Project Synopsis

CIMS

1. TITLE OF THE PROJECT:

Computer Institution Management System( CIMS)

2. INTRODUCTION AND OBJECTIVES

. The Computer Institution Management System is an application to
manage operation of a computer institute. Computer Institution Management System
not only manage course and student details but also manage information about their
collaboration agencies, staff and resource and so on. This system hold fee details of
students, salary of staff, and other income expenses.
It is developed using the latest .NET technology for Windows platform. It has
a simple user interface which helps to understand this software quickly and use it
more efficiently. Modules are designed as per the general order of an Institute
operation which helps to organize, maintain and follow a specific system in an
Institute thus, providing a systematic approach to manage Institute.
Salient Features

Built on latest .NET technology.

Process driven not person driven.

User friendly Interface.

Paper work reduced to large extent.

Security Access and Rights.

Any time information as per your need at click of button.

Objectives
Primary objective of the project titled CIMS is to have an efficient
system in place to help the computer institution in job handling. The system should help
management and all staff in their working and reduce overhead.
Like other offices a computer institution management also constitute several
related and different sub process. Main Processes happening at a computer institute
starts with enquiry. Next is admission, keep track of course progress and fee payment,
conducting examinations, distributing certificates and maintaining a relationship with
them for future benefit. These all are a chained process and related to each other. Other
Processes like keeping list of collaborating agents, course details, income expense
management, and resource management, report preparations etc., are not sequential and
can be related.
Computer institution management software must computerize all these
processes and make management simple.

Project Synopsis

CIMS

3. PROJECT CATEGORY: RDBMS

4. TOOLS/ PLATFORM, HARDWARE and SOFTWARE
REQUIREMENT SPECIFICATION
Platform

Microsoft Windows XP

Hardware requirement

Processor
Memory size
Storage
Display
Screen Resolutions
Key Board
Mouse

:
:
:
:
:
:
:

AMD Athlon 64 Processor 3000+ 1.8GHz

1 GB
40GB Hard Disk
EGA/VGA Color Monitor
1024*768
Microsoft Keyboard
Logitech Scroll Mouse

Printer

: HP

Software requirement
Operating System
Language
Database

:
:
:

Microsoft Windows XP
C#.Net
SQL Server 2008

Windows XP
Windows XP features friendly new screens, simplified menus, and a whole lot
more. Discover the fresh, streamlined design of Windows XP. Get acquainted with key
tasks and basic commands.
Safe and Easy Personal Computing: Windows XP makes personal computing
easy and enjoyable! Power, performance, a bright new look, and plenty of help when
you need it. Windows XP has it all, along with unmatched dependability and security.
Unlock the World of Digital Media: Unlock the exciting world of digital
media at home, at work, and on the Internet. Enjoy photography, music, videos,
computer games, and more.
The Connected Home and Office: Share files, photos, music, even a printer
and Internet connectionall on a network that is private and secure.
Best for Business: With Windows XP, you get the proven dependability of
Microsoft Windows 2000, enhanced for high-speed performance and even greater
reliability.

Project Synopsis

CIMS

Introduction To .Net Framework

.Net is a new set of technologies released from Microsoft Corporation. The .Net
technology is one of the most powerful and future oriented technologies based on
Internet. The entire concept of .Net is built around the tool .Net Framework. With the
innovation of .Net technology the Microsoft tools has crossed one of the main barriers
of Platform independency issue. The architecture of .Net tools are designed in such a
way that it can be made platform independent.
With .Net the source codes that user writes gets compiled by the language
complier and gets converted to a format called MSIL (Microsoft Intermediate
Language). The Source code can be written using any of the .Net supported languages
like VB .Net, C#, VC ++ .Net, Java .Net etc. All the languages make use of the .Net
Framework tool. The Framework contains the entire technology that is used to make the
.Net software work. The Framework contains a set of inbuilt readymade class libraries.
The .Net Framework contains a set of readymade classes which are put into different
groups called Namespaces. The Namespaces are created on the basis of objectives of
the classes which are working towards a common objective
The C# Language
The C# is a newly introduced language by Microsoft. The languages combine
the features of Java and C language and helps even Java and C programmers to switch
to Microsoft Tools. The language was not noticed initially when it was launched. But as
the time progressed the languages popularity has grown a lot. Today C# is considered
one of the industry standard languages by developers all over the world. The study
conducted by various groups show that by end of year 2007 the total number of C#
developers will cross the total number of VB .Net developers all over the world. The
language also attracts a lot of people from Java and C programming fields also due to
the similarity in syntax and development styles of the C# language.
SQL Server
Microsoft SQL Server 2008 is a database platform for large-scale online
transaction processing (OLTP), data warehousing, and e-commerce applications; it is
also a business intelligence platform for data integration, analysis, and reporting
solutions.SQL Server 2008 includes a variety of highly precise, configurable security
features. These features can empower administrators to implement defense-in-depth
that is optimized for the specific security risks of their environment.

Project Synopsis

5.1

CIMS

PROBLEM DEFINITION

Our problem is to develop a system which helps all staff of a computer

institution to reduce their paper work and which provides accurate outputs without any
delay. To develop such a system we have to examine each and every operation done in a
computer institute including-user, students, forms, transactions, course any syllabus
related data, conducting examination and result publishing procedure, certificate issue
details, and reports needed on daily, monthly and yearly basis.
Existing system is manual system which require large amount of time for
searching and require much man power for the same. Here information storage is using
paper files and writing and saving them is very difficult. To solve such problems, a
computer institution needs an automated system to handle the operations.
A computer institution can have documents which contain collaborating agency
details, course details, Enquiry and Admission details, Fee Collection and salary
statements, income expense statements, call details and so on. Our problem is to
computerize such details in easier and simpler manner which gives facilities for simple
and efficient information retrieval in various formats.

5.2

REQUIREMENT SPECIFICATIONS

When problems are identified, it is usually toward the end of the projectin system testing or even conversion. The people who are most active during system
development are programmers. This was one reason a great deal of attention has been
given to improving the maintainability of programming. Actually, however, the problem
typically begins during the initial stages of the project. So there is a need for
establishing an overall framework that will lead to a successful implementation. There
are several steps in establishing a project.
1. Understand the problem: Each project should be studied to evaluate the degree of
change, the scope of the project, and the cost of late completion. Projects that involve a
high degree of change and require a close working relationship with the user staff
normally require only a written objective, a target data and responsible person. How
much management is needed in either project is a decision that involves a delicate
balance between risk and cost.
2. Specify project responsibility. The user executive should sponsor the project and be
responsible for the right amount of user involvement.

Requirements of CIMS
Our aim is to develop a system which assists a computer institution staff
to do their day to day works. Main requirements are agency details and course details
management, enquiry and admission details management, Fee collection, Salary
payment and income expense details management etc.

Project Synopsis

CIMS

Functional Requirements

When user open the software Login form must be displayed. Login form must
allow user to Register or allow registered user to Login with their username and
password.
System should allow adding, editing or deleting Collaborating agency details.
Collaborating agency details insertion and editing should be possible only with
administrator privilege.
System should have options to add, edit, delete and print different course
details.
System should allow handling enquiry details, admission details and not joined
details.
System must have options to monitor follow up details. And it should provide
proper details for calling students.
Enquiry follow up should contain only those enquiries that are not joined yet
and it must filter enquiries.
System should have options to monitor fee collection and keep track of course
progress, attendance, and fee remittance.
System must provide various reports of enquiry, admission, not joined enquiry,
fee collection, salary payment, income and expense, attendance, and
examination on daily, weekly and monthly basis as per need.

Nonfunctional Requirements

Easy to use
Data Entry should be as minimum as possible
High Data Security
Simple forms
Proper Tool tips
Error detection and correction
Avoid duplicates
Fast and Efficient searches
Proper validation
Minimum memory requirement

Project Synopsis

5.3

CIMS

PROJECT PLANNING AND SCHEDULING

5.3.1

Cost estimation

One task in project planning is estimation. Only a rough estimation of each time
and effort can be calculated at the early stage. As the project progresses, further
estimation can be done. Following is a process-based estimation of the activities
involved in the project.
Activity

Duration in weeks

%effort

Requirements Gathering

18%

Analysis Modeling

27%

System Design

24%

Coding

18%

Testing

13%

Total

22

100%

Estimated total duration = 22 weeks 6 months

Cost estimation of the project

Cost is one of the things that determine whether a new system is accepted. So
the identification and estimation of all the costs are very important.
Cost Categories
Developing cost estimates for a system requires the identification of the
elements that make up the overall cost, whether tangible, direct or fixed. Cost is
associated with the two activities of the development and operation

Development includes all the stages from the initial investigation to the
successful handover of the final system to the user.

Operation also includes maintenance of the system

The major cost elements considered in the cost estimation of the project under
consideration are:
Equipment Cost:
Equipment costs result from acquiring or using all the devices associated
with the work. In some cases it will be treated as an operating cost.
Operating Cost
Operating costs, the expenses incurred to run the system are variable depending
on the amount of use required for a system component. The coding is done in the Visual
Studio.Net. Thus the operating systems used here are costly and require large memory.

Project Synopsis

CIMS

Cost of the Project

Cost for Analysis and design

Rs.5,000

Man-hours for coding

150 hours

Cost for coding

150 X 100 = Rs. 15,000

Project cost

Rs. 20,000

5.3.2

PROJECT SCHEDULING

PERT CHART(Program Evaluation and Review Technique)

PERT is a project scheduling method that allow software planner to determine
the critical path-the chaining of tasks that determines the duration of the project,
establish most likely time estimates for individual tasks by applying statistical models
and calculate boundary times that define a time window for a particular task.
Installation
1
2
Create Schedule

Design
3

Coding
6

7
Testing

Investigation
Data Collection

5
GANTT CHART
Gantt charts are planning technique that provide definition to tasks to be
performed and when they are to start and finish. This method uses black color to
indicate amount of time spent on each task. The activities are mentioned in the
estimation table. The duration in weeks is specified in the black color which shows
activities. The tasks are listed from top to bottom in the order they are undertaken.
Task
Requirement
Gathering
System
Analysis
System
Design

October

Nov

Dec

Jan

Feb

March

Coding
Testing
Build

Project Synopsis

6.

CIMS

SCOPE OF THE SOLUTION

In todays life every thing is automated. Now Paper documents and forms are
not part of our life. So we require a computer system and digitized documents
everywhere. Here is our CIMSs importance as software for computer institution
management. My project has a big scope to do. Our system can manage all activities of
a computer institution in simple and efficient manner. CIMS is management software,
which enables an institution management to:

Keep track of the activities & day to day performances of center

Minimize cost
Reduce excessive paper flow
Increase efficiency

Project Synopsis

CIMS

7. ANALYSIS
7.1 DATA FLOW DIAGRAM
Level-0

Level-1

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CIMS

Level-2 :Admin Process

Level-2 :Activity Process

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CIMS

Level-2 : Payroll and finance Process

Level-2 :Report generation Process

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CIMS

7.2 ENTITY RELATIONSHIP DIAGRAM (ER-DIAGRAM)

The Entity-Relationship Model is a conceptual data model that views the real
world as consisting of entities and relationships. The model visually represents these
concepts by the Entity-Relationship diagram.

12

Project Synopsis

CIMS

8.1 MODULARIZATION DETAILS

The Application is designed in modular format. Each module provides specific
functionality for the business tasks and can be customized to suit the unique
requirements of your company. CIMS contains 4 modules:
1. Administrator Module:
Administrator module contains activities like user registration, setting privileges
to users, managing agency information etc.
1.1

User Registration: This sub module handles registration process. User

registration is important because only registered users can access
the system.

1.2

Privilege Module: This sub module set different privileges to all

registered users. By setting privileges to different users
administrator can control access to system according to their
position.

1.3

Agency Module: This sub module manages collaborating agency details.

It support add, edit, or remove agency details including details of
regional office and head office.

2. Activity Module:
Activity module is the main module of CIMS as it handles all main activities of
a Computer institution. Activity module contains 7 sub modules which are important in
the system. They are: - Course Module, Enquiry Module, Admission Module, Enquiry
follow-up module, Scheduling Module and Examination Module.
2.1

Course Module: This sub module manages course information including

course details, Fee details, syllabus etc.

2.2

Enquiry Module: This sub module handles enquiry details and it

provides information for Enquiry follow-up module and provides
student details for Admission module.

2.3

Admission Module: Admission module manages Admission process.

2.4

Enquiry Follow-up module: this sub module handles not joined

enquiries. It includes call details of such enquiries.

2.5

Scheduling Module: This sub module manages time scheduling of

students.

2.6

Examination Module: Examination sub module handles Examination

Registration and Result storage.

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CIMS

3. Payroll and Finance Module:

This module deals with Salary information, Fee receipt information and day to
day income expense information.
3.1

Salary Module: This module deals with staff salary payment.

3.2

Fee Info Module: This sub module handles Monthly fee collection and
identifies students who not pay fee correctly.

3.3

Income Expense Module: This sub module deals with all income
expense details.

4. Report Module:
4.1
4.2
4.3

Activity Reports: Activity reports includes course report, Enquiry report,

Admission report, Not joined report etc.
Income Expense Reports: Income expense reports includes Fee
collection report, income expense report etc.
Payroll Reports: Payroll reports include salary report.

Modularization Chart

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CIMS

8.2 Tables
A database can be thought of as a set of logically related files organized to
facilitate access by one or more applications programs and to minimize data
redundancy. It is a stored collection of data, organized on the basis of relationships in
the data rather than the convenience of storage structures.
The database structure consists of following tables:
Si No
:
Table Name :
Field Name
AgencyId
DateCreat
RegId
HeadId
Si No
Table Name

:
:

1
agency_table
Data Type Size
Varchar
5
datetime
8
int
4
int
4

Constraint
Description
Primary Key Agent Id
NotNull
Date of entry of agency details
Foreign Key Regional Office Id
Foreign Key Head Office Id

2
ContactPerson_tab
Size
4
30
30
50
30

Constraint
Primary Key
Not Null
Not Null
Not Null
Not Null

Description
Contact Person Id
Designation of Contact
Personof Contact Person
Name
Contact Numbers
of
Contact
Email IdPerson
of Contact Person

Si No
:
Table Name :
Field Name
Id
Name
PrintName
Address
PhoneNo
Fax
EmailId
CPId
Emblem

3
Office_Tab
Data Type Size
Int
4
Varchar
10
Varchar
30
Varchar
250
Varchar
15
Varchar
15
Varchar
30
Int
4
Varchar
50

Constraint
Primary Key
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null

Description
Office Id
Office Name
Full Name
Address of office
Contact number
Fax number
Email Id
Contact Person ID
Path of emblem file

Si No
:
Table Name :
Field Name
Studid
Date
P_A

4
Attend_Table
Data Type Size
Int
4
int
4
int
4

Constraint
Primary key
Primary key
Not Null

Description
Student Id
Date
Present or Absent or holyday

Field Name
CPId
Designatio
n
Name
Contactno
Emailid

Data Type
Int
Varchar
Varchar
Varchar
Varchar

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CIMS

Si No
:
Table Name :
Field Name
StaffId
Name
Address
Cpid
Dob
qualificaio
n
salary

5
Staff_Table
Data Type Size
Int
4
Varchar
25
Varchar
150
Int
4
Datetime
8
Varchar
25
float
8

Constraint
Primary key
Not null
Not null
Foreign key
Not null
Not null
Not null

Description
Staff Id
Staff name
Staff address
Contact Person Id
Date of birth
Qualification of staff
Salary of staff

Si No
:
Table name :
Field Name
Code
coursenam
name
printname

6
course_table
Data Type Size
Int
4
varchar
10
Varchar
30

Constraint
Primary Key
Not Null
Not Null

Description
Course Code
Course Name
Full Name of Course

duration
MinQua
syllabus
CsFee
STax
Disct
RegFee
InsAmt

Varchar
Varchar
Varchar
float
Float
Float
Float
float

15
10
25
8
8
8
8
8

Not Null
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null

Si No
:
Table Name :
Field Name
Stud_id
Name
Address
Cpid
Dob
Religion
cast
qualificaion

7
Student_Table
Data Type Size
Int
4
Varchar
25
Varchar
150
Int
4
Datetime
8
Varchar
25
Varchar
25
Varchar
25

Si No
:
Table Name :
Field Name
StaffId
Date
Amount
Remarks

8
Salary_Payment
Data Type Size Constraint
Foreign key
Int
4
Foreign key
datetime
8
Not null
float
8
Not null
varchar
50

Constraint
Primary key
Not null
Not null
Foreign key
Not null
Not null
Not null
Not null

Duration of Course
Minimum qualification required
Course Syllabus
Course Fee
Service tax if any or 0
Discount if any or 0
RegFee if any or 0
Amount per Installment

Description
Student Id
Student name
Student address
Contact Person Id
Date of birth
Religion of student
Cast of student
Qualification of student

Description
Staff Id
Date of payment
Amount paid
Remarks if any

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Project Synopsis

CIMS

Si No
:
Table Name :
Field Name
EnqId
EnqDate
Stud_Id
CourseCode
advRef
Remarks
Counsellor

9
Enquiry_Table
Data Type Size
Int
4
datetime
8
Int
4
Varchar
30
Varchar
15
Varchar
100
Int
4

Si No
:
Table Name :
Field Name
AdmID
Date
Enqid
Remarks
coursecode

10
Admission_Table
Data Type Size Constraint
Primary key
Int
4
Datetim
Not null
8
e
Foreign key
Int
4
Not null
Varchar
100
varchar
30
Not null

Description
Admission ID
Admission Date
Enquiry Id
Remarks if any or 0
Course Code of Course Joined

Si No
:
Table Name :
Field Name
Fid
Enqid

11
FollowUp
Data Type Size
Int
4
int
4

Description
Call Id
Enquiry ID

Si No
:
Table Name :
Field Name
StudId
Date
RecNo
Amt
Remarks
Si No
Table Name

12
Fee_Payment
Data Type Size
Int
4
int
4
int
4
int
4
int
4

:
:

Field Name

Constraint
Primary key
Not null
Foreign key
Not null
Not null
Not null
Not null

Constraint
Primary key
Primary key

Constraint
Foreign
key null
Not
Primary
key null
Not
Not null

Description
Enquiry Id
Enquiry Date
Student ID
Course Code
Advertisement Reference
Remarks if any or 0
Counsellor id

Description
Staff Id
Date of payment
Receipt Number
Amount paid
Remarks if any

13
BatchTable
Data Type Size

Constraint

Description
Batch ID
Start Time
End Time
Specify
Batch
TypeRegular, Sunday, Saturday
or other
Total Number of students
allowed

BatchId
Starttime
Endtime

Int
Varchar
Datetim
Varchar

4
8
50

Primary key
Not null
Not null

Days

Varchar

Not null

Total_stud

int

Not null

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CIMS

Si No
:
Table Name :
Field Name
Fid
ClDt
Reason
NclDt

14
CallTable
Data Type Size
Int
4
Datetime 8
Varchar
50
Datetime 8

Constraint
Primary Key
Not null
Not null
Not null

Description
Call Id
Call Date
Reason
Next Call Date if any or 0

Si No
:
Table Name :
Field Name
BatchId
Studid
Staffid

15
ScheduleTable
Data Type Size
Int
4
int
4
int
4

Constraint
Primary key
Foreign key
Foreign key

Description
Batch Id
Student Id
Staff Id

Si No
:
16
Table Name: IncExp_tab
Field Name DateType
Date
DateTime
Type
Varchar
category
Varchar
Amt
Varchar
desc
Varchar

Size
8
7
20
5
100

Constraint
Not Null
Not Null
Not Null
Not Null
Not Null

Description
Date
Income/expense
Category
Amount
Description

Si No
:
17
Table Name :
ExamTable
Field
Data Type
Size
Name
ExamId
Int
4
Ename
Int
4
edate
Datetime
8
Starttime Varchar
10
Maxtime Varchar
10

Constraint
Primary
key
Foreign
key null
Not
Not null
Not Null

Description
Exam Id
Papercode
Exam Date
SExam Time
Duration of exam

Si No
Table Name
Field
Name
ExamId
Studid
mark

Constraint
Primary
key
Foreign
key null
Not

Description
Exam Id
Student Id
Mark obtained

:
:

18
ExamRegister
Data Type
Size
Int
4
int
4
int
4

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CIMS

8.3

PROCESS LOGIC

Register User

Add Privileges

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CIMS

Enquiry Process

Admission Process

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CIMS

Enquiry Follow up

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Project Synopsis

8.4

CIMS

Implementation methodology

The implementation is the final stage and its an important phase. One major
task of preparing for implementation is education of users, which should really have
been taken place much earlier in the project when they were being involved in the
investigation and design work.
During the implementation phase system actually takes physical shape. In
order to develop a system actually takes physical shape. In order to develop a system
implemented, planning is very essential. The implementation phase of the software
development is concerned with translating design specifications in to source code the
user test the developed system and changes are made according to their needs. Before
implementation several tests have been conducted to ensure that no errors are
encountered during the operation. The implementation phase ends with an evaluation
of the system after placing it into operation for a period of time. Implementation is the
third phase of the system process.
In order to achieve the objectives and the expected performance the system
has been developed in a highly interactive and user-friendly manner.
There are three types of implementation

Implementation of a computer system to replace a manual system

Implementation of a new computer system to replace an existing System

Implementation of a modified application to replace an existing system

using the same computer
Implementation plan preparation: An implementation co-ordination
committee based on the policies of the organization is appointed. The committee
using the planning techniques prepares a clear path for the implementation
activities.
Equipment acquisition: According to the above plan, the necessary
equipment is acquired to implement the new system.
Program code preparation: The most important part of development
activity is coding. The system flowcharts and other charts converted into modular
programs and they have to be compiled, tested and debugged.

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8.5 LIST OF REPORTS

1. Course Report
2. Agency Report
3. Fee Collection Student wise report
Weekly Reports
1.
2.
3.
4.
5.

Enquiry Report
Admission Report
Not Joined Report
Weekly Fee Collection Report
Weekly Income Expense Report

Monthly Reports
1. Enquiry summary
2. Admission Summary
3. Not Joined Summary
4. Monthly Fee Collection Report
5. Income Expense Report
6. Salary Report
7. Time Schedule
8. Attendance Report
9. Leave Report
10. Examination Conducted Report
11. Examination Result Report
12. Certificate Issue Report

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9. IMPLEMENTATION OF SECURITY MECHANISMS

AT VARIOUS LEVELS
Database/Data Security
The first level of security employed in the .NET framework with database
security is at the database level. SQL Server validates users at two levels.

Login authentication
Permission validation on user database.

SQL server authenticates the user before the user can access any data in the
database. In SQL Server each user is given a separate account known as User log
account. Every user interacts with SQL server using this account. Authentication
identifies the user who is using a login account and gives the permission to connect to
SQL Server. If authentication is unsuccessful, the user cannot connect to SQL Server.
The security features considered while developing the system so as to avoid
the errors and omissions that may lead to serious problems .The system may have to
face the unwanted events called threats .Computer system is secure against a particular
threat if counter measures have been taken to reduce an acceptability low-level
amount of loss that the threat may be expected to cause over a given period of time.
A computer should be protected from the following three problems:

Loss of availability

Loss of integrity

Loss of confidentiality

In this project data security, data validation checking methods are applied
using a password authentication. All the data, which is entered by the employee and
the administrator, will be validated. Users should enter their Username and password
for the requesting access.

Creation of User profiles and access rights

User

Access Rights

Admin

Can Access All Forms

Staff

Allocated Privileges

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10. FUTURE SCOPE AND FURTHER ENHANCEMENT

OF THE PROJECT
As basic operations of a computer institution not changed with time, we can say
that this system can be used for many years without any large change.
We can easily add new modules easily with CIMSoft. We can add modules for
accounts, Word processing, budgeting etc. New modules can easily integrate with
existing system and can function as before with new features. We can also add
Computer Lab scheduling and Theory class room scheduling for optimized resource
utilization.

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11. BIBLIOGRAPHY
1. Software Engineering

Ian Somerville.

2. System Analysis and Design

John Stebbe

3. Microsoft Visual C#.NET

Hoffman

4. Sams Teach Yourself the C# language in 21 days

Jones

4. SQL Server-The complete Reference

Gayle Coffmany

5. Database system concept

Silberschatze

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