TRIBHUWAN UNIVERSITY

ADVANCED COLLEGE OF ENGINEERING AND

MANAGEMENT
KUPONDOLE, LALITPUR

A
PROJECT PROPOSAL
ON
DEPARTMENT STORE MANAGEMENT
INFORMATION SYSTEM

(DSMIS)

SUBMITTED TO
DEPARTMENT OF ELECTRONICS AND COMPUTER ENGINEERING

SUBMITTED BY:
ABHAY RAJ SHAKYA (502;abhay_rshakya@hotmail.com)
ABHINAYA SHRESTHA (503;toerage@facebook.com)
HEMANTA SAGAR LAMA (513;hsl_2006@hotmail.com)
NISHANT MAN PATI BAJRACHARYA (520;bajra_nish@live.com)

JULY 9, 2011

Acknowledgement
We are thankful to all those who have helped us directly or indirectly with
this project. Foremost, we would like to thank Advanced College of Engineering
and Management for providing us this project, Department Store Management
Information System (DSMIS). We would like to thank Er. Badri Adhikari for his
guidelines for this project and for organizing this course and acknowledge his
effort that encouraged us to take this challenging project. We would also like to
offer our gratitude to all our teachers whose lectures and ideas were the basis for
our project research and appreciate the support rendered by Department of
Computer Engineering, ACEM.

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Abstract

The project entitled Department Store Management Information System

(DSMIS) is a system for automating the marketing and billing system of the
department store. This system keeps the information related to the management
of the department store. These includes product, staff, stock, sale and purchase
information, current business status or business status of certain period, billing
system, order details, transaction report, etc. This project mainly focuses on
easing the daily tasks of a department store. This project is the combination of
database management system, management information system and local
networking. A shared resource that includes the database are accessed
simultaneously by the different users i.e. cashiers and managers at different
corner of the same departmental store.

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Table of Contents
Acknowledgement................................................................................................................................... ii
Abstract ................................................................................................................................................. iii
1

Introduction .................................................................................................................................... 6

Objectives and Scope ....................................................................................................................... 7

Literature Review ............................................................................................................................ 8

Methodology ................................................................................................................................. 10
4.1

E-R Diagram ........................................................................................................................... 10

Description of the Proposed System .............................................................................................. 12

5.1

System Block Diagram ............................................................................................................ 12

5.2

Technical Description ............................................................................................................. 15

5.3

Interfaces ............................................................................................................................... 16

5.3.1

Login Screen ................................................................................................................... 16

5.3.2

Billing System ................................................................................................................. 17

5.3.3

Inventory Management system ...................................................................................... 18

Cost Estimation.............................................................................................................................. 19

Project Schedule ............................................................................................................................ 20

Conclusion ..................................................................................................................................... 21

References..................................................................................................................................... 22

List of Figures and Graphs

Figure 1: E-R Diagram ................................................................................................................10

Figure 2: System Block Diagram .12
Figure 3: Login Interface..16
Figure 4: Billing System Interface .17
Figure 5: Inventory Management Interface18
Figure 6: Project Schedule Gantt chart 20

Table 1: Project Tools 15

Table 2: Cost Estimation 19

1 Introduction
The use of computer today is in peak point and each and every field uses
computer system for the fast processing and security of the data. Management
Information System (MIS) is one of the business fields where computers have
made the tasks easier, more efficient and organized.An 'MIS' is a planned system
of the collection, processing, storage and dissemination of data in the form of
information needed to carry out the management functions. Simply, it is the
system that provides information needed to manage organization effectively.
Department stores can be benefitted by Management Information System
as it increases the productivity of the staff, organization of the records and
decreases the overall work load. Hence, Department Store Management
Information System can be considered as an integral part of any modern
department store.
Department Store Management Information System comprises of
maintaining and updating inventory records with their attributes such as product
identity number, price, available stock, etc. Next feature is the billing system
which calculates and prints the invoice for the customers at different Point of
Sales (POS). The inventory is updated accordingly and the transactions are
recorded in the database. DSMIS also maintains a database for employee posts
and salaries. Employees will get access to particular fields with their ID and
password. For example cashiers will get access to the billing system only while the
managers will get access to inventory and transactions records. The system also
generates reports for the managers so as to analyze the profit-loss and overall
business status of the company. Overall, the system is the combination of the
Management Information system, Database Management system, Transaction
Processing system and Decision Support system.

2 Objectives and Scope

The main objectives of our projects are listed as follows:
To develop a Management Information System (MIS) to automate the
management of a department store.
To develop a billing system for points of sales (POS) in the department
store.
To develop an Inventory Management System so as to record and update
stocks as well as transactions.
To build an Executive and Decision Support Systems (ESS and DSS) for the
purpose of business analysis and reporting.

3 Literature Review
Initially in business and other organizations, internal reporting was made
manually and only periodically, as a by-product of the accounting system and
with some additional statistics, and gave limited and delayed information on
management performance. Previously, data had to be separated individually by
the people as per the requirement and necessity of the organization. Later, data
was distinguished from information, and so instead of the collection of mass of
data, important and to the point data that is needed by the organization was
stored.
Earlier, business computers were mostly used for relatively simple
operations such as tracking sales or payroll data, often without much detail. Over
time, these applications became more complex and began to store increasing
amount of information while also interlinking with previously separate
information systems. As more and more data was stored and linked, man began
analysing this information into further detail, creating entire management
reports from the raw, stored data. The term "MIS" arose to describe these kinds
of applications, which were developed to provide managers with information
about sales, inventories, and other data that would help in managing the
enterprise. Today, the term is used broadly in a number of contexts and includes
decision support systems, resource and people management applications,
Enterprise Resource Planning (ERP), Supply Chain Management (SCM), Customer
Relationship Management (CRM), project management and database retrieval
applications.
A departmental Store is a retail establishment which satisfies a wide range
of the consumers personal and residential product needs and at the same time
offering the customer a choice of multiple merchandise at variable price points in
all product categories. Departmental stores usually sell products including
furniture, home appliances, electronics, toiletries, cosmetics, toys and most
importantly food items and beverages.
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Department stores can trace its history back to 1836 A.D. to Kendal Milne
& Faulker which is the worlds oldest department store in Manchester. The world
has come a long way since 1836 and so has department stores. Since the
personal computer revolution which began in the 1980s small businesses and
even households can afford a computer. Nowadays, everything is computerized
and automated to make the work easier, efficient and records reliable and
accurate. Therefore, to make the use of the computing powers, various
softwares including the MIS, have been made to fulfil the needs for the
management of modern department store. We visited some of the department
stores in Kathmandu so as to study the software they are using for the store
management. We could only get a sight of the billing interface at one of the POS.
The inventory database is updated by the inventory manager. The cashiers at the
POS are responsible for the entry of the items bought by the customers which
they perform by entering the labelled product ID. The billing system calculates
and prints the invoice after data entry. In the larger department stores and
supermarkets, product entry is done by the Bar Code Reader connected to the
POS system.

4 Methodology
4.1 E-R Diagram
The entity relationships diagram of the inventory and transaction database is shown
below:Product_id

Employee_id

Product name

Name

Category

Sex

Buying price

PRODUCT

Updated by

Employee

Post
Salary

Selling price

Password
Units sold

Done by

Available units
Transaction_id
Transaction

Expiry date

Total amount
Location
Done to
Bought
From
Customer_id
Customer

Customer name

Supplier_id
Address
Supplier Name

Supplier
Contact no.

Address

Figure 1: E-R Diagram

Contact no.
10

The E-R diagram presented is designed for the inventory and transaction database. This
model is likely to change during the course of time. Different entity sets, attributes and
relationships will be added to the design according to the needs of the Department
Store MIS.

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5 Description of the Proposed System

5.1 System Block Diagram
Inventory manager

manager
INVENTORY
MANAGEMENT
SYSTEM

DATABASE

TRANSACTION
PROCESSING
SYSTEM

BILLING
SYSTEM

EXECUTIVE
SUPPORT
SYSTEM

Reports,
Analysis,
etc.

MIS

Invoice

Cashier

Printer

Figure 2: System Block Diagram

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The Department Store Management Information System is divided into following

parts:
1.
2.
3.
4.
5.

Database
Inventory Management System
Transaction Processing System
Billing System
Executive Support System

1. Database: The database stores the inventory and transaction records. The
inventory includes product information such as product ID, name, category, etc.
It contains every transaction records and information such as supplier info. It also
maintains the record of employees and their login password.
2. Inventory Management System:This system includes tools for entering and
updating the records in the inventory. The task is done by inventory manager.
This system automatically updates the inventory after the sale of any product.
3. Transaction Processing System:This system is connected with the billing system
and is responsible for storing every transaction in the database.
4. Billing System:The billing system creates and prints the invoice after product
entry at the Point of Sale(POS) by the cashier. The cashier can enter the product
either by the product ID or name. The invoice number, date, price of the specific
product, total cost will be automatically generated and calculated. After the
completion of product entry, the invoice will be printed in a standard format
from a printer interfaced with the computers.
5. Executive Support System:This system acts as a reporting tool that generates
reports and analysis such as profit/loss for the department store manager. This
system is connected with the Database, Inventory Management System and
Transaction processing System and extracts required data needed for analysis.
As soon as the application is started, user login window is displayed. The employee
will enter his/her user ID and password after which the system will open the
particular application window. Suppose the employee is cashier then billing system
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will start. Whereas the manager can access the executive support system as well as
billing and inventory management system. The system will determine the post of
the employee from the user ID and password.
The number of computers is usually more than one since there are multiple POS
terminals in a departmental store. So, all the computers are locally networked so as
to access and modify common database.

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5.2 Technical Description

This project is widely based on database management system which
includes accessing, adding, and modifying the contents of database. The system
also prints the invoice after billing process which is accomplished using
appropriate java application programming interface (API).

S.N.
1.
2.
3.
4.
5.
6.

Tools/Language/Software
Purpose
Eclipse Java / Netbeans 7.0
Interface for Programming
JDK 6 update 26
Development kit
Java
Programming Language
Microsoft Windows 7 / XP
OS for Development and Testing
MS Word / MS Excel / MS Documentation
PowerPoint
MySQL
Database tool

Table 1: Project Tools

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5.3 Interfaces

5.3.1 Login Screen

Figure 3: Login Interface

16

5.3.2 Billing System

Figure 4: Billing System Interface

17

5.3.3 Inventory Management system

Figure 5: Inventory Management Interface

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6 Cost Estimation

S.N.

Purpose

Amount (RS)

1.
2.
3.
4.
5.
6.

Salary (Rs.15000 per month * 3 months * 4 persons )

Internet Connection Cost(Rs.2000*3months)
Electricity Cost
Printing and Documentations
Genuine Software licenses
Miscellaneous Cost
Total
Table 2: Cost Estimation Table

19

1,80,000
6,000
2,000
2,000
50,000
10,000
2,50,000

7 Project Schedule

Figure 6: Gantt chart.

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8 Conclusion
Hence, we plan to make a simple yet effective Management Information System
to manage the activities of Departmental Store. We hope to achieve this project
by applying the knowledge of database and JAVA languages correctly. We hope
to gain a valuable experience while learning to work as an effective team and
complete the task in the given deadline. We also intend to enhance the
software by adding many features and capabilities others than the ones
mentioned here.

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9 References
1. Silverschatz, Korth, Sudarshan. (2002). Database System Concepts.
2. Schildt H.(2002). The Complete Reference Java2.
3. OBrien, J (1999). Management Information Systems Managing Information
Technology in the Internetworked Enterprise.

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