the Database. The Fee and Fine of the Student is also stored in the Database. But the Computer-Lab and Library department is not covered under this project.

PROCESSING ENVIRONMENT

HARDWARE & SOFTWARE PROFILE: HARDWARE CONFIGURATION

PROCESSOR MEMORY HD CAPACITY

: : :

P -IV 512 MB 80 GB

SOFTWARE CONFIGURATION

OPERATING SYSTEM : 14

WINDOW XP

Automation Of School Management

BACK END FRONT END

: :

ORACLE 8i VISUAL BASIC

SOLUTION STRATEGY
The problem of security of data that arises in case of manual system can be solved in the computerized system by providing and requiring hierarchies of passwords and lock word that allow access to the stored information only to authorized users from accessing important information of the organization. The problem of duplication of information (Data Redundancy), thus leading to mismatch of data (Inconsistency) that occurs in the manual system can be reduced, considerably, in the computerized system. In the manual system details of a student that first admitted to the School is kept into different books and they are also not secure so this problem can be handled in the computerized system by recording the details of the student only once in the master table. The maintenance of records of large number of students who visit or are admitted to the school become less tedious task in the computerized system. The retrieval and

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Automation Of School Management updating of stored information is relatively easy in the computerized system. As less effort and time is involved in maintaining the records, it leads to reduction in the costs involved. In case of employee management, the computerized record of detail regarding the employee working in the School is maintained, so the retrieval and updating of information about an employee becomes relatively easy. In the computerized system, requiring the use of password that can prevent unauthorized users from accessing important information and can also provide adequate security.

FEATURES OF SOLUTION PROVIDED 1. 2. 3. 4. 5. 6. Reduction in redundancies. Reduction in overall costs involved Increase in data security and integrity. Reduction in errors Easy retrieval and updating of information Timely information is available for management use.

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Automation Of School Management

ACCEPTANCE CRITERIA

In case of Govt.Sen.Sec.School Dolike Dhure, the administrative department welcomes the new system. As in the present system entire work is done manually. Data is scattered, information retrieval becomes difficult and maintaining database is very tedious. But the staff in the clerical department was little worried about the use of computers to store data. When they were told that how much facilities computer can give them and they will be trained to work with the new system then, they felt relaxed and showed interest in the new system. So the decision was to go ahead and pursue the project.

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Automation Of School Management The operators and the users readily accepted the system. They found it very user friendly.

FEASIBILITY STUDY
A Feasibility study is a test of a system proposal according to its work ability, impact on the organization, ability to need users and effective use of resources. Its objective is not to solve a problem but to acquire a sense of its scope. This type of study clearly specifies that the project should be taken up or not. It focuses on three main questions: 1. What are the users requirements and how does the system meet them? 2. What resources are available for system? 3. What will be the impact of this system on the organization? How well the system will do according to its workability? The result of the feasibility study is the formal proposal, which is the report with the detail of the problem.

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Automation Of School Management It includes three major steps: 1. OPERATIONAL FEASIBILTY: People are inherently resistant to change and computer has been known to facilitate change. An estimate should be made of hoe strong a reaction the user staff is likely to have toward the development of computerized system. It is common knowledge that a computer installation has something to do with turnover, transfers, retraining and changes in employee job status. Therefore, it is understandable that the introduction of a proposed system requires special effort to educate and train the staff in new ways. In case of Govt.Sen.Sec.School Dolike Dhure, the administrative department welcomes the new system. Because in the staff there are two computer teachers and

they help me to implement the new system by telling the benefits of computers to their cliques. 2. TECHINACAL FEASIBILTY: It is defined as availability of suitable technology to support the solution and adequate expertise to develop the solution. Also it must be possible to implement the solution within a reasonable time. The variables used in different programs make system quite flexible because they can change as when required. The proposed system for Govt.Sen.Sec.School Dolike Dhure, will work even after years and can be implemented whenever required. 3. ECONOMIC FEASIBILITY: 19

Automation Of School Management

Economic feasibility is the most frequently used method for evaluation the effectiveness of a proposed system. More commonly known as Cost/Benefit analysis, the procedure is to determine the benefits and savings that are expected from a candidate system and compare them with costs. If benefits outweigh cost, then the decision is made to design and implement the system. The proposed system for Govt.Sen.Sec.School Dolike Dhure is economically feasible as the benefits outweigh the cost involved in computerized system. Scchool alredy owns the required hardware and software. It is quite cost effective because limited persons can carry out a variety of tasks out efficiently, accurately, economically with the help of this system.

PROGRAMMING LANGUAGE AND DEVELOPMENT TOOLS

In developing this project, we have used Microsoft Visual Basic 6.0 as the Front End and Oracle 8i as the Back End to store the data. The above said software is essential things to run the proposed system. We used Visual Basic 6.0 because it is very easy to use and is effective RAD tool. The programmer can easily understand the working of this programming language. As the Back End we used oracle 8i because it is powerful Database Management System and it executes the queries very accurately and efficiently.

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Automation Of School Management

INTRODUCTION TO VISUAL BASIC

Microsoft Visual Basic 6.0, the fastest and easiest way to create applications for Microsoft Windows. Whether you are an experienced professional or brand new to Windows programming, Visual Basic provides you with a complete set of tools to simplify rapid application development.

So what is Visual Basic? The Visual part refers to the method used to create the graphical user interface (GUI). Rather than writing numerous lines of code to describe the appearance and location of interface elements, you simply add pre built objects into place on screen. Although writing programs can be tedious chore at times, VISUAL, BASIC reduces the effort required on your part and makes programming as simple as dragging graphic objects onto your screen with your

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Automation Of School Management mouse. If youve ever used a drawing program such as Pant, you already have most of the skills necessary to create an effective user interface.

The Basic part refers to the BASIC (Beginners All-Purpose Symbolic Instruction Code) language, a language used by more programmers than any other language in the history of computing, Visual Basic has evolved from the original BASIC language and now contains several hundred statements, functions, land keywords, many of which relate directly to the Windows GUI. Beginners can create useful applications by learning just a few of the keywords, yet the power of the language allows professionals to accomplish anything that can be accomplished using any other Windows programming language.

The Visual Basic programming language is not unique to Visual Basic. The Visual Basic programming system, Applications Edition included in Microsoft Excel,

Microsoft Access, and many other Windows applications uses the same language. The Visual Basic Scripting Edition (VBScript) is a widely used scripting language and a subset of the Visual Basic language.

Whether your goal is to create a small utility for yourself or your work group, a large enterprise-wide system, or even distributed applications spanning the globe via the Internet, Visual Basic has the tools you need.

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Automation Of School Management Data access features allow you to create databases, front-end applications, and scalable server-side components for most popular database formats, including Microsoft SQL Server and other enterprise-level databases. ActiveX technologies allow you to use the functionality provided by other applications, such as Microsoft Words word processor, Microsoft Excel spreadsheet, and other Windows applications. Visual Basic. Internet capabilities make it easy to provide access to documents and applications across the Internet or intranet from within your application, or to create internet server applications. Your finished application is a true .exe file that uses a Visual Basic Virtual Machine that you can freely distribute. You can even automate applications and objects created using the Professional or Enterprise editions of

VISUAL BASIC INTEGRATE DEVELOPMENT ENVIRONMENT We used the toolbox containing the objects and controls, which we will add to the form to create the user interface for your project. Controls like command buttons, text boxes, radio buttons, check boxes, Adodc controls, combo boxes, data grid, list view, frames, labels, image control, drive list box are present on the toolbox, also known as OCX files. The form designer window contains the form on which the controls and objects are going to be placed. Your application can have more then one form.

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Automation Of School Management The project explorer window shows all files uses in the current project. Properties window list the properties of the selected form or controls on the form like height, appearance, color etc. are displayed. Form layout window allows us to visually position the forms at design time. When we double click on the form the code editor window for each form in the application appears. The list box on the left side displays a list of objects placed in the form. The list box on the right side displays all the events associated with the object selected in the left side box. In the Visual Basic we used two types of forms namely the common forms i.e. Standard Exe and Multi Document Interface (MDI) form. The normal can form either exist independently or can be a child form of MDI form. We made the .Exe files by the combination of Forms (.FRM), Modules (.BAS), data Reports (.DSR) and Data Environment (.DSR).

EVENT DRIVEN PROGRAMMING Since Visual Basic is an Event-Driven programming we used this tool to optimize our project. The user interfaces itself does nothing except tell the computer program what to do. When we click the button with printer icon on to, it sends the message to the word processor telling that the print button was clicked. The word processor package reacts by printing out the documents. EXCEPTIONAL TOOLS OF THE VISUAL BASIC 6.0 USED

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Automation Of School Management DATA ENVIRONMENT DESIGNER: The Data Environment designer provides an interactive, design time environment for creating ADO objects. These can be used as a data source for data aware objects on a form or report, or accessed programmatically as methods and proprieties exposed of the Data environment object. The Data Environment designer supports all the functionality of Visual Basics user connection designer. As well as additional features, including drag and drop, hierarchies, grouping and aggregates. DATA GRID CONTROL The data grid control is a spreadsheet like bound control that displays a series of rows and columns representing records and fields from a record set object. You can use the data grid to create an application that allows the end user to read and write the most databases. The data grid control can be quickly configured at design time with little code. When you set data grid controls data source property at design time, the control is automatically filled and its column headers are automatically set from the data sources record set. You can then edit the grids columns, delete, rearrange, add column header to, or adjust any columns width. At run time the data source can be programmatically switched to view different tables, or you can modify the query of the current database to return a different set of records.

DATA COMBO AND DATA LIST CONTROLS The data combo and data list controls strongly resemble the standard list box and combo box controls, but there are some important difference that give them great flexibility and usefulness in database application. Both controls can be automatically filled from the data control to which they are bound. In addition they can optionally pass a selected field to a second data control, making them ideal for lookup table applications.

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Automation Of School Management

ORACLE 8i ORACLE is a relational database designed to support application with client/server architecture in which the database is resident in a central computer called a server ,with information shared by several user that run application in their local computers or clients. Such architecture provides the greatest data integrity, since all user of working with the same information. Through business rules ,controls are enforce apply to all the user concerning information added to the database. The client/server architecture considerably reduces the network traffic, since it returns to the user the data requested . for example if a search for of a database containing 100,000 records returned just three records, only these three records will be sent through the network to the client machine .

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Automation Of School Management In a traditional system ,all 100,000 records would be sent to the client. This helps make maintenance tasks, such as backing up and restoring ,much easier to perform because date is located in only one place. Following is an example of the basic use of this architecture:

ORACLE ARHCHITECTURE The ORACLE database divided into several components such as tables, view and other elements that are visible to the user these elements are physical stored into two or more files in the disks. The file format or location where the logic elements are written to is seamless to the systems users The Oracle 8i can contain several data bases pertaining to several user a company can have one database that is used by many user throughout several

Departments, or it can have several databases that are exclusively used by specific users in each departments the next illustration show the users view in the form of three tables and the physical implementation of those tables through the use of a data files, an index files and a log files

When a database is created, the user can have access permissions attributed to them. This enables the Oracle 8i to store several databases and limit the access to each one to specific users.

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Automation Of School Management

SYSTEM REQUIREMENT SPECIFICATIONS

In a situation where manual process is to be automated many of the needs can be understood by observing the current practices. For such systems the requirements of the problem is complicated by the fact that the need and the requirements of the system may be known even to the users. They have to be visualized and created. Hence identifying requirements necessarily involves specifying what some people have in their mind. The requirements phase translates idea in the mind of the clients into a formal document. The requirement phase includes two types of requirements namely:

Hardware Requirements: It helps us in analyzing the H/W configuration of the

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Automation Of School Management proposed system such as CPU, Mother Board, HDD, RAM, and MONITOR.

SOFTWARE REQUIREMENT: After assembling the system the School will require S/W turn on, which would include operating systems/W package, supporting S/W, Norton anti-virus.

SYSTEM REQUIREMENTS The software package requires the following configuration on which it is to be inserted. MICROPROCESSOR RAM DISPLAY TYPE MOUSE HARD DISK DRIVE : Dual Core : 512 MB : SVGA : Optical : 80 GB

HARDWARE REQUIREMENTS The requirements for the new proposed system are as follows: Central Processing Unit (CPU): The CPU is normally identified by the three things namely; Mother Board: Hard Disk: Three things are considered while looking for hard disk namely: Fast Speed Tons of storage space 29 Clock Speed The Brand Manufacturer Name

For e.g. Dual Core 2.0 Ghz

Automation Of School Management Low price

The choice of hard disk will depend on the size we require, the budget and the factors that affect its performance. Monitor: Our option is standard 17 color HD- SVGA Monitor. Keyboard: Soft keys keyboard are selected so that the dust doesnt get into keys and make them loss effective and plastic cover is opted for and coffee spills id is also selected. Mouse: Samsung Optical mouse is preferred because it has got a heavy ball and long cord which are our requirements. Cabinet and UPS: Microtel ATX Cabinet is selected a UPS with 30 minutes backup time . Printer: WIPRO LX5500 dot matrix is selected because they are very economical as compared with laser printers and inkjet.

SOFTWARE REQUIREMENTS Software Requirements for the automation of School Management requires the following: Operating SystemWindows XP is the most widely used operating system. Software Packages Supporting software Norton Anti-virus

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Automation Of School Management

SPLASH FORM

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Automation Of School Management

This is splash form whenever the project will start it will appear first. In this the progress bar appears for 3-4 seconds and then goes to another form.

LOGIN FORM

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Automation Of School Management

This is a Login Form and only through this you can enter into the Project. The person who knows the User Name and Password he will be treated as authorized person and can access the project further.

CHANGE PASSWORD FORM

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Automation Of School Management

This form is used to change the password. But only that person can change the password who knows the old User Name and Password. It is compulsory to fill the same text or number in the New Password and Confirm Password fields.

MDI FORM

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Automation Of School Management

This is a Multiple Document Interface Form and it consist all links to all the forms. In simple word we can say that it is the Main controller.

ADD NEW RECORD OF STUDENT

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Automation Of School Management

This form is used to add new Student in the database. In this form all l the personal information about the Student filled. If we left any field blank it will display the messageFill all the fields. If you try to enter character in the Roll no, Phone no, Session field then immediately it will display message characters are not allowed While loading and after saving the Sregd_id will automatically increment by 1.

ADD NEW RECORD OF EMPLOYEE

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Automation Of School Management

This form is used to add new Employee in the database. In this form all l the personal information about the Employee filled. If we left any field blank it will display the messageFill all the fields. If you try to enter character in the Regd_id no, Phone no field then immediately it will display message characters are not allowed While loading and after saving the Sregd_id will automatically increment by 1.

EDIT RECORD OF STUDENT

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Automation Of School Management

This form is used to update or delete the already saved Student record. When we insert any value in the SRegd Number field it will automatically fetch all the data corresponding to the SRegd Number. If no such SRegd Number exists then it will display msg that No such SRegd_id exists yet. We can also delete the Record in this form.

EDIT RECORD OF EMPLOYEE

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Automation Of School Management

This form is used to update or delete the already saved Employees record. When we insert any value in the TRegd Number field it will automatically fetch all the data corresponding to the TRegd Number. If no such TRegd Number exists then it will display msg that No such TRegd_id exists yet. We can also delete the Record in this form.

CLASS INFORMATION

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Automation Of School Management

This form is used to provide the information regarding class according to their Session and Section. If any record exist in that particular provides information then the list of students will be displayed in the List Box. Otherwise Message No record found will be displayed.

EMPLOYEE INFORMATION

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Automation Of School Management

This form is used find out all the employees according to their Job in the above given form we selected Job= Teacher then it will display all the teachers in the List view. If not any record found the it will display message No Record exists.

FEE SETUP FORM

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Automation Of School Management

This form is used to Set and Update the Fee for the available classes in the school.

STUDENT FEE FORM

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Automation Of School Management

In this form the fee of every student will be calculated Month wise and going to store in the Database. This form is also used to print the Fee form.

EMPLOYEE SALARY FORM

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Automation Of School Management

This form is used to store, calculate and fetch data from Database about the salary of an Employee. In this form manually you have to fill the basic Salary, TA, DA then the total salary will be automatically calculated

STUDENT FINE FORM

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Automation Of School Management

This form is used to calculate the fine of the students according to the lecture delivered by the Teacher and the lectures attended by the Student. Leave days are also considered in this case.

STUDENT MARKS FORM

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Automation Of School Management

This form is used to store the marks of students and ate the end of the session it will calculate the total percentage of the student. So in the end it helps to find the top three positions by just looking at the report.

STUDENT SEARCH FORM

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Automation Of School Management

This form is used to search any Student through his/her Sregd number.

EMPLOYEE SEARCH FORM

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Automation Of School Management

This form is used to search any employee in the school through his/her regd_id.

CFD Level- 0
Apply for admission Application form

STUDENT

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ADMANISTRATIVE OFFICE

Automation Of School Management

Roll no.

Roll No

eedback Fee receipt Appling for job

SCHOOL MANAGEMENT SYSTEM

Employee

Selection for job And salary detail

Level -1

Fee payment and issuing Roll no

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Automation Of School Management

Student

Appling for admission

Stu DB

Not Eligible

Check Eligibilty 1.0

Eligible Admission acknowledgement Check Availibality of seats 2.0 Appling for job Account process 3.0

Employee
Feed back Emp DB

Salary

Level- 2
Account Process 3.0

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Automation Of School Management

Fee structure DB

Salary structure DB

Amount Detail

Student

Mode of payment (check/cash )

Mode of payment (check/cash )

Salary

Employee

Student Payment or Fee receipt Update

Stu DB

Emp DB

Level- 2
Check availability of seats 2.0

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Automation Of School Management

Marks DB

Age DB

Student

Enquiry

Check Eligibility criteria 2.0

Availability of seats Student is eligible or not

Tables
ADD Student table: This table stores the basic information about the student during the admission process.

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Field Sregd_no Name F_name M_name Address Roll_no Phone no Class D-O-B Category Sex D-O-A Sec Session

Data type Number(10) primary key Varchar2(25) Varchar2(25) Varchar2(25) Varchar2(30) Number(6) Number(15) Varchar2(20) Date Varchar2(15) Varchar2(5) Date Varchar2(5) number(8)

Description Unique admission no of the student Name of student Name of father Name of mother Address of the student Roll no assigned to student Phone number of Student Class of the student Date of birth of student Category of the student Gender of student Date of admission Section of student Year of admission

ADD Employee Table: This table stores the basic information about the Employee during the admission process.

Field Tregd_no

Data type Number(10) primary key 53

Description Unique registration no of

Automation Of School Management the Employee Name F_name M_name Address Job D-O-B Category Sex Phone no D-O-J Qualification Varchar2(25) Varchar2(25) Varchar2(25) Varchar2(30) Varhar2(10) Date Varchar2(15) Varchar2(5) Number(15) Date Varchar2(20) Name of Employee Name of father Name of mother Address of the Employee Job of the Employee Date of birth of Employee Category of the Employee Gender of Employee Phone number of Employee Date of joining Qualification of Employee

FEE TABLE: This table is used to store the fee of the students. Admission fee and Annual fee will be fetched from Fee setup Table.

Field Sregd_no

Data type

Description

Number(10) FK to Student Unique registration no of the Student

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Automation Of School Management Roll no Name Class Address Admission Fee Annual Fee Category Month Fee D-O-D Fine Received Number(6) Varchar2(25) Varchar2(20) Varchar2(30) Number(8) Number(8) Varchar2(15) Varchar2(5) Number(8) Date Number(8) Varchar2(5) Roll no of Student Name of Student Name of Class Address of the Employee Admission fee of Student Annual fee of the Student Category of the Employee Month in which fee will be deposited Fee corresponding to Month Date of depositing Fee Fine set according to O-D D-

Checks fee received or not

FEE SETUP TABLE: This table is used to set the Admission fee and Annual Fee for the all available classes. Field Class Admission Fee Annual Fee Data type Varchar2(15) Number(8) Number(8) Description Class present in School Admission fee of Student Annual fee of the Student

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Automation Of School Management

FINE TABLE: This table is used to store the fine of the students according to their Attendance and Total lecture delivered. Field Sregd_no T_L_D Atten_Lec Leave_Days Min-Lec F_P_L Fine Received Data type Description

Number(10) FK to Student Unique registration no of the Student Number(8) Number(8) Number(5) Number(8) Number(5) Number(5) Varchar2(5) Total lectures delivered Attended lectures by a Student Leaves taken by the Student Minimum lectures required Fine per lecture Total fine Checks received or not

MARKS OF STUDENT TABLE: this table is used to store the marks of each and every student. Field Sregd_no Class Sep_Test Dec_Test Data type Description

Number(10) FK to Student Unique registration no of the Student Varchar2(15) Number(5) Number(5) Class of student Marks of Student in September tests Marks of Student in December tests

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Automation Of School Management Mar_Test Percentage Number(5) Number(5) Marks of Student in March tests Total Percentage of Student

SALARY OF EMPLOYEE TABLE: This table is used to store and calculate the salary of an Employee

Field Tregd_no B_Sal Name T.A D.A Total_Salary Paid Month Year

Data type Number(10) FK to Employee Number(8) Varchar2(20) Number(5) Number(5) Number(8) Varchar2(4) Varchar2(5) Number(6)

Description Unique registration no of the Employee Basic salary of Employee Name of the Employee Traveling allowance Dearing allowance Calculation of Basic+T.S+D.A Yes or No Month in which salary calculated Year in which salary calculated

PASSWORD TABLE: This table is used to store the User name and password.

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Automation Of School Management Field U_Name Pass Data type Varchar2(20) Varchar2(20) Description User name Password

TEST PLAN
System testing is a critical process that can even consume more than fifty percent of development time. TESTING The system development life involves the phase of testing and debugging after the requirement analysis, designing and coding. The project on college administration system is debugged and implemented successfully. Two strategies of software testing adopted for the new systems are as follows: 1. Code testing 2. Specification testing

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Automation Of School Management CODE TESTING Code testing was carried out to see the correctness of the logic involved and correctness involved and the correctness of the modules. Tests were conducted based upon sample data, live data and artificial data. All the modules are checked separately for assuring the correctness and accuracy in all calculations.

SPECIFICATION TESTING It examines the specification stating what the program should do and how it should perform under various conditions. This testing strategy is better strategy is better strategy since it focuses on the way the software expected to work. The testing approach is used in this project was the Top Down approach. The testing was started from the top most modules and carried through the module at the lower level. The amount of coupling between the interactive modules is very low and cohesion in the modules is very high. The coupling usually found in the interactive

modules is data coupling but few of the interactive modules also show stamp coupling and control coupling. Most of the modules in the structure design are functionally cohesive. However some of the modules are also sequentially cohesive and some of the modules show communicational cohesion. The testing approach involves the step by step testing of communicating modules and testing of the system is carried out in different phases. These testing phases involves Unit Testing, Integration Testing, Validation Testing and finally System Testing. Within each module, the functionally independent units are tested for validity and corrective ness and then these functional units are tested together to carry out integration testing. The integration testing results in the corrective ness and proper functioning of individual modules.

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Automation Of School Management

After the Integration testing, the phase of Validation testing comes. In this testing phase, the data requirements of the system are established as a part of software requirements analysis are validated against the software that has been constructed. Validation testing provides final assurance that software needs al functional, behavioral and performance requirements. Black-Box testing techniques are used exclusively during validation. After validation testing, the system testing is carried out which is used in order to verify that all the elements mesh properly and that overall system function/performance is achieved.

UNIT TESTING In this testing, each module was tested individually for all tactical units to rectify errors and finally all the modules are integrated and tested. Dummy data is used for testing. INTEGRAED TESTING The relationship between different modules was checked under this testing and all the modules are integrated into single system and that system is tested with dummy data. USER ACCEPTACE CRITERIA Once the above give testing is completed the system group tests the develops prototype of the project and their suggestions are incorporated in the prototype form the overall system.

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Automation Of School Management

FUNCTIONAL TESTING In functional testing the structure of the program is not considered. Test cases are decided safely on the basis of requirement or specifications of the program or module as program is not considered for selection of test cases. PERFOMANCE TESTING The various modules of the system were checked and there performance was compared with started set to find out deviation. SRESS TESTING Various test cases are taken to check how system reacts under the stress conditions.

IMPLEMENTATION AND CONVERSION PLAN

Implementation means converting new system design into operational one. Certain tasks are involved:1. Creation of computer compatible files. 2. Training and Operating of staff 3. Installation of Hardware 4. Installation of communication network etc. SYSTEM IMPLEMENTATION In the system implementation user training is crucial for minimizing resistance to change. 1. Creation of User-Friendly manuals. 2. Data Dictionary 3. Job Performance aids 61

Automation Of School Management 4. Communication information about the system and help screen etc. TYPES OF IMPLEMENTATION 1. Implementation of computer system to replace the manual system. Problems encountered in this implementation are as follow:a.) Conversion of files b.) Creation of accurate files c.) Training of user d.) Verifying print outs for integrity. 2. Implementation of new computer system to replace existing one. 3. Implementation of modified application by replacing the existing one. The project and the system are same we are not changing the whole system, only certain modules are changed CONVERSION Conversion means change of one system to another system is called conversion. The objective of conversion is to put tested system into the operational while holding three things. Cost Risk (if corruption of file is there, no change should be made) Personnel irritation (if people working in ORG, do not want changes, then conversion should not be done.) Conversion involves following tasks:a.) Creation of computer compatible files b.) Successful installation of hardware c.) Successful training of operating staff. 62

Automation Of School Management (Which involves cost, risk and personal irritation at minimum?)

PROJECT LEGACY
CURRENT STATUS OF THE PROJECT The project in School Management perfects the requirements of the Employee department and Clerical department. It reduces the manual work. It speeds up the processing work. It is very beneficial the data is not scattered. It incorporates to charging needs of users. It is user friendly in nature. It applies checks in modules is the data consist in nature and reliable. Paper work is reduced. Computer prepares all the reports.

REMAINING AREAS OF CONCERN

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Automation Of School Management The School Management various other departments like Computer Department, Examination Department, Library Department etc. these departments have not been taken into consideration so they can be looked open

FUTURE RECOMMENDATION The project lacks the inclusion of various departments. These departments must be taken into consideration for a full fledge project.

CONCLUSION
This Automation of Govt.Sen.Sec.School Dolike Dhure is made after checking project workability in all respects. This system obviously wins over the old system, which was very time consuming and inefficient. This will reduce overload of work. The proposed system provides its best to solve such problems faced under manual system. The system is designed keeping in mind the present and the possible future requirements of the management to make the system more flexible, proper consideration has been given during analysis and design of the system. Hence the system is capable of handling wide range of new enhancements. The proposed system requires less manpower and less cost which result to reduce the monotony and increase efficiency and gives high portability. It helps in taking

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Automation Of School Management spontaneous decisions. At last but not the lease it saves time and gives us chance to take important strategic decisions.

BIBILIOGRAPHY

These various books consulted in the completion of this project are as follows:-

System Analysis and Design Software Engineering Mastering In Visual Basic Visual Basic in 21 Days

Elias M.Awadh Roger Pressman Evengelos petrouros Greg Perry

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Automation Of School Management The reports were made using following Software:Microsoft Visual Basic 6.0 The operating system was used: Microsoft Window XP

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