mis project2(1)

8/2/2019 mis project2(1)

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ACKNOWLEDGEMENT

Nothing concrete can be achieved without an optimal combination of

inspiration and perspiration. No work can be accomplished without

taking the guidance of the experts. It is only the views and advice

from ingenious intellectual that help in the transformation of a

product into a quality product.

We owe my sincere gratitude to Ms Neha manchanda and Ms

seema gupta, our honorable project guide.

Last but not the least, no acknowledgement will be complete without

mentioning our parents. They have also supported us throughoutthe development project.

GHVY


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INDEX

1. Introduction

2. Problem Definition

3. Feasibility Study

4. Current System/Proposed System

5. Context Diagram

6. Data Flow Diagram

7. Advantages

8. Software / Hardware Requirement

9. Forms

10. Coding

11. Testing and debugging

12. Appendix

13. Conclusion

14. Bibliography


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INTRODUCTION

Every college whether it is small or large must be having hostelsfor the residing of students comes from far away .Since it is theage of automation, the quality of hostel substantially depends onthe hostel management system in the college hostel there are noof hostellers whose records making manually is not an easytask , so there is need of something different by which thisproblem can be solved out today is the day of a automation and

in todays date manual working has its going down value . Sowhy dont we use this automation technology in the case ofcollege hostels. Here comes to a great help to maintain thehistory. The similar requirements of have been assessed and asoftware Hostel Management System has been designed tofulfill the above mentioned requirements.


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Hostel Management System helps in the maintaining of the recordsof the each and every students those who are willing to takeadmission in the hostel. At the time of the admission, all theentries are entered by the administration into the studentregistration from available in the software and after this therecord has been saved by using the save option .In hostelmanagement system s/w . each student gets his own uniqueregistration no by using this project , the hostel administrationwhenever needs hostel information , they have to click on theoption and after few seconds results will be in front of themwithout wasting the time .Administration can also do action likeaddition ,deletion ,updation ,modification and also can generatethe report on a particular information .

TOOLS/PLATFORMS :

Front End : Visual Basic

Back End : MS-Access

Operating System : Windows 2000/xp


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PROBLEM SELECTION

(Definition of Problem)

One of the most difficult tasks of system analysis is developing a

clear, in-depth under- standing of the problem being investigated,

without which it becomes impossible to specify the requirements for

a new project with any accuracy. Several questions should be posed

for this.

Some of those may be:

What is the problem?

How complex is it?

What are its likely causes?

Why is it important that the problem be solved?


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What are possible solutions to the problem?

What types of benefits can be expected once the problem is

solved?

It takes considerable skill to determine the true cause of a systems

problem. A systems analyst might begin to define the problem by

determining if the problem can be classified according to one or

more common types of systems problems. With knowledge of the

Common types of problems, the analyst can diagnose a problem by

examining its characteristics.

Organizations usually face problems or have opportunity due to the

following:

a new product or plant or branch

a new market or new process

failure of an existing system

inefficiency of an existing system

Structural error in the existing system, etc.

For identifying problems/opportunities, we scan the following:

the performance of the system

the information being supplied and its form

the economy of processing

the control of the information processing


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the efficiency of the existing system

the requirement of the data and software

the requirement of the equipment and personnel, etc

After identification of the problem, it is defined and a general

direction or method for solving this problem is also determined.

Then project boundaries are defined. The management establishes

the term of reference as well as the resources to be provided for the

project. System development is an iterative process and the first

identifiable stage of it is Problem Definition, whose final output is

Terms of Reference.

Careful analysis of this system suggests a number of different

problems:

Problem of Reliability: Current system is not reliable. It seems to

vary in quality and results from one month to the, next. Some

times it gives good output, but some times the output is worst.

1. Problem of Accuracy: There are too many mistakes in reports

and calculations.

2. Problem of timeliness: In the current system the reports and

output produced is mostly late and in most of the cases it is

useless because it is not on time.

3. Problem of Validity: The output and reports mostly contains

misleading information. The transactions and calculations are

sometimes not valid.


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4. Problem of Economy: The current system is very costly. We

have to spend lots of money in manual filing, calculations and

remembering the information, but still not get the desired results.

FEASIBILITY STUDY

An Important outcome of the preliminary investigation is thedetermination that the system requested is feasible. There are 3

aspects in the feasibility study.

TECHNICAL FEASIBILITY


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This is concerned with specifying equipment and software that will

successfully satisfy the user requirement. The technical needs of the

system may vary considerably, but might include:

The facility to produce outputs in a given time.

Response time under certain conditions.

Ability to process a certain volume of transaction at a

particular speed.

Facility to communicate data to distant location.

In examining technical feasibility, configuration of the system is

given more importance than the actual make of hardware. The

configuration should given the complete picture about the systems

requirements like how many workstations are required, how these

units are interconnected so that they could operate and

communicate smoothly. What speeds of input and output should be

achieved at particular quality of printing. This can be used be used

as a basis for the tender document against which dealers and

manufactures can later make their equipment bids. Specific

hardware and software products can then be evaluated keeping in

view with the logical needs.

At the feasibility stage it is desirable that two or three different

configurations will be pursued that satisfy the key technical


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requirements but which represent different levels of ambitions and

cost. Investigation of these technical alternatives can be aided by

approaching a range of suppliers for preliminary discussions. Out of

all types of feasibility, technical feasibility generally is the most

difficult to determine.

OPERATIONAL FEASIBILITY

It is mainly related to human organizational and political aspects.

The points to be considered are:

What changes will be brought with the system?

What organizational structures are distributed?

What new skills will be required? Do existing staff members

have these skills? If not, can they be trained in due course of

time?


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Generally project will not be rejected simply because of operational

infeasibility but such considerations are likely to critically affect the

nature and scope of the eventual recommendations. This feasibility

study is carries out by a small group of people who are familiar with

information system techniques, who understand the parts of the

business that are relevant to the project and are skilled in system

analysis and design process.

As far as this Hostel Management System is concerned the

changes which we have to be brought were only organizational.

Then our focus goes towards workstations. Keeping in view of their

hardware requirements like network interface card etc.

Regarding this project distribution of organizational structures is

also essential because of security concerns, as there are different

departments having their particular tasks I have already mentioned

earlier like a system administrator should have the authentication to

provide different access permission to its clients.

There is also another clause to check what skills are required?

By means to say whether the existing staff is capable


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ECONOMIC FEASIBILITY

Economic analysis is the most frequently used technique for

evaluating the effectiveness of a proposed system. More commonly

known as cost/benefit analysis; the procedure is to determine the

benefits and savings that expected from a proposed system and

compare them with costs. If benefits outweigh costs, a decision is

taken to design and implement the system. Otherwise, further

justification or alternative in the proposed system will have to be

made if it is to have a chance of being approved. This is an ongoing

effort that improves in accuracy at each phase of the system life

cycle.


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This feasibility also depends upon quality of staff hired and the

proposed duration of time taken in this project sometimes it might be

possible due to extension of time duration may fall the project under

loss. The study of feasibility changes from phase to phase of the

project development.

In this project although this feasibility study doesnt matter much in

the case new setup of project because we start according to client

specification but on the other hand if we have to modify over existing

system we must take care of our existing resources and must

analyse specially the working condition of hardware like server

quality etc.


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SOCIAL FEASIBILITY

It is the determination of whether a proposed project will beacceptable to the people or not. This determination typicallyexamines the probability of the project being accepted by the groupdirectly affected the proposed system change.

To solve the actual problems in an industry setting, a software or ateam ofengineers must incorporate a development strategy thatencompasses the process, methods, and tools layers. This strategyis often referred to as a process model.

A process model for software engineering is chosen based on thenature of the project and application, the methods and tools to beused and the controls and deliverables that are required


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SOFTWARE REQUIREMENT SPECIFICATION

System Analysis

System Analysis refers to the process of examining a situation with

the intent of improving it through better process and methods.

System analysis is, therefore, the process of gathering and

interpreting facts, diagnosing problem and using the information to

recommend information in system or in other words, it means a

detailed explanation or description. Before computerizing a system

under consideration, it has to be analyzed. We need to study how it

function currently, what are problems and what are requirements

that proposed should meet.

The main components of making software are :

1. System and software requirements analysis.

2. Design and implementation of software.

3. Ensuring verifying and maintaining software integrity.

Information Gathering

The strategy consists of:

1. Identify information sources.

2. Revolving a method of obtaining a information from identified

source.

3. Using an information from module of organization.


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Information Sources

The main sources of information were:

1. Users of the system

2. Presentations an documents using organization

3. Prospectus, manuals and the rulebooks, which specify how

various activities are carried out in the organization.

4. Computer Presentation of existing system.


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for the organization, there are no safety measures for the

security of information. Furthermore, information is lying in the

organization in an unorganized manner and does not resemble

the real world model.

Lack of Accuracy : Information being prepared manually

cannot be said as accurate which is the first and the foremost

condition for taking a crucial decision by the management.

More Time Consuming : Work carried out by the staff at

various stages is highly time consuming.

Error Prone Resources : Resources being used by the

informative media were provided by the organization long ago.

Due to wear and tear with the resources, they are highly error

prone.


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PROPOSED SYSTEM

After a detailed study of the existing system, it is evident that is does

not fulfill the objectives of the organization. To make the objective

possible for the organization, it is required to have a computerized

information system with the help of which all tasks can be processed

more accurately and quickly. To achieve this, it is necessary to

design and develop a new system which will have the following

benefits over existing system :

Flexibility in generation of information : The generation of

reports in the proposed system will take minimal time and they

are electronically prepared. As a result, it is highly ac/curate. Less time is taken to draw conclusions : It will be easy for

the user(s) of the system to compile information at a very high

pace, measure the performance over a period and draw

conclusion form the information retrieved by using the proposed

system.

Ease in maintaining information : As new information are

being added to and released from their respective courses every

year, it will be highly user friendly to track and maintain the

presentation of all the students.

User satisfaction : The system is much that is stands up to

the user expectations like easy and faster retrieval of

information.

Safety and Robustness : The system will be accessible by

only the authorized users. As information being the most crucial


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for the organization, there are safety measures for the security of

information.

Furthermore, data is stored by the system in an organized

manner and resembles the real world model.

Highly accurate : Information being prepared electronically,

can be said as accurate which is the first and the foremost

condition for taking a crucial decision by the management.

Less time consuming : Work carried out by the staff at

various stages will be less time consuming.

Error free resources : Resources being used by the system

will be compatible with the latest technologies available in the

market. As proposed system uses highly technically compatible

resources, there will be very-very less wear and tear. So the

resources are error free.

Besides this, the proposed system will have the following

capabilities :-

Multiple viewer facility : Proposed system is being designed

in such a way that many users can have a view with the system

simultaneously. It makes effective and perfect utilization of man

power and resources.

User-friendly interfacing : Since main interaction of the

system will be with the user, the user interface will be interactiveand meaningful.


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Formatted output : The information generated by the

proposed system us highly formatted and help the users to reach

the conclusion quickly.

Better organization of information : Proposed system has

the capability to express the information in a better and more

meaningful way. Proposed system uses modern techniques for

storage and retrieval of information.

Accurate round the clock : Proposed system is capable of

giving accurate information round the clock.

Exception Handling : To ensure that the system does not halt

in case undesired situation or events, the system capable

enough to handle these unpleasing circumstances. Proposed

system will be capable of taking necessary decisions so that

there is no loss information.

Minimum efforts : Proposed system ensures that very less

efforts will be required to start the presentation.

Capable of adapting to the changes in the outside

environment : The system will have scope to foresee

modification and enhancement i.e. it is able to cope up with the

business changes in-order to be compatible with the latest

changes in the industry. Any enhancement to the information

can be done without much effort and is available instantly.


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CONTEXT FLOW DIAGRAM


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CONTEXT FLOW DIAGR A M

REGISTERED ROOMS

ALLOCATED

RECIEPT

A student gets registered in hostel and the information is saved in

hostel management system

HMS gives back Registeration reciept to the student

Rooms allocated to the student by the hostel is made available to the

hostel management system which is then given to the student .

Information flows from hostel management system to the hostelauthority or the hostel department.

STUDENT HOSTEL

HOSTELMANAGE-MENTSYSTEM

HOSTELDEPARTMENT


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DATA FLOW DIAGRAM


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DATA FLOW DIAGRAMS

DFD's are commonly used during problem analysis. Data flowdiagrams are not limited to poblem analysis for softwarerequirement specification.

A DFD shows the flow of data through the system. It views a systemas a function that transforms the inputs into desired outputs. TheDFD aim to capture the transformations that take place within asystem to the input data so that eventually the output data isproduced. The agent that performs the transformation of data fromone state to another is called a process (or bubble). The processesare shown by named circles and data flows are represented by

named arrows entering or leaving the bubbles. A rectanglerepresents a sourcs or sink and is a net originator or consumer ofdata.

It should be pointed out that DFD is not a flowchart. A DFDrepresents the flow of data, while a flowchart shows the flow ofcontrol. A DFD does not represent procedural information. Indrawing the DFD the designer has to specify the major transforms inthe path of the data flowing from input to output.


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Bill detail file

Bill check

New student

Student registration file

Hostel info

file

Student information file

student

Admission

process

Feesubmission

Hostelrequir

-ement

Hostelallotment


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ADVANTAGES OF THE PROJECT

This project allows the user to easily browse through several hostel

records, issue room and fine Records with full ease, instead of

carrying a lot of files and doing cumbersome paperwork.

The modules of this project make it easier for the user to search and

student records depending upon the requirements. A user can easily

modify a record of student, view an student details and view the

student records.

Another special feature of this project is its ability to maintain Log

information about various users who use the application. The log

information includes User Id, Session start-time, Forms browsed

and Errors encountered. This feature helps the administrator in

tracking the updating performed on data, deletions done etc.

Another feature, from security point of view, is the projects feature

to block or unload on passing a wrong password thrice. The

information about the user and his session time is also recorded.


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SYSTEM REQUIREMENTS

HARDWARE REQUIREMENTS

1. 40 GB Hard Disk

2. 256 MB Ram

3. Floppy Drive 1.44MB

4. Monitor

5. Keyboard

6. Processor PIV

SOFTWARE REQUIREMENTS

1. Visual Basic 6.0

2. Windows 2000

3. MS ACCESS


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FORMS


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Documents

mis project2(1)