Project Report

On
College Stationery Management System
POST GRADUATE DEPLOMA IN COMPUTER APPLICATION (PGDCA)
DAV COLLEGE SECTOR 10, CHANDIGARH
Submitted
By

Abhishek kaundal

Roll No. 12633

Mohit kaundal

Roll No.12612

ACKNOWLEDGEMENT
I take this opportunity to express my profound gratitude and deep regards to my
guide Professor Kapil and karan sir for his exemplary guidance, monitoring and
constant encouragement throughout the course of 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.

I am obliged to staff members of DAV College, for the valuable information

provided by them in their respective fields. I am grateful for their cooperation
during the period of my assignment.

Lastly, I thank almighty, my parents, sister and my classmates for their constant
encouragement without which this assignment would not have been possible.

Abhishek kaundal
Mohit kaundal

INDEX
Serial number
1

Topic
Introduction
1.1 Introduction to system
1.2 Scope of System

1.3 Proposed System

Analysis
2.1 Fact Finding Techniques
2.2 Feasibility Study
2.3 Hardware and Software Requirements

System Designing
3.1 E-R Daigram
3.2 Context Level Daigram
3.3 Data Flow Daigram
3.4 Data Dictionary

Form Desigs(with input values)

5
6

Advantages and Limitation

Bibliography

INTRODUCTION
Every college needs stationery products to carry out the day-to-day activities which
involve the use of various stationery products such as 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 for the 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 such as record purchase order from staff members, stationery
product requisition, 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 stock and 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 processing of 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 code (without
any restrictions) so 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 proper accuracy and effectiveness thereby
improving the related services.
This system provides better management by providing desired flexibility,
fast response ability, to support changes and ability to maintain quality
services.
This system will have stronger controls like passwords and various levels of
user access options will be added.
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 proposed system with an objective to eliminate
the running cost by 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 professional to use this system.
We have made a very user friendly interface so that it can be easy to access.

FACT FINDING TECHNIQUES

Analysis of the new system is very important to conduct before making the actual
product. It is important to collect the facts and relevant information to make a
useful and efficient product and 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 processes involved 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 concept is feasible because of the following:
Technical feasibility
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 proposed system is technically feasible as it can be developed easily
with the help of available technology. The proposed system requires
Microsoft Visual Basic 6.0 and back-end tool is Microsoft Access 2003 for
storing/maintaining database. No expert man power is required for this
purpose.

Economic feasibility

This area is concerned with cost for the development and implementation of
the system. It also includes the maintenance of the system post development.
So the actual cost of the system is important before designing a new system.
The usage time period has to be determined so that the company can analyze
whether this system will prove beneficial to the organization or not. All this
is studied in economic feasibility study. The design system will provide
tangible as well as intangible benefits to the organization.
Operational feasibility
Automation makes lives easy. The proposed system is very user friendly and
the user is much easily able to interact with the system. Therefore the users
will readily accept the system as data entry and making queries can be easily
done.
Legal feasibility
It includes the study that the current software doesnt get 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 code is 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. Given our technical
expertise, are the project deadlines reasonable? Some projects are initiated
with specific deadlines. It is necessary to determine whether the deadlines
are mandatory or desirable.
Resource feasibility

It includes the study of whether the college has the technological resources
to undertake the project? Are the processes and procedures conducive to
project success? If not, then what will be the effects on the cost for the
software?

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

Processor Speed
RAM
Hard Disk
Keyboard
Monitor
Printer

: Intel Dual Core/

Core 2 Duo/ i3/i5/i7
: Minimum 1GHz
: Minimum 512MB
: Minimum 4GB
: 104keys
: 15 color monitor
: Color/Black and White and Laser/
Ink Jet/ Dot Matrix

Software Requirements
Operating System
Front End
Back End(Database)

:Windows XP/Windows 7/Windows 8

:Visual Basic 06
:Microsoft Access 2003/2007/2010/2013/2014

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.

DIAGRAMS:

USE CASE DIAGRAM

DATA DICTIONARY
Admin Table

Fields

Data type

Description

A_name
Password
Phone_no
Address

Text
Text
Number
Text

Admin name
Admin password
Admin Contact
City

Supplier Table

Fields
S_ID
S_name
S_address
S_contact
Credit_limit

Data type
Number
Text
Text
Number
Number

Description
Supplier ID
Supplier Name
Supplier Address
Supplier Contact
Credit Limit

Data type
Number
Text
Text
Text
Text
Number
Text

Description
Staff ID
Staff name
Type(Permanent/Visiting)
Designation
Department Name
Staff contact
Staff Login password

Data type
Number
Text
Number

Description
Product ID
Product name
Product amount

Staff Table

Fields
Staff_ID
Staff_name
Staff_type
Designation
Deptname
Contact
Password

Product Table

Fields
Product_ID
Product_name
Amount

Requisition_form Table

Fields
R_ID
R_date
A_name
Staff_name
Product_1
P1qty
Product_2
P2qty
Product_3
P3qty

Data type
Text
Date/time
Text
Text
Text
Number
Text
Number
Text
Number

Description
Request ID
Request date
Admin name
Staff name
Product No. 1
Product quantity
Product No. 1
Product quantity
Product No. 1
Product quantity

Data type
Number
Text
Number
Date/Time
Text

Description
Product ID
Product name
Product quantity
Product Delivery date
Supplier name

Data type
Number
Date/Time

Description
Quotation ID
Quotation date

Stock Table

Fields
Product1_ID
Product_name
Pqty
Delivery_date
S_name

Quotation Table

Fields
Q_ID
Q_date

A_name
S_name
Product_1
P1amt
Product_2
P2amt
Product_3
P3amt
Total_amt
R_ID

Text
Text
Text
Number
Text
Number
Text
Number
Number
Number

Admin name
Supplier name
Product 1 name
Product 1 amount
Product 2 name
Product 2 amount
Product 3 name
Product 3 amount
Total amount
Requisition ID

Data type
Number
Date/Time
Text
Text
Number
Number
Text
Number
Number
Text
Number
Number
Number

Description
Bill ID
Bill Date
Admin name
Product 1 name
Product 1 amount
Product 1 quantity
Product 2 name
Product 2 amount
Product 2 quantity
Product 3 name
Product 3 amount
Product 3 quantity
Bill amount

Bill Table

Fields
Bill_ID
Bill_date
A_name
Product_1
P1amt
P1qty
Product_2
P2amt
P2qty
Product_3
P3amt
P3qty
Bill_Amount

SCREENSHOTS
Login Page (For Admin):

Login Page (For Staff):

Main Page (For Admin):

Main Page (For Staff):

Administrators View:

Staff View:

Supplier View:

Requisition Form:

Product:

Stock:

Bill:

Quotation:

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 processing and 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 multi-user.

It cant be connected to the internet
Data loss can occur due 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 6 Programming Black Book(Steven Holzner)

Visual Basic (Nirali Prakashan)
Websites referred
www.vbtutor.net
www.slideshare.net
www.draw.io
www.youtube.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.