B tech it project report on attendence management system

A
Major Project Report on
“ATTENDENCE MANAGEMENT SYSTEM”
Submitted in the partial fulfillment of the award of
Bachelor of Technology
INFORMATION TECHNOLOGY
Session 2010-11
Submitted To: Submitted By:
ABSTRACT
TECHNOLOGY USED- Visual basicand MS ACCESS database.
 It isa desktopapplication.
 It is a well developed programming language and supporting resources are available
everywhere..
 Uses a step-by-stepapproachhence workingwithVisual Basicfilesisaneasyto use.
 SQL is short for Structured Query Language and is a widely used database language, providing
meansof data manipulationanddatabase creation.
 Its scope includes data insert, query, update and delete, schema creation and modification, and
data access control.
 In thisprojectattendance isdone bythe studentthrough identitycard.

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 Identitycardisread by the bar code reader.
 In bar code readerincludesstudentname,branchname,roll no.
 Studentarrival time anddeparture time isalsoregistered.
 Short attendance, full attendance all these kindof alertsare alsoshown.

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INDEX
CONTENTS
Page
No.
CERTIFICATE i
ACKNOWLEDGEMENT ii
ABSTRACT iii
CONTENTS
LIST OF FIGURES
LIST OF TABLES
CHAPTER 1 INTRODUCTION 1-6
1.1 Project Category 1
1.2 Requirements 1
1.3 FRONT END and BACK END used 2
1.3.1 FRONT END: VISUAL BASIC 6.0 2
1.3.2 BACK END: M S ACCESS 2007 3
CHAPTER 2 FEASIBILITY STUDY 5-6
2.1 Technical Feasibility 5
2.2 Economical Feasibility 5
2.3 Operational Feasibility 6
CHAPTER 3 DFD AND ER DIAGRAMS 7-12
3.1 Data Flow Diagrams 7
3.2 ER Diagrams 11
CHAPTER 4 BAR CODE READER 13-21
4.1 Types of Bar Code Reader 13
4.2 Resolution 16
4.3 Working of Bar Code Reader 16
4.4 Bar Code Creator 17

4.5 Top Barcode Scanners 21
CHAPTER 5 PROJECT ANALYSIS 22-25
5.1 Objectives 22
5.2 Project Design 23
5.3 Working with present system 24
5.4 Disadvantage of Present working system 25
CHAPTER 6 SNAPSHOTS 26-30
CHAPTER 7 DATABASE TABLES 31-33
CONCLUSION AND FUTURE SCOPE 34-35
1. CONCLUSION 34
2. FUTURE SCOPE 35
CHAPTER 8 SOURCE CODE 36
REFERENCE AND BIBLIOGRAPHY 110
APPENDIX

LIST OF FIGURE
S.No. FIGURE NO. Page
No.
1.1 The Visual Basic Development cycle 2
3.1.1 0 level DFD 8
3.1.2 1 level DFD 9
3.1.3 2 level DFD 10
3.2.1 ER Diagram 1 11
3.2.2 ER Diagram 2 12
4.1 Login page 26
4.2 Main page 26
4.3 Add student 27
4.4 Student Id card generator 27
4.5 Student attendance 28
4.6 Add class 28
4.7 Create user 29
4.8 Create user successfully 29
4.9 Calculator 30
4.10 Notepad 30

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6
LIST OF TABLES
S.
NO.
Table No. Page
No.
7.1 Attendance table 31
7.2 Class table 32
7.3 Student detail table 32
7.4 User detail table 33

7
CHAPTER 1
INTRODUCTION
The present century has been a revolution in information technology all over the
word. Attendance Management System is software developed for daily student
attendance in schools, colleges and institutes. If facilitates to access the attendance
information of a particular student in a particular class. The information is sorted by
the operators, which will be provided by the teacher for a particular class. This system
will also help in evaluating attendance eligibility criteria of a student.
The computer is an electronic device designed to perform to arithmetic
operation. It can perform several non-arithmetic operations on the alphabetic or
numeric data used. There operation is performed at very high speed with a high level
of accuracy.
The attendance management system using barcode reader project assists the
organization to maintain the attendance system easy.
PLATFORM USED:
Interface : GUI (Graphical User Interface)
1 . 1 PR O J EC T C A TEG O R Y:
This project is categorized in DATABASE MANAGEMENT SYSTEM. It is based
on the database creation and maintenance .The user will be required to use the tool
MS Access for maintaining the data. Thus this project partially falls under the
RDBMS category.
1 . 2 R EQ U I R EM EN TS
Software Required:
Platform /Environment used : Microsoft Windows XP
Windows 7
Tool / Language used : Microsoft Visual Basic 6.0
Back End : MS Office (Access)

8
Hardware Requirements:
Processor : Pentium II or Above
RAM : Min 64 MB
Barcode reader
1.3 FRONT END AND BACK END USED
1.3.1 FRONT END : VISUAL BASIC 6.0
Causes behind the uses of Visual Basic 6.0 as a Front End in this Project.
Visual Basic-6 is a development environment that runs under Microsoft Windows. It is
used to write programs that also run under Microsoft Windows. It is the programming
environment used by more programmer than any other in the history (more than 3 million). It
combines extraordinary ease of use with great power and flexibility. Visual Basic is used in
many ways and at many levels from novice programmers to the expert’s artists of
programming.
Visual Basic language is having several faces. One is Visual, which comprises of
objects and tools that easily assembles themselves into a modern Windows interface. Another
face is the Visual Basic language, which is an outcome of the original BASIC language.
BASIC (Beginners All-Purpose Symbolic Instruction Code). BASIC was invented in the early
1960s. It was intended to be as easy to understand and as close to layman language as
possible. Visual Basic has kept the BASIC tradition intact in this respect. It is one of the
easiest computer languages to work with and understand.
Fig1.1: The Visual Basic Development cycle: A prototypical representation
Create and
Call Other
Procedures
Design
and Build
User
Interface
Write Event-
Driv en
Code
Testing
and
Debug
Convet
to
runtime
and
Prepar
e
Distribu
tion
Files

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9
Visual Basic is a challenging environment within which to work. Such a powerful and
flexible development system can't be mastered overnight. However, the benefits of learning
how to program in Visual Basic are considerable.
FEATURES
 Scalability and extensibility.
 Flexibility.
 Robustness.
 According to the organization requirement and the culture.
 Must provide excellent reporting features with good printing support.
 Easy to debug and maintain.
ADVANTAGE OF VISUAL BASIC:
 It's simple language. Things that may be difficult to program with other language can
be done in Visual Basic very easily.
 Because Visual Basic is so popular, There are many good resources (Books, Web sites,
News groups and more that can help you learn the language. You can find the answers
to your programming problems much more easily than other programming languages.
 You can find many tools (Sharewares and Freewares) on the internet that will Spare
you some programming time. For example, if you want to ping a user over the internet
in your program, Instead of writing the ping function yourself, you can download a
control that does it, and use it in your program. Compare to other languages, Visual
Basic have the widest variety of tools that you can download on the internet and use in
your programs.
DISADVANTAGES OF VISUAL BASIC:
 Visual Basic is powerful language, but it's not suit for programming really
sophisticated games.
 It's much slower than other languages.
1.3.2 BACK END : MS ACCESS 2007
Causes behind the uses of Microsoft Access database as a Back End in this Project.
A collection of data and objects related to a particular topic or purpose. A Microsoft Access
database may contain tables, queries, forms, reports, macros, modules, and shortcuts to data

10
access pages. The Microsoft Jet database engine manages data in tables that reside in the
database. Data in linked tables may reside in another Access database, in an external data
source such as dBASE or Microsoft Excel, or in an ODBC data source such as MS
ACCESS.
FEATURES
 Pre designed solutions
 User interface oriented to results
 Improved exploration
 Create tables quickly
 Multiple user support.
 Efficient data handling.
 Provide inherent features for security.
 Efficient data retrieval and maintenance.
 Stored procedures.
 Popularity.
 Operating System compatible.
 Easy to install.
 Various drivers must be available.
 Easy to implant with the Front-end.

11
CHAPTER 2
FEASIBILITY STUDY
Depending on the results of the initial investigation the survey is now expanded to a more
detailed feasibility study. “FEASIBILITY STUDY” is a test of system proposal according to
its workability, impact of the organization, ability to meet needs and effective use of the
resources.
2.1 TECHNICAL FEASIBLITY
A study of resource availability that may affect the ability to achieve an acceptable system.
This evaluation determines whether the technology needed for the proposed system is
available or not.
 Can the work for the project be done with current equipment existing software technology
& available personal?
 Can the system be upgraded if developed?
 If new technology is needed then what can be developed?
2.2 ECONOMICAL FEASIBILITY:
It involved estimating benefits and costs. These benefits and cost may be tangible or
intangible.
The economic and financial questions raised by analysts during the preliminary investigation
seek estimates of :
 The cost to conduct a full system investigation.
 The cost of hardware and software for the class of application being considered.
 The benefits in the form of reduced costs or fewer costly errors.
 The cost if nothing changes (the system is not developed).

12
2.3 OPERATIONAL FEASIBILITY:
Proposed projects are of course beneficial only if they can be turned into information
systems that will meet the organization‘s operating requirements. Simply stated, this test of
feasibility asks if the system will work when developed and installed. Here are questions that
will help test the operational feasibility of a project:
 Is there sufficient support for the project from the management? From users? If the
current system is well liked and used to the extent that persons will not see reasons for
a charge, there may be resistance.
 Have the users been involved in the planning and development of the project ? Early
involvement reduces the chances of resistance to the system and charge in general, and
increase the likelihood of successful projects.

13
CHAPTER-3
DFD AND ER DIAGRAMS
3.1DATA FLOW DIAGRAM
Data-flow diagrams (DFDs) were introduced and popularized for structured analysis and
design (Gane and Sarson 1979). DFDs show the flow of data from external entities into the
system, showed how the data moved from one process to another, as well as its logical storage.
There are only four symbols:
 Squares representing external entities, which are sources or destinations of data.
 Rounded rectangles representing processes, which take data as input, do something to it,
and output it.
 Arrows representing the data flows, which can either, be electronic data or physical
items.
 Open-ended rectangles representing data stores, including electronic stores such as
databases or XML files and physical stores such as or filing cabinets or stacks of paper.
DFDs are defined in levels with every level decreasing the level of abstraction as well as
defining a greater detail of the functional organs of the system. A zero level DFD also
known as context or fundamental system model represents the entire software elements as
a single bubble with input and output data entities which are indicated as incoming and
outgoing arrows. Data Flow Diagram helps understanding the basic flow of data from one
process to another process.

14
Fig 3.1.1: 0’Level DFD
Fig 3.1.2’-1Level DFD

15

16
Fig 3.1.5 0’Level DFD
Fig 3.6-1’Level DFD

17
3.2 ER DIAGRAM
Entity Relation Diagram represents the object relationship pairs in graphical forms thus we can
say that the primary goal of ER diagrams is represent data objects along with their relationships.
ER model for data uses three features to describe data:
 Entities which satisfy distinct real world items in an application
 Relationships connecting different entities and representing meaningful dependencies
between them
 Attributes which specify various properties of entities and relations involved in a system.
Fig 3.2.1: ER Diagram

19
CHAPTER-4
BAR CODE READER
A barcode reader (or barcode scanner) is an electronic device for reading printed
barcodes. Like a flatbed scanner, it consists of a light source, a lens and a light sensor
translating optical impulses into electrical ones. Additionally, nearly all barcode readers
contain decoder circuitry analyzing the barcode's image data provided by the sensor and
sending the barcode's content to the scanner's output port.
4.1 TYPES OF BARCODE READER
The reader types can be distinguished as follows:
 Pen-type readers
Pen-type readers consist of a light source and a photodiode that are placed next to
each other in the tip of a pen. To read a bar code, the tip of the pen moves across the bars
in a steady motion. The photodiode measures the intensity of the light reflected back
from the light source and generates a waveform that is used to measure the widths of the
bars and spaces in the bar code. Dark bars in the bar code absorb light and white spaces
reflect light so that the voltage waveform generated by the photo diode is a representation
of the bar and space pattern in the bar code. This waveform is decoded by the scanner in
a manner similar to the way Morse code dots and dashes are decoded.
 Laser scanners
Laser scanners work the same way as pen type readers except that they use a laser
beam as the light source and typically employ either a reciprocating mirror or a rotating
prism to scan the laser beam back and forth across the bar code. As with the pen type
reader, a photodiode is used to measure the intensity of the light reflected back from the
bar code. In both pen readers and laser scanners, the light emitted by the reader is rapidly
varied in brightness with a data pattern and the photodiode receive circuitry is designed to
detect only signals with the same modulated pattern.

20
 CCD readers
CCD readers use an array of hundreds of tiny light sensors lined up in a row in the head of
the reader. Each sensor measures the intensity of the light immediately in front of it. Each
individual light sensor in the CCD reader is extremely small and because there are hundreds of
sensors lined up in a row, a voltage pattern identical to the pattern in a bar code is generated in
the reader by sequentially measuring the voltages across each sensor in the row. The important
difference between a CCD reader and a pen or laser scanner is that the CCD reader is measuring
emitted ambient light from the bar code whereas pen or laser scanners are measuring reflected
light of a specific frequency originating from the scanner itself.
 Camera-based readers
Two-dimensional imaging scanners are the fourth and newest type of bar code reader. They
use a camera and image processing techniques to decode the bar code.
 Video camera readers use small video cameras with the same CCD technology as in a
CCD bar code reader except that instead of having a single row of sensors, a video
camera has hundreds of rows of sensors arranged in a two dimensional array so that they
can generate an image.
 Large field-of-view readers use high resolution industrial cameras to capture multiple
bar codes simultaneously. All the bar codes appearing in the photo are decoded.
 Omni-directional barcode scanners
Omni-directional scanning uses "series of straight or curved scanning lines of varying
directions in the form of a starburst, a lissajous pattern, or other multiangle arrangement
are projected at the symbol and one or more of them will be able to cross all of the
symbol's bars and spaces, no matter what the orientation."
 Omni-directional scanners almost all use a laser. Unlike the simpler single-line laser
scanners, they produce a pattern of beams in varying orientations allowing them to read
barcodes presented to it at different angles. Most of them use a single rotating polygonal
mirror and an arrangement of several fixed mirrors to generate their complex scan
patterns.
 Cell phone cameras

21
 While cell phone cameras without auto-focus are not ideal for reading some common
barcode formats, there are 2D barcodes which are optimized for cell phones, as well as
QR Codes and Data Matrix codes which can be read quickly and accurately with or
without auto-focus. These open up a number of applications for consumers:
 Movies: DVD/VHS movie catalogs
 Music: CD catalogs, play MP3 when scanned
 Book catalogs
 Groceries, nutrition information, making shopping lists when the last of an item is used,
etc.
 Personal Property inventory (for insurance and other purposes)
 Calling cards: 2D barcodes can store contact information for importing.
 Brick and mortar shopping: Portable scanners can be used to record items of interest for
looking up online at home.
 Coupon management: weeding expired coupons.
 Personal finance. Receipts can be tagged with a barcode label and the barcode scanned
into personal finance software when entering. Later, scanned receipt images can then be
automatically associated with the appropriate entries. Later, the bar codes can be used to
rapidly weed out paper copies not required to be retained for tax or asset inventory
purposes.
 If retailers put barcodes on receipts that allowed downloading an electronic copy or
encoded the entire receipt in a 2D barcode, consumers could easily import data into
personal finance, property inventory, and grocery management software. Receipts
scanned on a scanner could be automatically identified and associated with the with
dimensions as small as 3 mils. Smaller bar codes must be printed at high resolution to be
read accurately.
 Appropriate entries in finance and property inventory software.

22
4.2 RESOLUTION
The scanner resolution is measured by the size of the dot of light emitted by the reader. If
this dot of light is wider than any bar or space in the bar code, then it will overlap two elements
(two spaces or two bars) and it may produce wrong output. On the other hand, if a too small dot
of light is used, then it can misinterpret any spot on the bar code making the final output wrong.
The most commonly used dimension is 13 miles (0.33 mm), although some scanners can read
codes
4.3 WORKING OF BARCODE READER
To understand how a barcode scanner works, it is important to first understand how
barcodes are produced and being read.
Each barcode has specific symbols defined as a series of bars in a barcode. The way to
differentiate the barcode is by the height and width as well as the bar spacing. Each strip of bar
can represent a number, character or alphanumeric character depending on which type of barcode
symbology set is used.
Usually a barcode contains a start and end bar to denote the starting and ending point of the
barcode. Sometimes, there is an additional bar called the checksum bar. The purpose of the
checksum bar is used to determine whether the barcode is correct after calculation and ensures
the accuracy of the barcode.
The barcode scanner’s photo sensors can then read the barcodes and convert them to electrical
pulses. Since each strip of bar is equivalent to a character, the barcode software can easily
convert these electrical pulses into readable text that can be displayed on a monitor. This process
is actually very fast and only takes a few milliseconds.
Nowadays there are many varieties of barcode scanners models. Their usage depends a lot on the
type of industry and the work of environment. Such Examples are desktop models.

23
4.4 BAR CODE CREATOR
Barcode scanners are relatively low cost and extremely accurate compared to key-entry, with
only about 1 substitution error in 15,000 to 36 trillion characters entered.[18][unreliable source?] The
exact error rate depends on the type of barcode.
 First, Second and Third Generation Barcodes

GTIN12- the symbol to indicate Quiet Zones that are necessary for barcode scanners to work
properly

EAN-13 (GTIN-13) number indicate Quiet Zones that are necessary for barcode scanners to
work properly

Code 93

Code 128

24

"Coda block" barcode.

PDF417 sample

Lorem ipsum boilerplate text as four segmentDataMatrix 2D

Text 'EZcode'

25

High Capacity Color Barcode of the URL for Wikipedia's article on High Capacity Color
Barcode

encoded inData Glyphs

Two different 2D barcodes used in film: Dolby Digitalbetween the sprocket holes with the
"Double-D" logo in the middle, andSony Dynamic Digital Sound in the blue area to the left of
the sprocket holes

26
The QR Code for the Wikipedia URL. "Quick Response", the most popular 2D barcode in Japan,
is promoted by Google. It is open in that the specification is disclosed and the patentis not
exercised.[29]

MaxiCode example. This encodes the string "Wikipedia, The Free Encyclopedia"

ShotCode sample

27
4.5 TOP BARCODE SCANNERS
Handheld 3800g Symbol LS2208 Metrologic MS9520
Metrologic MS9535
VoyagerBT PSC Powerscan RF Symbol LS 3478 ER
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28
CHAPTER 5
PROJECT ANALYSIS
1. A system, which maintain the record of all students connected to the Server possess
2. A system, which displays the student’s Status.
3. Server controls and manages the student like loging, logout the st.udent.
4. It provides an icon based interface to the Administrator.
5. The Server can shutdown and restart the student machines directly from the Server’s
Side.
6. The Server can handle more than 100 clients.
7. A status window is displayed on the student side after successful login, which displays
the duration of session.
8. Sale of Products of different types can be maintained, Products sale can be either counter
sale or it can be a clients order.
9. Records of every students are maintained with their identity proofs and a unique proof id
is allotted to them.
5.1 OBJECTIVE:
The primary objective of this feasibility report is to inform The objective of proposed system
would be to overcome the problem faced in the manual system. Updating records would not be a
problem and also cross checking of records in the proposed system would not be required.
There is a increased risk of error in the manual system. Redundancy of data creeps in the manual
system and it becomes a very time consuming job to search information about any Medicine and
to prepare reports. This burden can be reduced by making the shop related whole process
automated right from the beginning.
In view of the above problems, a proposed automated management system is strongly needed.
The user about following matters :

29
 What are the problem with conventional (manual) system?
 What are the goals and sub goals ofthe newsystem?
 What the proposed system would achieve?
 What will be the requirements for this achievement?
 Who will be involved in operating the system?
 The benefits, the system will give over conventional (Manual) System?
 The estimated cost ofimplementation?
5.2 PROJECT DESIGN
A Project design (software engineering paradigm) or a process model. A process model for
software engineering is chosen based on the nature of the project and application, the methods
and tools to be used, and the controls and deliverables that are required.
 Linear Sequential Model
Sometimes called the classic life cycle or the waterfall model, the linear
sequential model suggest a systematic, sequential approach to software development that
begins at the system level and progresses through analysis, design, coding, testing, and
support. Below figure illustrate the linear sequential model for software engineering.
 Software requirements analysis
The requirement gathering process is intensified and focused specifically on
software. To understand the nature of the program(s) to be built, the software engineer
(“analyst”) must understand the information domain for the software, as well as required
function, behavior, performance, and interface. Requirement for both the system and the
software are documented and reviewed with the customer.

30
 Design
Software design is actually a multistep process that focuses on four distinct
attributes of a program: Data structure, software architecture, interface representations
and procedural (algorithmic) detail. The design process translates requirements into a
representation of the software that can be assessed for quality before coding begins. Like
requirement, the design is documented and become part of the software configuration.
 Code generation
The design must be translated into a machine–readable form. The code generation
step performs this task. If design is performed in a detailed manner, code generation can
be accomplished mechanistically.
 Testing
Once code has been generated, program testing begins. The testing process focuses on the
logical internals of the software, ensuring that all statements have been tested, and on the
functional external; that is, conducting tests to uncover errors and ensure that defined input
will produce actual result that agree with required results.
 Support
Software will undoubtedly undergo change after it is delivered to the customer (a
possible exception is embedded software). Change will occur because errors have been
encountered because the software must be adapted to a accommodate changes in its
external environment (e.g., a change required because of new operating systems or
peripheral device), or because the customer requires functional or performance
enhancement. Software support /maintenance reapply each of the preceding phases to an
existing program rather than a new one.
5.3 WORKING OF PRESENT SYSTEM
In the present system all work is done on paper. The whole session attendance
is stored in register and at the end of the session the reports are generated. We are not
interested in generating report in the middle of the session or as per the requirement

31
because it takes more time in calculation. At the end of session the students who don’t
have 75% attendance get a notice.
5.4 DISADVANTAGES OF PRESENT WORKING SYSTEM
 Not User Friendly: The existing system is not user friendly because the retrieval
of data is very slow and data is not maintained efficiently.
 Difficulty in report generating: We require more calculations to generate the
report so it is generated at the end of the session. And the student not get a
single chance to improve their attendance
 Manual control: All calculations to generate report is done manually so there is
greater chance of errors.
 Lots of paperwork: Existing system requires lot of paper work. Loss of even a
single register/record led to difficult situation because all the papers are needed
to generate the reports.
 Time consuming: Every work is done manually so we cannot generate report in
the middle of the session or as per the requirement because it is very time
consuming.

32
CONCLUSION
 The Attendance Management System is developed using Visual Basic fully meets the
objectives of the system which it has been developed. The system has reached a steady
state where all bugs have been eliminated. The system is operated at a high level of
efficiency and all the teachers and user associated with the system understands its
advantage. The system solves the problem. It was intended to solve as requirement
specification.
 Developing attendance management system is to computerized the tradition way of
taking attendance. Another purpose for developing this software is to generate the report
automatically at the end of the session or in the between of the session.

33
FUTURE SCOPE
 The scope of the project is the system on which the software is installed, i.e. the project is
developed as a desktop application, and it will work for a particular institute. But later on
the project can be modified to operate it online.
 In future we can use it in library also as well as in classes for attendance. We can attach
software to it that gives the information of particular student to its parent’s mobile
number also.

34
REFERENCE AND BIBILOGRAPHY
 REFERENCE
 1. www.microsoft.com
 2..
 3
 BIBILOGRAPHY
 1. The complete Reference Visual Basic
 2. Beginning VB (Wrox Publication)
 3. System Analysis and Design – Alias M. Awad
 4. Software Engineering – Roger Pressman
NOTE: - for this project, cont. me via email….
My email ID is: -

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