Ocial Ounseling Anagement Ystem: S C M S

www.bscitmumbai.blogspot.
com
www.bscitmumbai.blogspot.com
SOCIAL COUNSELING MANAGEMENT SYSTEM
Submitted By: [12.] =-----------[Gupta
Kaushal Mahesh] [15.] =--------------- [Jadhav Sanil Pratap] [51.] =----[Mhatre Mangesh Nandkumar]
Note:
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www.bscitmumbai.blogspot.com www.bscitmumbai.blogspot.com SCMS = Social Counseling Management System
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INDEX
Sr. No. Topic Page
1.
Project Scope
2.
System Requirements
3.
Entity Relationship Diagram
4.
Database Design a. b. c. Table Structure Constraints Relationships 7 9 12
5.
List of Processes
13
6.
Data Flow Diagram
14
7.
Limitations
19
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PROJECT SCOPE
When the counselor logs into the system his schedule for the day appears on his screen.
B HUMAN is basically an organization which deals with people for Social Counseling. The Organization consists of various employees and a manager (administrator) to manage them with a number of counselors who actually conduct the counseling sessions. Least stationary is used since most of the work is done by the system. When an employee logs in the system his and the other employee, counselor attendance is automatically updated. The employees and the counselor have limited access to the system which is controlled by the administrator/manager. Checking the schedule of counselors available for the sessions can be easily done, as a simple query would do this which was previously done by checking the individual counselors time table. The system will be able to save the details of the previous counseling sessions as well, which previously was not possible.
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SYSTEM REQUIREMENTS The present system is the manual system. As everybody knows that the manual work is always easily understood and can be easily operated but is very tedious and time consuming. The management of organization should be proper and systematic. So, we are developing this system to save time and to work faster as well as introduce new concepts for the said SCMS. Before this software, record maintenance was in the form of handwritten documents but when a search for long time back record was needed then it used to be a headache as well as time consuming for the company so the best way to handle this situation is to use this management software to improve the companys performance. The processes which are done manually as follows: 1) The entry of employee/counselor detail is done manually. 2) The registration of customer is done manually. 3) The payment record was also manual. 4) The attendance record was manual as well. 5) The process of checking the availability of customer was manual. 6) For all above tasks the usage of working persons was more, which increases cost. 7) Data security was not proper. 8) Data redundancy.
This software is capable to keep track of entire companys working and performance due to the following modules:
Sr.no Module Name 1. Login
Module Description
This module will be used for giving access or entry to manager, counselor or employee to software and database depending upon their login. This module will be used for tracking the payments made to the organization by the customer who register themselves at the organization by paying the registration fee and also the appointment fee when they take an appointment. Both the fees together being the inward payments to the organization. This module will be used for keeping and maintaining all the details of the employee and counselor like name, address, designation, experience, salary..., etc working or related with the organization. -5www.bscitmumbai.blogspot.com
2.
Payment
3.
Employee
4.
Registration
This module will be used for keeping record of people that are already registered and currently being registered with the organization for various purposes like future references and other uses. This detail includes name, address, registration-id, contact number, etc. This module will be used for creating appointment sessions of the customers with the counselor for counseling and will also simultaneously check the availability of counselor and other probabilities and possibilities. This module will be used for keeping record of counseling sessions between the counselor and the customer as well as the suggestions provided to the customer in previous sessions for future references or sessions. This module will be used for keeping the track of attendance of the employees and counselors as well for internal record purposes.
5.
Appointment
6.
Counseling
7.
Attendance
The minor hardware and software requirements for the proposed software HARDWARE Pentium IV (minimum) Ram 128 MB (minimum) H.D .space-4xGB CD ROM DRIVE-52x (optional) SOFTWARE MS-Access MS-Excel MS-Word Windows OS
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ENTITY RELATIONSHIP MODEL
Customer
Goes for does
Employee
Submits
Attendance
Registration
Generates
Payments
Creates
Appointment
Confirms
Counseling Sessions
Conducted by
Counselor
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DATABASE DESIGN
Table Structure
TABLE: EMPLOYEE
Column Name Emp_id Emp_name Emp_address Emp_mob_num Emp_notes Emp_join_date Emp_age Emp_designation Emp_sex Emp_email_id Emp_pass Data type Number Varchar2 Varchar2 Number Varchar2 Date/Time Number Varchar2 Varchar2 Varchar2 Varchar2 Length 6 50 200 10 200 ---------3 50 1 50 10 Constraints Primary key Not null Not null ----------------------Not null Not null Not null Not null ------------Not null
TABLE: COUNSELOR
Column Name Cou_id Cou_name Cou_address Cou_mob_num Cou_notes Cou_join_date Cou_age Cou_designation Cou_sex Cou_email_id Cou_pass Data type Number Varchar2 Varchar2 Number Varchar2 Date/Time Number Varchar2 Varchar2 Varchar2 Varchar2 Length 6 50 200 10 200 ------------3 50 1 50 10 Constraints Primary key Not null Not null ----------------------Not null Not null Not null Not null -----------Not null
TABLE: CUSTOMER
Column Name Cus_id Cus_name Cus_address Cus_mob_num Cus_notes Cus_reg_date Cus_age Cus_sex Cus_email_id Data type Number Varchar2 Varchar2 Number Varchar2 Date/Time Number Varchar2 Varchar2 Length 6 50 200 10 200 -------------3 1 50 Constraints Primary key Not null Not null ----------------------------Not null Not null Not null ----------------
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TABLE: REGISTRATION
Column Name Reg_id Emp_id Cus_id Pay_id Reg_notes Data type Number Number Number Number Varchar2 Length 10 6 6 10 200 Constraints Primary key Foreign key Foreign Key Foreign key ----------------
TABLE: PAYMENTS
Column Name Pay_id Reg_id Pay_amount Pay_date Pay_type Pay_notes Pay_for Data type Number Number Number Date/Time Varchar2 Varchar2 Varchar2 Length 10 10 10 -------------20 200 20 Constraints Primary key Foreign key Not null Not null Not null ---------------Not null
TABLE: APPOINTMENT
Column Name App_id Reg_id App_time Emp_id Cou_id App_notes Data type Number Number Date/Time Number Number Varchar2 Length 10 10 ------------6 6 200 Constraints Primary Key Foreign key Not null Foreign key Foreign key ----------------
TABLE: COUNSELLING_SESSION
Column Name Ses_id Ses_notes App_id Ses_pre_id Ses_question Ses_solution Data type Number Varchar2 Number Number Varchar2 Varchar2 Length 10 200 10 10 200 200 Constraints Primary key --------------Foreign Key ---------------Not null Not null
TABLE: ATTENDANCE
Column Name Emp_id Att_of_emp Cou_id Att_date Data type Number Varchar2 Number Date/time Length 6 3 6 ------------Constraints Foreign key Not Null Foreign Key Not null
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Constraints
TABLE: EMPLOYEE
Column Name Emp_id Emp_name Emp_address Emp_mob_num Emp_notes Emp_join_date Emp_age Emp_designation Constraints Primary key Not null Not null ----------------------Not null Not null -----------Description It identifies each attribute in employee table It cannot be null employee have name It cannot be null employee have address i.e. temporary or permanent Some employees may not have mobile number Some extra information can be added if necessary like his extra qualifications It cannot be null as employee will join on some date It cannot be null as employee have their age (by birth) Some employee may be given a job but yet to be decided which position or designation to assigned to him/her It cannot be null as employee have their sex It is possible that some employee may not have their email id It cannot be null as every employee will have their password
Emp_sex Emp_email_id Emp_pass
Not null ------------Not null
TABLE: COUNSELOR
Column Name Cou_id Cou_name Cou_address Cou_mob_num Cou_notes Cou_join_date Cou_age Cou_designation Constraints Primary key Not null Not null ----------------------Not null Not null Not null Description It identifies each attribute in Counselor table It cannot be null Counselor have name It cannot be null Counselor have address i.e. temporary or permanent Some Counselor may not have mobile number Some extra information can be added if necessary like his extra qualifications It cannot be null as Counselor will join on some date It cannot be null as Counselor have their age (by birth) Some Counselor may be given a job but yet to be decided which position or designation to assigned to him/her It cannot be null as Counselor have their sex It is possible that some counselor may not have their email id It cannot be null as every counselor will have their password
Cou_sex Cou_email_id Cou_pass
Not null -----------Not null
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TABLE: CUSTOMER
Column Name Cus_id Cus_name Cus_address Cus_mob_num Cus_notes Cus_join_date Cus_age Cus_sex Cus_email_id Constraints Primary key Not null Not null ------------------------Not null Not null Not null ------------Description It identifies each attribute in Customer table It cannot be null Customer have name It cannot be null Customer have address i.e. temporary or permanent Some Customer may not have mobile number Some extra information can be added if necessary like his extra qualifications It cannot be null as Customer will join on some date It cannot be null as Customer have their age (by birth) It cannot be null as Customer have their sex It is possible that some customer may not have their email id
TABLE: REGISTRATION
Column Name Reg_id Emp_id Cus_id Pay_id Reg_notes Constraints Primary key Foreign key Foreign Key Foreign key -----------Description It identifies each attribute in registration table It refers to Employee table(which employee did the registration) It refers to Customer table(which customer did the registration) It refers to the Payments table(payment details of the registration) Some extra information related to the process of registration can be added if necessary
TABLE: PAYMENTS
Column Name Pay_id Reg_id Pay_amount Pay_date Pay_type Pay_notes Pay_for Constraints Primary key Foreign key Not null Not null Not null ------------Not null Description It identifies each attribute in payment table uniquely It refers to registration id(the payment received is for which customer and registration) It cannot be null as amount has to be paid It cannot be null as payment will be done on some day or date It cannot be null as it specifies how the payment was made(e.g. Cash, DD, etc); Some extra information related to the process of payment can be noted down It cannot be null as here the payment for which i.e. registration or appointment is specified
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TABLE: APPOINTMENT
Column Name App_id Reg_id App_time Emp_id Constraints Primary Key Foreign key Not null Foreign key Description It identifies each attribute in appointment table uniquely It refers to the registration table as to which customer has taken the appointment It cannot be null as it specifies what time / date the appointment has been scheduled It refers to the employee table so that which employee fixed the appointment process can be traced It refers to the Counselor table so that which counselor has been appointed in the appointment can be known Some extra information related to the process of Appointment scheduling can also be noted down
Cou_id
Foreign key
App_notes
--------------
TABLE: COUNSELLING_SESSION
Column Name Ses_id Ses_notes App_id Ses_pre_id Ses_question Ses_solution Constraints Primary key ------------Foreign Key ------------Not null Not null Description It identifies each attribute in Counsellin_session table uniquely Some extra information related to the process of Counseling Sessions can be noted down It refers to Appointment table so that which appointment has booked the session can be known It can be null as a customer would have come for the first time will not have a previous session id It cannot be null as some problem will definitely be there It cannot be null as some solution will definitely be given
TABLE: ATTENDANCE
Column Name Emp_id Att_of_emp Cou_id Att_date Constraints Foreign key Not Null Foreign Key Not null Description It refers to the employee table It cannot be null as employee will either be present or absent It refers to the counselor table It cannot be null as date will be there to the day on which attendance is taken
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Relationships
Left Entity Customer Right Entity registration Relationship One to one Description One customer can do exactly one registration and one registration can have exactly one customer One employee will fill the attendance for many other employees and counselors One employee can do many registrations or no registration at a given period of time One registration can generates many payments in form of registration fee and multiple appointment fee Registration is mandatory but appointment isnt so one registration can bring many appointments with it. One appointment can have exactly one counseling session and one session can be fixed in only one appointment One counselor is present in one session but various sessions can have the same counselor
Employee
Attendance
One to many
Employee
Registration
One to zero/many One to many
Registration
Payments
Registration
Appointment
One to many
Appointment
Counseling Sessions
One to One
Counseling Sessions
Counselor
Many to one
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LIST OF PROCESSES
Sr. no 1.
Process Name Login
Description Security is very important feature of any software. This reason leads to basic features like login but. Only for organizations employees and counselor and the Administrator. By providing a username And password the person logging in will be able to access the Software system. In case the username, password is incorrect The person logging in will not be allowed into the system. This process deals with Adding an employee & counselor, Modifying an employee & counselor detail or deleting information related to the employee & counselor or entire employee is managed here and the rights for this are assigned especially to the Administrator of the system. This process is related to intake of customer information to the System by the employees. It also checks for complete Registration of the customer. This process is especially for checking the availability of the counselor at the particular time when the customer has asked for. If not then other suitable combination can be used This process is actually and mainly the query solving process where the customer meets the counselor and they together share the problem and solutions
2.
Addition, modification and deletion.
3.
Registration Of Customer Availability of Appointments Counseling Sessions
4.
5.
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DATA FLOW DIAGRAM

Filling Attendance Receiving Appointment Checking availability Registration Login
Employee
Conducting Sessions
Access Add Customer Getting information Fixing Appointment details Updating Attendance Table Checking Attendance A/M/D Counselor A/M/D Employee Login
Checking Schedule Login
ocial
Counseling
Management
Counselor
Access Getting information Updating Sessions Details
System
ADMINISTRATOR Access Update Employee Table Update Counselor Table Getting details
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Level 1 DFD:
Login id and password Admin Validate/Reject
1.0 Admin Login
Request Confirmation Employee
Login id and password Employee Validate/Reject
2.0 Employee Login
Request Confirmation Employee
Login id and password Counselor Validate/Reject
3.0 Counselor Login
Request Confirmation Counselor
Employee Info
Admin
Acknowledgement
4.0 Employee Management
Add/ modify/ delete
Updated Information
Employee
Counselor Info
Admin
Acknowledgement
5.0 Counselor Management
Add/ modify/ delete
Updated Information
Counselor
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Counselor/Employee Info
Admin
Report
6.0 Attendance Checking
Request
Attendance generation
Attendance
Customer info
Employee
Ack & reg_id
7.0 Customer Registration
Add/ modify
Updated Information
Customer
Acknowledgement
Appointment request time
Employee
Fix Appointment
8.0 Checking & giving appointment
Availability of counselor
Updated Info
Appointment
Customer Info
Counselor
Session Concludes
9.0 Conducting Counseling Sessions
Check for previous sessions
Updated info
Counseling Session
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LEVEL 2 DFD
Employee Info
Admin
Acknowledgement
4.1 Add Employee
Add Employee
Employee id
Employee
Employee Id & Info
Admin
Acknowledgement
4.2 Modify Employee
Modify
Updated Information
Employee
Employee Id
Admin
Acknowledgement
4.3 Delete Employee
Delete
Updated Information
Employee
Employee Info
Admin
Acknowledgement
5.1 Add Counselor
sss Add Counselor Counselor Id Counselor
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Counselor ID & info
Admin
Acknowledgement
5.2 Modify Counselor
sss Modify Counselor Updated Information

Counselor
Counselor ID
Admin
Acknowledgement
5.3 Delete Counselor
sss Delete Counselor Updated Information

Counselor
Customer info
Employee
Updated Info & Ack
7.1 Add Registration
sss Add customer Customer ID

Customer
Acknowledgement
Customer ID & info
Employee
Acknowledgement
7.2 Modify Registration
sss Modify Customer Updated Information

Customer
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LIMITATIONS
Basically this system is semi-automated so there has to be some limitations, which comes in the form of human errors. Once an appointment taken cannot be cancelled. Noobs cannot use the system as he/she must have basic knowledge of computer usage The system cannot recover the data that will be lost due to power failure or system failure during a process being executed or unsaved.
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Ocial Ounseling Anagement Ystem: S C M S

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www.bscitmumbai.blogspot.

SOCIAL COUNSELING MANAGEMENT SYSTEM

Submitted By: [12.] =-----------[Gupta

www.bscitmumbai.blogspot.com www.bscitmumbai.blogspot.com SCMS = Social Counseling Management System

Entity Relationship Diagram

Database Design a. b. c. Table Structure Constraints Relationships 7 9 12

Data Flow Diagram

Sr.no Module Name 1. Login

ENTITY RELATIONSHIP MODEL

Emp_sex Emp_email_id Emp_pass

Not null ------------Not null

Cou_sex Cou_email_id Cou_pass

Not null -----------Not null

One to zero/many One to many

Process Name Login

Addition, modification and deletion.

Registration Of Customer Availability of Appointments Counseling Sessions

DATA FLOW DIAGRAM

Checking Schedule Login

Login id and password Admin Validate/Reject

1.0 Admin Login

Request Confirmation Employee

Login id and password Employee Validate/Reject

2.0 Employee Login

Request Confirmation Employee

Login id and password Counselor Validate/Reject

3.0 Counselor Login

Request Confirmation Counselor

4.0 Employee Management

Add/ modify/ delete

5.0 Counselor Management

Add/ modify/ delete

6.0 Attendance Checking

Ack & reg_id

7.0 Customer Registration

Appointment request time

8.0 Checking & giving appointment

9.0 Conducting Counseling Sessions

Check for previous sessions

4.1 Add Employee

Employee Id & Info

4.2 Modify Employee

4.3 Delete Employee

5.1 Add Counselor

sss Add Counselor Counselor Id Counselor

Counselor ID & info

5.2 Modify Counselor

sss Modify Counselor Updated Information

5.3 Delete Counselor

sss Delete Counselor Updated Information

Updated Info & Ack

7.1 Add Registration

sss Add customer Customer ID

Customer ID & info

7.2 Modify Registration

sss Modify Customer Updated Information

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