Software Solution For A Small Computer Shop

System Analysis and Design | Zaytsev db System
TABLE OF CONTENTS
Introduction to the Company...............................................................................2

Visit to the shop...................................................................................................4
BRIEF SOLUTIONS............................................................................................8
ECONOMIC FEASIBILITY.....................................................................................14
SCHEDULE FEASIBILITY.....................................................................................16
FINAL CONCLUSION.......................................................................................19
Online Survey....................................................................................................25
DESIGNING THE SYSTEM......................................................30
Logical Design...................................................................................................30
IMPLEMENTATION..................................................................44
..........................................................................................................................45
Introduction........................................................................................................45
User Interface Design.......................................................................................46
Security.............................................................................................................56
Database Backup system ................................................................................58
..........................................................................................................................75
Individual Reports.......................................................................75
User Manual.................................................................................79
PROJECT INITIATION
As students of APIIT Sri Lanka, DF08A1ICT Batch, we were

assigned the task of designing a computerized system for an organization using
the knowledge we had gained in the Systems Analysis and Design (SAD)
module.
First we considered several shops to co-op with and selected Alpha Digital
Computers Pvt Ltd. Then we went to one of there shops and had a discussion
with one of the staff to get a brief idea about their business process and the
existing computerized information system.
Introduction to the Company
The Alpha digital Computers (pvt) Ltd, is Computer Hardware Solutions, Engineering,
Network Administration, Software Developing Lectures and Training throughout
island Wide Showroom network of 40 outlets. And now they are the pioneer of Sri
Lanka in computers.
Company Vision
To be a blue chip Company in Sri Lanka within very short period, delivering an
excellent service to customers.
Company Mission
Delivering Innovative Products; Services and be the Market leader in Sri Lanka
Offering the best Competent, Efficient and Economical state of the Art Solutions
for Requirement of Information Technology to future.
Company Culture
The management of Alpha Digital Computer (pvt) Ltd has Developed Patriotic &
Polite staff Service to the Sri Lankan Nation & also we are an Environmental
Friendly Organization.
Visit to the shop
Company Name: Alpha Digital Computers
Scope/ Limitation: local market targeted shop
Location: Navinna,Maharagama,Colombo
Services: Selling computer Hardware

Computers repairs
Delivery service
Interview with: Sameera Perera
Outcomes: Analyzing the Current System used at the company and

Prociders in the shop
Figure 1 - Alpha Digial Computers Shop
Figure 2 - Data Entry Process to the current system

PRELIMINARY INVESTIGATION REPORT

PROBLEM IDENTIFICATION
From the discussion we had and briefly observing the current system, mainly
these problems were identified.
• User interface is not much user friendly
• Security features are not adequate
• No automated backup system
• No way of getting customer feedback
• No convenient data entry procedures
• Flow of forms is not efficient

BRIEF SOLUTIONS
Problems Brief Solutions
User interface is not much user Make user interface user friendly as
friendly possible by introducing eye catching
GUIs, easy to use menus etc…
Security features are not adequate
No automated backup system Create an automated backup system
No way of getting customer feedback Create an online system enabling

customers to send feedback via email
and enable system users to view
feedback via the system
No convenient data entry procedures Integrate an Excel like data entry

option to the system
Flow of forms is not efficient
FEASIBILITY STUDY
Theses aspects of the project are considered for the feasibility study.
• Technical feasibility
• Operational feasibility
• Schedule feasibility
• Economic feasibility
TECHNICAL FEASIBILITY
Practicality of the Proposed System in terms of Technology
Since the proposed system is small software that will be handling data
input/output to the system and generating reports, technology is available to
develop such a system. Mainly Microsoft Visual Basic will be used to develop
the Interface and Microsoft Access to develop the database.
In terms of hardware, only a standard Microsoft Windows XP compatible

computer, a printer and an internet connection are needed.
Necessary Technology
We do posses the technology mentioned above. But for the Online System we
do not poses the necessary technologies such as PHP and MySQL.
Technical Expertise
Everyone in the team knows Visual Basic 6 and Sudantha will be implementing
the Online System using technology acquired from the internet. As we do not
have to use Microsoft Access other than for creating the databases, technical
expertise in Access is not needed.
Acquisition of Unavailable Technology
For the Online System, knowledge in PHP and MySQL is needed which we do
not poses. But necessary scripts can easily be downloaded from the internet and
modified to suit the requirements of the proposed system.
OPERATIONAL FEASIBILITY
Assessment of the proposed system in terms of solving current business

problems and being more efficient was studied using the PIECES framework.
P-Performance
As the information collected by us visiting the shop and interviewing the staff, it
was evident that the existing system lacks adequate response time although
throughput time did not seem to be inefficient.
So to solve that performance issue, proposed system will contain more

effectively designed user screens and data handling routines.
I-Information
Also the existing system didn’t have that much user friendly interfaces and the
way that it presented reports and information was not user friendly and well
formatted. Proposed system will be generating well formatted and exact
information included reports.
Existing system did not have robust searching facilities that the proposed system
is going to be included with. Therefore users will be able to access information
more quickly.
E-Economy
Purpose of the existing system was to provide information services to the

business. And data input to the system was mainly carried out by entering data in
Excel and importing it to the system. That process required more time than it
actually should.
So if a data input method can be integrated to the system eliminating the

requirement of Excel installed which is costly and reducing the time required to
enter data. Hence a sub system will be implemented to enable data entry in an
Excel like data sheet within the system. So the organization will be benefited
economically from the proposed system.
C-Control
Proposed system will have advanced login features that the current system does
not have. And the user and password database will be secured using password
protection. So the administrators will have more control over the system.
User management will only be available to administrators and several

components will be hidden from standard users enabling more control and more
security over the system and data.
E-Efficiency
Existing system is not efficient considering the fact that it does not use time
efficiently as possible. That is due to users having to input data through Excel. As
mentioned above under Economy, implementation of an Excel like subsystem will
enable the proposed system to effectively use time and be efficient.
Flow of forms of the proposed system will be designed in a more efficient way
that the users and the organization will experience more efficient functionality of
the system.
S-Service
Current mode of operation offers services which can be improved by

implementing the proposed system considering the aspects of it discussed
above.
ECONOMIC FEASIBILITY
Costs
• All analysis, design and development stages will be carried out free of
charge.
• All the necessary software and hardware are available to the development
team and therefore
• Communication expenses and other variable costs like printer paper will
be bared by us (group members).
• Since the organization poses necessary hardware to support the proposed

system, there will be no need to supply hardware. So there will be no cost
for hardware purchasing and installing.
Estimated Cost
Communication Expenses Rs 1000.00
Travel Expenses Rs 500.00
Storage Material & Rs 250.00

stationery
TOTAL Rs 1750.00
Benefits
The organization will benefit having performance of the information system

increased. That will contribute to increase in profits as well as lowering
operational costs. Estimation of those economical benefits is skipped due to
lacking information but it can be assumed that the proposed system will generate
more benefits than what it costs.
And the proposed system will also benefit from receiving customer feedback via
the implemented online system. That will help to address customer problems and
improve on them.
SCHEDULE FEASIBILITY
Gantt chart
PERT Chart
Workload Matrix
Activity Dishan Sudantha Uditha Jayanadhi
Preparing The Gantt Chart & Pert  

Chart
Visit & study a shop  
Making the Questionnaires  
Interview the Management & Staff  
Analyzing the System  
Summarizing Information  
Feasibility Report 
Data Flow Diagram   
Data Dictionary 
Preparation of Database and  

Programming
Preparation Online System, 
Testing & maintaining  
User manual 
Minutes  
Individual Project Report    
Reference 
Finalization of the project    

FINAL CONCLUSION
 Problems Identified
 Brief Solutions Listed
Topic Feasibility
Technical  Feasible
Operational  Feasible
Economic  Feasible
Schedule  Feasible
 Feasibility
Proposed system project is feasible and it is worthwhile to continue this

project.
METHODOLOGY
Methodology
SYSTEMS DEVELOPMENT LIFE CYCLE
SYSTEM DEVELOPMENT LIFE CYCLE was used as our methodology in the

project.
Figure 3 - Systems Development Life Cycle (SDLC)

ANALYSIS
Questionnaire
General Information
Company Name: --------------------------------------------------------------------------
Location: --------------------------
System Information
What Kind of System you are using now?
POS system
Computerized system
Manual System
Other
Are you using any Online System?
Yes No
What Faculties you have got by your current System?
Track Transaction Data
Keep Stock and Sales Data
Billing System
Customized Reports
Other
What Problems you are Having with your Current System?

Not User Friendly
Data Loss
Less Available options
Software Run Time Errors
Not Effective
If you are moving to a New System What Options You Consider about?
User Interface Fewer errors more secure environment
How much you Spend on the current system? (Software Only)
Free
5000
10000
25000
Other
Are you satisfied with the Current system?

Are you planning to move to a new system?
Yes No
Please state any suggestion or any comments
Online Survey
We have completed an Online Survey, Questionnaire and results are listed below.
Brief Solutions
Problems Brief Solutions

User interface is not much user Make user interface user friendly as
friendly possible by introducing eye catching
GUIs, easy to use menus etc…
Security features are not adequate
No automated backup system Create an automated backup system
No way of getting customer feedback Create an online system enabling

customers to send feedback via email
and enable system users to view
feedback via the system
No convenient data entry procedures Integrate an Excel like data entry
option to the system
Flow of forms is not efficient
DESIGNING THE SYSTEM

Logical Design
Data flow diagram
Figure 4 - Data Flow Diagram (Context)

Level 0 Diagram
Figure 5 - Figure 4 - Data Flow Diagram (Level 0)

Database Diagram
Figure 6 - Database Diagram

Data Dictionary
Entities
• Name: Customer
Description: The person who is mainly interacts with the company.
Input data flows: Product and Invoice
Output data flow: Customer Order Form
• Name: Dealers
Description: The person who is delivering the products to the company

Input data flows: Price Request Form
Output data flow: Price List, Product & Invoice
• Name: Inventory
Description: Department which holds the storage services of a company.
Input data flows: Inventory Goods Received Note

Update Inventory Request
Output data flow: Stock Database Update Request

Process
• Name: 1.0 Product Order
Description: Receives customer details, Update new customer detail, Issuing receipts,
Taking customer orders.
Input data flows: Price List
Output data flow: Update Product Order Database
Name: 2.0 Receive Product
Description: Generating delivery reports and keeping tracks about delivery process.
Input data flows: Product & Invoice
Output data flow: Update Received Order Database

Inventory Goods Receive Note
Name: 3.0 Updating Database and Reports
Description: Generate reports for the management.
Input data flows: Update Received Order Database

Update Product Order Database
Customer Information Form
Output data flow: Customer Info Update

Customer Order Update
Stock Database Update
•
• Name: 4.0 Issuing Goods
Description: Facilitates to customize products

Input data flows: Customer Order Form
Data Store
Name: Customer Info Database
Description: Stored the data about new customers
Input data flows: Customer Info Update
Output data flows: Customer information
Data structure: Customer ID, First Name, Last Name, Address, Contact No
Name: Product Order Database
Description: Stored the data about orders

(Order details, customized order details)
Input data flows: Product Order Update
Output data flows: Order information, Delivery details
Data structure: Products, Qty, Price
Name: Stock Database
Description: What products are in the stock
Input data flows: Stock Database Update
Output data flows: Availability, Product details.
Data structure: Product Name

Table design
Brand
Field Name Data Type Description
Brand Text Brand Names of Products
Customers

ID Auto Number For system can take records about
each customer.
Customer Name Text For system can take records about
each customer can promote regular
customers to primary customers.
Address Text System can store customer personal
data, and Contact details
Telephone Number Number System can store customer personal
data, and Contact details
Customer Code Text System can promote regular details to
customers
Categories

Categories Text Categories
Main

ID AutoNumber Customer ID
Category Text Categories of hardware
Brand Text Brand of each products
Product Text can store data about products,
Serial Number Text can store data about each products

serial Number
Price Currency Prices of the products
Available Units Number can store data about Availability,
Selling

ID AutoNumber In this table the system can store data
about invoice ID
Customer Name Text In this table the system can store data
about customer Name
Product Text Selling products
Serial Text Stored serial Number about the

deliveries.
Quantity Text Selling Quantity
Price Text Prices of each selling products

Form Designs
Login
Figure 7 - Login Form basic Design
Figure 8 - Flow chart - (Login form)

Main Form
Figure 9 - Main form

Data Adding Forms
Figure 10 - Data adding form

Figure 11 - Main menu Logic

Online System
Figure 12 - Online System Logic

IMPLEMENTATION
Introduction
Zaytsev db System is based design based on Microsoft visual basic 6 and
Microsoft Access 2003.Microsoft visual basic and Microsoft access
databases connected through OLDB and jet 4.0 connections.
The high end graphics was designed by adobe fireworks.
Figure 13 - Designing using Microsoft Visual basic

User Interface Design

Title bar
Option Explicit
Private Declare Function ReleaseCapture Lib "user32" () As Long

Private Declare Function SendMessage Lib "user32" Alias "SendMessageA"
(ByVal hwnd As Long, ByVal wMsg As Long, ByVal wParam As Long, lParam As
Any) As Long
Private Const HTCAPTION = 2

Private Const WM_NCLBUTTONDOWN = &HA1
Private Const WM_SYSCOMMAND = &H112
Figure 14 - Title bar
Private Sub Image6_MouseDown(Button As Integer, Shift As Integer, X As

Single, Y As Single)
Create a
Customized Title
ReleaseCapture bar
SendMessage hwnd, WM_NCLBUTTONDOWN, _
HTCAPTION, 0&
End Sub
User Login
Figure 15 - Logging form
The Zaytsev login system has many security strategies to improve the application
security.
Figure 16 - Administrative rights
The Zydsev db system has 2 user levels, Administrator and normal users .you
can create one administrator login and any number of normal user accounts.
If txtpass.Text = txtmainpass.Text Then

MsgBox ("Sucessful Login,You Logged in as :" + " " + txtuser.Text),
vbInformation, "Login Screen"
frmmain.txtname.Text = "Welcome " + txtuser.Text + " !"
lblred.Caption = ""
Applying
Administrative
rights
If txtuser.Text = "Admin" Then
MsgBox ("You Logged in as Administrator, Adminstrative Rights Applied"),
vbExclamation
Unload Me
End If
Loading main form
'////////// for a successful
test.Hide login
Unload test
Unload frmlogin
Load frmmain
frmmain.Show
Else Denied the access for
wrong passwords
lblred.Caption = "Wrong Password !"

Beep
txtpass.Text = ""
frmmain.Refresh
Main form
Figure 17- Main Menu

Private Sub Image5_MouseMove(Button As Integer, Shift As Integer, X As Single, Y As Single)
'mouse move effects

Move Over Effects
lbldb.Caption = "Acess Customer Infomation"
lbldv.Caption = ""
lblrep.Caption = ""
lblbill.Caption = ""
lblonline.Caption = ""
End Sub
If txtname.Text = "Welcome " + "Admin" + " !" Then
Load newlog
newlog.Show
Else
MsgBox " You Dont Have Adminstrative Rights to Create a New account", vbCritical,
"Administrative Controls"
End If Checking Administrative Rights
'its working :)
'load login making form
menu.Visible = False
Customer Information
Figure 18 - Customer information
On Error GoTo err:

If Text10.Text Or Text2.Text Or Text3.Text Or Text4.Text = "" Then
GoTo err:
Else
Adodc1.Recordset.Fields("Customer Name") = Text10.Text Adding data to
Customer Table
Adodc1.Recordset.Fields("Address") = Text3.Text
Add New Stocks Information
Figure 19 - Add new Stocks
Adding data to the

Private Sub cmdadd_Click() Stock Table
On Error GoTo AddErr
datPrimaryRS.Recordset.AddNew
Exit Sub
AddErr:
MsgBox err.Description
On Error GoTo DeleteErr Delete records from

the Stock table
With datPrimaryRS.Recordset
.Delete
.MoveNext
If .EOF Then .MoveLast
End With
Exit Sub
Add New Sales Information
These Fields are

linked to stock table
Figure 20- Sales form
sell_name.Text = DataCombo1.Text
sell_product.Text = DataCombo3.Text + " " + DataCombo4.Text
sell_serial.Text = DataCombo2.Text
sell_q.Text = Text5.Text
sell_price.Text = "Rs :" + Text6.Text
MsgBox "Your Request Completed !", vbInformation, "Data Adding"

On Error GoTo AddErr

Adodc3.Recordset.AddNew
Adding Data to the
stock table
Exit Sub
AddErr:
MsgBox err.Description
How Sales Work
Figure 21 - How Sales system work
In the sales window user can select data from the stock data table. User has to select
proper data .the data will be copied to sales table .
Database Connections
This software has various characteristics of database and database connections.
Security
The login system of Zaytsev db System based on a Microsoft access database.

The usernames and passwords should be secured .and the user entered data
should be protected by software malfunctions and hackers.
Machine independed databases and connections
All the databases of Zaytsev db System is machine independed .the database

connections will successfully work in any windows platform. The secret of
machine independed databases is keeping the database in a common folder of a
place where common to an any machine.
So developers of Zaytsev db System chooses drive C: as the common place.
We run the software in many different Microsoft windows platforms and it was
successful .the software run without any errors.
Creating Database connections

The database connections of Zaytsev db System is based on OLDB
database connections and Microsoft Jet 4.0 Database connections. In
visual basic programming we used adodc control(Active X data controls)
as the database connector.
Figure 22 - Database Connections

Database Backup system
Backup system works by daily backing up the main database in a backup folder.
If the database becomes corrupted or user wants to restore the database to a
previous date, backed up data file is used to restore the database.
In the main application, for each log off and exit events, following code have
been added.
Backup
Backup calls the function ‘backup’ in the codes module.
Public Function backup()
FileCopy "C:\sds\sales.mdb", "C:\backup\bak" + Format(Month(Date)) + "-" +

Format(Day(Date)) + "-" + Format(Year(Date)) + ".mdb"
End Function
Above code backups the database.
When the application encounters an error related to loading the main database, A
message box is displayed and a restore window is displayed by calling the
function ‘bak_error’
Public Function bak_error()

res = MsgBox("Critical Error has occured, Press Yes to restore or No to exit.", vbYesNo +
vbCritical, "Load backup data file?")
If res = vbYes Then
frmrestore.Show vbModal
Else
End
End If
End Function
Figure 23 - Backup System
When the restore button is pressed, it gets the selected date and calls the
function ‘restore’
Public Function restore(dat As String)

On Error GoTo err:
FileCopy "C:\backup\bak" + dat + ".mdb", "C:\sds\sales.mdb"
err:
If err.Number = 0 Then
MsgBox "Resotre Operation Completed", vbInformation, "Successful"
Else
MsgBox "Backup for the selected date doesn't exist" + " C:\backup\bak" + dat + ".mdb",
vbOKOnly + vbCritical, "Error"
End If
End Function
Report Design
The Zaytsev Report System based on Microsoft Data environments and forms, with Microsoft
data environment tools we can create interactive and customized report environments.
Database
Connection
SQL Fields from

Command the Query
Figure 24 - Data Environment

Data Fields
Figure 25 - Data Report Design
Sample SQL Command for Report Generation Connection

to query
SELECT First(selling.ID) AS [ID Field], First(selling.[Customer Name]) AS [Customer Name

Field], First(selling.Product) AS [Product Field], First(selling.Serial) AS [Serial Field],
First(selling.Q) AS [Q Field], First(selling.Price) AS [Price Field], Count(selling.ID) AS
NumberOfDups
FROM selling
GROUP BY selling.ID, selling.[Customer Name], selling.Product, selling.Serial, selling.Q,
selling.Price
HAVING (((Count(selling.ID))>1) AND ((Count(selling.Price))>1));
Filter the
Data
User Accounts Control
Figure 26 - User Accounts Control
If newpass.Text = newpassnew.Text And frmmain.txtname = "Admin" Then

MsgBox "password Confirmed", vbInformation, "New Login"
'add new data to the ADo Adding User
Settings to the
'working add new data database
Adodc1.Recordset.Fields("User Name") = txtuser.Text
Adodc1.Recordset.Fields("Password") = newpass.Text
Adodc1.Recordset.AddNew
MsgBox "New Login Created ! ,Application will now Restart ", vbInformation,
"New Login"
Notify about
Password
mismatch
Else
MsgBox "Password Mismatch or You Dont Have Adminstrative Rights to
Create a New account,, vbCritical,"
Application console
Application Console Enable advanced users to work with text commands
Figure 27 - Appliaction console
Private Sub Command1_Click()

If coma.Text = "ver" Then
out.Text = "Sdu Framewrok V1.1: beta apps "
ElseIf coma.Text = "about" Then
frmAbout.Show
ElseIf coma.Text = "cls" Then
out.Text = "" Based on a Simple Else,
ElseIf coma.Text = "maindb" Then If Structure
out.Text = "Loading Main db"
maindb.Show
ElseIf coma.Text = "addacc" Then
out.Text = "Modify User accounts"
newlog.Show
ElseIf coma.Text = "mainad" Then
out.Text = "Main ADODC Loaded"
ado.Show
Else
out.Text = "Invalid Commands"
Online System
The online system of Zaytsev db system is main based on a open source php
feedback script. We customized this php script as our system.
We hosted this php script in a php enabled web hosting service which is
freely provided by 000host.
Hosted URL : http://www.apiit.site90.com
Server information :
Domain apiit.site90.com
Status Active
Bandwidth 100GB
Home Root /home/a5990148
Server Name server17.000webhost.com
IP Address 64.235.52.170
Apache version 2.2.10 (Unix)
PHP version 5.2.
MySQL version 5.0.51-community
Activated On 2008-11-29 03:53

How Online System works
As we described before the online system is based on a PHP script. After we

host the php script users can see the following screen on their web browser as a
HTML page.
Step 1. Users can fill their details in the following form
Data
Fields
Figure 28 - Online customer Feedback
Step 2: After that User will get a Confirmation message

Figure 29 - Thank you Window
Figure 30 - Online System Status
The Program administrators can check the online feedback status,

http://apiit.site90.com/status.htm
Configuration of
<?php mailing format
// ------------- CONFIGURABLE SECTION ------------------------
// $mailto - set to the email address you want the form

// sent to, eg
//$mailto = "youremailaddress@example.com" ;
$mailto = 'apiit.feedback@gmail.com' ;
// $subject - set to the Subject line of the email, eg

//$subject = "Online Feedback Form" ;
The pages that

$subject = "Feedback Form" ; used to redirect as
the command
// the pages to be displayed, eg

//$formurl = "http://www.example.com/feedback.html" ;
//$errorurl = "http://www.example.com/error.html" ;
//$thankyouurl = "http://www.example.com/thankyou.html" ;
$formurl = "http://apiit.site90.com/main.html" ;
$errorurl = "http://apiit.site90.com/error.html" ;
$thankyouurl = "http://apiit.site90.com/thanks.html" ;
$email_is_required = 1;
$name_is_required = 1;
$uself = 0;
$use_envsender = 0;
$use_webmaster_email_for_from = 0;
$use_utf8 = 1;
// -------------------- END OF CONFIGURABLE SECTION ---------------
$headersep = (!isset( $uself ) || ($uself == 0)) ? "\r\n" : "\n" ;

$content_type = (!isset( $use_utf8 ) || ($use_utf8 == 0)) ? 'Content-Type:
text/plain; charset="iso-8859-1"' : 'Content-Type: text/plain; charset="utf-8"' ;
if (!isset( $use_envsender )) { $use_envsender = 0 ; }
$envsender = "-f$mailto" ;
$name = $_POST['name'] ;
$email = $_POST['email'] ;
$comments = $_POST['comments'] ;
Configuration of
$http_referrer = getenv( "HTTP_REFERER" ); the text boxes and
labels in HTML
Page
if (!isset($_POST['email'])) {
header( "Location: $formurl" );
exit ;
}
if (($email_is_required && (empty($email) || !ereg("@", $email))) ||
($name_is_required && empty($name))) {
header( "Location: $errorurl" );
exit ;
}
if ( ereg( "[\r\n]", $name ) || ereg( "[\r\n]", $email ) ) {
header( "Location: $errorurl" );
exit ;
}
if (empty($email)) {
$email = $mailto ;
}
$fromemail = (!isset( $use_webmaster_email_for_from ) ||

($use_webmaster_email_for_from == 0)) ? $email : $mailto ;
if (get_magic_quotes_gpc()) {
$comments = stripslashes( $comments );
}
$messageproper =
"This message was sent from:\n" .
"$http_referrer\n" .
"------------------------------------------------------------\n" .
"Name : $name\n" .
"Email : $email\n" .
"------------------------- Feedback -------------------------\n\n" .
$comments .
"\n\n------------------------------------------------------------\n" ;
$headers =
"From: \"$name\" <$fromemail>" . $headersep . "Reply-To: \"$name\"
<$email>" . $headersep . "X-Mailer: chfeedback.php 2.13.0" .
$headersep . 'MIME-Version: 1.0' . $headersep . $content_type ; Configuration of
the mailing
system
if ($use_envsender) {
mail($mailto, $subject, $messageproper, $headers, $envsender );
}
else {
mail($mailto, $subject, $messageproper, $headers );
}
header( "Location: $thankyou
Testing and Maintance
These Tables shows the testing Results of Links and Buttons in the designed
system.
Menu
Button Name Working Properly Not Working Properly

1. Customer Working
Working
2. Stock Working
Working
3. Sales Working
4. Reports
5. Online
Customer

1. Add Working
Working
2. Delete Working
3. Refresh
Stocks

1. Add New Stocks Working
Working
- Categories Working
Working
- Product
Working
Working
- Brand
Working
- Serial Number
Working
- Availability Working
Working
- Price Working
Working
2. Modify, Delete Working
Working
3. Existing Stocks
- Categories Not working
- Product
- Brand
- Serial Number
- Availability
- Price
4. View, Search,
Available and Stock
Sales

1. New Product Order Working
Working
2. View, Edit ,Search,
Product
Reports

01. Select report type Working
Onlne Sysem
Home Working
Individual Reports
Individual Document
It is my great pleasure to make a brief note as the project lead on completing

this group project successfully .this was a great programming and analyzing
experience.
First of all my tribute goes to Alpha digital computers for giving us a great
helping hand to analyze their system and company information
I’m the main Designer of the zaytsev db system. Over 55% of programming was
done by my self., My buddy Niranga helped me a lot in programming(for
example great features like database backup and search system is fully
completed by him)
In the documentation part Design, implementation and user manual was

completed by my self .
I focused mainly on User interface design .It took about more than 2months to
complete the UI and the basic design. Designing part was a great challenge for
us and we achieved it successfully.
As Outcomes of this Project I practice my knowledge on Microsoft visual Basic,
SQL and Microsoft Access also project packaging .
This system is not a prototype. This system is a fully functional system. which
includes great user interface.
Finally I must thank by group members for giving a great support to complete
this system.
Finally I must thank Mr.Eranjan Padumadasa for his great support and
feedback.
Sudantha Sulochana
Individual Document
This project has let me and my team members put into practice what we
had learnt in SAD module. And we learnt a lot of things too.
I was assigned several tasks in the project including preparing the Preliminary
Investigation Report (Including Feasibility Study), having interviews with the
staff of the shop and observing the current system, designing and coding the
automated backup system, designing and coding robust search components
and designing and coding of the stock data adding form. And I contributed to the
database design as well.
Preliminary Investigation Report Preparation
First I had to visit the shop with my team mate Uditha to have discussions with
the staff of the shop and to observe how the current system functions. By doing
that we were able to identify areas where we can improve the system on. Also
the staff provided us with problems they currently face with and their comments
and suggestions.
Then I did a short analysis to identify problems with the current system and
listed them down.
Then I had to come up with brief solutions to overcome the problems
mentioned. All of my team members helped me in doing that. Finally I was able
to come up with a list of brief solutions.
Using the information collected and the preliminary investigation did with Uditha;
I carried out a feasibility study in order to determine if this project was feasible
and worthwhile to continue.
Designing and Coding of the Automated Backup System
It was designed to be a sub system where it generated day to day backups. It
also designed to have the restoration capability within the system.
The main difficulty I encountered while designing this was figuring out how
backup files going to be named in order to avoid overwriting and malfunctioning.
Jayanadhi help me in this cause by suggesting that naming according to the
date would be effective. So I tried it and succeeded.
Coding was done using Microsoft Visual Basic and I did not have any troubles
in this stage. Difficulties arose when designing.
Designing and Coding of Robust Search Components
Robust search was going to be equipped with every data form in the application
and I had to develop it. I designed it so that it had a type sensitive feature
requiring no additional user activity other than typing the search text. And it
automatically highlights the fields that the user searches.
Coding was done using Microsoft Visual Basic and SQL. Since I did not have
previous knowledge on SQL, I had to learn some SQL. That was the main
challenge I faced in this stage.
And I also contributed to the project by helping my team members whenever

they faced with problems and they were the same.
Finally I would like to thank Mr Eranjan Padumadasa for his great support and
feedback; my team members, fellow batch mates and others who helped me
and my team directly and indirectly to make this project a success.
G.W. Niranga Dilshan
Individual Document
This project was a great opportunity to put in to practice what we had learnt
from our
lecturers and books in a real life situation and it was also an opportunity to build
up my System Analysis and Design knowledge.
This project enabled us to put our academic knowledge into use in a day to day
industrial scenario with objectives and a deadline to be met. This was
completely a new experience as we had never come across a scenario like this
before. It also gave us the ability to work as a team and it also made us realize
that that a real industrial scenario changes from a theoretical problem in many
aspects.
This was a great experience to me as this develops my System Analysis &
Design knowledge amazingly. We mapped out plans and procedures well in
advance, but to certain
I searched a lot of shops and visited every town very hard to find a place
to collect some information about their system and process about the company.
Then I found a shop which called “ALPHA DIGITEL COMPUTERS”
leading computers seller in srilanka. I met their manager and I told about the
project .Then he directed me to their IT manager to collect some information
from him.
He told me everything about the system and what they using for their
system also how they sell their computers and how they keep records about the
items in system.
I interviewed him and I gave all information to my group members to make our
project successfully.
I got lots of experiences during this project such as how to deal with the
people, how to work as a team, how to solve our problems and so on. I had the
chance of meeting new people who are dealing with industrial company. It was
nice new experience for my life.
I would like to thank all the members of my group for giving me a great support
to make our project a success. Finally I convey my sincere thank to all the
people who helped me directly and indirectly.
Uditha Vedasinghe
Individual Document
I am glad to say that this project gave me a great opportunity to put into practice
what we have learnt so far in the books and our lecturers. I got new experiences
while preparing the project.
Due to the one of Group Member Transfer to BABA I joinedo
Sudantha, Dilshan & Uditha’s Group in Last two Weeks. According to there
plan I gave my maximum support to make our project a success.
I have done the Data dictionary .The difficulty that I faced with this was finding
proper data format for each of the data flows.
I was also assigned to Table design and Testing. And I gave maximum
support to make Data flow diagram.
I got lots of experiences during this project such as how to deal with the people,
how to work as a team, how to solve our problems and so on. I had the chance
of meeting new people who are dealing with industrial company. It was nice new
experience for my life.
Due to this project I manage to learn how to handle some of the new software
like Microsoft Visio, Microsoft Project etc
I would like to thank all the members of my group for giving me a great support
to make our project a success. Finally I convey my sincere thank to all the
people who helped me directly and indirectly.
Again I would like to thank all my group members, helping me finish this project
successfully and comprehensively before the due date.
Jayanadhi Hiripitiya
User Manual
Version 1.0
Welcome !
Dear Valued Customer,

Thank you for choosing “Zaytsev db System” as your software solution .we are
proud to bring you software solutions though truly world class technology.
This user manual will guide operators to access the computerized system with
ease !
System Requirements
Processor Intel Core 2 Duo Recommended
RAM Minimum of 512MB

Operating System Microsoft Windows XP , Vista ,
Connectivity A High Speed Broadband Internet Connection
User Login and Security
The Zydsev db system has 2 user levels, Administrator and normal users .you
can create one administrator login and any number of normal user accounts.
Normal User logins have certain disabled features like adding new data and
database recovery system. Administrative Accounts have all the features
enabled.
Default Passwords
User: Admin
Pass: aa (you can change these passwords Lately)
Working with basics
Add New
Customer
Informatio
n
Add New
Stocks
Create a
New Sales
Record
View
Reports Access the
online
System
Figure 31 - Main Form

Log off the
Console for Restore Current
Advanced Database for a Session
users Previous
Version
Data and the Databases
Add, Delete, Modify, Update Data to databases is very easy. Just go though the
toolbar in data addling forms.
Figure 32 - Adding buttons
Restore Databases
If the database becomes corrupted or user wants to restore the database to a

previous date, backed up data file is used to restore the database. Every time
you close the program the database will be automatically backup you database.
Figure 33 - Data backup system

Using the Online System
You can view the Status and Customer reptiles though integrated online system
.customer replies will be forward to company mail address.
Figure 34 - Online System
If you have any difficulties with the intergraded system just logging through your
browser
http://www.apiit.site90.com
Troubleshooting
Some Run Time Errors occur when I lunch the program

This happens because Microsoft visual basic run time files and Microsoft jet 4.0
runtime files are not available in your PC.
Please refer Microsoft web site for more details.
Cannot add data to the databases

This happens because Microsoft jet 4.0 runtime files are not available in your
PC.
Cannot access the online system

You may don’t have a proper internet connection. Please check your internet
connection settings.
For more information please contact your Internet service provider.
If none of these seems to be the problem, please contact us.
Technical Details
If you want to manually restore your databases or copy database to another

location all the databases are found at following locations.
C:\sds
C:\backup
MINUTES OF MEETINGS
Date: 22 /12/20008
Venue: APIIT Sri Lanka, Colombo.
Meeting Number: 1
Members attended:
Name of the member CB Number Attendance

Sudantha CB003198 Present
Uditha Vedasinghe CB003191 Present
Dilshan Niranga CB003256 Present
Minutes:
Study Area Description

1. Introduction of the members. We discussed our IT skills and got to
know each other
2. Read Case Study. We read the case study thoroughly

noting down important points
3. Go through the Case Study. We all discussed preliminary points of

the given scenario.
4. Future Proceedings. Here we discuss our future proceedings

and made our time schedule.
Date: 08/ 0120009

Venue: APIIT Sri Lanka, Colombo.
Meeting Number: 3
Members attended:
Name of the member CB Number Attendance

Sudantha CB003198 Present
Uditha Vedasinghe CB003191 Present
Dilshan Nirange CB003256 Present
Jayanadhi Hiripitiya CB003214 Present
Minutes:
Study Area Description

1. Site visit information briefing. We discussed the information gathered from
the site visit.
2. Analyzing We all analyzed the system & decided how the
new system should work.
3.Arrange another meeting This is to prepare the feasibility report.
Informed the members to provide support
documents for the next meeting.
References
System Analysis and Design

4th Edition
By- Shelley/Cashman/Rosenblatt
ISBN 981-243-123-3
System Analysis &Design

By-Alan Dennis/ Barbara Haley Wixom

Software Solution For A Small Computer Shop

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System Analysis and Design | Zaytsev db System

Introduction to the Company...............................................................................2

As students of APIIT Sri Lanka, DF08A1ICT Batch, we were

Introduction to the Company

Visit to the shop

Company Name: Alpha Digital Computers

Scope/ Limitation: local market targeted shop

Services: Selling computer Hardware

Interview with: Sameera Perera

Outcomes: Analyzing the Current System used at the company and

Figure 1 - Alpha Digial Computers Shop

Figure 2 - Data Entry Process to the current system

PRELIMINARY INVESTIGATION REPORT

• User interface is not much user friendly

• Security features are not adequate

• No automated backup system

• No way of getting customer feedback

• No convenient data entry procedures

• Flow of forms is not efficient

Problems Brief Solutions

Security features are not adequate

No automated backup system Create an automated backup system

No way of getting customer feedback Create an online system enabling

No convenient data entry procedures Integrate an Excel like data entry

Flow of forms is not efficient

Practicality of the Proposed System in terms of Technology

In terms of hardware, only a standard Microsoft Windows XP compatible

Acquisition of Unavailable Technology

Assessment of the proposed system in terms of solving current business

So to solve that performance issue, proposed system will contain more

Purpose of the existing system was to provide information services to the

So if a data input method can be integrated to the system eliminating the

User management will only be available to administrators and several

Current mode of operation offers services which can be improved by

• Since the organization poses necessary hardware to support the proposed

Communication Expenses Rs 1000.00

Travel Expenses Rs 500.00

Storage Material & Rs 250.00

The organization will benefit having performance of the information system

Activity Dishan Sudantha Uditha Jayanadhi

Preparing The Gantt Chart & Pert  

Making the Questionnaires  

Interview the Management & Staff  

Analyzing the System  

Data Flow Diagram   

Preparation of Database and  

Testing & maintaining  

Finalization of the project    

 Brief Solutions Listed

Proposed system project is feasible and it is worthwhile to continue this

SYSTEMS DEVELOPMENT LIFE CYCLE

SYSTEM DEVELOPMENT LIFE CYCLE was used as our methodology in the

Figure 3 - Systems Development Life Cycle (SDLC)

Company Name: --------------------------------------------------------------------------

What Kind of System you are using now?

Are you using any Online System?

What Faculties you have got by your current System?

Track Transaction Data

Keep Stock and Sales Data

What Problems you are Having with your Current System?

Not User Friendly

Less Available options

Software Run Time Errors