Data Flow Diagram: User Name & Password

DATA FLOW DIAGRAM
LEVEL 0 DFD OF COMPUTER INSTITUTE

MANAGEMENT SYSTEM
User name &

Password
Storing Modifying
Students Data
And Retrieving
Details of
Student
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LEVEL 1 DFD OF COMPUTER INSTITUTE MANAGEMENT SYSTEM

Verification Of The
Data
Attempt Granted For

Three Times
Access Denied
Access
Granted
Addition Of New
Records
MDI/ Main Menu

Reports
Cash Detail Reports i.e.

Fee Detail.
New Student
Edit
Reports
Records
Editing Of Records
Student Detail
Reports
Printing
Cancellation &
Reprinting
Printing Of Fees
Receipt
Storing, Manipulation & Retrieval Of Student Data
20
DATA DICTIONARY
Data dictionary may cover the whole organization, a part of the organization or
a database. In its simplest form, the data dictionary is only a collection of data
element definitions, according to descriptions below. More advanced data
dictionary contains database schema with reference keys, still more advanced
data dictionary contains entity-relationship model of the data elements or
objects.
TABLES USED IN DATABASE

TABLE 1:
NAME: Users
PURPOSE: It stores the details of the users working on the software..
TABLE 2:
NAME: Student
PURPOSE: It stores the details of the students in the institute
TABLE 3:
NAME: Instructor
PURPOSE: It stores the details of the instructors/teachers in the institute.
TABLE 4:
NAME: Course
PURPOSE: It stores the details of the courses offered by the institute.
TABLE 5:
NAME: Transaction
PURPOSE: It stores the details of the payment details of students.
21
DESIGN PHASE
The design phase focuses on the detailed implementation of the system
recommended in the feasibility study. Emphasis is on translating performance
specifications into design specifications. The design phase is a transition from a
user-oriented document (system proposal) to a document oriented to the
programmers or database personnel.
The design process is a set of iterative steps that allow the designer to describe
all the aspects of the software to be built, based on the user specification.
System design goes through two phases:
Logical Design: When analysts prepare the logical system design, they
specify the user needs at a level of detail that virtually determines the
information flow into and out of the system and the required data
resources.
Physical Design: This produces the working system by defining the
design specifications that tell programmers exactly what the candidate
system must do. In turn, the programmer writes the necessary programs
or modifies the software package that accepts input from the user,
performs the necessary calculations through the existing file or database,
produces the report on the hard copy or displays it on the screen and
maintains an updated database at all times.
A good system design is the key to effective engineering process. It serves as a
bridge between analysis activities that describe those properties a system should
posses, and implementation activities that describe the language and
environment.
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The requirements analysis phase defines WHAT a system must do and the
design phase states HOW to do it.
The term design is used in two ways. When used as a verb, it represents the
process of design & when used as a noun, it represents the result of the design
process, which is the design for the system. The goal of the design process is to
provide a model or representation of a system, which can be used later to build
that system. The produced model is called the design of the system. The design
process is essentially a blue print of a solution for the system. The input to the
design phase is the specifications for the system to be designed.
23
INPUT/OUTPUT DESIGN
A good GUI application should be very user friendly. It should be simple and
easy to use. It should have a consistent look and feel throughout. A good
interface design along with proper error handling can ensure best performance
from a software product.
The different GUI controls to be used in the application are:
Command Button This control is used to initiate some function based
on a users action of clicking the button.
Option Button This is similar to the command buttons in function
except for the fact that a user can select only one of the options at a time
from a group of option buttons.
Text Box It is a rectangular shaped box used for taking user input.
Frame This control is used to group different controls on a form.
Picture Box This control is used to display images.
Label This control is used to display some text that a user cant edit. It
is basically used to identify a particular control on the form.
Combo Box This control allows a user to select an item from a list of
options available. The user can also add some input of its own.
Scroll Bars These controls help a user to scroll some image or data
horizontally and vertically.
Menu Controls The menus provide various options and commands
available in the application to the user.
Tool Bars These controls are used to display different tools.
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Timer Control A good control for controlling graphics and animations

in visual basic. Using it you can repeat a particular code at a regular
interval of time.
Check Boxes These buttons can be used to provide the users with some
options from which none, some or all options can be selected.
OUTPUT OF THE SYSTEM

The output of the system also needs to be very clear and simple in layout. It
should serve its purpose well by providing the right kind of information to the
user at the right time. The GUI should be very-very user friendly. There should
be report printing facility to generate a hard copy of all the current status of the
system.
Attractiveness of the system output also matters. Very often the success and
acceptance of a system depends on good presentation of he output.
25
TESTING
Testing is a very critical activity that ensures the liability of a particular software
product. During this activity the software to be tested is executed with a set of
tests, and the output and functioning of the program are evaluated. It is done to
ensure whether the system meets the specified requirements or not.
Testing can bring forth some aspects that have not been considered or covered
by the developers. Testing a large program is a complex process that can be
broken down into two parts:
unit testing
system testing
In the first case the different modules of the application are tested individually.
In case of system testing the software is tested as a whole. The system
undergoes several tests like:
time tests
performance tests
memory tests
input and output tests, etc.
Testing can be done in the following three phases:

Programmatic Testing This is done to determine whether the
application works according to the specifications. Here it is checked
whether the application is providing all the required functionalities and
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features or not. All the validations are checked thoroughly. All the links
are tested and the database functionalities are also checked.
User Testing In this phase it is ascertained whether the target audience
of the application can use the application easily and effectively. Is the
software system is serving their purpose and fits their requirements or
not. It is checked whether they are satisfied with the information
provided. They are asked about the clarity, attractiveness and the overall
presentation of the screens and reports.
Goal Testing Finally this test is performed to test whether the
application meets the goals, which were set before developing the
application. Here it must be ensured that the organization is satisfied with
the working and presentation of the application.
TESTING USED IN THIS PROJECT
UNIT TESTING
It is one of the white-box oriented testing. Unit testing focuses verification
efforts on the smallest unit of software design- the software component and
module. As in this project various modules are:
student registration module, instructor entry
modules
module ,
generating charges
providing facilities module and so on .So, various modules are
independently tested here to ensure that information properly flow into and out
of the various modules
27
IMPLEMENTATION
This is almost the last stage of the system development life cycle. Implementing
the developed system in the real environment is a very big and important task. It
requires utmost care. There are various ways to implement the new system.
Direct Cutover: This is a rather risky method in which the entire old
system is directly replaced by the new one. This method should be
adopted when there is high confidence on the new system and there is not
much risk in shutting down the old system.
Parallel Conversion: In this method the old and new system work
simultaneously. As soon as the new system is fully approved of being
perfect the old system is fully stopped.
Phase-In Method: In this method the new system is implemented in
phases.
Pilot System: In this method, an important module of the old system is
replaced by the new one to check its performance. Gradually the entire
system is replaced if the new system works properly.
28
USER TRAINING
An analysis of user training focuses on two factors: user capabilities and the
nature of the system being installed. Users range from native to sophisticated
experts. It involves learning how to use the newly installed system.
Elements of User Training:
Manuals- It is very important to provide proper documentation to the
users about the system. This manual can help them understand different
features of the system.
Demonstrations: Live demos are very important and effective means for
user training. More information is conveyed through this method than just
reading.
Resident Expert: Training in this case is more rapid, which means a

quicker use of the system on regular basis.
29
VALIDATIONS
No important field like the idno, uname must be left blank.
Only numeric data should be allowed in fields like amount.
Only valid users must be allowed to use the transactions.
Date/Time must be in a correct format.
Only text data should be allowed in fields like uname.
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FORMS
Splash Form
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Login Form
32
Main Form
33
Student Entry Form
34
Instructor Entry Form
35
Course Entry Form
36
Fees Payment Form
37
New User Entry Form
38
Change Password Form
39
Student Details Form
40
Instructor Details Form
41
42
Course Details Form
43
Payment Details Form
44
Users Report
45
Students Report
46
Instructor Report
47
Courses Report
48
Payments Report
49
SOURCE CODE
Form-1 (Splash)
Private Sub Timer1_Timer()

ProgressBar1.Value = ProgressBar1.Value + 3
If ProgressBar1.Value = 99 Then
Unload Me
frmlogin.Show
End If
End Sub
Form-2 (Login)
50
Private Sub Command1_Click()

s = "select * from users where username = '" & Text1.Text & "' and pass = '" &
Text2.Text & "'"
'MsgBox s
If rs.State = 1 Then rs.Close
rs.CursorLocation = adUseClient
rs.Open s, cn, adOpenStatic, adLockBatchOptimistic
If rs.RecordCount = 1 Then
MsgBox ("Login Successful"), vbInformation, "Success"
frmmain.Show
Unload Me
Else
MsgBox ("Unsufficieent Or Invalid Entry"), vbCritical, "Wrong ID n Password"
End If
End Sub

End
End Sub
Private Sub Form_Load()

If cn.State = 1 Then cn.Close
cn.CursorLocation = adUseClient
cn.Open "provider = msdaora.1; user id = scott; password= tiger"
End Sub
Form-3 (Main)
51
Private Sub about_Click()

frmabout.Show
End Sub
Private Sub Changepassword_Click()
frmchangepass.Show
End Sub
Private Sub CollectionFromStudents_Click()
frmrecpayment.Show
End Sub
Private Sub Collectionlist_Click()
frmpaydetail.Show
End Sub
Private Sub coursedetails_Click()

DataReport2.Show
End Sub
Private Sub coursedetailss_Click()
frmcouentry.Show
End Sub
Private Sub Coursepackage_Click()
End Sub
Private Sub Courses_Click()
DataReport2.Show
End Sub
52
Private Sub Courseslist_Click()

frmcoudetails.Show
End Sub
Private Sub Createuser_Click()
frmuserentry.Show
End Sub
Private Sub Exit_Click()
End
End Sub
Private Sub Instructordetails_Click()
frminstdetails.Show
End Sub
Private Sub Instructorlist_Click()
frminsdetail.Show
End Sub
Private Sub Instructors_Click()
DataReport4.Show
End Sub
Private Sub Label1_Click()
End Sub
Private Sub Paymentlist_Click()
frmpaydetail.Show
End Sub
53
Private Sub Payments_Click()

DataReport5.Show
End Sub
Private Sub Studentdetails_Click()
frmstuentry.Show
End Sub
Private Sub Studentlist_Click()
frmstudetail.Show
End Sub
Private Sub Studentsdetails_Click()
End Sub
Private Sub Students_Click()

DataReport1.Show
End Sub
Private Sub Users_Click()
DataReport3.Show
End Sub
Form-4 (New Student Entry)

54

rs.Open "select * from student ", cn, adOpenStatic, adLockBatchOptimistic
rs.AddNew
rs(0) = Text1.Text
rs(1) = Text2.Text
rs(2) = Text3.Text
rs(3) = Text4.Text
rs(4) = Text5.Text
rs(5) = Text6.Text
rs(6) = Text7.Text
rs(7) = Text8.Text
rs(8) = Text9.Text
rs(9) = DTPicker1.Value
rs.UpdateBatch
MsgBox "Record Saved Successfully", vbInformation, "Saved"
End Sub
Text1.Text = Clear
Text2.Text = Clear
Text3.Text = Clear
Text4.Text = Clear
Text5.Text = Clear
Text6.Text = Clear
Text7.Text = Clear
Text8.Text = Clear
Text9.Text = Clear
End Sub
Me.Hide
55
End Sub
Form-5 (New Course Entry)

rs.Open "select * from course", cn, adOpenStatic, adLockBatchOptimistic
rs.AddNew
rs(0) = Text1.Text
rs(1) = Text2.Text
rs(2) = Text3.Text
rs(3) = Text4.Text
rs.UpdateBatch
MsgBox "New Course Saved", vbInformation, Saved
End Sub
Text1.Text = Clear
Text2.Text = Clear
Text3.Text = Clear
Text4.Text = Clear
End Sub
Me.Hide
End Sub
Form-6 (New User Entry)
56

rs.Open "select * from users ", cn, adOpenStatic, adLockBatchOptimistic
rs.AddNew
rs(0) = Text1.Text
rs(1) = Text2.Text
rs.UpdateBatch
MsgBox "User Information Saved Successfully", vbInformation, "Saved"
End Sub
Me.Hide
End Sub
Form-7 (Student Detail)

Public rs1 As New ADODB.Recordset
s = "select * from student"
Set DataGrid1.DataSource = rs
End Sub
s = "select * from student where stu_id='" & Combo1.Text & "'"
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End Sub
Private Sub DataGrid1_Click()
End Sub

If rs1.State = 1 Then rs1.Close
rs1.CursorLocation = adUseClient
rs1.Open "select stu_id from student", cn, adOpenStatic,
adLockBatchOptimistic
For i = 0 To rs1.RecordCount - 1
Combo1.AddItem (rs1(0))
rs1.MoveNext
Next i
End Sub
Form-8 (Instructor Detail)
58

s = "select * from instructor where inst_id='" & Combo1.Text & "'"
End Sub
s = "select * from instructor"
End Sub
rs.Open "select inst_id from instructor", cn, adOpenStatic,
For i = 0 To rs.RecordCount - 1
Combo1.AddItem (rs(0))
rs.MoveNext
Next i
End Sub
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Form-9 (Courses Detail)

s = "select * from course where course_id='" & Combo1.Text & "'"
End Sub
cn.Close
s = "select * from course"
End Sub
rs.Open "select course_id from course", cn, adOpenStatic,
rs.MoveNext
Next i
End Sub
60
Form-10 (Payments Detail)

s = "select * from transaction where bill_no='" & Combo1.Text & "'"
End Sub

cn.Close
s = "select * from transaction"
End Sub
61

rs.Open "select bill_no from transaction", cn, adOpenStatic,
rs.MoveNext
Next i
End Sub
62
CONCLUSION
This project is an automation of the tasks that are being performed in a

computer institute like registration of students, faculties, receipts of students
fees, payments of salaries to faculties, etc.
The following points are concluded about this system:
It reduces the time consumed significantly that was taken in the
traditional manual records system in executing tasks such as the time in
making manual records of students, salary slips of faculties etc.
It also reduces the cost incurred in stationery and on staff to a great extent
because less stationery and staff members are required to in the execution
of the tasks of the institution.
It became quite easy for the management to do financial planning for the
institution as the system keeps records of financial activities occurring in
the institution.
Hence it is concluded that the automated system has a lot of advantages over the
existing manual record system. It is actually correcting the drawbacks of the
current system.
63
ADVANTAGES
This automated system has a lot of advantages over the old manual system. The
main advantages that it is providing include:
The new automated system is totally computerized. Hence all the tasks
will be executed automatically using the computer system which will
make this execution really faster than it was in old system where all tasks
were executed manually by human beings.
Since the use of computer is now involved in this automated system, so

less stationery will be consumed in various tasks such as intermediate
calculations of salaries, fees, etc. So the cost that was incurred on
stationery will be cut off to a great extent.
As this system will be running on a computer system which will be

operated by a single computer operator, less staff will be required to
employ. So the cost incurred in staffing and staff salaries will be reduced
by a great extent.
The record searching for details of any particular student, such as fees
dues, or details of any faculty member will become easier because of the
use of computer system.
As the system is maintaining the details of fees received and salaries paid
to faculty members, it will become easy for the institutes management to
analyze the financial position of the institute.
64
LIMITATIONS
The Software product Computer Institute Information System is a very

useful and has several advantages over a manual system. Use of this software,
no doubt will result in faster processing and better service and will prove to be
a user friendly software which would be so easy to use form different age
groups and a better service but it has some limitations also. These limitations
include:
The software does not allow the online implementation of the project and
it is only available for a standalone system.
Payment can be done only through cash, as it does not hold credit card
system.
The capability of allowing Client Server interface if included in the
Project will allow multiple branches of the store to store the data such
that some center location from where different client systems can store
and retrieve the data. This will thus also allow wide scale operation of the
software.
Reports cannot be generated which is the biggest limitation.
Not protected as anybody can view the transactions and the details of
various customers and can also modify them.
65
FUTURE SCOPE
At a later point of time we plan to enhance our software. The following points
would be given emphasis on:
1) The facility of payments of employees (instructors) will also be provided
in future.
2) The facilities such as Head Of Department (HOD) would also be
provided.
3) This Computer Institute Management System contains several modules
that make the different student related processes easy and much more
efficient.
4) The database of all students
processes ensures minimum errors and
increased comfort.
5) In future the application can be extended to hold enhanced features and
powerful querying capabilities.
6) The different departments and branches of the institute can be connected
together via a computer network and the application can be easily
modified to run in a networking environment.
7) This will help in keeping and maintaining the accounts of different users.
8) All the current data and information will be available to all the valid users
across the institute network.
66

Data Flow Diagram: User Name & Password

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DATA FLOW DIAGRAM

LEVEL 0 DFD OF COMPUTER INSTITUTE

User name &

LEVEL 1 DFD OF COMPUTER INSTITUTE MANAGEMENT SYSTEM

Attempt Granted For

MDI/ Main Menu

Cash Detail Reports i.e.

Storing, Manipulation & Retrieval Of Student Data

TABLES USED IN DATABASE

Timer Control A good control for controlling graphics and animations

OUTPUT OF THE SYSTEM

Testing can be done in the following three phases:

providing facilities module and so on .So, various modules are

Resident Expert: Training in this case is more rapid, which means a

Student Entry Form

Instructor Entry Form

Course Entry Form

Fees Payment Form

New User Entry Form

Change Password Form

Student Details Form

Instructor Details Form

Course Details Form

Payment Details Form

Private Sub Timer1_Timer()

Private Sub Command1_Click()

Private Sub Command2_Click()

Private Sub Form_Load()

Private Sub about_Click()

Private Sub coursedetails_Click()

Private Sub Courseslist_Click()

Private Sub Payments_Click()

Private Sub Students_Click()

Form-4 (New Student Entry)

Private Sub Command1_Click()

cn.Open "provider = msdaora.1; user id = scott; password= tiger"

Form-5 (New Course Entry)

If cn.State = 1 Then cn.Close

Form-7 (Student Detail)

Private Sub Form_Load()

Private Sub Command1_Click()

Form-9 (Courses Detail)

Form-10 (Payments Detail)

Private Sub Command2_Click()

If rs.State = 1 Then rs.Close

This project is an automation of the tasks that are being performed in a

Since the use of computer is now involved in this automated system, so

As this system will be running on a computer system which will be

The Software product Computer Institute Information System is a very

processes ensures minimum errors and

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