TITLE PAGE School Management Information System

Submitted in partial fulfillment of the requirements for the award of the degree of

Bachelor of Business Administration (BBA) Semester-V (Paper Code-BBA 313) To Guru Gobind Singh Indraprastha University, Delhi

Guide:

Submitted by: Rishabh Vig:-09924401709 Vikas Tewari:-09524401709

Institute of Innovation in Technology & Management, New Delhi 110058 Batch (2009-2012)

Certificate
We, Rishabh Vig-09924401709 and Vikas Tewari-09524401709 certify that the Summer Training Project Report (BBA-313) entitled School Management Information System is done by us and it is an authentic work carried out by us at Institute of Innovation in Technology & Management. The matter embodied in this project work has not been submitted earlier for the award of any degree or diploma to the best of our knowledge and belief.

1. Signature of the Student

2. Signature of the Student

Date: Certified that the Project Report (BBA-313) entitled School Management Information System, done by the above students, is completed under my guidance. Signature of the Guide Signature of the Guide Date: Name of the Guide Designation: Assistant Professor Name of the Guide Designation: Assistant Professor Countersigned

Director

ACKNOWLEDGEMENTS

I would like to express my sincere gratitude and Mr. for their supervision and guidance. . The supervision and support that he gave truly help the progression and smoothness of the project report. A big contribution and hard worked from her during the preparation of project is very great indeed. All projects during the program would be nothing without the enthusiasm and imagination from her. Besides, this project makes me realized the value of working together as a team and as a new experience in working environment, which challenges us every minute. Not forget, great appreciation go to the rest of IITM`s staff that help me from time to time during the project. The whole program really brought us together to appreciate the true value of friendship and respect of each other. The cooperation is much indeed appreciated. Also I would to thank IITM teachers and colleagues in helping me to broaden my view and Knowledge, helping me collecting information and also correcting my grammars and my deepest gratitude to my parents in supporting me. Last but not least I would like to thank my friends especially those who helped me in gathering knowledge and information.

Index

S. No 1 2 3 4 Certificate Acknowledgements List of Tables/Figures Chapter-1 Problem Definition

Topic

Page No. 6-13

1.1 System Objectives & Needs 1.2 Data Collection 1.3 Project Planning

Chapter-2 System Analysis & Design 2.1 Description of Information System 2.1.1 Identify the Processes 2.1.2 Identify the Input To & Output Of Each Process 2.1.3 Overall Design of Proposed System

13-22

6 7

Chapter-3 System Coding & Implementation Bibliography

23-41 42

List of Tables
Table No. 1 2 3 Title Record set Tables File design for class fee and faculty File design for salary and grade Page No. 13 13-14 15

List of Figures
Figure No. 1 2 3 Title System design Modules Entity Relationship Diagram Page No. 10 11 12

Chapter 1:- Problem Definition

Air Force School is a system of central government schools under the Ministry of Human Resource Development .

Its original objective was to educate children of the Indian defense services personnel who are often posted to remote places. With the army starting its own Army Public Schools, the service was extended (but not restricted) to all central government employees. The uniform curriculum followed by these schools all over India ensures that the children of government employees do not face educational disadvantages when their parents are transferred by providing a common syllabus and system of education. A body known as the (Central School Organization) oversees the functioning of these schools. It operates from its headquarters situated in New Delhi. Air Force School is one of the best-equipped schools in Sahibabad with facilities that support excellence in all areas. The school was started in 1994.It was started in the rental building with the strength of about 30 students. The school stands on 1500 sq. feets of land near the Gol Park. It is located 1.5 km away from the Air force Hindon Station. The Mohan Nagar is just 3 km away and the Delhi is just 7 km away from it. It has 30 classrooms and a library. There are nearly 500 students in it. There are about 26 teachers in the school. It provides transport facilities for children and has four buses. The school scores 100% result every year. The school is having the classes from nursery to 10th standard. This school is affiliated to CBSE (New Delhi). Air Force schools aim to pursue excellence and set pace in the field of school education. Moreover, they want to initiate and promote experimentation and innovativeness in education in collaboration with other bodies like the Central Board of Secondary Education and National Council of Educational Research and Training. Lastly, the spirit of national integration and a sense of "Indianness" among children are to be developed.

1.1-System Objectives and Needs

The main objective of this project is to computerize the manual system & reduce the time consumption. In other words we can say that our project has the following objectives: Make all the system computerize Reduce time consumption Reduce error scope All system managements are automated Centralized database management Easy operations for operator of the system No paper work requirement

Need For Computerization Of System

Helps schools manage student registration and truancy, student performance,

personalised learning, exam organisation, timetable construction, cover management and a range of other school activities

Maintains real-time information to support schools in conducting regular and

comprehensive self-evaluations, target resources, support personal development, promote achievements and share good practice

Enables teachers to access information, analyse and input pupil data through the

use of integrated desktop tools

Provides web access through the Learning Gateway, which allows teachers and

parents to access the data from home To make the objective possible for the organization, it is required to have a computerized information system with the help of which all tasks can be processed more accurately and quickly. To achieve this, it is necessary to design and develop a new system which will have the following benefits over existing system: Proposed System

Flexibility in generation of information: The generation of reports in the

proposed system will take minimal time and they are electronically prepared. As a result, it is highly accurate.

Less time is taken to draw conclusions: It will be easy for the user(s) of the

system to compile information at a very high pace, measure the performance over a period and draw conclusion form the information retrieved by using the proposed system.

Ease in maintaining information: As new information are being added to and

released from their respective courses every year, it will be highly user friendly to track and maintain the presentation of all the students.

User satisfaction: The system is much that is stands up to the user expectations

like easy and faster retrieval of information.

Safety and Robustness: The system will be accessible by only the authorized

users. As information being the most crucial for the organization, there are safety measures for the security of information. Furthermore, data is stored by the system in an organized manner and resembles the real world model.

Highly accurate: Information being prepared electronically can be said as

accurate which the first is and the foremost condition for taking a crucial decision by the management.

Less time consuming: Work carried out by the staff at various stages will be less

time consuming.

Error free resources: Resources being used by the system will be compatible

with the latest technologies available in the market. As proposed system uses highly technically compatible resources, there will be very-very less wear and tear. So the resources are error free. Besides this, the proposed system will have the following capabilities:

Multiple viewer facility: Proposed system is being designed in such a way that

many users can have a view with the system simultaneously. It makes effective and perfect utilization of man power and resources.

User-friendly interfacing: Since main interaction of the system will be with the

user, the user interface will be interactive and meaningful.

Formatted output: The information generated by the proposed system us highly

formatted and helps the users to reach the conclusion quickly.

Better organization of information: Proposed system has the capability to

express the information in a better and more meaningful way. Proposed system uses modern techniques for storage and retrieval of information.

Accurate round the clock: Proposed system is capable of giving accurate

information round the clock.

Exception Handling: To ensure that the system does not halt in case undesired

situation or events, the system capable enough to handle these unpleasing circumstances. Proposed system will be capable of taking information.

necessary decisions so that there is no loss

Minimum efforts: Proposed system ensures that very less effort will be required

to start the presentation.

Capable of adapting to the changes in the outside environment: The system

will have scope to foresee modification and enhancement i.e. it is able to cope up with the business changes in-order to be compatible with the latest changes in the industry. Any enhancement to the information can be done without much effort and is available instantly.

10

1.2 Data Collection The team paid a visit at the site to have a smell of existing system. All relevant personal were consulted and no information was over-looked. The strategy consisted of: Identify information sources. Revolving a method of obtaining information from identified source. Using information from module of organization.

However, the main sources of information were: Users of the system Documents of the school/ Prospectus, manuals and the rulebooks, which specify how various activities, are carried out in the school.

11

1.3 Project Planning Date 12 August 15th August 17th August

th

21st August 30th August

2nd November 3rd November 9th November

Activity Student Objectives and Needs Rishab Vig Login Form and Coding Vikas Tewari System Analysis and Design Rishab Vig and Vikas (Description of Information Tewari System) ER Diagram Rishab vig Student Record, Fee Structure, Rishab Vig and Vikas Student Fee Structure and Tewari Faculty Profile Tables Ms- Access Tables Vikas tewari Staf Salary Form and Coding Rishabh Vig Implementation of the System Rishab Vig and Vikas Tewari

Chapter 2:-System Analysis and Design

System Analysis refers to the process of examining a situation with the intent of improving it through better process and methods. System analysis is, therefore, the process of gathering and interpreting facts, diagnosing problem and using the information to recommend information in system or in other words, it means a detailed explanation or description. Before computerizing a

12

system under consideration, it has to be analyzed. We need to study how it function currently, what are problems and what are requirements that proposed should meet. Analysis is a detailed study of various operations performed by a system and their relationships within and outside of the system. One aspect of analysis is defining the boundaries of the system and determining whether or not a candidate system should consider other related system. During analysis, data are collected on the available files, decision points and transaction handled by the present system.

The main components of making software are: 1. System and software requirements analysis. 2. Design and implementation of software.
3.

Ensuring verifying and maintaining software integrity.

System Design is the solution to the creation of a new system. This is the important aspect made up of several steps. The complete, efficient and successful system should provide the following in succession : From where should we start Where we have to go Where should we stop

If the project is to be successful, we need to answer these questions. The answer of these questions is schema manner and is known as system design. A systematic manner will be followed so as to achieve beneficial result at the end. It involves starting with a vague idea and ultimately developing it up into a useful system. The design phase is transition from a user oriented to a document oriented to the programmers.

13

Software report can be broken into a series of steps starting with the basic ideas and ending with the finished project. Design is the first step in the development phase for any product or system. Goal of design is to produce a model or representation of any entry that will later be built. Software design is the first of three technical activities Design, Code Generation and Testing are required to built and verify the software. Each activity transforms information in a manner that ultimately results in validated computer software. Design is a solution a How to Approach to the creation of the proposed project. It provides the understanding and procedural details necessary to implement the project.

2.1.1 Identify the Processes

System Design can be classified into 3 parts as follows:14

SYSTEM DESIGN

SDLC

LOGICAL

PHYSICAL

Modules: For the purpose of security and management of the system, Users are grouped in to FIVE modules. The whole project is subdivides into 5 modules accordingly. This would ensure clear
15

job definition and enhanced security so as to restrict unauthorized data entry. The following are various modules and their utilities available with the application software.

5 modules are as follows:

GRADE OF STAFF

STAFF INFORMATIO NON STAFF

FEES CLASS

OF

MODULE

FEES OF STUDEN

SALARY

STUDENT INFORMATIO N

T FEES OF STUDEN T

Logical ER Diagram Entity Relationship diagram

16

Phone Address B_date Phone Name Clas s Addres s Nam e S_ID

B_dat e

J_Dat e Education sex

Student File

Rolln o.

Staff File

designation Descripti on

Paid

Receiv e

Student Fee File Date Rolln o Name Class S_ID Fees

Staff Salary File

Gross Salary

Date W_Days PF

TA

17

(a) Student Record: S. No. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Field Student_Name Student_Fathers_ Name Student_Mothers_ Name Fathers_Occupation Mothers_Occupation Student_DOB Student_Address Student_Phone_No. Date_of_Admission Student_Class_No. Student_Status Data Type Varchar Varchar Varchar Varchar Varchar Numeric Varchar Numeric Numeric Numeric Varchar Size 16 16 16 16 16 08 30 10 08 02 07 Constraint Not Null Not Null Not Null Null Null Not Null Not Null Null Not Null Not Null Not Null

(b -i) Fee Structure: S. No. 1. 2. 3. 4. 5. 6. Field Class_No. Tution_Fee Annual_Fee_Amount Exam_Fee_Amount Conveyance_Fee_Amount Total_Fee_Amount Data Type Numeric Numeric Numeric Numeric Numeric Numeric Size 02 03 03 03 03 04 Constraint Not Null Not Null Null Null Null Not Null

(b ii) Student Fee: S. No. 1. 2. 3. 4. 5. 6. 7. 8. 9. Field AnnualFee_Dep_Date Fee_Amount_Paid Balance_Fee TutionFee_AmountPaid ExamFee_DepositeDate ExamFee_AmountPaid ExamFee_Balance ConveyanceFee_AmtPaid Total_Amount_Paid Data Type Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Size 08 04 04 04 08 04 04 04 04 Constraint Not Null Not Null Not Null Not Null Not Null Not Null Not Null Not Null Not Null

(c) Faculty Profile: S. No. 1. 2. Field Teachers_Name Teachers_Qualification Data Type Varchar Varchar
18

Size 20 20

Constraint Not Null Not Null

3. 4. 5. . 6. 7. 8. 9. 10.

Teachers_DOB Teachers_Address Teachers_Phone No. Teachers_Date of Joining Teachers_Salary Teachers_Subject1 Teachers_Subject2 Teachers_Subject3

Numeric Varchar Numeric Numeric Numeric Varchar Varchar Varchar

08 30 10 08 04 12 12 12

Not Null Null Null Null Null Null Null Null

Physical Database Tables

19

20

21

Chapter 3 :-System Coding and Implementation

Forms
Login

22

Login coding: Option Explicit Public LoginSucceeded As Boolean Private Sub cmdCancel_Click() 'set the global var to false
23

'to denote a failed login Login Succeeded = False Me.Hide End Sub Private Sub cmdOK_Click () 'check for correct password If txtUserName = "ITS" And txtPassword = "GZB" Then ' If txtPassword = "GZB" Then 'place code to here to pass the 'success to the calling sub 'setting a global var is the easiest LoginSucceeded = True Me.Hide MDIschool.Show Else MsgBox "Invalid Password, try again!"; "Login" txtPassword.SetFocus SendKeys "{Home}+{End}" End If End Sub

Class fee

24

Coding:
25

Private Sub add_Click() Adodc1.Recordset.AddNew Text1.SetFocus End Sub Private Sub cancel_Click() Adodc1.Recordset.CancelUpdate previous.Enabled = True End Sub Private Sub delete_Click() Dim y As Integer y = MsgBox("are you sure you want to delete record", vbYesNoCancel) If y = vbYes Then Adodc1.Recordset.delete Adodc1.Recordset.MoveNext If Adodc1.Recordset.EOF = True Then Adodc1.Recordset.MovePrevious End If End Sub Private Sub exit_Click() Unload Me End Sub Private Sub next_Click() Adodc1.Recordset.MoveNext If Adodc1.Recordset.EOF = True Then Adodc1.Recordset.MoveLast End If
26

End Sub Private Sub previous_Click() Adodc1.Recordset.MovePrevious If Adodc1.Recordset.BOF = True Then Adodc1.Recordset.MoveFirst End If End Sub Private Sub save_Click() Adodc1.Recordset.Update End Sub Private Sub Text2_KeyPress(KeyAscii As Integer) If Not IsNumeric(Chr(KeyAscii)) Then KeyAscii = 0 MsgBox "Tution fees must be numeric" 'Text2.SetFocus End If End Sub 'Private Sub Text1_LostFocus() 'Text2.SetFocus 'End Sub Private Sub Text1_KeyPress(KeyAscii As Integer) KeyAscii = Asc(UCase(Chr(KeyAscii))) If KeyAscii = 32 Then Exit Sub Else If IsNumeric(Chr(KeyAscii)) Then
27

KeyAscii = 0 MsgBox ("Class should be character") End If End If End Sub Private Sub Text3_KeyPress (KeyAscii As Integer) If Not IsNumeric(Chr(KeyAscii)) Then KeyAscii = 0 MsgBox "Examination fees must be numeric" 'Text3.SetFocus End If End Sub

Grade of Staff

28

Coding: Private Sub add_Click()

29

Dim cnt As Integer Adodc1.Refresh Adodc1.Recordset.MoveLast cnt = Val(Adodc1.Recordset.Fields(0)) + 1 Adodc1.Recordset.AddNew Text1.Text = cnt Text2.SetFocus End Sub Private Sub cancel_Click() Adodc1.Recordset.CancelUpdate previous.Enabled = True End Sub Private Sub delete_Click() Dim y As Integer y = MsgBox("Are you sure you want to delete record", vbYesNoCancel) If y = vbYes Then Adodc1.Recordset.delete Adodc1.Recordset.MoveNext If Adodc1.Recordset.EOF = True Then Adodc1.Recordset.MovePrevious End If End If End Sub Private Sub exit_Click() Unload Me End Sub
30

Private Sub next_Click() Adodc1.Recordset.MoveNext If Adodc1.Recordset.EOF = True Then Adodc1.Recordset.MoveLast End If End Sub Private Sub previous_Click () Adodc1.Recordset.MovePrevious If Adodc1.Recordset.BOF = True Then Adodc1.Recordset.MoveFirst End If End Sub Private Sub save_Click() Adodc1.Recordset.Update End Sub Private Sub Text2_KeyPress(KeyAscii As Integer) KeyAscii = Asc(UCase(Chr(KeyAscii))) If KeyAscii = 32 Then Exit Sub Else If IsNumeric(Chr(KeyAscii)) Then KeyAscii = 0 MsgBox ("Description should be character") End If End If End Sub
31

Private Sub Text3_KeyPress (KeyAscii As Integer) If Not IsNumeric(Chr(KeyAscii)) Then KeyAscii = 0 MsgBox "Salary must be numeric" End If End Sub Private Sub Text4_KeyPress (KeyAscii As Integer) If Not IsNumeric(Chr(KeyAscii)) Then KeyAscii = 0 MsgBox "TA must be numeric" End If End Sub

Fees of Student

32

Coding: Dim CNN1 As ADODB.Connection

33

Dim RFAC As ADODB.Recordset Dim rfac1, RFAC2 As ADODB.Recordset Dim TF, EF As Integer Dim M, D, y As Integer Private Sub cancel_Click() Adodc1.Recordset.CancelUpdate End Sub Private Sub Combo1_Click() Set rfac1 = New ADODB.Recordset Dim str, STR1, con As String Dim EX As Integer Dim TOTAL_FEE, T_FEE, E_FEE As Integer Dim D, D1, FINE As Integer Dim M As Integer str = "select * from STUDENT where S_ENROLLNO=" + Combo1.Text rfac1.Open str, CNN1, adOpenDynamic, adLockOptimistic, adCmdText Text2.Text = rfac1!C_CLASS STR1 = "SELECT * FROM CLASS_FEE WHERE CLASS='" + Text2.Text + "'" Set RFAC2 = New ADODB.Recordset RFAC2.Open STR1, CNN1, adOpenDynamic, adLockOptimistic, adCmdText Text3.Text = RFAC2!T_FEE EX = RFAC2!E_FEE con = rfac1!convense M = Month(Format(Text1.Text, "DD/MM/YY")) y = Year(Text1.Text) T_FEE = Val(Text3.Text)
34

If (M = 9 Or M = 12 Or M = 3) Then MsgBox ("This month is for examination fees") TOTAL_FEE = T_FEE + EX Else TOTAL_FEE = T_FEE End If D = Day(Text1.Text) If D > 10 Then MsgBox ("You are paying your fees late") D1 = D - 10 FINE = 1 * D1 TOTAL_FEE = TOTAL_FEE + FINE End If If con = "Yes" Then MsgBox ("This Student has applied for Convense") TOTAL_FEE = TOTAL_FEE + 350 End If Text4.Text = TOTAL_FEE End Sub Private Sub Command1_Click() Adodc1.Recordset.AddNew Text1.Text = Format(Date, "DD/MM/YYYY") Text2.SetFocus End Sub Private Sub Command2_Click() Adodc1.Recordset.Update
35

End Sub Private Sub exit_Click() Unload Me End Sub Private Sub Form_Load() Set CNN1 = New ADODB.Connection CNN1.Provider = "Microsoft.Jet.OLEDB.4.0" CNN1.Open "C:\MY DOCUMENTS\DB2.MDB" Set RFAC = New ADODB.Recordset RFAC.Open "select * from STUDENT", CNN1, adOpenDynamic, adLockOptimistic, adCmdText Do While RFAC.EOF = False Combo1.AddItem RFAC!s_enrollno RFAC.MoveNext Loop D=0 M=0 y=0 End Sub

Staff Salary

36

Coding:
37

Option Explicit Dim CNN1 As ADODB.Connection Dim RFAC As ADODB.Recordset Dim rfac1 As ADODB.Recordset Dim Rsalary As ADODB.Recordset Dim sa As Integer Dim M, D, y As Integer Private Sub cancel_Click() Adodc1.Recordset.CancelUpdate End Sub Private Sub Combo1_Click() Set rfac1 = New ADODB.Recordset Dim str As String str = "select salary from faculty where f_id=" + Combo1.Text rfac1.Open str, CNN1, adOpenDynamic, adLockOptimistic, adCmdText Text2.Text = rfac1!salary sa = rfac1!salary M = Month(Format(Text1.Text, "DD/MM/YY")) y = Year(Text1.Text) If (M = 1 Or M = 3 Or M = 5 Or M = 7 Or M = 8 Or M = 10 Or M = 12) Then D = 31 ElseIf (M = 4 Or M = 6 Or M = 9 Or M = 11) Then D = 30 If (M = 2 And y Mod 2 = 0) Then D = 29 End If
38

If (M = 2 And y Mod 2 <> 0) Then D = 28 End If End Sub Private Sub Command1_Click() Adodc1.Recordset.AddNew Text1.Text = Format(Date, "dd/mm/yyyy") End Sub Private Sub Command2_Click() Adodc1.Recordset.Update End Sub Private Sub exit_Click() Unload Me End Sub Private Sub Form_Load() Set CNN1 = New ADODB.Connection CNN1.Provider = "Microsoft.Jet.OLEDB.4.0" CNN1.Open "C:\MY DOCUMENTS\DB2.MDB" Set RFAC = New ADODB.Recordset RFAC.Open "select * from faculty", CNN1, adOpenDynamic, adLockOptimistic, adCmdText Do While RFAC.EOF = False Combo1.AddItem RFAC!F_id RFAC.MoveNext Loop 'Adodc1.Recordset.AddNew Text1.Text = Format(Date, "dd/mm/yyyy")
39

End Sub Private Sub Text3_LostFocus() Dim w As Integer w = Val(Text3.Text) If w > D Then MsgBox ("Working days can not be greater than months days") Text3.SetFocus Exit Sub End If End Sub Private Sub Text4_Click () Dim calsa As Double Dim w_days As Integer Dim pf, ta, g_salary As Double w_days = Val(Text3.Text) Print w_days calsa = sa / 30 * w_days Text4.Text = calsa pf = 12 * calsa / 100 Text5.Text = pf ta = 200 Text6.Text = ta g_salary = calsa + ta - pf Text7.Text = g_salary End Sub Implementation
40

The implementation phase of software development is concerned with translating design specification into source code. The preliminary goal of implementation is to write source code and internal documentation so that conformance of the code to its specifications can be easily verified, and so that debugging, testing and modifications are eased. This goal can be achieved by making the source code as clear and straightforward as possible. Simplicity, clarity and elegance are the hallmark of good programs; obscurity, cleverness, and complexity are indications of inadequate design and misdirected thinking.Source code clarity is enhanced by structured coding techniques, by good coding style, by, appropriate supporting documents, by good internal comments, and by feature provided in modern programming languages.The implementation team should be provided with a welldefined set of software requirement, an architectural design specification, and a detailed design description. Each team member must understand the objectives of implementation This project is successfully implemented in Visual Basic and MS Access and was seen in all respect of specification. Any number of records can be maintained according to given schedule of school. Till now it is successfully working. As far as the modification in this Project is considered, this facility is built in this project. You can add school information and also can delete his information from the database in case of his exit from this organization. It is granted that this project will work as it is at Present and also in future as all specifications are along the time and frame of the department. Also this project can be successfully implemented in any organization

41

Bibliography

1. Complete Reference Visual Basic 6.0

By Hebert Schild

2. Mastering Visual Basic 6.0

By Evangelos Petroutsos

3. Visual Basic 6 from ground up

By Gary Cornell

4. Informatics Practices

By Sumita Arora

42