MINI PROJECT INITIAL REPORT ON

YOUTH FESTIVAL MANAGEMENT

SYSTEM
IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR
THE AWARD OF THE
DEGREE IN

BACHELOR OF COMPUTER APPLICATIONS

OF
MAHATMA GANDHI UNIVERSITY
KERALA

Submitted by
K M FARIS MOHAMED
ROLL NO: 170134

DEPARTMENT OF COMPUTER APPLICATIONS

(2019-2020)
M.E.S. COLLEGE MARAMPALLY
ALUVA -7

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 M E S COLLEGE, MARAMPALLY
ALUVA-7

DEPARTMENT OF COMPUTER APPLICATIONS

Certificate
This to certify that the report entitled

YOUTH FESTIVAL MANAGEMENT SYSTEM

Has been submitted by

K M FARIS MOHAMED
ROLL NO: 170134
In partial fulfillment of the award of the degree in
BACHELOR OF COMPUTER APPLICATION
OF
MAHATMA GANDHI UNIVERSITY
During the academic year 2019-2020
Register No: 170021096202
Project Guide Head of the Department
Submitted for the examination held on ……………………………….
Examiners
1.
2.

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 MES COLLEGE MARAMPALLY
MARAMPALLY, ALUVA-7.
DEPARTMENT OF COMPUTER APPLICATIONS
PROFORMA FOR APPROVAL OF B.C.A. PROJECT REPORT (2019-2020)

1.Roll Numbers : ………………………………………

2.Names of the Students : ………………………………………

3.Title of the Project : ………………………………………

………………………………………

4.Name and address of the firm : ………………………………………

………………………………………
………………………………………
Phone number : ………………………………………
Name of the Guide
(Firm/ Organization) : ………………………………………

5.Software used in the Project : ………………………………………

………………………………………
6.Date of Submission : ………………………………………

Signature of the Student Signature of the

Guide (Firm/Organization)
Signature of staff in charge
Suggestions for reformulating the Project if any:

Signature of internal guide with date

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 ACKNOWLEDGEMENT

At the very outset I would like to give first honour to GOD who gave the
wisdom and knowledge to complete this project.

My extreme thanks goes to the PRINCIPAL, Dr. A. BIJU for providing the
necessary facilities for the completion of this project work in my college.

I sincerely extend our thanks to Dr. Murugan R, Associate Professor and Head
of the Computer Applications Department for all the help.

I wish to extend our sincere thanks to my guide Mr. Joseph Deril, Assistant
Professor, Department of Computer Applications for his valuable guidance and support. I
thank them for the timely suggestions and constant encouragement that boosted up my
morale and led to accomplishment of this project.

I finally like to thank my parents, my friends and all my well-wishers who

supported me directly and indirectly during my project.

K M FARIS MOHAMED

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TABLE OF CONTENTS
Contents Page no
1. Introduction 7
1.1 Introduction 8
1.2 Objective of the project 8

2. Requirement and Analysis 9

2.1 Introduction 10

2.2 Problem definition 10

2.3 Select the software development model 10

2.4 Requirement Specification 10

2.4.1 Existing System 11

2.4.2 Proposed System 11

2.4.3 Justification for the proposed System 12

2.4.4 Benefits of proposed system 12

2.5 Project planning 12

2.6 Project Scheduling 13

2.7 Feasibility Study 14

2.7.1 Economic Feasibility 14

2.7.2 Technical Feasibility 14

2.7.3 Operational Feasibility 14

3. Software Requirement Specification (SRS) 15

3.1 Introduction 16

3.1.1 Purpose 16

3.1.2 Scope 16

3.1.3 Definition, Acronyms, and Abbreviations 16

3.1.4 References 16

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 3.1.5 Overview 17

3.2 Overall Description 17

3.2.1 Product Perspective 17

3.2.2 Product Functions 17

3.2.3 User Characteristics 17

3.2.4 Constraints 18

3.2.5 Assumptions and dependencies 18

3.3 Specific Requirements 19

3.3.1 External interfaces 19

3.3.2 Functional requirements 19

3.3.3 Performance requirements 20

3.3.4 Logical database requirements 21

3.3.5 Design constraints 21

3.3.6 Software system attributes 21

3.3.7 Organizing the specific requirements 22

4 Supporting Information
4.1 ER and DFD

4.2 Appendixes

5. Software and hardware requirement 30

5.1 Software requirements 31

5.2 Hardware requirements 32

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1.INTRODUCTION

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INTRODUCTION

The project entitled “Youth Festival Management System” help

reduces the efforts of the teachers and students. It helps to
keep track of program list, participants, schedules, scoreboard,
mark entry

1.1 OBJECTIVE

The main objective of the system is to computerize Youth

Festival. The effort given here is to convert the current system
of managing data of the college youth festival into a
computerized system, so that a faster, secure, error free and
efficient computer system involves. In the very first stage,We
have to identify the problem and collect details of problems. It
involves gathering of information about the problem of
existing system, how the problem must be solved and finding
the cost estimates and implementation specification of the
new system to improve the current system. Convert the
present manual system to a new computerized system. so the
system should provide better performance, make searching for
information easier. Reduce delay in data receiving.

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2.REQUIREMENT AND ANALYSIS

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2.1 INTRODUCTION
Analysis is the study of various operations performed by the
system. During analysis data are collected on different files. System analysis
involves gathering of necessary information and using the structured tool for
analysis. This includes studying the existing system and its drawback,
designing a new system and conducting cost-benefit analysis.

2.2 PROBLEM DEFINITION

Every system consists of several problems. The manual process of
Youth Festival Management also has some problems. Existing system is
manual in nature. The necessary details are stored in printed sheets. The
existing system is inefficient since all the data manipulations are carried out
manually. This consume considerable amount of time and lots of paper work
needed. Also there are chances for error to occur. Manual work causes
considerable delay. So in order to increase the efficiency manual system must
be computerized.

2.3 SOFTWARE DEVELOPMENT MODEL

I select the Prototyping model for my project as the system
development tool.

2.4 REQUIREMENT SPECIFICATION

The Youth Festival Management System automation deals with the
Adding Authority , adding Programs , adding rules , registration of students
,result entry ,display participants list ,display score board ,show rules etc..

2.4.1 Existing System

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The existing system is considered as manual paper processing system. All
works done with a lot of paper work involved. Paper work is one of the old
fashioned methods. Paper can easily get damaged or get lost leading to loss
of data. It is also expensive to keep or buying files to store records. Participant
list,score sheet etc.. are prepared manually, so there is a chance for occurring
errors and the calculations are not so accurate. When there is need for
retrieving details searching is unavoidable this is a difficult task searching the
records manually .This is also too much time consuming when we want to
retrieve details according to some specific conditions. Report generation is
another limiting factor of existing system.
These problems can be solved by introducing a new system. To
overcome these problems we are implementing a computerized system with
combination of HTML, CSS, Java Script as and PHP.

2.4.2 Proposed System

The present system has limitations .The proposed system is
designed to eliminate all the disadvantages of the existing system. The
proposed system is an interactive system, highly user friendly and designed
exclusively for the Authority. The system is developed in PHP as backend.
The proposed system use reduces manpower effort, paper wastage
etc. It is very efficient and it saves time. The system is having many added
advantages which are having higher number of economic features for user
interface. The system modular structure will allow the system to pair with its
other system for easy data transfer with high control levels in user hands. The
proposed system will be more appropriate and genuine without much errors
and by using this application the Score board , Participants list can be
generated easily.
It is designed keeping in mind all the drawbacks of the present system
in order to provide a permanent solution to the existing system. The proposed
system overcomes all the hurdles faced by the existing system.

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 2.4.3 Justification of Proposed System
The proposed system is designed to eliminate all the disadvantages of
the existing system. The proposed system are more user friendly. The
proposed system aims; Speed in processing, Reduce manpower, Security of
data, Reduce errors and Availability of reports at just a mouse click
If any particular information is needed it can be collected from the
database file. The chance of errors is less in the new system as proper
validation is provided. The Police Station Management System is provided
with password for login, so the unauthorized access can be prevented. The
administrator can delete unwanted records and thus can save the memory
space. The designing of the proposed system is done in such a way that it
handles the above problems of the current system efficiently.

2.4.4 Benefits Of Proposed System

The proposed system is fully computerized thus making it user friendly.
It simplifies the task of storage and report generation. Some of the benefits
are : User friendly , Efficient database , Easy for searching ,through the
database, Ability to handle the updates, Speed up processing, Ability to print
the needed reports in just a mouse click, Graphical user interface, Greater
accuracy in data collection and Security

2.5 PROJECT PLANNING

The approximate time and date planning is as follows:-

TASK START DATE DURATION END DATE

Logic design 15-JUNE-2019 2 DAYS 17-JUNE-2019

System selection 17-JUNE-2019 2 DAYS 19-JUNE-2019
System study 19-JUNE-2019 11 DAYS 30-JUNE-2019
Initial report 01-JULY-2019 10 DAYS 10-JULY-2019
Form design 10-JULY-2019 20 DAYS 30-JULY-2019

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 Coding 31-JULY-2019 25 DAYS 25-AUG-2019
SQL 25-AUG-2019 15DAYS 10-SEP-2019
Testing 11-SEP-2019 5 DAYS 16-SEP-2019
Documentation 17-OCT-2019 10 DAYS 27-OCT-2019

2.6 PROJECT SCHEDULING

A Gantt chart, visual; view of tasks scheduled over time, is used for planning projects
and they are a useful way of showing what work is scheduled to be done on a specific
time.

Task June July August September October

Requirement
gathering
System
analysis
System
design
Form design

Coding

Testing

Build

2.7 FEASIBILTY STUDY

The purpose of feasibility study is to investigate the present system,
evaluate the cost and effectiveness of the proposed system, evaluate the
possible applications of computer based methods, select a tentative system,
evaluate the impact of the proposed system on existing personnel and
ascertain the need for new personnel.

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2.7.1 Economic Feasibility
Economic feasibility study presents tangible and intangible benefits
from the project by comparing the development and operational cost. The
technique of cost benefit analysis is used as a basis of attaining economic
feasibility.
Presently the Youth Festival Management in the authority activities
require lots of paper works and manpower are needed in this context.
Implementing the proposed system can eliminate these drawbacks which
save time, money and manpower. Thus the proposed system is economically
feasible.

2.7.2 Technical Feasibility

It was found that the authority currently uses computer, printers and
servers for day to day activities. This system platform independent and can
run on any browser with n internet connectivity. So the proposed system is
technically feasible.

2.7.3 Operational Feasibility

Since the software is designed in a user friendly manner, it is easy to
understand the working process of a computer aware person. Training is
provided for the users of this software. It seems that the system can be used
if it is developed and implemented. So the system is operationally feasible.

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 3. SOFTWARE REQUIREMENT SPECIFICATION
(SRS)

3.1 INTRODUCTION
3.1.1 Purpose
The purpose of this document is to describe the Youth Festival
Management System. This document contains the functional, behavioral and
non-functional requirements of the project and it also contains the guidelines
for system engineers and designers to start working the project. The main
purpose of this project is to reduce and automate most of the work in the
college/university.

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 3.1.2 Scope
The project is developed mainly for the use of the college/university
authority. This project will work as a complete user interface. This system can
be implemented under various conditions. We can add new information and
when we require making reusability, it is possible as there is flexibility in all
the modules. The language used for developing this project is PHP as backend
which is very efficient in storing and retrieving the information as needed.

3.1.3 Definitions, Acronyms and Abbreviations

HTML – Hyper Text Markup Language
SQL – Structured Query Language
ER – Entity Relationship
IDE – Integrated Development Environment
SRS – Software Requirement Specification
CSS–Cascading Style Sheet

3.1.4 References
 Roger S Pressman - Software Engineering: A Practitioner's Approach,
Sixth Edition, McGraw-Hill Higher Education.
 Ian Sommerville - Software Engineering , Seventh Edition, Pearson
Education.
 Pankaj Jalote - An Integrated approach to Software Engineering,
Second Edition, Narosa Publishing Company.

3.1.5 Overview
The document contains the detailed documentation of the requirements and
functions of ‘Youth Festival Management System’ like product function,
functional requirements, constraints, dependencies etc. The SRS is organized
as its discuss the product description first then the requirements of the
products, and the dependencies that will face by the systems etc. The
developer is responsible for:
● Developing the system.

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 ● Installing the software.
● Maintaining the system.

3.2 Overall Description

3.2.1 Product Perspective
Youth Festival Management System is a replacement for the existing
system which was using a number of books for storing the information about
Program list, Participants List, Award winners, Program scheduling list etc.
The new system would be more efficient and easy for managing and
manipulating.

3.2.2 Product Function

The product function can be represented using ER diagram. The main
purpose of this system is to reduce complexity of existing system. This
software is capable of adding programs, register students, live score board,
display participants list, display schedules and venue list etc

3.2.3 User Characteristics

The users of the Youth Festival Management System are divided into
different levels.
LEVEL 1
This level is used by the admin. Admin is the one who manages all the
system. He must have an idea about all 3 levels.
 Admin add level 2 users
 Manages the entire system
LEVEL 2
This level is for teachers/students (selected students for each houses).
 Registration of students
 Result entry
 Display/print participants list
LEVEL 3
This is for everyone.

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  Scoreboard
 Rules list
 Schedules and venue list

3.2.4 Constraints

 Oracle server is used as SQL engine and database

 Correct username and password must be provided for login.
 User must be aware to enter correct data into databases

3.2.5 Assumptions and Dependencies

The assumptions are:
The coding should be error free. The system should be user friendly so
that the users can easily access data which have more storage capacity and
provide fast access to database. Search facilities and provide quick search
results. Save money and time unlike the existing system.
The dependencies are:
 The specific hardware and software are required for the product to will run
 On the basis of listing requirements and specification, the system will be
developed and run
 Updates are to be made correctly and data entered without any mistakes

3.3 Specific Requirements

3.3.1 External Interfaces
GUI
The software provides good graphical interface for the user and the
administrator can operate on the system, performing the required task such
as create, update, viewing the details of the Program list, Registration of
students, Adding L2 users etc. It allows user to view scoreboard, participants

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 list, schedules and venues, rules etc. The user interface must be customizable
by the administrator. All the modules provided with the software must fit into
this graphical user interface and accomplish to the standard defined. The
design should be simple and all the different interfaces should follow a
standard template

Login interface
The system is provided with a user name and password for L1 and L2. If the
user gives an incorrect user name or password, an error message occurs.

Search interface
The authorized person can search for a particular detail which he is interested
in. The search can be done using id or name

Report
The user can generate different reports like Participants list, Schedules and
venues, etc.

Hardware Interfaces
Only the recommended configuration (basic requirements of a computer
system) no other specific hardware is required to run the software.

Software Interfaces
It is platform independent, any device with an active internet connection
and a web browser can run this .

3.3.2 Functional Requirements

➢ Insert records: This action is done to add new records into fields .
➢ Update records: This event is to modify or update the information on each
process.
➢ Delete records: This action is to remove records from the system whenever
they are no longer needed.
➢ Search for records: Whenever the admin wants to search for a record, this
action is performed.
➢ The validation of data entered should be done.

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 ➢ Specific condition has to be met.
3.3.3 Performance Requirement
The proposed system that we are going to develop will be used as the
Chief performance system. Therefore, it is expected that the database would
perform functionally all the requirements that are specified by the
college/university. The performance of the system should be fast and
accurate. Response of the system to an operation should be within
reasonable time. The system should be able to handle large amount of data.
The system should also capable for updatind program list, rules,
adding/removing L2 users etc

3.3.4 Logical Database Requirement

Official Table
FIELD DATA TYPE DESCRIPTION

OFFICIAL_ID VARCHAR(6) Authority ID

USERNAME VARCHAR (15) Username

PASSWORD VARCHAR (15) Password

NAME VARCHAR(25) Name of official

PROGRAM_CODE NUMBER(10) Code of the assigned program

TYPE VARCHAR(10) Type of official

HOUSE/TEAM VARCHAR(10) House or team assigned

Program Table
FIELD DATA TYPE DESCRIPTION

PROGRAM_CODE VARCHAR(10) Unique code for programs

PROGRAM_NAME VARCHAR (15) Name of the program

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GROUP/SINGLE VARCHAR (15) Group event or single event

NO_OF_PARTICIPANTS VARCHAR(25) Number of participants for the event

DURATION NUMBER(10) Duration of the event

Programs(for all events) Tables

FIELD DATA TYPE DESCRIPTION

SL_NO INTEGER (4) Serial number

STUDENT NAME VARCHAR(10) Name of the students

CHEST_NUMBER VARCHAR (5) Chest number assigned to the students

MARK1 INTEGER (3) Mark of judge1

MARK2 INTEGER (3) Mark of judge2

MARK3 INTEGER (3) Mark of judge3

3.3.5 Design Constraints

The program is designed for every platform. Before accepting the
system the developer will have to show through test cases that all conditions
are satisfied.

3.3.6 Software System Attributes

➢ Reliability: The software should not have any reliability issues. The software
will be thoroughly tested and any issues resolved.
➢ Availability: The software will execute as a standalone system so as long as
the machine is running, the program will be available. The key to maintaining
availability will be by ensuring a connection to the database server is
available. Failure to connect to the database will make data unavailable.
➢ Security: This software is intended to communicate over an internal network;
therefore security is of little concern. The user will have to enter the
username and password so the program can connect to the database server.

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 The username and password will not be stored because encryption of such
information is outside the scope of the project.
➢ Maintainability: The software will be composed of various modules
decreasing the complexity of expansion.
➢ Portability: As states previously, this software will only run under the
Windows OS. The setup file, setup.info, can be copied to multiple machines
so that each program does not have to be setup separately.
3.3.7 Organizing the specific requirements
In this system the overall functionality is organized by Data flow
diagrams and E-R diagrams. Based on these diagrams, data relationships and
dependencies are found and a functional hierarchy is made for organizing the
specific requirements.

3.3.8 Modules
 Registration of teachers and student
 Add Programs and Rules
 Scoreboard
 Display Rules
 Display Schedules

3.3.8 Additional Comments

Automatic Scheduling , attendance sheet etc are some addons .

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 4.SUPPORTING INFORMATIONS

4.1 ER and DFD

4.1.1 DATA FLOW DIAGRAM

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LEVEL 1

LEVEL 2

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LEVEL 3

4.1.2 ENTITY RELATIONSHIP DIAGRAM

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4.2 Appendixes

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5. SOFTWARE AND HARDWARE REQUIREMENT

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5.1 Software Requirements

To develop the application software, we use different type of software.

The software for the development has been selected based on several
factors such as: Support and stability, Cost effectiveness, Development
speed, Ability to create robust application least time.

The minimal software’s used for storage are:

Front-End Development: HTML, CSS, JavaScript

IDE : ATOM

Database Server : LAMP

5.2 Hardware Requirements

The hardware requirements for developing and implementing the

proposed system are given below:

Processor: Intel Core i3

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RAM : 2GB

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