Abstract

Majority of Orphanages and State Governments have been using paper logs and manual entries
for tracking orphanage records. These methods make it difficult to efficiently manage orphan
data and to inform decisions at different levels. This study is in two folds. We analyzed and
examined the public perception of having a web based information system for orphanage
management and also designed and implemented a web based system for management of
orphanages. The system we developed keeps track of orphanages, the orphans, the helps received
by the orphanages and members of the public who rendered these helps. The study also explored
the role of orphanages and government towards orphan, identified the problems in the
orphanages and suggested measures that would improve the role of orphanages in orphan care.

Sabari Annai Illam Trust is a registered Indian Non Government, Non Religious, Non Profit,
Social Service Organization working on child rights, senior citizen rights, women welfare, youth
support & rural development across India.

Established in the year of 2009, the organization is devoted in looking at the wider picture; not
only to help one cause but to focus on related causes like women welfare, senior citizen care,
youth support and support of underprivileged children, disabled children and blind children too.
We hope by doing this there will be a positive impact on the community and encourage others to
make a difference.

We started our first project as "Little Pencils" orphanage by taking care of five children. We
slowly expanded our support to close to twenty children. We later expanded our support to
thousands of children, many senior citizens, Women and Youth. Our vision is to promote ability
among all the orphaned/abandoned/underprivileged children, senior citizens within and outside
the support system, by educating, guiding and giving them the love and care which they deserve.
We act as a transition for these children to lead a life with complete social dignity and also make
them able, to help the society in return and our Mission is to continue doing our work with social
responsibility, so that we can restore the bright future of these innocent lives. We are practicing
the governance, policies, credibility and partnering and Audit system. We are following Tax
Benefits Under section 80G deduction is available to any tax payer (may be individual, company,
firm or any other person) making donation to any NGO which is approved under section 80G.
Up to 50% of the donation made is allowed to be deducted from the taxable income and
consequently tax is calculated.
Sabari Annai Illam Trust is approved under Section 80G (5) (VI) of the Income Tax Act,
1961. We having individual, corporate, Overseas volunteers, NGO’s and institution support in
organizing the events. We having NGO’s, Corporate and Institution partners in maintaining the
welfare of the orphanage. Become a Member of Sabari Annai Illam to give inputs and
participate in the organizations plans and projects. Sabari Annai Illam holds meetings in regular
intervals. You will be requested and communicated to attend the meetings.
Students, housewives, senior citizens, employees of various companies and others can volunteer
for the below mentioned tasks. Dedicated volunteering has always helped the causes.
Introduction

Everyone has a different way of celebrating special moments in their lives. While, some
of us celebrate birthdays by cutting cakes, some of us party out with friends, and a few of
us just visit a temple and pray for good in life. My brought up was such that birthday
celebrations meant enjoying a day with orphan kids. This taught me the “joy of sharing”
in life. The kids at orphanage were so excited for who all visiting them and shared a
whole meal and a lot of gifts with them.

During the recent visit to an orphanage, I noticed that managing the kids, transactions
and maintenance of the organization were all done manually, thus making it very tedious
to organize, store and retrieve data on income, expenses and historical data for kids. This
motivated me to develop an application to ease the administrative activities for these
kinds of organizations, and thus came up the Orphanage Management System (OMS).
EXISTING SYSTEM

The existing system is a manual system and there are many difficulties in maintaining and
handling it. The drawbacks of the manual system are,

 Ledger books should be maintained for each entry.

 Each time to make a new entry the previous records has to be referred.
 Maintaining the data manually has no security.
 To generate a report, every time the ledger books has to be searched which is time
consuming.
The system, which is followed at present, is a manual system. Printing work is difficult.
In the existing system each and every time a reference should be made manually. There are high
possibilities to commit errors and mistakes, which leads to produce the wrong statements to the
management. Report generation is also not an easy task.

Another important drawback of existing system is time factor. It will not help the
management to solve the problem in time. The above said reasons are overcome by using the
PHP. Since the security system in this package is more secure than other software packages.

Draw backs of Existing System

The existing system is a manual system. Here the employees needs to save the information in
the form of excel sheets or Disk Drives.

 There is no sharing is possible if the data is in the form of paper or Disk drives.

 The manual system gives us very less security for saving data; some data may be lost due
to mismanagement.

 It’s a limited system and fewer users friendly.

 Searching of particular information is very critical it takes lot of time.

PROPOSED SYSTEM

To debug the existing system, remove procedures those cause data redundancy, make
navigational sequence proper. To provide information about users on different level and also to
reflect the current work status depending on organization. To build strong password mechanism.

Features of proposed system

We all know the importance of computerization. The world is moving ahead at lightning
speed and everyone is running short of time. One always wants to get the information and
perform a task he/she/they desire(s) within a short period of time and too with amount of
efficiency and accuracy. The application areas for the computerization have been selected on the
basis of following factors:

 Minimizing the manual records kept at different locations.

 There will be more data integrity.
 Facilitating desired information display, very quickly, by retrieving information from users.
 Facilitating various statistical information which helps in decision-making?
 To reduce manual efforts in activities that involved repetitive work.
Updating and deletion of such a huge amount of data will become easier.

SYSTEM SPECIFICATION

A system specification describes the operational and performance requirements of a

system, such as a computer. It is considered a high-level document that dictates global functions.

HARDWARE CONFIGURATION:

A hardware requirements list is often accompanied by a hardware compatibility list (HCL), especially in
case of operating systems.

Processor : Intel Pentium IV T440 px with 550Mhz

Memory : 512 MB DDR

Disk drives : 80 GB HDD

Display monitor : 17” SVGA Color Monitor

DVD drive : LG DVD ROM

Keyboard : Microsoft Keyboard

Mouse : Logitech

Printer : Epson LQ 2170 + 440 CPS 132 Columns

HP Desk Jet 610C

SOFTWARE CONFIGURATION:

Software requirements deal with defining software resource requirements and prerequisites that need
to be installed on a computer to provide optimal functioning of an application.

Operating system : Windows 7/ Higher

Front end : PHP

Back end : MYSQL

DFD

Context Level
Orphanage web
Admin Portal Sponsors

Users

Level 0:

Invalid

Username &
Password Login
Admin/Users

Valid

Home Page
Level 1

Admin Login Authentication

Check for the sponsors

Check for sponsors_tbl
Requirements

sponsors Report