ST.

XAVIER’S COLLEGE
(Affiliated to Tribhuvan
University) Maitighar,
Kathmandu

Case Study Report

On
“Database Management System” - (IT
220) At
“ABC Co-operative Pvt. Ltd.”

Under the supervision of

Er. Sanjay Kumar Yadav
Lecturer/ Supervisor

Submitted by:
Roshika Bajracharya
(016BIM042) Shreeya Shakya
(016BIM050)
Sony Bajracharya (016BIM056)
Upekkha Rajkarnikar (016BIM060)

Submitted to:
ST. XAVIER’S COLLEGE
Department of Computer Science
Maitighar, Kathmandu,
 Nepal June 3, 2018

2
Database Management System
 [Code No.: IT 220]

A case study report submitted in partial fulfillment of the requirement

for the degree of Bachelor of Information Management awarded by
Tribhuvan University

Submitted by
Roshika Bajracharya (016BIM042)
Shreeya Shakya (016BIM050)
Sony Bajracharya (016BIM056)
Upekkha Rajkarnikar (016BIM060)

Submitted to
ST. XAVIER’S COLLEGE
Department of Computer Science
Maitighar, Kathmandu
Nepal

3
June 1, 2018
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CERTIFICATE OF APPROVAL

The undersigned certify that they have read and recommended to the Department of
Computer Science for acceptance, a case study report entitled “Database Management
System” submitted by Roshika Bajracharya (016BIM042), Shreeya Shakya (016BIM050),
Sony Bajracharya (016BIM056) and Upekkha Rajkarnikar (016BIM060) in partial fulfillment
for the degree of Bachelor of Information Management awarded by Tribhuvan University.

…………………………..
Er. Sanjay Kumar Yadav
Supervisor/ Lecturer
Department of Computer Science
St. Xavier’s College

……………………………..
Vishnu Kumar Rana
Head of Department
1
Department of Computer
 Science St. Xavier’s College

2
ACKNOWLEDGEMENT
It gives us immense pleasure to express our deepest gratitude and thanks to our highly
skilled and esteemed guide Er. Sanjay Kumar Yadav, Lecturer, Department of Computer
Science, for his valuable guidance, encourages and helps.

Furthermore, we would like to express our sincere thanks to Mr. Vishnu Kumar Rana, Head
of Department, Department of Computer Science, for giving us this opportunity to undertake
this study.

Likewise we would like to extend our heartfelt thanks to the ABC Co-operative Pvt. Ltd. for
their generous support and patience while we were there for collection of data and
information. We would also like to thank Mr. Mahesh Bahadur Shrestha for helping us and
providing us valuable information. And we would love to thank Mrs. Alina Shrestha,
receptionist of ABC Co-operative for behaving nice with us and spending time with us while
collecting data which was very memorable.

We would also like to thanks our parents for their patience, love and support while making
this study. We would like to thank our colleagues and friends who helped us directly or
indirectly for completing this study.

Thank You.

Roshika Bajracharya (016BIM042)

Shreeya Shakya (016BIM050)
Sony Bajracharya (016BIM056)
Upekkha Rajkarnikar (016BIM060)

3
Table of Contents
ABSTRACT 4 1. 6
1.1 6
 1.2 6
1.3 7
1.4 8
1.5 8
1.5.1 8
1.5.2 8
1.5.3 8
1.5.4 8
1.6 8
2. 9
2.1. Target Market Identification 8 2.2. Decision Criteria 8 2.2.1. Problems 8
2.2.2. Decisions 8 2.2.3. Assumptions 8 2.3. Database 9 2.3.1. Database Model 9
2.3.2. ER Diagram 9 2.3.2.1. User Specification 9 2.3.2.2. Conceputal Design: 10
3. 16
3.1. Result 12 3.2. Conclusion 13 References 13

4
ABSTRACT
The principle objective of the case study is to know how an entire database system is
managed and works on a daily basis in the real world. This study will provide an overall
technical knowledge of a database system in today’s modern technical world. With the rapid
increase in data and its necessity the database system is growing day by day. A database
consists of a collection of interrelated data stored in a standardize format and a set of
programs to access those date so the multiple user can share them. The collection of data,
usually refers to as the database, contains information about one particular enterprise.

The purpose of this study is to know how Database Management is used by companies.
Database management system is software that defines a database, stores data, supports a
query language, produce reports and create data entry screen. The primary goal of DBMS
is to provide an environment that is both convenient and efficient to use in retrieving and
storing database information. Database systems are designed to manage large bodies of
information.
Database Administrator is a person who is responsible for designing, controlling and
maintaining database. This study involves learning about the major responsibilities of DBA
and the problems faced by him/her.

By this study, we have clear and sound knowledge about database system, their working
procedure, importance and uses.

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1. Introduction
1.1 Background
ABC Co-operative Limited was founded by Mr. Mahesh Bahadur Shrestha. Established in
2055 B.S, ABC Co-operative celebrated its Nineteenths Annual General Meeting (AGM) in
the year 2074 B.S. and is currently running in the Tweenth Year. In its nineteen years
history, ABC Co operative remains ever more determined to make it a venue for establishing
prosperous society. It is situated in Kalimati, Kathmandu a densely populated planned area.
Following norms and regulations set by the Nepalese Co-operative Act-2048 B.S., Co-
operative Rules-2049 B.S. and Values and Norms set by International Co-operative Alliance
(ICA), Managing Committee acts as a Chief Executive Committee and other legal
Committees act according to their duties and responsibilities respectively. The most obvious
advantage concerns income and job opportunities, enabling social standing and promoting
collective benefit of all its members. ABC Co-operative tries its best to materialize above
concern into reality by collecting small and unnoticeable amount of individual members as
saving and providing loan.
1.2 Objective of ABC Co-operative
ABC Co-operative Limited was established with the following objectives:

o To inspire the members to be economical and to invest on regular savings.

o To enhance, disseminate and expand the knowledge that co-operative is a mutual co-
operation for economic prosperity and to held high the social dignity and status of members.
o Emphasis on the creation of ideologies to approve the significance of self-dependence,
mutual help, co-operation among members, becoming economical to enhance regular
saving habit. o To increase economic prosperity and establish developed society by
channelizing individuals' small, idle and insignificant amount of money into income and skill-
oriented jobs. o To follow principles, values and norms of co-operative and to run actively
being self-disciplined, transparent and responsible institution.
o To explore new avenues for growth and profitability.
o To develop a customer oriented service culture with special emphasis on customer care
and service.

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1.3 Mission
The Mission of ABC Co-Operative Limited is to be established as community based
sustainable, competent and empowered financial cooperative, supporting the formation of
poverty free prosperous society. Some key goals of ABC Co-Operative Limited are as
follows:

o Developing a culture of “ Giving Extra Care to the Customers”

o To improve the living standard of the people through economic, social and environmental
services.
o To provide financial services to the underprivileged families who are deprived of the
financial accessibility.
o To provide sustainable livelihood skill to members of the institution.
o To enhance self-competency by maintaining cent percent loan repayment.
o Developing internal and external efficiencies by prudent use of technology.
o Building operational efficiency through smarter processes and controls.
o Acting responsibly for making contributions to the society.
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1.4 Hierarchical organization of the firm

Board of Director

Manager/ CEO

Supervisor/ Loan
Officer

Teller Staff

Deposit
Collector/
Marketor

Messenger

Fig 1: Hierarchical organization of the firm

1.5 Area of Engagement

1.5.1 Deposit
1.5.2 Remittance
1.5.3 Loan
1.5.4 Insurance

1.6 Database
CEO of ABC, Mr. Mahesh Bahadur Shrestha said that “When we started our organization we
kept the records manually. But as time passed there was more competition in the market
and digitalization was taking over the market. It was hard for us to record all the data in a
register. The main problem was searching records in emergency time and the data’s getting
lost. Then I decided to use a technology in our organization. Hopefully, I did manage a
software company named
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Finman for Co-operatives to build Database for our small organization. It make our tasks
easier and data safer .But still we record the data manually too”.

2. Case Study Overview

2.1. Target Market Identification
o Membership Expansion
o Business and Service Expansion
o Partnership and Networking
o Human Resource Development
o Digitization
o Up-scaling Quality of Services
o Infrastructure and Premises Development

2.2. Decision Criteria

2.2.1. Problems
o Growth of organization leads to keep records of more data.
o Loss of data.
o Unarranged data.
o Difficult to keep data backup.
o Unmanaged Filing.

2.2.2. Decisions
o Moved towards FINMAN FOR COOPERATIVES.
o It was bring to practice with the help of Infoware Nepal Pvt. Ltd.
o With the decision of all management team it was able to be used.
o All data were securely stored and successfully shared.

2.2.3. Assumptions

o LAN were used to connect computers and store all database activities.
o Backup was done in every two days of interval.
o Infoware Nepal Pvt. Ltd. has provided good service as maintenance and update is
done in every 3 months.

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2.3. Database
Database has been an important tool in every organization. It is being helpful for us to record
all data without redundancy and loss. As it is a cooperative, they have to keep records of all
members, depositors, borrowers, and many more.

This company has been using a database made by Infoware Nepal Pvt. Ltd., located at
Naxal, Kathmandu, called “FINMAN FOR COOPERATIVES”. As a database, it is a financial
accounting software product whose primary function is to store and retrieve data as
requested by other software applications, be it those on the same computer or those
running on another computer across a network (including the Internet). It is committed to
providing total information technology related services to its clients. This commitment
prompts the cooperative to diversify its activities in design, development, implementation
and maintenance of Integrated Financial Accounting Software as per the requirements of
the user. It is a total computerised MIS solutions provider offering solution and services in
Areas as Application Software, System Integration and other customised software solutions,
Data Entry Operations, Computer Trainings etc.

2.3.1. Database Model

As per the research it is found that the company has established with network database
model and relational database model. Each computer is connected through LAN network. It
is all managed by their personal technician.

2.3.2. ER Diagram
2.3.2.1. User Specification
The cooperative database keeps track of a company’s Employee, Departments and
Accounts. The followings are description of part of the company to be represented by
the database.
o The company is organized into department. Each department has unique name,
unique number and particular employee who manages the department. We keep
track of the start date when that employee began managing the department. A
department have different locations
o A department controls and number of accounts each of which have unique name
and unique number and single location
o We store each employee name, id number, address, salary. An employee is
assigned to one department and may work on several accounts which are not
necessarily controlled by the same department. We keep track of the direct
supervision of each employee.
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o We won’t keep track of the dependence of each employee for insurance purpose.
We keep each dependent first name, address and relation of the employee.

2.3.2.2. Conceptual Design:

1. Employee:
Employee has primary key as Employee_ID. Foreign key as Employee_Name. Salary,
Employee_Address, Employee_email are also been recorded.
2. Department:
The Cooperative have different departments. The entity Department have different attributes
which include Department_Name, Department_ID, Department_address, Department_email
and Department_phone.
3. Manager:
The Entity Manager have attributes like Manager_ID, Managaer_Name, Manager_phone,
Manager_Address and Manager_Email.
4. Account:
One of the department of cooperative is Account with attributes Account_Name,
Account_ID, Account_Type, and Account_Date.
5. Finance:
Another department of cooperative is Finance with Primary Key Finance_ID. The attributes
include Finance_Name, Finance_Address, Finance_email and Finance_phone.
6. Loan:
The primary key of Loan Department is Loan_ID. The attributes are Loan_Type,
Loan_Amount, Date_of_Issue and Repayment_period.
7. Customer:
Customer_ID is the primary key here. Customer’s Name, Address, Age, and Phone are
recorded in the database.
2.3.2.3. Relationship
Employees have one-to-one relationship between customers. The Manager/ CEO has one
to many relationship with employees, supervisor, marketers and messengers. Each
employees has unique id. Without their id cards they are not allowed to be worked in office.
The cooperative is not fully digitalized as they still keep the records manually as well. And
the employees record are also done manually, i.e. time card is maintained to record the
arrival and departure as well as attendance of each and every employees
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 13

Fig 2: ER Diagram of the cooperative

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2.3.2.4. Schema Diagram

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3. Report Analysis
3.1. Result
ABC Co-operative Pvt. Ltd., established in 2055, prides itself as a co-operative organization
dedicated to promoting saving habit of people in the specific locality. ABC Co-operative
remains ever more determined to make it a venue for establishing prosperous society.
Following norms and regulations set by the Nepalese Co-operative Act-2048 B.S., Co-
operative Rules-2049 B.S. and Values and Norms set by International Co-operative Alliance
(ICA), Managing Committee acts as a Chief Executive Committee and other legal
Committees act according to their duties and responsibilities respectively. The most obvious
advantage concerns income and job opportunities, enabling social standing and promoting
collective benefit of all its members. ABC Co-operative tries its best to materialize above
concern into reality by collecting small and unnoticeable amount of individual members as
saving and providing loan.

This cooperative has been using a database made by Infoware Nepal Pvt. Ltd. located at
Naxal. They use FINMAN FOR COOPERATIVES. As a database, it is a financial
accounting software product whose primary function is to store and retrieve data as
requested by other software applications, be it those on the same computer or those
running on another computer across a network (including the Internet).

Cooperative used this database facility in order to keep records safely, shareable, protective,
backup, viewing by authorized person and many more.

During design, there were participants from each department, one from each i.e. from loan
department, marketing department, account department and cash department. The
database administrator took the major decisions and implemented the design in the
database.

The database administrator is also responsible for maintaining backup every in two days.
The problems faced by DBA are some mechanical problems and fluctuation problems.

3.2. Conclusion
From the entire case study, we have not only been able to understand how the database is
managed in the real world but also to develop a specimen DBMS. We also understand why
database is widely used and how it is helpful in real world.
16
We also understand that moving from the traditional database that manages only financial
information manually to modern DBMS has much more beneficial for cooperative in all way.
It helps organization to reach and achieve their goals. The case study also provided
information regarding how DBMS has been growing and how it is effecting positively to the
organization.

After this study, we have concluded that for effective work, mission to achieve organizational
goals, full protection of data, complete records, etc. database has played important role. As
time passes, people should change even their technology i.e. from traditional way.

This case study has been important thing as we learned and experienced something new
and very important in our life.
 17
References
acknowledgement SAMPLE. (n.d.). Retrieved from
www.acknowledgementsample.com:
http://acknowledgementsample.com/acknowledgement-sample-for-school-
project/
Entity Relationship Diagram Symbols. (n.d.). Retrieved from www.conceptdraw.com:
http://www.conceptdraw.com/How-To-Guide/erd-entity-relationship-diagram-
symbols
FINMAN by Infoware Nepal. (n.d.). Retrieved from
www.infoware.com.np: http://infoware.com.np/index.html
Koopman, P. (1997, October). How to Write an Abstract. Retrieved from
www.ece.cmu.edu: https://users.ece.cmu.edu/~koopman/essays/abstract.html
St. Xaviers College. (n.d.). Retrieved from Downloads:
http://cs.sxc.edu.np/index.php/downloads Wikipedia. (n.d.). Retrieved from
en.wikipedia.org: https://en.wikipedia.org/wiki/Case_study
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