SIX WEEKS INDUSTRIAL TRAINING REPORT ON

VERSATILE MANAGEMENT SYSTEM FOR GITM

Completed At

HCL Career Development Centre

Submitted to

DEPARTMENT OF INFORMATION TECHNOLOGY

IN PARTIAL FULFILLMENT FOR THE REQUIREMENT OF THE AWARD OF DEGREE OF BACHELOR OF ENGINEERING (For IT-7) IN INFORMATION TECHNOLOGY Affiliated To

MAHARISHI DAYANAND UNIVERSITY, ROHTAK

(A State University established Under Haryana Act No. XXV of 1975) B++ Accredited University by NAAC

Under the Guidance of: Mr. Vivek Kumar

Submitted By: Deepanshu Burreja (08-IT-542)

GURGAON INSTITUTE OF TECHNOLOGY AND MANAGEMENT, GURGAON August-December 2011

Acknowledgement
It gives me great pleasure & satisfaction to present the project report entitled VERSATILE MANAGEMENT SYSTEM FOR GITM HCL Career Development Centre(Janak Puri).The completion of any task is not only the reward to the person actively involved in accomplishing it, but also the person involved in inspiring & guiding. I am highly indebted to my supervisor Mr. Vivek Kumar for his invaluable support and guidance done at

throughout the work. I extended my heartful thanks to Dr . Ashok Kumar Raghav, Director Gurgaon

Institute of Technology and M anagement (GITM Gurgaon for providing ), this opportunity to carry out six week industrial training at HCL Career Development Centre,Janak Puri,New Delhi. I extended my heartful thanks to Asso. Prof. Amit Goyal HOD of information technology for his support without which the work would have never been realized. Last but not the least; I would like to thank all friends who directly or indirectly helped me in completion of work.

Deepanshu Burreja 08-IT-542

Abstract

The VERSATILE MANAGEMENT SYSTEM FOR GITM forms a basic entity of the management of our Institute. Hence, it is very important for the system to be reliable, user friendly, and should be properly functional for a long time without cropping up of any errors.It is a core java application that easily maintains large databases or records of institute. It is a GUI based platform independent application which can be further modified to make it more flexible to use.. The project VERSATILE MANAGEMENT SYSTEM for GITM is for computerizing the working in a institute. The software takes care of all the requirements of an average institute and is capable to provide easy and effective storage of information related to students that come up to the institute . The system also provides the facility of backup as per the requirement. The database structure was then taken into account based on the input and output data. The ERD's (Entity Relationship Diagram) and the DFD's (Data Flow Diagrams) and various flowcharts are also drawn showing the flow of information and data.

Company Profile

At HCL, the concept of people empowerment has been our guiding force through an eventful journey of over three decades having made HCL a $5 billion global conglomerate. HCL has played a pioneering role in creating and transforming the IT and IT enabled services industry in India and abroad. As the training arm of HCL Info systems, HCL Career Development Centre (CDC) carries forth a legacy of excellence spanning across more than three decades. HCL CDC is an initiative that enables individuals and organizations to benefit from HCL's deep expertise in the IT space. Among the fastest growing IT education brands in India, HCL CDC offers a complete spectrum of quality training programs on software, hardware, networking as well as global certifications in association with leading IT organizations worldwide.

Table of Contents
CHAPTER 1: INTRODUCTION
1.1 1.2 1.3 1.4 1.5

Page No. 10,11 11 11,12 12 12

Background Overview Objective Scope Organization of Report

CHAPTER 2: LITERATURE REVIEW

2.1 2.2 2.3

Versatile Management System Characteristics Assumptions Feasibility Study Structure Of language Usage Scenario

12 13 13 14,15,16 16 17

2.4 2.5 2.6

CHAPTER 3: SYSTEM IMPLEMENTATION AND DESIGN

3.1 3.2 3.3 3.4

Requirement Analysis Data Flow Model Entity Relationship Diagram Tables Included

18,19 20,21 21,22 23,24

CHAPTER 4: PROJECT FILE SUMMARY 5

4.1

Snapshots of Files included

25-38

CHAPTER 5: CONCLUSION AND FUTURE WORK 5.1 Conclusion 5.2 Future scope BIBLIOGRAPHY

39 40 43

List of Tables
CSE: It is created to store information about all the Students of Computer Science branch of the institution

IT:

It is created to store information about all the Students of Information Technology branch of the institution.

ECE:

It is created to store information about all the Students of Electronics and Communication branch of the institution.

Mech(Mechanical): It is created to store information about all the Students of Mechanical branch of the institution.

 Staff: It is created to store information about all the Staff of the institution.

List of Figures
Student.java: This file contains the code for the login form that appears

for the authentification of the user .When user enters correct password it

opens main form otherwise dislays error message

CHOOSE.JAVA: This file contains the code for the main form that

Appears after user has logged in. It contains different option for the logged 7

in member to do different tasks under available sections. Like Inserting,

Deleting, Updating and Database View

INSERTINTO.JAVA: This file contains the code for the selection of the

Different branches of the institutions like CSE ,IT ,MECH & ECE and there

Is also a Staff Insertion button for inserting the information of the staff. INSERT.JAVA: This file contains the code for the insertion of details of students of CSE branch with different fields. STAFFIN.JAVA: This file contain the code for insertion of different information regarding the faculty or staff member of the institution within a separate database DELETEFROM.JAVA: This file contains the code for the selection menu

for deletion of different information of different branches records and

staffs record.

DELETE.JAVA: This file contains the code for deletion of information of 8

a student or staff by using simple drop down menu of RegNo/RollNo and

a delete button for the deletion and same Delete page for remaining three

branches

STAFFDEL.JAVA: This file contains the code for deletion of record of

any staff member entered earlier.

UPADATETO.JAVA: This file contains the menu of different fields to

which we want to update.

UPDATE.JAVA: This file contain the code for updating of the database.

By selecting the roll no. From the drop down menu and on clicking Show

Details Button we can view the desired detail of the student , and then we

Can update it by making the changes and clicking on the update button.

An error is shown if a f ield is left blank .

VIEWFROM.JAVA: This file contains the code for the menu of different

field form which we want to view the entire database. The database is in

the tabular form accessed by using JTable

VIEWFROM.JAVA(with Database view): This file contains the code for

the frame of the database view of all the different tables present . Each

button is linked with his related database.This provide versatality and hence

one does not have to visit the local database. ABOUT.JAVA: This file contain the code for the about page which Describe the software, and some advantages of it too.

List of Abbreviations
VMS : VERSATILE MANAGEMENT SYSTEM for GITM JVM: JDK: GUI: MDB: OS: JRE: DFD: Java Virtual Machine Java development kit Graphical user interface Microsoft data base Operating system Java Runtime Environment Data flow diagram 10

ERM :

Entity-relationship model

CHAPTER 1
Introduction
1.1 Background: GITM, in the modern sense, is an institution for higher studies providing education by specialized staff and equipment, and often, but always providing for excellent education. However, since to the trend of technology and management, they are now equipped with sources coming from different formats, such as in highly educated staff ,latest equipments labs with the Internet and a big campus We require a proper management system for monitoring the activities of the Institute.

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Before the advent of computers, Institute Records usually used a manual record system to index their information. All details of Student were managed by manual system only. But the system has lots of limitations like data duplication, poor management system, slow procedures and requirement of more man power. All these led to the development of automated VERSATILE MANAGEMENT SYSTEM for GITM that involves the use of computer resources and thus has proved more efficient.

1.2 Overview
This project is basically updating the manual records of Institutes Students into User friendly application so that the student records are stored in efficient way. Product Characteristics and Requirements: 1. Secured database. 2. Search feature. 3. Update Feature 4. Delete Feature 5. Entire View of DATABASE within the system 12

This software is to store the entire details about the Institutes Students and Update them later as our requirement. It includes the following option in it:

Authorised login Registering new Student records. Update old Student records. Insert different records of Student Delete old records. View of entire Database Plus it have a seprate database for the faculty.

1.3 Objectives
PROJECT OBJECTIVE:

The objective of the project was to develop an application for the easy and efficient management of the Institutes Records

To provide facility for proper monitoring and reduce paper

To provide data security and reduce the risk of the data theft.

Reduce human efforts, thus saves man power.

ACADEMIC OBJECTIVE: Learn the structure and syntax of JAVA language. Learn to create Graphics User Interface Application and Console based application in java. Learn handling events & multithreading features of java. 13

1.4 Scope The different areas where we can use this application are:
It can be used in any Institute, Schools etc.for maintaining student & staff details and their results.

CHAPTER 2
LITERATURE REVIEW
2.1 About VERSATILE MANAGEMENT SYSTEM FOR GITM VERSATILE MANAGEMENT SYSTEM for GITM is an automated system designed for managing the students Records. It uses core java as its front end and a central database to keep the records. It is a Graphical User Interface application. Each new student has provided a unique Registration Number that prevents the duplication of data. The VERSATILE MANAGEMENT SYSTEM for GITM is designed & developed for tracking Institute Records. The new Student Records are entered under insert section, under Update section old student records are reviewed and can be updated and Delete section provide the facility to delete the records of students. Throughout the project focus has been on presenting information and comments in an easy and intelligible manner. 2.2 Product Characteristics 14

Features of the System are: Secured Database : VERSATILE MANAGEMENT SYSTEM for GITM has

Made use of the central database that further includes a number of

tables each for maintaining details of the Students and Staff

User Tracking : User can easily keep track of the Records by knowing

the Password and User-ID of the account.

Search Features : Records can be easily searched and can be updated as

Our requirement. (by using a simple drop down menu)

Easy to Operate: The system should be easy to operate and should be such that it can be developed within a short period of time and fit in the limited budget of the user.

2.3 Assumptions
This application is used to convert the manual application to the automated

application.
Customized data will be used in this application. User does not have right to enter inappropriate Information.(shows error)

2.4 Feasibility Study Depending on the results of the initial investigation the survey is now expanded 15

to a more detailed feasibility study. FEASIBILITY STUDY is a test of system FEASIBILITY STUDY proposal according to its workability, impact of the organization, ability to meet needs and effective use of the resources. It focuses on these major questions: 1. What are the users demonstrable needs and how does a candidate system Meet them? 2. What resources are available for given candidate system? 3. What are the likely impacts of the candidate system on the organization? 4. Whether it is worth to solve the problem? 2.4.1 Technical feasibility 2.4.1 A study of resource availability that may affect the ability to achieve an acceptable system. This evaluation determines whether the technology needed for the proposed system is available or not. Can the work for the project be done with current equipment existing software Technology & available personal? Can the system be upgraded if developed? If new technology is needed then what can be developed? This is concerned with specifying equipment and software that will successfully Satisfy the user requirement. The technical needs of the system may include: Front-end and back-end selection: An important issue for the development of a project is the selection of suitable front-end and back-end. When I decided to develop the project I went through an extensive study to determine the most suitable platform that suits the needs of the organization as well as helps In development of the project. Front-end selection: 16

 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. Front end must support some popular back end like Ms Access. According to the above stated features I selected CORE JAVA as the front-end for developing my project. Back-end Selection: Multiple user support. Efficient data handling. Provide inherent features for security. Efficient data retrieval and maintenance. Stored procedures. Popularity. OS compatible. Easy to install. Various drivers must be available.

According to above stated features I selected Ms-Access as the backend.

2.4.2 Economical feasibility 2.4.2 Economic justification is generally the Bottom Line consideration for most systems. Economic justification includes a broad range of concerns that includes cost benefit analysis. In this I weight the cost and the benefits associated with the candidate system and if it suits the basic purpose of the organization i.e . profit making, the project is making to the analysis and design phase.

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2.4.3 Operational Feasibility 2.4.3 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 these skills? If not, can they be trained in due course of time? 2.4.4 Schedule feasibility 2.4.4 Time evaluation is the most important consideration in the development of project The time schedule required for the developed of this project is very important Since more development time effect machine time, cost and cause delay in the development of other systems. A reliable VERSATILE MANAGEMENT SYSTEM for GITM can be developed in the considerable amount of time. 2.5 Structure of Language Java Technology is:

A programming language A development environment An application environment

It provides the following features: A language that is easy to program because:

Eliminates pitfalls of other languages such as pointer arithmetic and memory management that effect the robustness of the code .

Is Object Oriented to help visualize the program in real life terms.

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Enables you to streamline the code.

An interpreted environment resulting in the speed of the development and

code portability.

A way for programs to run more than one thread of activity.

A means to change the programs dynamically during their run time life by

enabling them to download code modules.

A means of ensuring security by checking loaded code modules.

Java Technology architecture uses the following features to fulfil its goals:

The JVM

The Java Virtual Machine is only one aspect of Java software that is

involved in web interaction. The Java V irtual Machine is built

right into your Java software download, and helps run Java applications.

Garbage Collection

Garbage collection is the mechanism to reclaim the memory of the object 19

when any object is no longer in use.

The JRE

It is an implementation of the java virtual machine which actually

executes java programs.

2.6 Usage Scenario VERSATILE MANAGEMENT SYSTEM for GITM is a comprehensive Institute management solution that is suitable for both large and small Institutes. Its flexible design enables VERSATILE MANAGEMENT SYSTEM for GITM to be installed in a range of Schools and Institutions and Large as well as small scale Institutes.

CHAPTER 3
SYSTEM DESIGN AND IMPLEMENTATION
3.1 Requirement Analysis
3.1.1 SYSTEM/HARDWARE REQUIREMENTS: A PC compatible with Intel Pentium III Processor, 512 MB RAM, and 80 GB of Hard disk 3.1.2 SOFTWARE REQUIREMENTS: 20

Front End: J2SDK 1.6 The J2SDK package contains Sun's Java development environment. This is useful For developing Java programs and provides the runtime environment necessary to run Java programs. It also includes a plug-in for browsers so that they can be Java aware.The JDK comes in two flavours, a precompiled binary and a source package.JRE is also supplied by Java 2 SDK ,it contains the complete set of class files for all the java technology packages, which includes the basic language classes, GUI component classes, an advanced collection API, and so on. Back End: MS Access Database Microsoft Access is a Relational Database Management System (RDBMS), designed primarily for home or small business usage. Access is known as a desktop database system because it's functions are intended To be run from a single computer. This is in contrast to a server database application (such as SQL Server), where it is intended to be installed on a server, then accessed remotely from multiple client machines. When we create (and save) a database in Microsoft Access, the database is saved with a .mdb extension.

3.1.3 APPLICATION PROGRAMMING INTERFACE:

The Java Database Connectivity (JDBC) API is the industry standard for databaseIndependent connectivity between the Java programming language and a wide range of databases SQL databases and other tabular data sources, such as spreadsheets or flat files. The JDBC API is a Java API that can access any kind of tabular data, especially data stored in a Relational Database. 21

JDBC helps you to write java applications that manage these three programming activities: Connect to a data source, like a database Send queries and update statements to the database Retrieve and process the results received from the database in answer to your query

The following simple code fragment gives a simple example of these three steps: Connection con = DriverManager.getConnection ( "jdbc:myDriver:wombat", "myLogin","myPassword"); Statement stmt = con.createStatement(); ResultSet rs = stmt.executeQuery("SELECT a, b, c FROM Table1"); while (rs.next()) { int x = rs.getInt("a"); String s = rs.getString("b"); float f = rs.getFloat("c"); }

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3.2 Data Flow Model A data flow diagram (DFD) is a graphical representation of the "flow" of data through an information system A DFD provides no information about the timing of processes, or about whether processes will operate in sequence or in parallel. It is therefore quite different from a flowchart, which shows the flow of control through an algorithm, allowing a reader to determine what operations will be performed, in what order, and under what circumstances, but not what kinds of data will be input to and output from the system, nor where the data will come from and go to, nor where the data will be stored.

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(Data Flow Diagram of VERSATILE MANAGEMENT SYSTEM for GITM) 3.3 ENTITY RELATIONSHIP DIAGRAM In software engineering, an entity-relationship model (ERM) is an abstract and Conceptual representation of data. Entity-relationship modelling is a database Modeling method, used to produce a type of conceptual schema or semantic data model of a system, often a relational database, and its requirements in a top-down fashion. Diagrams created by this process are called entity-relationship diagrams, ER diagrams, or ERDs. Peter Chen developed the ER diagrams for the first time in 1976. An entity may be a physical object such as a house or a car, an event such as a house sale or a car service, or a concept such as a customer transaction or order. A Entity is generally represented as: 24

A relationship captures how two o r more entities are related to one another. Relationships can be thought of as verbs, linking two or more nouns. Entities and Relationships can both have attributes. A Relationship is generally represented as:

An attribute represents the proprieties of any entity as well as relationship. An entity has one or more than one attribute. An Attribute is generally represented as: Entity-relationship diagrams don't show single entities or single instances of relations. Rather, they show entity sets and relationship sets. Entity sets are drawn as rectangles, relationship sets as diamonds. If an entity set participates in a relationship set, they are connected with a line. Attributes are drawn as ovals and are connected with a line to exactly one entity or relationship set.

(Entity relationship diagram for VERSATILE MANAGEMENT SYSTEM for GITM) 25

Above ER diagram explains the VERSATILE MANAGEMENT SYSTEM for GITM entities and the relationship that exists in them. It comprises of entities Institute that contains different relationship 3.5 Tables Included Back End of the projectt is created using MS ACCESS DATABASE. In this DATABASE database many tables have been created to store the data that is to be recorded or maintained. List of the tables that are created for the project are: 3.5.1 CSE: It is created to store information about the CSE Students. CSE: S.No 1. 2. 3. 4. 5. 6. Columns Roll Number Name Age Fathers name Address PhNo. Data type text text text text text text Description Reg No of Student Name of Student Age of Student Relative detail Address of Student Contact Detail

3.5.2 IT: It is created to store information about the IT Students. (fields are same) 3.5.3 ECE: It is created to store information abou t the ECE Students.(fields are same) 3.5.4 MECH: It is created to store information about the Mechanical Students.(fields are same) 3.5.5 Staff: It is created to store information about the Staff Members

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S.no 1. 2. 3. 4. 5. 6.

Columns RegNo Name Qualifications Designation Address PhNo

Data type text text text text text text

Description Reg No of Staff Member Name Their Qualifications Their Designation Address Contact Details

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CHAPTER 4
PROJECT FILE SUMMARY
4.1 Files: Snapshots and their details VERSATILE MANAGEMENT SYSTEM FOR GITM PROJECT is a JAVA application.A number of java files have been created for adding,deleting searching actions. List of the java files created are: STUDENT.JAVA : This file contains the code for the login form that appears for the authentification of the user .When user enters correct password it opens main form otherwise displays error message.

28

CHOOSE.JAVA: This file contains the code for the main form that

appears after user has logged in. It contains different option for the logged

in member to do different tasks under available sections. Like Inserting,

Deleting, Updating and Database View

29

INSERTINTO.JAVA: This file contains the code for the selection of the

30

different branches of the institutions like CSE ,IT, MECH & ECE and there

is also a Staff Insertion button for inserting the information of the staff.

31

INSERT.JAVA: This file contains the code for the insertion of details of students

Of CSE branch with different fields.

32

There are Three more similar insertion page for MECHANICAL, IT, ECE in :InsertMech.java InsertIT.java 33

InsertECE.java with separate databases

STAFFIN.JAVA: This file contain the code for insertion of different

information regarding the faculty or staff member of the institution within a

separate database .

34

DELETEFROM.JAVA: This file contains the code for the selection menu

For deletion of different information of different branches records and 35

staffs record.

DELETE.JAVA: This file contains the code for deletion of information of 36

a student or staff by using simple drop down menu of RegNo/RollNo and

a delete button for the deletion and same Delete page for remaining three

branches

37

STAFFDEL.JAVA: This file contains the code for deletion of record of

any staff member entered earlier.

38

UPDATETO.JAVA: This file contains the menu of different fields to

which we want to update.

39

UPDATE.JAVA: This file contain the code for updating of the database.

By selecting the roll no. From the drop down menu and on clicking Show

Details Button we can view the desired detail of the student , and then we

can update it by making the changes and clicking on the update button. An

error is shown if a field is left blank .

40

Note: Same page for the remaining three branches and Staff records

VIEWFROM.JAVA: This file contains the code for the menu of different field

form which we want to view the entire database. The database is in the tabular

41

form accessed by using JTable

VIEWFROM.JAVA: This file contains the code for the frame of the 42

database view of all the different tables present . Each button is linked

with his related database.This provide versatality and hence one doesnot

have to visit the local database.

43

LOGIN ERROR If the username or password entered is wrong a popup

appears. This proves that any person other than the authority is not able to

access the software.

44

CHAPTER 5
CONCLUSION AND FUTURE SCOPE
5.1 Conclusion After we have completed the project we are sure the problems in the existing system would overcome. The VERSATILE MANAGEMENT SYSTEM for GITM process made computerized to reduce human errors and to increase the efficiency. The main focus of this project is to lessen human efforts. The maintenance of the records is made efficient, as all the records are stored in the ACCESS database, through which data can be retrieved easily. The navigation Control is provided in all the forms to navigate through the large amount of records. If the numbers of records are very large then user has to just type in the search string and user gets the results immediately. The editing is also made simpler. The user has to just type in the required field and press the update button to update the desired field. It is expected that this project is easy to understand as well as to use and will Go a long way in satisfying user requirements. This application is working properly and meeting to all user requirements.

5.2 Future scope This application can be easily implemented under various situations. 45

We can add new features as and when we require. Reusability is Possible as and when require in this application. There is flexibility in all the modules.

SOFTWARE SCOPE: Extensibility: Extensibility: This software is extendable in ways that its original developers may not expect. The following principles enhance extensibility like hide data structure, avoid traversing multiple links or methods, avoid case statements on object type and distinguish public and private operations. Reusability: Reusability: Reusability is possible as and when require in this application. We can Update it next version. Reusable software reduces design, coding and testing cost by amortizing effort over several designs. Reducing the amount of code also simplifies understanding, which increases the likelihood that the code is correct. We follow up both types of reusability: Sharing of newly written code within a project and reuse of previously written code on new projects. Understand ability: A method is understandable if someone other than the creator of the method can understand the code (as well as the creator after a time lapse). We use the method, which small and coherent helps to accomplish this. Scope of this document is to put down the requirements, clearly identifying the 46

information needed by the user, the source of the information and outputs expected from the system.

BIBLIOGRAPHY

Introduction to JAVA programming (HCL CDC). The Complete Reference of JAVA (Tata McGraw Hill, Herbert Schildt ). Introduction to MS Access. HEAD FIRST java by Kethey Sierra

WEBSITES: www.java.sun.com www.download.oracle.com www.javaranch.com www.google.com

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