COLLEGE AUTOMATION

SYSTEM
Document By
SANTOSH BHARADWAJ REDDY
Email: help@matlabcodes.com
Engineeringpapers.blogspot.com
More Papers and Presentations available on above site

ABSTRACT
In the College Automation System, management of student admission
is a key part. Which ensures systematic particulars of every student joined in
the college i.e., Date of Joining, Fee Paid, Course taken etc. This
information facilitates management to maintain the proper records course
wise and also provides information about the student bio-data.

Management is particular about the systematic maintenance of course

fee particulars of each student. That could be possible if and only if the MIS
(Management Information System) supports to the management. If MIS
designed to the requirement of management interest, particulars of each
student about payment of fee can be retrieved at any point of time.

Further to the above, to maintain a discipline in conducting

examination to the students for different courses, systematic maintenance of
records required to success this task. For this, maintenance of student
records focuses an important issue to the management.
 Database support in computers of ORACLE Dev-2000 facilitate
management to maintain the above said records.

CONTENTS

1. SYSTEM ANALYSIS

i. Problem Definition.
ii. Feasibility Analysis

2. SYSTEM REQUIREMENT SPECIFICATION.

3. SYSTEM DESIGN.

i. Table Description.
ii. Normalization.
iii. Data Flow Diagrams.

4. IMPLEMENTATIONS.

i. RDBMS
ii. ORACLE
iii. Developer 2000

5. TESTING.
6. SAMPLE SCREENS.

7. REPORTS.

8. CONCLUSION.

9. BIBLIOGRAPHY.
Problem Definition:

The first step in an initial investigation is to define the problem that

must be stated clearly understood and agreed upon by the user and try
to achieve the result to emphasis on logical requirements of the
problem rather than the physical requirements. Requirements may be
confirmed through one of the following strategies.

• Asking the customer what they want exactly.

• Prototyping start improving the entity of the system, a step at a
time, achieving of real.
• Life changes from which further adjustments can be made.

Existing System:

Existing System is having the following things:

• Admission is done by manually, verifying all the documents of
the Student.
• Once the student has been given admission, his/her details have
to be entered in the admission register carefully.

Problems with Existing System:

• When numbers of admissions are more, it is very difficult to

handle.
The Proposed System:
1. Computerization of complete admission process will contain the
following functions:
• Directly the data has to be entered into the system, which has go
through various checkpoints.
• Check whether the compulsory fields have been entered or not.
• Eligibility test on qualification.
2. The system has to be allowed by authorized users for accessing.

Feasibility Study:
The importance of the feasibility study is to determine that the
system requested by the client is feasible or not. The aspects in the
feasibility study are
 Technical Feasibility.
 Economical Feasibility.
 Operational Feasibility.

Technical Feasibility:
Technical Feasibility determines whether the organization has the
technology and skills necessary to carryout the project and how this should
be obtained. The system “College Automation System” can be technically
feasible because of the following grounds.
 All necessary technology exists to develop the system.
 The existing resources are capable and can hold all the necessary data.
 The system is too flexible and it can be expanded further.
  The system can give guarantees of accuracy, ease of use, reliability,
and the data security.
 The system can give instant responses to inquiries.

So “The College Automation System” can conclude that the system is

technically feasible.

Operational Feasibility:
Operational feasibility determines if the proposed system satisfied
user objectives and can be fitted into the current system operation. The
present system “The College Automation System” can be justified as
operationally feasible based on the following grounds.
 The method of processing and presentation are completely accepted to
the clients since they can meet all the user requirements.
 The clients have been involved in the planning and development of
the system.
 The proposed system will not cause any problem under any
circumstances.
 The proposed system will certainly the user objectives and it will also
enhance their capability. The proposed system can be best fitted into
current operation. Also there is no need to replace any existing staff.

Economical Feasibility:
It determines whether the project goal can be with in the resource
limits that are allocated to it after conducting cost, benefit analysis. It reveals
that the objective proposed system can be achieved with in allocated
resources. Proposed system requires no extra manpower cost almost nil.
Also the cost invested to implement the propose system can be easily
recovered. The present system “The College Automation System” can be
justified as economically feasible based on the following grounds.
 The system reduces the manpower required during the admission
process.
 Initially implementation cost would be high. Since it requires
expensive software and hardware.
 As the system is considered over a long run the cost is affordable
when compared to the cost of man power.
So, the Proposed System “The College Automation System” is
economically feasible.
 SYSTEM REQUIREMENT SPECIFICATION
Purpose:
The purpose of this document is to describe all external requirements
for the College Automation System. It also describes the interfaces of the
system. It is having all the requirements specified by the user. And it is
represented in a language understandable to the client, user and the
developer.
Scope:
This document is only describes the requirements. This is prepared by
the developers, the means for validating the final system. After accepting
this document neither the developer nor the client has nay authority for
making changes in the problem specifications.

General Description:
The project can be placed in any PC having Developer 2000 and
Oracle and ODBC connections. The software is developed using Developer
2000 as the front end and ORACLE as back end.

Hardware Specifications:

The Hardware specifications for the project at the server side are as follows:

Processor : Pentium Running at 233 MHz Clock

Monitor : SVGA Color Monitor.
Printer : Laser Ink Jet Printer with 6 MPS
Hard Disk : 6.4 GB
RAM : 128 MB

The Hardware specifications for the project at the client side are as follows:

Processor : Any PC with Windows Compatibility

RAM : 64 MB
Monitor : SVGA Color Monitor.

Software Specifications:

The Software requirements at the Server side and Client side are as
follows:
Developer 2000
Oracle 7.3
ODBS Drivers
 SYSTEM DESIGN
Database Design:

The document presents a complete design description of the

system. The data object of the system has taken external entities and tables
for Data store. A relationship model of the system has been designed.
Primary keys are recognized. The data can be integrated and shared from the
databases. All the tables are designed using the concept of normalization.
The table description of each table is given in data tables. The data structures
and the operations to be performed on table are identified. The relationships
among data objects and constraints and the elements are described in data
dictionary. The process of step wise refinements used in designing the data.
A more detailed design can be viewed in the DFDs.

The major design objectives of the system are as follows:

• The system has been designed to provide easy entry of data.

• The data can be entered into the database tables through input
screens.
• The system reduces workload, inconsistency and redundancy of data.
 TABLE DESCRIPTION

Table Name: COURSE001

Primary Key: CourseCode

NAME NULL TYPE

CourseCode Not Null Number (9)
CourseName Not Null Varchar2 (29)
Courseduration Not Null Number (5)

Table Name : GROUP002

Primary Key: GroupCode

NAME NULL TYPE

GroupCode Not Null Number (9)
CourseCode Not Null Number (9)
GroupName Varchar2(29)
Fees Not Null Number (6)

Table Name: STUDENT003

Primary Key : Admno

NAME NULL TYPE

Admno Not Null Number (9)
Sname Not Null Varchar2 (10)
Address Varchar2 (15)
Fname Varchar2 (17)
Course_Code Number (9)
DOB Date
Group_Code Number (9)
DOA Date
 NORMALIZATION

The process of analyzing the data to be represented and breaking it

down into separate table in accordance with the principles of relational
structure.
Normal Forms:

1. First Normal Form.

A relation R is in First Normal Form (1NF) if and only if all

underlying domains contain atomic values only.

2. Second Normal Form:

A relation R is in Second Normal Form (2NF) if and only if it is

in 1NF and every non- key attribute is fully dependent on the Primary
Key.

3. Third Normal Form:

 A relation R is in Third Normal Form (3NF) if and only if it is
in 2NF and every non-key attribute is non-transitively dependent on the
Primary Key.

Dr. E.F. Codd’s Rules:

The rules are used for evaluating RDBMS product. Out of the 12
rules, a RDBMS should at least satisfy 6 Rules plus Rule 0 must be satisfied.

The rules are….

Rule 0 : Foundation Rule.

Rule 1 : Information Rule.
Rule 2 : Guaranteed Access Rule.
Rule 3 : System Representation of missing information.
Rule 4 : Dynamic on-line catalogs Rule.
Rule 5 : Comprehensive Data Sub-language Rule.
Rule 6 : View updating Rule.
Rule 7 : High-level insert, update and delete.
Rule 8 : Physical data independence Rule.
Rule 9 : Logical data independence Rule.
Rule 10 : Integrity independence Rule.
Rule 11 : Distribution dependence Rule.
Rule 12 : Non-subversion Rule.
 DATA FLOW DIAGRAM

COURSE001
GROUP002

Available
Courses Group
Details

College
STUDENT Automatio
Request n System
For
Admission
Giving
Admission
Student
Details
STUDENT

STUDENT003
 DATA BASE MANAGEMENT SYSTEM

Database:
The database is an organized collection of related information. The
organized information of database serves as a base from which desired
information can be retrieved, many meaningful conclusions can be drawn of
decisions made, further reorganizing or processing this data. This
interrelated data values are of such a nature that they might be represented as
a number of files but not a single file depending upon the nature of the
DBMS. These files may be integrated permanently into a single connected
structure or integrated temporarily for each interrogation, known as a query
in its most technical sense the word database implies that any of the data
may be used the word often means any accessible collection of information,
and in that case only a limited set of data values may be used to specify
queries.

Database Management System (DBMS):

 An integrated software system that has facilities for defining the
logical and physical structure of data in a database and for accessing,
entering, and deleting data. Increasingly, formal methods are used for
the description of the data format and semantics.

Data Abstraction:
A major of a database is to provide users with an abstract view of the
data. This system hides certain details of how the data is stored and
maintained. However, in order for the system to be usable, data must be
retrieved efficiently. The efficiency leads the design of complex data
structures for the representation of data on the database. Certain complexity
must be hidden from database system users. This is accomplished by
defining several levels of abstraction at which the database may viewed.

Physical Level:
This is the lowest level of abstraction at which one describes how the
data are actually stored. At the physical level, complete low level data
structures are described in detail.

Conceptual or Global View:

At this level of database abstraction, all the attributes and what data
are actually stored is described and entries and relationship among them.
Conceptual Scheme describes all records and relationships involved in
conceptual view. At this level simple structure involve complex, physical
level structures. Database administrators use this level of abstraction.

View Level:
 This is highest level of abstraction at which one describes only part of
the entire database. Despite the use of the simple structures at conceptual
level, there remains a form of complexity resulting from the large size of
database. Many users of system will not be concerned with all of its
information. Instead, some users need only a part of the database. To
simplify the interaction of such user with the system, the view level of
abstraction is define.

Data Models:
In order to describe the structure of a database, we need to define the
concept of a data model. A data made is a collection of conceptual tools for
describing data relationships, data semantics and data constraints. The data
models are divided into three different groups.
• Physical Data Model
• Record Based Logical Model
• Object Based Logical Model

Database Architecture:
Architecture of system indicated the model through which it
accomplishes its functions. Database Architecture indicated the function of
security, integrity, consistency, salability etc., are accomplished. The
popular models are:
• Hierarchical Model
• Network Model
• Relational Model
Hierarchical Model:
In this model, the detailed data records of a master are linked through
forward and backward pointers to its next and previous records respectively.
All the master records are again linked to one another in the same fashion. In
hierarchical model, each of the detailed record is linked to only one master
record.

Network Model:
This model is an extension to Hierarchical Model where the master
and detail records are connected to one or more master records and vice-
versa. The main disadvantage of Network Model is data representation,
which is very complex resulting in complexity of DML.

Relational Model:
In relational model all the data is assumed to be organized in the form
of two-dimensional tables. The rows and columns present in the table
represent the record and fields respectively.

Tables:
In Relational Database Systems, data is organized and presented in
tables. Tables are simply a collection of Related Rows and Columns.

Rows:
Rows are the horizontal components of a table. They are unnamed and
unordered. This means that there is no way to specify a particular table by its
position in table. Rows are accessed by data values only.
Columns:
Columns are the vertical components of the table. Unlike rows,
columns are named and ordered. Every table column has a unique name
within the table and a data attribute for it.

Field:
Field refers to the specific data values stored in a table for a particular
intersection of row and column. A field is the smallest unit of data in SQL.
A null field denotes absence of data values for that particular field.

Advantages of RDBMS:
 Redundancy can be reduced.
 In a non-database system, each application has its own private files.
This often leads to considerable redundancy in stored data with
resultant wastage in storage space.
 There will be some occasions on which two entries do not agree. This
is called inconsistency. It can be avoided in a database by propagating
updates.
 Data can be shared. It means that not only the existing application can
share the data in a database but also new applications can be
developed.
 Standards can be enforced. With central control of data, certain
standards like Industrial, National, and International can be enforced.
  Security restrictions can be applied.
 Having complete control of data, we can ensure that the only means of
accessing data is through proper channel.
 Integrity can be maintained. The problem of integrity is problem of
ensuring the data in the database is accurate. It can be ensured that by
defining validation procedures whenever updating operation is to be
carried out.
 Conflicting requirements can be balanced.
 Database can be structured to provide an over all service.
Disadvantages of RDBMS:
 Major disadvantage is that it can be expensive.
 DBMS can occupy much more main memory that additional
memory must be purchase, thus forcing user to upgrade to a
more powerful computer.
 Large amounts of data in different formats can be interrelated in
the database. Database system and application programs must
be able to process this structure.
 Back up and recovery are more difficult in the database
environment because several users often process database
currently.
 Centralization increases vulnerability failure in one component
often integrated system can stop the entire system.
 SQL
SQL is Structure Query Language. When the user has no idea of
programming works on the computer and performs the work with database,
he uses a language to manipulate/extract from stored database. The language
design for this purpose is simple and easy to use. The standard language for
accessing the database is SQL. It enables the user to create and operate on
RDBMS. The sets of related information may be in the form of tables having
rows and columns. SQL allows the user to deal with a set of commands like
Create, Retrieve etc.
SQL unifies the tasks in one consistent language.
 Querying data.
 Inserting updating, deleting rows in a table.
 Creating, replacing, altering and dropping Objects.
 Controlling access to the database and its Objects.
 Guaranteeing database consistency and integrity.
Data Definition Language (DDL):
The Data Definition Language is to create an Object, alter the
structure of an object and also to drop the object created. A table is a unit of
storage, which holds data in the form of rows and columns.

Categories:
 CREATE Table Command: This command is used to create a table
in the database. The syntax is…
Create table <table name> (column definition1, column definition2,…);

 ALTER Table Command: This command caters when the user

wants to modify the existing table. The syntax is…
Alter table <table name> [add, modify] (column definition1);

 DROP Table Command: This command is used to drop the table

from the database. The syntax is…
Drop table <table name>;

Data Manipulation Language (DML):

After creation of a database if can be manipulated by using DML
commands. The commands are…

 Insert: This command is used to insert one or more rows into the
table. The data can be inserted in two ways. They are sending through
single record or multiple records. The syntax is…
 Insert into <table name> values (field1,field2…);
 Select: This command is used to select a particular field of a
particular table or all the fields of a table. It selects only one table at a
time. This is used to perform a query. This is the most common
database operation. The syntax is…
Select field1,field2… from <table name>;
 Update: This command is used to update the rows in a table. The
syntax is…
Update <table name> set field = value where <condition>;
 Delete: This command is used to delete record/records from a table.
The syntax is…
Delete from <table name> where <condition>;
Data Control Language (DCL):

It deals with maintaining the data in a table in a safe mode. The

following commands will help the user in performing the above task.
 Commit: This command ends your current transaction and makes
permanent all the changes in the program. The syntax is…
Commit;
 Rollback: To undo the work done in the current transaction. You can
also Rollback the current transaction to the specified Save Point. If
you omit this clause the Roll Back statement rolls back the entire
transaction. The syntax is..
Rollback to <Savepoint>;
 Save point: To identify a point in a transaction to which you can later
roll back. The syntax is..
Savepoint <save point name>;
 Oracle Developer 2000 has the facility to design data entry forms.
Oracle form builder provides a powerful tool of designing forms. Forms can
be selected to create a form quickly with minimum coding.
The Oracle form creation tool consisting the following
 Forms Builder: It is used to create a Form
 Forms Compiler: It is used to compile the file created by form
builder.
 Forms Runtime: It is used to run the compiled code created by the
forms compiler.

Steps for Creating A Form:

1. Click on Start  Programs  Developer 2000  Forms Designer.
It will be displayed on the monitor.
 2. You will observe four wizards and they are
• Use the data block wizard.
• Build a new form manually
• Open an existing form
• Build a form based on template
• Select use the data block wizard.
3. To create a form you have to connect Oracle database first. Click on
File Option or Menu Bar Option ‘Connect’ from it and click over it.
Connect Dialog Box will appear on the screen and enter Username
and Password.
4. Click over Connect Button then new Form will be created.
5. Right click the mouse on form, a Popup menu will be displayed.
Select property from that menu. It will display the properties of the
form. You can give any name at your choice to the form.
6. Save the form by clicking the File and Save.

Steps For Compiling a Form:

Form Compiler compiles a form and create an extendible .fmx file
form module (.fmb).
Click on File  Compile then press Enter. Now the form is compiled.

Steps For Running a Form:

Form Runtime runs the form created and compiled by clicking on

File  Run and then press Enter.
 Before running a form firstly we have to select the layout. For this
click on Tools Menu  Layout Editor. Then a Dialog Box will be
displayed. It the form is normal Master form then we can opt tabular, if it is
Master Detailed form we have to click on Master/Detail form and click on
OK.

Working With Reports:

Oracle also have the facility of creating variety of reports. These
reports may be tabular report or master detailed report.
In Oracle Developer 2000 a report can be prepared by using the
following steps:
• By report wizard.
• By creating the report manually.

A report (tabular) can be created by the following steps.

 Click on Programs  Developer 2000  Reports Design then it will
be opened.
 Then right click on the Data Model  Editor and Enter. Then a small
screen opens it is called editor form.
 Then click on SQL button, which is available on that screen drag or
drop on the editor form to place query.
 Double click on that then a small Dialogue Box will be opened opt
properties and press Enter then again small screen will be displayed
on the screen.
 Write an SQL query and click on apply and OK.
  Click only layout editor and select option and Click OK or Click on
Tools Menu  Layout Editor and press Enter.
 Click on Run Button or click on File Menu  Run then press Enter.
Now the form will be executed.

Reports also contain Master Detail Reports.

Master detail report can be created using two queries. Query one is
used to fetch data for master section. And query two is used to fetch data for
detail section.

Steps for creation of Master Detail reports:

 Right click the mouse on Data Model  Editor. Then data model
editor will be displayed on screen.
 Click the mouse on SQL button present on that screen. Place the
query SQL object on work area of report or drop and drag it on work
area.
 Again click on SQL button present in the screen and drag and drop in
work area. SQL query statement dialogue box will be displayed for
both, then click on OK.
 Make a link between the query master and group master with the help
of Gone key field.
 Click on layout editor, which is available in editor from and select
master detail and OK.
 Click on File  Compile to compile report.
 Click on File  Run to run a report. Then the output will be displayed
on the screen.
 TESTING
Software Testing:
Testing is a process of executing a program with intent of finding an
error. Software testing is a critical element of software quality assurance and
represents the ultimate review of specification, design and coding. The
increasing visibility of software as a system element and the attendant costs
associated with a software failure are motivating forces for well planned,
through testing.

Types of Testing:
 There are two types of testing. They are.
 White Box Testing.
 Black Box Testing.
White Box Testing:
White Box Testing, some times called Glass Box Testing is a test case
design method that uses the control structure of the procedural design to
derive test cases. Using White Box Testing methods, the software engineer
can derive test case that,
 Guarantee that all independent paths with in a module have been
exercised at least once.
 Exercise all logical decisions on their true and false sides.
 Execute all loops at their boundaries and within their operation bound.
 Exercise internal data structure to assure their validity.

Black Box Testing:

Black Box Testing, focuses on the functional requirements of the
software. That is, Black Box Testing enables the software engineer to derive
sets of input condition that will fully exercise all functional requirements for
a program.
Black Box Testing is an alternative to White Box Technique. Rather it
is a complimentary approach that is White Box Methods.
Black Box Testing attempts to find errors in the following categories.
 Incorrupt or missing functions.
 Interface errors.
 Errors in data structures or external Database access.
 Performance errors.
 Initialization and termination errors.
 CONCLUSION

College Automation System has been developed for the users of

College to get the information regarding the Course details, Available
Groups and maintaining student details.
 This package is implemented using Oracle and Developer 2000.
This is very simple to learn, use and maintain the above details. The only
scope of the software is that a particular authorized user can only use.
BIBLIOGRAPHY
Developer 2000 Ivan Bayross
Database System Concepts Korth
Software Engineering Pankzaj Jalote.

Document By
SANTOSH BHARADWAJ REDDY
Email: help@matlabcodes.com
Engineeringpapers.blogspot.com
More Papers and Presentations available on above site