Gym Management System

(A Desktop-Based Application)

BY

Ujjan Kumar Joshi

T.U. Registration No: 7-2-551-147-2018

National College of Computer Studies (NCCS)

A Summer Project Report Submitted to

Faculty of Management, Tribhuvan University

in partial fulfillment of the requirements for the degree of

Bachelor of Information Management

Paknajol, Kathmandu

August 22, 2022

 STUDENT DECLARATION
This is to certify that I have completed the Summer Project entitled “Gym Management System”
under the guidance of “Mr.Yogendra Maharjan” in partial fulfillment of the requirements for the
degree of Bachelor of Information Management at Faculty of Management, Tribhuvan
University. This is my original work and I have not submitted it earlier elsewhere.

Date: Signature:

Name:

i
 CERTIFICATE FROM THE SUPERVISOR
This is to certify that the summer project entitled “Gym Management System” is an academic work
done by “Ujjan Kumar Joshi” submitted in the partial fulfilment of the requirement for the degree
of Bachelor of Information Management at Faculty of Management, Tribhuvan University under
my guidance and supervision. To the best of my knowledge, the information presented by him in
the summer project report has not been submitted project report has not been submitted earlier.

Signature of Supervisor

Name: Mr.Yogendra Maharjan

Designation: Supervisor

Date: August 22,2022

ii
 Acknowledgment
This project has been an excellent opportunity for me to explore my knowledge and skill. The
success and outcome of this project required a lot of guidance and assistance from many people,
and I am highly privileged to get the support to complete my project. All that I have done is only
due to such supervision and assistance, and I would not forget to thank them. I want to extend my
sincere thanks to all of them

I wish to express my sincere gratitude to Tribhuvan University for providing me an opportunity to

my project work on “Gym Management System”. I sincerely thank to my supervisor “Mr.Yogendra
Maharjan” for guidance and encouragement in carrying out this project work.

I would also like to express my deepest thanks to Mr. Manish Man Singh and Mr. Deven
Bajracharya, owner of the gym, for providing me with all the information I need to develop a better
system and showing me great interest until the completion of the project. I would like to thank him
for the advices and guidance to make data and information gathering easier.

I also sincerely thanks to our college, National College of Computer Studies (NCCS) for providing
an opportunity to enhance our skills and knowledge by providing practical ways of study through
this summer project program and for constantly monitoring our work.

I express my thanks to my friends for their advice and support, without whom it would have been
difficult for completion of this project.

Sincerely,

Ujjan Kumar Joshi

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 Executive Summary
As a part of academic requirement and completion of BIM program, I have completed my summer
project report on “Gym Management System” under the guidance of Mr.Yogendra Maharjan.

This report shows the management of information used by Gym Management System. It’s main
focuses on overcoming problem of owners to manage the details of members and inventory.

The report starts with a general introduction of the topic and the organization. Then this report
proceeds onto current situation of the organization and its structure. The problems faced while
preparing the report, objective of the report and different methodologies adopted while writing the
report are also included. the data and information were collected using both primary and secondary
sources. Questionnaire method was followed in order to get both quantitative and qualitative data.

After that I continue on the main focus of the report i.e., analysis of data, problems and activities.
In this section, comparison is made on the usage of different sources of recruitment before and after
the software is made. Similarly, on the basis of different factors like cost, time and managing, the
comparative analysis is done before and after the use of website. On the basis of those analysis,
conclusions were drawn.

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 Table of Contents

STUDENT DECLARATION............................................................................................................i
CERTIFICATE FROM THE SUPERVISOR...................................................................................ii
Acknowledgment.............................................................................................................................iii
Executive Summary.........................................................................................................................iv
Table of Contents..............................................................................................................................v
List of Tables..................................................................................................................................vii
List of Figures................................................................................................................................viii
Abbreviations...................................................................................................................................ix
Chapter I Introduction.......................................................................................................................1
1.1 Background.......................................................................................................................1
1.2 Introduction of the Organization.............................................................................................1
1.3 Current Situation of Organization...........................................................................................1
1.4 Problem Statement..................................................................................................................1
1.5 Objective of the report.............................................................................................................1
1.6 Methodology adopted for writing the report............................................................................1
1.6.1 Project Framework...........................................................................................................1
1.6.2 Data and Information........................................................................................................2
1.6.3 Tools used........................................................................................................................2
1.6.4 Technique of the Project report analysis...........................................................................2
1.6.4.1 Problem Analysis.......................................................................................................2
1.6.4.2 Feasibility Analysis...................................................................................................2
1.6.4.3 Economic Feasibility.................................................................................................2
1.6.4.4 Technical Feasibility..................................................................................................2
1.6.4.5 Operational Feasibility..............................................................................................2
Chapter II Tasks and Activities Performed........................................................................................3
2.1 Analysis of tasks, activities, problem, issues...........................................................................3
2.1.1 Analysis of tasks...............................................................................................................3
2.1.2 Analysis of Problems........................................................................................................3
2.2 Analysis of Possible Solution..................................................................................................3
2.2.1 Requirement Analysis......................................................................................................3
2.2.1.1 Functional Requirement............................................................................................3
2.2.1.2 Non-Functional Requirements...................................................................................5

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 2.3 System Design Diagram..........................................................................................................5
2.3.1 ER-Diagram.....................................................................................................................5
2.3.2 Class Diagram..................................................................................................................7
2.3.3 Activity Diagram..............................................................................................................8
2.3.4 UI Design/System Architecture........................................................................................8
2.4 System Implementation...........................................................................................................9
2.5 Testing...................................................................................................................................10
2.6 Findings.................................................................................................................................12
Chapter III Discussion and Conclusion...........................................................................................13
3.1 Discussions............................................................................................................................13
3.2 Conclusions...........................................................................................................................13
References
Appendices

vi
 List of Tables

Table 2.1 Description of Use-Diagram..............................................................................................5

Table 2.2 ER-Diagram Description...................................................................................................6
Table 2.3 Class Diagram Description................................................................................................7
Table 2.4 TC1: Add Members.........................................................................................................11
Table 2.5 TC2: Add Products..........................................................................................................12

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 List of Figures

Figure 2.1 Use-Case Diagram...........................................................................................................4

Figure 2.2 ER-Diagram.....................................................................................................................6
Figure 2.3 Class Diagram..................................................................................................................7
Figure 2.4 Activity Diagram.............................................................................................................8
Figure 2.5 System Architecture.........................................................................................................9

viii
 Abbreviations

BIM: Bachelor in Information Technology

ERD: Entity Relationship Diagram
NFR: Non-functional Requirement
SQL: Structured Query Language
TU: Tribhuvan University
UC: Use Case

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 Chapter I Introduction
1.1 Background
This report is research-based documentation on the topic “Gym Management System”. Gym
Management System is the desktop application which gives the owners the facility to maintain the
records related to members, their payments and the inventory in a timely manner. It provides
owners a platform to easily maintain the members details, view the expiry date of the package and
the remaining days to be expired. It also maintains the overall inventory such as product details,
their quantity, price and the credits.

1.2 Introduction of the Organization

River Field Fitness and Gym was established in 2072 B.S with the aim to provide fitness training
and make its members healthier. It is located at Khusibu Sadak, Kathmandu. It consists of different
membership packages such as 1month, 3months, 6months. It provides services such as resistance
training and cardio. It also sells products such as Proteins, Belts, Bottles etc.

1.3 Current Situation of Organization

In current situation, the organization operates on daily basis providing services from (6am-7pm)
and remain closed in Saturday. It gives different services like resistance training and cardio.

1.4 Problem Statement

The problem of the report is as follows:

 The record was being manually maintain by owners in written forms.

 They cannot maintain record of their stock.

1.5 Objective of the report

The main purpose of “Gym Management System” is to achieve following objectives:

 To build a desktop application to records members details and track the ending date of the
member’s packages.
 To maintain record of their stock and credits.

1.6 Methodology adopted for writing the report

1.6.1 Project Framework
The increment development model is also known as interactive model and evolutionary model.
This type of process model is based on the initial development of the software product, providing it
for a review and comment to the users, and making the change in it to finally product a stable
version of software development approach where the software is developed mostly for e-commerce
approach, personal and business-based applications. The basic idea in the incremental development
of the software includes following steps.

I. The developers produce on initial version of the software rapidly.

II. The customer uses the system and provides the feedback.
III. The developers modify the existing system based upon the customer feedback.
IV. Repeat step (ii) and (iii) until the customers are satisfied.

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1.6.2 Data and Information
Primary methods of data collections were mostly used for the evaluation and required information.
In terms of primary, Questionnaire method is used to collect the required data/information and
observation method was used to observe the ongoing trends of the organization.

1.6.3 Tools used

The tools used in this system development includes:

 Diagrams: Visual Paradigm Online

 UI and Related Designing: Figma
 Front-End: Python
 Back-End: MySQL Database
 Code Editor: PyCharm

1.6.4 Technique of the Project report analysis

1.6.4.1 Problem Analysis
The main problem of the organization is that they didn’t have computerized system to maintain
record digitally.

1.6.4.2 Feasibility Analysis

The analysis of the project has led to conclusion that the project is feasible with time and cost. The
tools used for the development is almost Open Source involved less cost and maintenance.

1.6.4.3 Economic Feasibility

This analysis involves the cost-benefit analysis. It helps to determine the positive or negative
effective created by the software to the organization, where the project has created positive effect.

1.6.4.4 Technical Feasibility

This analysis helps to forecast the future movement. I am using PyCharm to develop the project.

1.6.4.5 Operational Feasibility

In this analysis the system is analyzed on how well the proposed system solves the problem and
works in the real environment and how it satisfies the requirement analysis phase of the system
development.

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 Chapter II Tasks and Activities Performed
2.1 Analysis of tasks, activities, problem, issues
2.1.1 Analysis of tasks
The organization was visited for the requirement collection. After the requirements were collected,
the major task was to break down in the proper procedure and building the working framework.
Organization visit helped to analyze various aspects of the organization and find out the problems
that can be solved by the software build.

2.1.2 Analysis of Problems

As all records are manually recorded in the written formats, there was the problem of searching the
details of the members. Tracking the expiry date of membership of each member was complicated
and time consuming. They don’t keep the record of the product. They also keep the details of the
credit sales in written format.

2.2 Analysis of Possible Solution

2.2.1 Requirement Analysis
Requirements are the constraints, demands necessities, needs or parameter of especially the users
that must be met or satisfied. Requirement of the system are the description of what the system
should do, the services the system provides and constraints on each operation. The main objectives
of requirement analysis are to identify and evaluate the requirement of the proposed system. It
helps to know about user requirement, system requirements, functional requirement and non-
functional requirements for ‘Gym Management System for River Field Fitness and Gym’.

They can be categorized into two:

2.2.1.1 Functional Requirement

Functional Requirement of the system depends on the software being developed. It is high level
statement of what system should do. It describes the function of system and its components. The
‘Gym Management System’ shall contain the owners who could be able to view member details,
manage member details, view product, manages products etc.

Functional Requirements can be briefly described by the help of Use- Case Diagram which is
shown below.

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 Figure 2.1 Use-Case Diagram

The gym owners cannot see any information before login. After Login into the system the gym
owners can use various function, such as add members, view member details, view product, edit
payment, view credits etc. It is compulsory to login in order to see the full information and to use
all the function.

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Table 2.1 Description of Use-Diagram

Actors Owners

For instance, the owners visiting the system should login in order to
operate the system. The login module may ask username and
Description password. After Login is made successful all the function such as
view members details, payment of members, product details etc, is
being accessible.

Data include Owners Details, Member Details, Member Payment

Data
Details, Product Details, Credit Details.

Command can be issued by all the owners. For example, the owner
Stimulus
can add new members, add new products.

For the stimulus instance provided above, the owners can view and
Response
change the details.

Comment --

2.2.1.2 Non-Functional Requirements

Non-Functional Requirements (NFR) often apply to the system as a whole and not the individual
features. Non-Functional Requirements (NFR) is so critical than functional requirements that if
these are not met, a system may go useless. Therefore, the Non-Functional Requirements (NFR) of
this system can be listed as:

 Security: Members personal details are secure in the system.

 Reliability: The failure rate of the database is very low. Also, there is no possibility of
redundant data.
 Maintainable: Owners can easily maintain the system from time to time.
 Portability: The system can be run in any operating system.

2.3 System Design Diagram

2.3.1 ER-Diagram
Er-Diagram (ERD) is a data modelling method. ERD used in this software engineering has helped
to produce a conceptual data model of this system. This ERD is created using ER-modelling itself.
The ERD is used to connect the logical structure of the database to users.

Following ER-Diagram will try to solve the problems and issues of the system, which is drawn
after the analysis tasks done on the organization.

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 Figure 2.2 ER-Diagram

Table 2.2 ER-Diagram Description

ER-Diagram Description

In above figure, we have five entities: Owners, Login, Credits, Payment, Inventory, Members. Here
the Owners has Login where Login entities has attributes (L-id, username, password). The owners
manage inventory, payment, credits, members entities which has their own attributes. The
cardinality of Owners with Login is One to One and with others is One to Many.

6
2.3.2 Class Diagram
A class diagram in the UML is a type of static structure diagram that describe the structure of a
system by showing the system’s classes, their attributes, operations (or methods), and the
relationships among the classes. It explains which class contains information.

Figure 2.3 Class Diagram

Table 2.3 Class Diagram Description

Class Diagram Description

In above class diagram there are 8 classes where the owners play the vital role for the entire operation
process in this system. There are different association which indicate different relation such as 1..1 means
one to one and 1..* one to many relations. There is a generalization of cash, credit with Inventory.

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2.3.3 Activity Diagram
An activity diagram represents a series of actions or flow of control in a system like a flowchart or
a data flow diagram. They also describe the steps in a use case diagram. For example, the given
diagram demonstrates one of the activities in this system.

Figure 2.4 Activity Diagram

2.3.4 UI Design/System Architecture

Users have become familiar with interface elements acting in a certain way, probable user’s choice
and their layout have been considered. Doing so helped with task completion, efficiency, and
satisfaction. UI Design focuses on anticipating what users might need to do and ensuring that the
interface has elements that are easy to access, understand, and use to facilitate those actions.
System Architecture includes all components, hoe they interact with each other, the environment in
which they operate, and the principles used to design the software. Hence, UI brings together
concepts from interaction design, visual designs, and information architecture.

 User: They are users of the system

 View: This component includes the entire GUI that is visible to the user. The user interacts
to the system through this component.
 Controller: This component is responsible for converting the input given by user to the
appropriate command for the model or view. For example, defines what to do when user
clicks the button.

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  Model: This component represents the data structure of the system. It defines how the data
are store in the database.
 Database: It is the storage for the system. It stores all the data.

Figure 2.5 System Architecture

2.4 System Implementation

Module 1: Login

To use the system admin must have valid login credentials. In login page it asks for username and
password.

 If the login credentials match with the stored data in the database, then the page redirect to
the Main Page and display Dashboard.
 Else it redirects to the same page.

Module 2: Dashboard

It consists of information about Available Members, Available Stock, Package Expire, Members
with Credit Sales.

Module 3: My Profile

It gives brief idea about the admin of the system. It displays the data like Id, Name, Username,
Address, Email and Phone-No and it gives the edit option with in a click of a button.

 If the admin clicks on Edit button it gives admin an option to edit Name, Address, Email,
Phone-No.
o If the admin gives valid information, it will be updated in the database.
o Else it gives warning message that the information provided by the admin is not
valid.

Module 4: Add Members

It displays the Member Form where admin have to enter valid data of the member.

 If the admin enters valid data and click Next it navigates to Payment Page where admin
have to select respective month according to the payment.
 Else it gives warning message that the information provided by the admin is not valid.

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Module 5: Member Details

It displays the Member Details.

Module 6: Payment

If the expiry date is near member has to make the payment to renew the membership package.

 If the payment is made update the membership payment and expiry date according to the
payment made by the user

Module 7: Inventory

It displays all the products with their quantity and price available in the gym and the credits of the
sales.

 When click on Add Button

o It displays the product form
 If the admin enters valid data, it will be added in the database
 Else it gives warning message that the information provided by the admin
is not valid.

2.5 Testing
In this phase, taste will be conducted in accordance with the Software Requirement Specification to
meet the standards. The prime focus remains on the empty field’s submission, direct passing the
query string. The test will be performed for each module for its proper functionality.

Testing is the process where the code along with system is tested during the software development
phase. Similarly, it is the process of findings the faults in the software development process. The
test result may be negative. The positive test results shows that there is error free in the system
where as the negative test result indicates the error in the system. The testing also continues after
the user uses the product.

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Table 2.4 TC1: Add Members

Project Name: Gym Management System

Test Case
Test Case ID: TC-001 Test Designed by:
Test Priority (Low/Medium/High): Medium Test Designed Date: 2022-04-06
Module Name: Add Members Test Executed by:
Test Title: Add Members Test Execution Date: 2022-04-06
Description: Test Add Members Form
Pre-Conditions: Valid information should be entered.
Post-Conditions: The new member is stored in the database

Expected Actual Status No

Step Test Steps Test Data
Result Result (Pass/Fail) tes
Username: Rv001
Dashboard
Navigate to Login Password: As
1 should be Pass
Page manish123 expected,
displayed.

Form
Navigate to Add As
2 Click should be Pass
Members expected,
displayed.
Informatio
Name:
Provide valid n should be As
3 Address: Pass
information inserted in expected,
Phone No:
form
Payment
Section As
4 Click Next Button Click Pass
should be expected,
displayed.
Payment
information
Issued Date As
5 Provide payment should be Pass
Expiry Date expected,
inserted in
form
Member
As
6 Click Submit Click should be Pass
expected,
added

1
Table 2.5 TC2: Add Products

Project Name: Gym Management System

Test Case
Test Case ID: TC-002 Test Designed by:
Test Priority (Low/Medium/High): Medium Test Designed Date: 2022-04-07
Module Name: Add Products Test Executed by:
Test Title: Add Products Test Execution Date: 2022-04-07
Description: Test Add Products Form
Pre-Conditions: Valid information should be entered.
Post-Conditions: The new product is stored in the database

Expected Actual Status No

Step Test Steps Test Data
Result Result (Pass/Fail) tes
Username: Rv001
Dashboard
Navigate to Login Password: As
1 should be Pass
Page manish123 expected,
displayed.

List of
Product
Navigate to As
2 Click and Credit Pass
Inventory expected,
should be
displayed
Product
Form As
3 Click Add Button Click Pass
should be expected,
displayed.
Payment
ProductName: information
Provide Product As
4 Quantity: should be Pass
Information expected,
Price inserted in
form
Product
As
5 Click Add Click should be Pass
expected,
added

2.6 Findings
First of all, the problems were found out and analyzed. The possible solutions were analyzed and
few ideas were even implemented. As a solution to the problems, this software is designed and
developed. The findings are problems, solutions, and ways to turn solutions ideas into real time
solution that is, this system and the system features. I also found out many other ways to use the
programming language used while developing the system along with designing desktop based.

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 Chapter III Discussion and Conclusion
3.1 Discussions
The project covers the problem that was identified during the organization visit and the solution to
the problem was solved by developing software. The system can provide the information like
members information, payment information, product information etc. The system is assumed very
helpful to the organization.

3.2 Conclusions
The problem that was identified during the visit is covered by this project. The desktop-application
is completed in time as per the requirements by fulfilling the objectives. The system consists of
interfaces for owners. The Gym Management System is a faster way of working compared to
manual system in the organization. During the development of this software, I have implemented
the knowledge I have gained from my academic career till now.

The system will help to keep a record of each members details and helps to track the ending date of
the member membership packages. It helps for management of products its price and quantity. It
also manages the credit sales.

This summer project helped to acquire the practical knowledge about the working procedure in the
organization at a real time. In conclusion this project helped to enhance skill and learning as well as
help to gain abilities to work in real environment.

1
 References

QuestionAndAnswer. (2008, September 15). Retrieved from stackoverflow:

http://www.stackoverflow.com

Shamil, F. (2019). Use Case Diagrams and example in Software Enginnering. Retrieved from
T4Tutorials: https://t4tutorials.com/use-case-diagrams

Software Process Models.[Ebook] (p.3). (2019). Retrieved from

https://stg-tud.github.io/eise/WS11- EiSE-12-Software_Process_Models.pdf

Spacey, J. (2019). Retrieved from 7 Types of Feasibility Analysis:

https://simplicable.com/new/feasibility-analysis

UMLTool. (2002, June 2). Retrieved from Visual Paradigm: https://www.visual-paradigm.com

 Appendices
Some Question Asked is Listed Below:

 What type of information you want to include in Application?

☐ Members Details
☐ Inventory
(Details of other information you want to include)
 What type of service does your gym provide?
☐ Physical training
☐ Zumba
☐ Cardio
☐ Yoga
 How many owners are there in your gym? Give some detailed information about the owners?
 List some of the product you sell?
 Do you even sell the product on demand?
☐ Yes
☐ No
 How many members are there in your gym and list some the members?
 How will you know the expiry date of the member package?
☐ By seeing formally
☐ By arranging in date format

Few Screen Shots of System: