Project Report

On

COLLEGE MANAGEMENT system

For
AnnasahebMagarMahavidyalaya
College, Hadapsar ,Pune 28.

Submited To
University of Pune
In Partial Fulfillment Of The Requirement
For The Award Of The Degree In

Bachelor Of Computer Application (B.C.A.)

Submitted by
MahendraTawade
And
SantoshPatil
Under The Guidance Of
Prof.Mane Asha. C.
Year 2014-15

College Management System

CERTIFICATE
This is to certify that,
Mrs. Mahendra&SantoshPatil
has completed her work on project report entitled
College
Management
System
academic year of 2013-14.

for

the

for AnnasahebMagarCollege,Hadapsar,Pune
28 in Visual Basic 6.0 in the partial fulfillment of
the award of the degree Bachelor of Computer
Application(BCA
Sem -V) throughUniversity
OfPune.
This work has been carried out under
my guidance to the best of my knowledge and
belief the matter presented in this project report
has not been submitted earlier and it is his original
work.

HEAD OF DEPARTMENT
EXAMINER

EXTERNAL

[PROF. Mane Asha.C]

Principle

INTERNAL

EXAMINER

College Management System

ACKNOWLEDGEMENT

We are very grateful to present the project report

on

COLLEGE Management SYSTEM

We would like to express our explicit thanks and
acknowledgement to our project guides for their kindly
and timely guidance.
We are very grateful to all the people for giving us
valuable advice, time and suggestion and making this
project success.
Special thanks to our HOD Prof.Mane Mam for her
help and providing us ample laboratory time.
We wish to record our application to all our friends
and others who helped us throughout the project work
directly or indirectly.

College Management System

CONTENTS
1. Introduction
1.1 Purpose
1.2 Scope
1.3 Technologies used
1.4 Overview
2.SYSTEM OVERVIEW AND DESIGN
2.1 Goals of Proposed System
2.2 Background
2.3 Project Requirements
2.4 User Characteristics
2.5 Constraints
3. Feasibility Study
3.1 Technical Feasibility
3.2 Economical Feasibility
3.3 Operational Feasibility
4. Entity Relationship Diagram
5. Context Level Diagram
6. Data Flow Diagrams
7. Data Tables
8. Snapshots
9. Advantage of System
10. Limitations of System
11. Conclusion
12. Future Enhancement
College Management System

13.Bibliography

1.1) Purpose
The Software is for the automation of College
Management.
It maintains onelevels of users:1- Administrator Level
The Software includes:-Maintaining Student,Staff,Department,Course
details.
- Fee Receipt and Report generation.

1.2) Scope
It can be used in any college for maintaining details
Student,Staff,Department,Course details.

1.3) Technologies to be used

This project will be a desktop application to be developed in
VB 6.0 having MSAccess as backend.

Database Design (Ms Access)

Form Design (VB 6.0)
Coding (VB 6.0)
Testing (VB 6.0)
Reporting Tool (Data Report)

1.4) Overview
Project is related to College Management System.
The project maintains two levels of users:College Management System

 Administrator Level
Providing Feesdetails Student.

2.SYSTEM OVERVIEW AND DESIGN

2.1) Goals of proposed system
1.Planned approach towards working: -. The data will be
stored properly in data stores,which will help in retrieval of
information as well as its storage.
2. Accuracy: - The level of accuracy in the proposed system will
be higher. Alloperation would be done correctly and it ensures
that whatever information iscoming from the center is accurate.
3. Reliability: - The reliability of the proposed system will be
high due to theabove stated reasons. The reason for the
increased reliability of the system is thatnow there would be
proper storage of information.
4. No Redundancy: - In the proposed system utmost care
would be thno
information is repeated anywhere, in storage or otherwise. This
would assureeconomic use of storage space and consistency in
the data stored.
5. Immediate retrieval of information: - The main
objective of proposedsystem is to provide for a quick and efficient
retrieval of information. Any typeof information would be available
whenever the user requires.
College Management System

6. Immediate storage of information: - In manual system

there are manyproblems to store the largest amount of
information.
7. Easy to Operate: - The system should be easy to operate
and should be suchthat it can be developed within a short period
of time and fit in the limited budgetof the user.

2.2) Project Requirements

Hardware Requirement
Processor
Pentium II, Pentium
III,

Ram

Disk space

64 Mb or Higher

100 mb

Pentium IV or
higher
Software Requirements
Operating System
Win-98, Win-XP,Win-7

Database
Ms Access

2.3) User Characteristics

Every user should be:
Comfortable of working with computer.
He must also have basic knowledge of English too.

College Management System

3. Feasibility Study
3.1) Technical feasibility
A study of resource availability that may affect the ability to
achieve an acceptable
Front-end selection:
It must have a graphical user interface that assists
employees that are
not from IT background.
. Scalability and extensibility.
. Flexibility.
. Robustness.
. According to the organization requirement and the culture.
. Must provide excellent reporting features with good printing
support.
. Platform independent.
. Easy to debug and maintain.
. Event driven programming facility.
Back-end Selection:
. Efficient data handling.
College Management System

. Provide inherent features for security.

. Efficient data retrieval and maintenance.
Stored procedures.
. Popularity.
. Operating System compatible.
. Easy to install.
Various drivers must be available.
. Easy to implant with the Front-end.

3.2) Economical feasibility

The cost of hardware and software for the class of
application being considered.
The benefits in the form of reduced cost.
The proposed system will give the minute information, as a
result theperformance is improved which in turn may be
expected to provide increasedprofits.
This feasibility checks whether the system can be
developed with the availablefunds. The College
Management System does not require enormous amount
ofmoney to be developed. This can be done economically if
planned judicially, so itis economically feasible. The cost of
project depends upon the number of manhours required.

3.3) Operational Feasibility

It is mainly related to human organizations and political aspects.
The points to be considered are:
What changes will be brought with the system?
What organization structures are disturbed?
What new skills will be required? Do the existing staff
members have theseskills? If not, can they be trained in due
course of time?

College Management System

COLLEGE management system

Erd
Password

Username

Receipt
Date

Receipt
NO

Take

Admin
1

Work
In

Give
Has
Department
Name

Receipt
1

Department No

M
Has
M

Staff

Departme
nt
1
Has

IS

Visit

Student
M

M
M

Non_Teachi
ng
No

Course
Teaching
1

Register

Teach

Has

Name
M

Fees
1

No

Name

Take

M
Subject

College Management System

Pay

College ManagementSystem
CLD

College Management System

FIRST LEVEL DFD

Course

Student

Course Details
Student Details

Verify
& Password

Admission

Staff

Staff
Details
Staff Status

Department
Student
Admission
Process

Department

0.0
College
Managem
ent
System

Course Details
Fee Status
Fee
Fee Details
All
Details
Report
Admin

Department

Student
Fee
Process

Department
Process

College Management System

college Management System

FIRST LEVEL DFD

Teaching Staff
details
Staf
Non_Teaching
Staff details

New Staff
Entry

Non_Teaching
AND
Teaching Details

Process

Fee details
Fee

Student
List

Student List
Staff Info

Staf
Details

Report
Generatio
n

Admin

Course List
Course

College Management System

7. Data table
student table
Field Name

Data
type

Widt
h

constrai
nt

Description

FormNo

Text

30

PK

FormNumber

NameOfCourse

Text

30

FK

NameOfCourse

AdmissionDate

Text

30

AdmissionDate

StudentName

Text

40

StudentName

DateOfBirth

Number

12

DateOfBirth

Gender

Text

30

Gender

Nationality

Date/Time 8

Nationality

Category

Number

10

Category

PermanentAddr
ess

Text

20

PermanentAddress

District

Text

30

District

State

Text

20

State

Area

Date/time

Area

E-mail Id

Number

E-mail Id

NameOfUniverci Text
ty/Board

20

NameOfUnivercity/
Board

NameOfInstitut
e

Text

20

NameOfInstitute

YearOfPassing

Text

30

YearOfPassing

SeatNo

Text

30

SeatNo

TotalMark

Text

30

TotalMark
College Management System

MarkObtained

Text

20

MarkObtained

Persentage

Text

20

Persentage

Teaching staf table

Field Name

Data
type

Widt
h

constrai
nt
PK

Description

EMPLOYEEID

Number

EMPLOYEENAME

Text

30

EMPLOYEENAME

EMPLOYEEADDR
ESS

Text

30

EMPLOYEEADDRESS

EMPLOYEECITY

Text

12

EMPLOYEECITY

EMPLOYEEPHON
ENO

Text

20

EMPLOYEEPHONEN
O

GENDER

Date/ti
me

GENDER

DATEOFBIRTH

Number

DATEOFBIRTH

DEPARTMENTNA
ME

Number

EMPLOYEEPOST

Text

EMPLOYEEPOST

JOININGDATE

Date/ti
me

JOININGDATE

QUALIFICATION

Text

20

QUALIFICATION

SPECIALSUBJECT Text

SPECIALSUBJECT

EXPERIENCE

Text

EXPERIENCE

E-mailADDRESS

Text

E-mailADDRESS

FK

EMPLOYEEID

DEPARTMENTNAME

College Management System

Non_Teaching staf table

Field Name
EMPLOYEEID

Data
Widt constrain
Description
type
h
t
Number
9
PK
EMPLOYEEID

EMPLOYEENAME

Text

20

EMPLOYEENAME

EMPLOYEEADDRESS

Text

20

EMPLOYEEADDRESS

EMPLOYEECITY

Text

EMPLOYEECITY

EMPLOYEEPHONENO

Number

10

EMPLOYEEPHONENO

GENDER

Text

GENDER

DATEOFBIRTH

Date/Tim
e
Text

DATEOFBIRTH

EMPLOYEEPOST

JOININGDATE

QUALIFICATION

Date/Tim
e
Text

QUALIFICATION

EXPERIENCE

Text

EXPERIENCE

SALARY

Number

SALARY

SALARYDATE

Number

SALARYDATE

EMPLOYEEPOST
JOININGDATE

College Management System

Department table
Field Name

Data
type

Widt
h

constrai
nt

DEPARTMENTN
O

Number

PK

DEPARTMENT

Text

20

DEPARTMENTNO
DEPARTMENT

NAME
DEPARTMENT

NAME
Date/time

DEPARTMENT

LOCATION
DEPARTMENT

Description

LOCATION
Text

DEPARTMENT

HEAD

HEAD

fee TABLE
Field Name

Data
type

Widt
h

constrai
nt

Description

CourseName

Text

20

CourseName

StudentID

Number

20

PK

StudentID

StudentName

Text

20

FK

StudentName

Date Of Birth

Date/Time 9

DOB

TotalFee

Number

TotalFee

PayedFee

Number

PayedFee

RemainingFee

Number

RemainingFee

AcademicYear

Number

AcademicYear
College Management System

Course details table

Field Name
CourseCode

Data
type
Number

Widt constrain
h
t
9
PK

CourseName

Text

20

CourseName

Course
Incharge
Course Intakes

Text

20

Course Incharge

Text

20

Course Intakes

Starting Year

Text

Starting Year

DEPARTMENT
No

Number

FK

Description
CourseCode

Department No

fee Receipt details Table

Field Name

Data
type

Widt
h

constrai
nt
PK

Description

ReceiptNo

Number

ReceiptNo

ReceiptDate

Text

30

StudentID

Text

30

StudentName

Text

12

StudentName

CourseName

Text

CourseName

Date Of Birth

Date/Time 10

Date Of Birth

ADMISSIONFEE

Number

10

ADMISSIONFEE

LAB FEE

Number

LAB FEE

LIBRARYFEE

Number

LIBRARYFEE

ReceiptDate
FK

StudentID

College Management System

INTERNALTEST

Number

10

INTERNALTEST

TUTIONFEE

Number

10

TUTIONFEE

Total Fee

Number

10

Total Fee

Paid Fee

Number

30

Paid Fee

Remaining Fee

Number

30

Remaining Fee

8. Snapshots
College Management System

LOGIN
College Management System

MDI FORM

STUDENT RECORD SEARCH

College Management System

STAFF RECORDSEARCH

DEPARTMENT RECORD SEARCH

College Management System

COURSE REGESHRATION & SEARCHING8

STUDENT ADDMISSION FORM

College Management System

STUDENT FEE
College Management System

INSERT FEE AMOUNT

8

STUDENT FEE RECEIPT

College Management System

LOGIN FOR FEE MODIFICATION

College Management System

NEW TEACHING STAFF

College Management System

NON TEACHING STAFF

8

NEW DEPARTMENT
College Management System

College Management System

College Management System

COMPLET FEE REPORT

REPORT

College Management System

INCOMPLET FEE REPORT

REPORT

STUDENT & STAFF REPORT8

College Management System

STUDENT REPORT

TEACHING STAFF REPORT

College Management System

NON TEACHING STAFF REPORT

COURSE LIST
College Management System

9.Advantage of System

College Management System

1.GoodReports.
2.User Friendly Environment.
3.Easy Working.
4.Reduce Time In Process.
5.Print of Report,Certificate,Fee Receipt.
6.Maintain Record.
7.This system helps to keep information
systematically and easily.

10.Limitation of System
College Management System

 Error prone manual calculation: - Manual calculations

are error prone and take a lot of time this may result in
incorrect information. For example calculation of patients
bill based on various treatments.
Preparation of accurate and prompt reports: - This
becomes a difficulttask as information is difficult to collect
from various registers.
This cannot work on LAN and web

11. Conclusion

1)
It is easy to handle and user friendly
2)
Does not require more computer
knowledge
3)
its overcome all disadvantage which
occur in manual system
4)
it avoid calculation error

College Management System

12 FutureEnhancement

:: Provide data security.

13.Bibliography
Books:College Management System

 Software Engineering.

-by Roger

Pressman
The complete reference Visual Basic
6.0
-by Jeffery R.
Shapiro

Websites: www.gsmarena.com
www.google.com

College Management System