College Stationery Management System

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ProjectReport
On
“College Stationery Management System”
Submitted in Partial Fulfillment of
Bachelor of Computer Applications (BCA)
(Semester VI)
SAVITRIBAI PHULE PUNE UNIVERSITY
Submitted
By
Tusharsoni Roll No. 229
Parag Vidhate Roll No.245

ACKNOWLEDGEMENT
We take this opportunity to express my profound gratitude and deep regards to my
guide ProfessorGautam Bapat for his exemplary guidance, monitoring and
constant encouragement throughout the courseof this project. The blessing, help
and guidance given by him time to time shall carry me a long way in the journey of
life on which I am about to embark.
We also take this opportunity to express a deep sense of gratitude to Mrs. Vinaya
Nimbolkar (Head of Department, BCA, MITSOM College) and Mrs. Kalyani
Belsare (Assistant Teacher, BCA, MITSOM College) for her cordial support,
valuable information and guidance which helped me in completing this task
through various stages.
We are obliged to staff members of MITSOM College, for the valuable
information provided by them in their respective fields. We are grateful for their
cooperation during the phase of our project.
Lastly, we thank almighty, our parents, sister and classmates for their constant
encouragement without which this assignment would not have been possible.
Tushar Soni
Parag Vidhate

INDEX
Sr. No. Topic
1 Introduction
1.1 Introduction to system
1.2 ScopeofSystem
1.3 ProposedSystem
2 Analysis
2.1 Fact Finding Techniques
2.2 Feasibility Study
2.3 Hardware and Software Requirements
3 System Designing
3.1 E-R Diagram
3.2 Context Level Diagram
3.3 Data Flow Diagram
3.4 Data Dictionary
4 Form Designs
5 Advantages and Limitation
6 Bibliography

INTRODUCTION
Every college needs stationery products to carry out the day-to-day activities which
involve the use of various stationery products suchas registers, files, pens, printing
papers, erasers, pencils, markers and many other things.
However, most of the colleges maintain a register for recording the transactions
related to the stationery products purchased for the college. Very few colleges use
automated system software to carry out stationery products related activities.
College Stationery Management System provides application software to carry out
activities regarding stationery products forthe college which is an automated
system instead of making manual entries into books which consumes a great
amount of time.
This project intends to introduce the user friendly application software for various
related activities suchas record purchase order from staff members, stationery
productrequisition, generate purchase orders for suppliers and generate bills for
accounts section and many other related processes.

OBJECTIVES
 To provide a software application for the stationery department of the
college.
 To bring in an easy user interface and interactive application which provides
feasible options to everyone associated with the application directly and
indirectly.
 To track the stationery stockand the bills that has been generated previously.
 To keep data in a properly organized way and provide greater efficiency to
the users of this application.
 To reduce clerical work as most of the things will accomplished
automatically with the help of application software.
 To minimize time for processingof various tasks thereby reducing time
consumption.
 As the application stores sensitive information, we have provided security
features for the access authorization processes.
 This application helps the prevention of paper wastage as most of the things
are to be stored in the system thereby making it eco-friendly.

PROPOSED SYSTEM
 This system provides a software application to carry out the tasks related to
stationery department of the college.
 This application helps to record entries and transactions generate bills for
accounts section, make requisition to suppliers, etc.
 This system contains bills, and all the transactions associated with the
stationery department so that it can be referred later when needed.
 This application provides an easy user interface which helps the users to
learn the usage of the application easily and quickly.
 As of now, no automated system is present for stationery department of the
college. This is the first of its kind.
 This application is open source. So, we are helping others who want to
develop their own application by providing them the source codeso that it
can be enhanced and modified according to the needs.
 There is sensitive information which is associated with this system. So, we
have tried to improve the security features of the system.

SCOPE OF SYSTEM
 This system provides assurance of properaccuracy and effectiveness thereby
improving the related services.
 This system provides better management by providing desired flexibility,
fast responseability, to supportchanges and ability to maintain quality
services.
 Since this system has very sensitive information within it stored in the
database we have tried to provide the maximum security.
 We are going to develop the proposedsystemwith an objective to eliminate
the running costby overcoming the continuous stationery expenses, manual
storage need, and extra staff in the information resource department of the
organization.
 We have tried to develop this system keeping in mind the user of the system.
So, there is not much need of a trained professionalto use this system.

FACT FINDING TECHNIQUES
Analysis of the new system is very important to conductbefore making the actual
product. It is important to collect the facts and relevant information to make a
useful and efficient productand to minimize the risk factor. The data collected in
the fact finding technique are examined to determine how well the system will be
performing. The specific methods for finding information of the system are termed
as fact finding techniques.
The analyst may use more than one technique for investigation. Following are the
fact finding techniques:
 Record
It is important to check records of the stationery department in order to get
an idea of how the things work in the department. Going through all the
books of accounts, bills and other such records helped to create a user
friendly system and it helped to create the application specifically for the
needs of the user.
 Observation
Observation technique involves the view of processesinvolved in the
stationery department of the college and noticing the minute details of their
procedures to develop the application with accurate information.

 Field Visits
This project required lots of field visits. We visited not only the stationery
department but also to the library department and accounts section to get a
view of how the things are co-ordinate with the accounts section specifically
to accept the bills and maintenance.
 Interview
Interviews are an integral part of any research. It is important to interview
the related authorities in order to get raw data and transform it into
information accurately. We collected information from the stationery
department of the college. We gathered information about the suppliers that
provide materials to the college. We also gathered information on the
transportation.

FEASIBILITY STUDY
The feasibility study is a major factor which contributes to the analysis and
development of the system. The decision of the system analyst whether to design a
particular system or not depends on its feasibility study.
Study of requirement analysis is done through different feasibility study.
Feasibility study is undertaken whenever a possibility of probability of improving
the existing system or designing new system. Feasibility study helps to meet user
requirements.
It enables us to determine the potential of existing system and improving it. It helps
to develop a technically and economically feasible system. It helps to know what
should be embedded in the new system. It also helps to develop a cost-effective
system. We can make better utilization of available resources.
The project conceptis feasible because of the following:
 Technicalfeasibility
Technical feasibility it is the study of hardware and software requirement on
which the application is to be used upon. It is important to consider the
budget of the system or the overall cost.
The proposedsystemis technically feasible as it has been developed with
the help of available technology. The proposed systemrequires Microsoft
Visual Studio 2008 and back-end toolis Microsoft Access 2007 for storing
and maintaining database. No expert man power is required for this purpose.

 Economic feasibility
This area is concerned with costfor the development and implementation of
the system. We have looked into the maintenance of the system post
development. So the actual costof the system is important before designing
a new system which was perfectly estimated by us. All this is studied in
economic feasibility study. The designed system will provide tangible as
well as intangible benefits to the organization.
 Operationalfeasibility
Automation makes lives easy. The proposed systemis very user friendly and
the user is much easily able to interact with the system. Therefore the users
will readily accept the system and data entry and making queries can be
easily done.
 Legalfeasibility
It includes the precaution that needs to be taken so that current software
doesn’tget the developers or the college in legal problems under copyright
acts or others. Utmost care has been taken that the current software is free
from all such legal troubles and the source codeis not copied from anyone.
We have made sure that the project undertaken will meet all legal and ethical
requirements before the project is on the table.
 Schedule/Time feasibility

A project will fail if it takes too long to be completed before it is useful.
Typically this means estimating how long the system will take to develop,
and if it can be completed in a given time period or not. We were able to
complete this project within the specified time period.
 Resource feasibility
It includes the study of whether the college has the technological resources
to undertake the project? We made sure that the college has all the resources
that are needed to work with this application software and we also advised
them to make certain changes in their technology area.

SYSTEM DEVELOPMENT LIFE CYCLE
A system development life cycle (SDLC) is a logical process by which system
analysts, software engineers, programmers, and end users build information
systems and computer applications to solve business problems and needs. The
software development life cycle or SDLC can be divided into multiple phases. It
can vary from one system to another.
The major phases involved in the MIS development process are referred to as
system development life cycle. Each phase of the development process must have
well defined objectives, and at the end of each phase, progress towards meeting the
objectives must be evaluated.

The development process should not continue until the objectives of all prior
phases have been met. System development life cycle is a phased approach to
analysis and design to ensure that systems are best developed.

HARDWARE AND SOFTWARE REQUIREMENTS
 Hardware Requirements
 Processor : Intel Dual Core/
Core 2 Duo/ i3/i5/i7
 ProcessorSpeed : Minimum 1GHz
 RAM : Minimum 512MB
 Hard Disk : Minimum 4GB
 Keyboard : 104 keys
 Monitor : 15” color monitor
 Printer : Color/Black and White and Laser/
Ink Jet/ Dot Matrix
 Software Requirements
 Operating System :Windows 7/Windows 8
 Front End :Visual Studio 2008( VB.NET)
 Back End(Database) :Microsoft Access 2007/2010/2013
 Network Specification
This software is a stand-alone system and does not have networking
capabilities which can be overcome in the next version of this system.

SCREENSHOTS
Login Page:
Faculty Login:

Faculty Requisition:
Administrator Login:

Administrator Home:
NewAdministrator:

NewSupplier:
NewStaff/Faculty:

NewStock:
NewProduct:

NewQuotation:
NewBill:

NewOrder:
Administrator Reports:

Faculty Reports:
Product Report:

DATA DICTIONARY
Administrator:
Fields Data type Description
a_id AutoNumber Administrator ID
a_name Text Administrator Name
a_username Text Administrator Username
a_password Number Administrator Password
a_contact Text Administrator Contact
Supplier:
sup_id AutoNumber Supplier ID
sup_name Text Supplier Name
sup_contact Text Supplier Contact
sup_address Text Supplier Address
Faculty:
s_id AutoNumber Staff ID
s_name Text Staff Name
s_type Text Type(Permanent/Visiting)
s_desg Text Designation
s_deptname Text Department Name
s_contact Text Staff Contact
s_username Text Staff Username
s_password Text Staff Password

Product:
pr_id AutoNumber ProductID
pr_name Text ProductName
pr_amt Text ProductAmount
Requisition:
r_id AutoNumber Request ID
r_date Date/time Request Date
pr_qty Number ProductQuantity
st_name Text Staff Name
Quotation:
q_id AutoNumber Quotation ID
q_date Date/Time Quotation Date
pr_name Text Product Name
pr_amt Number ProductAmount
Dis Text Discount Percent
total_amt Text Total amount

Stock
st_id AutoNumber ProductID
del_date Date/Time ProductDelivery date
sup_name Text Supplier name
Bill:
b_id AutoNumber Bill ID
b_date Date/Time Bill Date
pr_amt Number ProductAmount
Discount Number Discount Percent
tot_amt Number Bill Amount
Order:
or_id AutoNumber Order ID
or_date Date/Time Order Date
pr_quantity Number ProductAmount

f_name Text Faculty Name
s_name Text Supplier Name
a_name Text Administrator Name
ADVANTAGES AND LIMITATIONS
 Advantages
The system is very simple in design and to implement. The system requires very
low system resources and will work in almost all configurations.
It has got following advantages:
 User friendly application
 Open source application
 Secure database
 Simple coding techniques
 Easy maintenance
 Fast processingand handy
 Data can be updated easily
 Database records can be maintained in computers
 Easy Data Retrieval
 System reduces manual workload
 Redundancy of data is avoided
 Less error prone and accuracy is maintained
 Provides reports of data
 Limitations

 System is not a multi-user system.
 It can’t be connected to the internet.
 Data loss can occurdue to technical issues so it is necessary to make
backups at regular intervals of time.
 Initially, it may seem to be a costly investment but eventually it is profitable
as it saves money on manpower, materials, etc.
BIBLIOGRAPHY
 Books referred
 Visual Basic.NET (Nirali Prakashan: University of Pune)
 Websites referred
 www.slideshare.net
 www.draw.io
 www.youtube.com
 www.google.com

CONCLUSION
Time and money are one of the most important factors to any organization.
Implementing such software in the college stationery department can surely be a
profitable deal as this application helps to carry out tasks with ease and thereby
reduces time and money on manpower and materials. This is an open source
application so that others can edit and transform this system application according
to their needs.

College Stationery Management System

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