Tamas 2

A Project Report
On
Office Management System
Submitted In Partial Fulfillment of the Requirement
For the Degree of
Master of Computer Applications

Submitted by
Tamas kumar
(21173088)
Submitted to
Miss Shelly Bhardwaj
DEPARTMENT OF COMPUTER APPLICATIONS

IFTM UNIVERSITY LODHIPUR RAJPUT MORADABAD, UP
(Session: 2022 – 2023)
DECLARATION
I, Tamas kumar , hereby declare that the work, which is being presented in the project
report, titled “Office Management System” Submitted to the Department of Computer
Applications, School of Computer Science and Applications,IFTM University,Lodhipur,
Rajput, Delhi Road, Moradabad for the award of degree of “Master of Computer
Applications” is a record of my own work carried out under the supervision of
supervisor/coordinator Miss Shelly Bhardwaj. The matter embodied in this project report
has not been submitted elsewhere by anybody for the award of any degree or diploma.
Tamas kumar
(21173088)
Certificate
This to Certify that this report on “Office Management System” is a bonafide

record of the Project Work (MCAP-41) done by Tamas kumar (21173088)
during the Forth semester in the year 2022-23 at Department of Computer
Applications, IFTM University Moradabad in partial fulfillment of the
requirement for the award of MCA degree (MCA IV-Semester) from IFTM
University, Moradabad.
Miss Shelly Bhardwaj Dr. Arvind Shukla

Project Incharge Head
Department of Computer Department of Computer
Applications Applications
ABSTRACT
The office management faces a variety of challenges such as information
security problems, lack of easy access to information and retrieval,
document storage and maintenance problems, lack of man power for
document management, high cost of automatic documentation process and
several errors which normally occur while handling information
management in the office. To this effect this research is focused on building
an application that can be used to computerize the major process of an
Office Management System using Visual Basic .Net as the programming
language and Microsoft Access as the Database Management System. This
application is designed to replace the manual method of keeping and
managing records in an office to make it more efficient, accurate, faster,
safer, and also for easy retrieval. The case study that was used for this
project is Airmax Computer Institute Madalla, Niger State; this application
is designed according to the transactions that are carried out in this
organization. Based on the research carried out on the case study it was
discovered that the records that are been kept and managed by the
organization are the records of the staffs, the students and the customers,
therefore the key objects or entities that are been managed by the database
are the staffs, students, and customers. This Computerized Office
Management system can be installed and used on any desktop and laptop
computer running windows operating system.
ACKNOWLEDGEMENT
We have taken efforts in this project. However, it would not have been possible
without the kind support and help of many Faculties. We would like to extend
my sincere thanks to all of them. We highly indebted to Dr. Rahul Kumar
Mishra for their guidance and constant supervision as well as for providing
necessary information regarding the project & also for their support in
completing the project. I am very grateful to my Project Based on “Office
Management System” mentor Miss Shelly Bhardwaj for giving her valuable
time and constructive guidance in preparing the Project. It would not have been
possible to complete this Project in short period of time without her kind of
encouragement and valuable guidance.
Tamas kumar
(21173088)
INDEX
Chapter Title Page No.

No.
Declaration I
Certificate II
Abstract III
Acknowledgement IV
1 Introduction 1
1.1.About the project
1.2.Aims and objectives
1.3.Motivation for study
1.4.Scope of the study
1.5. Organization of the project report
2 Feasibility study 5
2.1.Technical feasibility
2.2.Economical feasibility
2.3.Operational feasibility
3 System Analysis 9
Problem of existing system
Identification of need
4 ER Diagram, DFD and Flow chart 12
ER Diagram
DFD
FlowChart
5 System Design 16
6 System Requirements 19
H/W Requirements
S/W Requirements
7 System Implementation 21
8 Program Source Code 23
9 Sample Output 40
10 System Testing 44
10.1.Blackbox Testing
10.2.Whitebox Testing
11 System Maintenance 50
12 Future Scope 51
13 Conclusion 52
14 Reference 53
CHAPTER-1
INTRODUCTION
1.1 ABOUT THE PROJECT

The Office is the center of an organization. Commercial office acts as a central
directing and coordinating agency of the various activities of any business. An
office is understood to be a place where clerical work is performed and where
all kinds of paper work (letters, correspondence, Files, records, etc.), is
maintained and dealt with. “An office is to a business what the mainspring is to
a watch”. An organization cannot be carried on without an office, as a watch
without the mainspring is useless. In this present age, the modern office
organization has so much importance as the brain in a human body. Thus a
commercial office can be called “a clearing house of all essential business
information”. The office has to receive or collect all information of the business,
process the collected information (analyses, arrange, and classify) and put them
into understandable form on the one hand. On the other hand, the processed
information has to be presented or communicated to the management of the
business, whenever it is required i.e. efficient office management comprises of a
number of vital functions, which include time management, organizing the
paperwork and workspace, managing multiple projects simultaneously, and
being in control of all your job responsibilities. Virtually all software used in
enterprises today has the same goal which is supporting business processes.
Some processes are entirely automated, relying solely on communication among
applications, others probably rely on people to initiate the process. In either
case, it’s often possible to specify a discrete series of steps known as
‘workflow’ that describe the activities of the people and software involved in
the process. Once this workflow has been defined, an application can be built
around that definition to support the business process. The need for a
computerized office management system creates a new area for applying
results, techniques and methodologies to carry out operations in the office
environment. However, with the computerization of the office environment,
solutions to a large number of difficult office tasks will be obtained and the
workload reduced. . “An office is to a business what the mainspring is to a
watch”. An organization cannot be carried on without an office, as a watch
without the mainspring is useless. In this present age, the modern office
organization has so much importance as the brain in a human body. Thus a
commercial office can be called “a clearing house of all essential business
information”. The office has to receive or collect all information of the business,
process the collected information (analyses, arrange, and classify) and put them
into understandable form on the one hand. On the other hand, the processed
information has to be presented or communicated to the management of the
business, whenever it is required
AIMS AND OBJECTIVES
Aim:
This study aims at designing a computer application that will be used to

computerize the process of managing an office and all activities being carried
out in the office environment.
Objectives:
 It improve productivity by electronic process

 It reduces lead time & support collaboration among departments.
 It enhances document sharing and reuse
 Reduces cost by automatic documentation process
 Reduces manpower for document management
 Reduces document storage & maintenance
 Prevents information security accident
 Enhances access control and privilege management
MOTIVATION FOR THE STUDY
This study is motivated by the desire to enhance the process of managing and
handling the activities been carried out in an office environment with the view
of eliminating any form of error which normally occurs while handling the
office affairs.
SCOPE OF THE STUDY
The scope of this research study is to enlighten the office workers on the
advantage of computerizing the process of managing records in an office. This
study will create a detailed insight into the relevance of having a computerized
office management system and help the office workers to understand the
importance of using the computer to automate their day to day office activities.
This study is only centered on the Computerization of Office Management
System and is being carried out to meet the requirement of the Computer
Science Department.
ORGANIZATION OF THE PROJECT REPORT
This study is made up of five (5) chapters and all the chapters play an important
role in bringing the study to its completeness. A brief detail of each chapter is
discussed below:
 Chapter One: This gives a general introduction on what the research

study is all about and what it seek to achieve.
 Chapter Two: This chapter review the various literatures and write up’s
from people/authors who have written about this topic either in full or in
part.
 Chapter Three: This Chapter will analyze the existing system and its
problems, analyse the new system and its advantages.
 Chapter Four: This chapter will implement the new system, test it, review
it and explain its maintenance structure.
 Chapter Five: In this chapter, the entire project will be summarized;
concluded and necessary recommendations will be made.
CHAPTER-2
FEASIBILITY STUDY
Once the problem is verified, an initial investigation is conducted to determine

whether change is feasible. Feasibility study is the small study about the given
problem .It is study about technical, economical and operational feasibility. It
means the feasibility considered all given three terms. office management and
automation of a business process, is the way in which documents, information
or tasks are passed from one participant to another for action, according to a set
of procedural rules. Office management is a term used to describe the tasks,
procedural steps, organizations or people involved, required input and output
information, and tools needed for each step in a business process. the term
office automation refers to all tools and methods that are applied to office
activities which make it possible to process written, visual, and sound data in a
computer-aided manner. Office automation is intended to provide elements
which make it possible to simplify, improve, and automate the organization of
the activities of a company or a group of people (management of administrative
data, synchronization of meetings, etc.). Considering that
company/organizations require increased communication, today, office
automation is no longer limited to simply capturing handwritten notes. . office
management and automation of a business process, is the way in which
documents, information or tasks are passed from one participant to another for
action, according to a set of procedural rules. Office management is a term used
to describe the tasks, procedural steps, organizations or people involved,
required input and output information, and tools needed for each step in a
business process. the term office automation refers to all tools and methods that
are applied to office activities which make it possible to process written, visual,
and sound data in a computer-aided manner. Office automation is intended to
provide elements which make it possible to simplify, improve, and automate the
organization of the activities of a company or a group of people (management
of administrative data, synchronization of meetings, etc.). In particular, it also
includes the following activities:
1. Exchange of information
2. Management of administrative documents
3. Handling of numerical data
4. Meeting planning and management of work schedules
In an automated system, all these tasks are performed using computer or

information technology. Various computer-based systems are used for office
automation. The following computer-based systems are used in many offices for
office automation:
 Document Management System

 Message Handling System
 Office Support System 1. Document Management System: Document
management system consists of different applications that are used to
prepare documents. These applications are:
 Word Processing: It is used to create and edit documents. The documents
may include letters, memos, proposals, reports, newsletters and brochures
etc.
 Desktop Processing: It is used to make the documents more attractive by
inserting photos and graphics into the documents.
 Spreadsheet Software: It is used to manage and to process data in rows
and columns.
 Reprographic: It is the process of reproducing multiple copies of a
document.
 Image Processing: It is used to scan images and to store them into
computer. These images can be inserted into the document.
2. Message Handling System: Message handling system is used to send and

receive message electronically from one location to another. In most of the
offices, the messages are sent and received through computer network and
facsimile (Fax). For example, e-mails or voice mails are sent and received
through Internet.
3. Office Support System: Office support system is used to coordinate and

manage the activities of work group. The members of the work group can share
their work and co-ordinate with each other. Groupware and desktop organizers
are examples of office support system.
DEFINITION OF TERMS
Office: This is a building or room where clerical work or professional duties are
performed.
System: This is a collection of related components put together to perform an

integral function in order to achieve a given objective.
Management: This is the control and organizing of a business or organization.

It is the organization of resources in a system for the achievement of its
objectives.
Facsimile: This is an exact duplication of a document, (especially of a written

or printed material).
Automation: This is the use of or introduction of automatic equipment in a

manufacturing or other process or facility.
Mainspring: This signifies the most important reason for which something is to
happen i.e. the main agent of motivation.
Synchronization: To cause things to happen simultaneously at the same time.
Clerical: This is used to refer to work in an office especially routine

documentation and administrative tasks; it is also used to refer to clerks and the
duties they perform.
In our project we study about the technical, economical and operational

requirement. It means our project done this properly. Our project Encryption
and Decryption fulfilled all users’ requirements and it works properly and it also
provides the security.
TECHNICAL FEASIBILITY
It is concern with equipment, software, technology as well as available personal

will successfully satisfied the user requirement. It includes:
 The facility to produce output in the given time.

 The response time under certain condition.
 Ability to process a certain volume of transaction at a particular speed.
 Facility to communication data to distance location.
ECONOMIC FEASIBILITY
It is the most common and frequently used technique for evaluating the
effectiveness of a proper system. If the cost not creating the system great or so
cheaper, then it is not advisable to undertake the project.That’s why it also
called as cost/benefit analysis.The major components are:
 Cost of given services.

 Documentation expenses.
 Preliminary expenses.
 Preoperative expenses.
OPERATIONAL FEASIBILITY
The feasibility is concerned with the organization and politics. It determines the
followings:
 What changes will be brought with system.

 What organisational structures are?
 What new skill will be required?
 The existing staff member has skilled or not.
Generally, a project will not be projected only due to operational inability but it
will affect the nature of the project.
CHAPTER-3
SYSTEM ANALYSIS
System analysis is the process of gathering an interpreting fact, diagnosing

problem and information to the recommend improvements on the system. It is a
problem-solving activity that require intensive communication between the
system user and system developers. System analyses or study is an important
phase of any system development process. The system is studied to the minutes
details and analyzed. The system analyst plays the important role of interrogator
and dwells deep in the working of present system.
ANALYSIS OF THE EXISITING SYSTEM
The existing system is a completely manual system which completely depends

on the use of pen and paper and as a result, it is more time consuming and
tedious. The office personnel’s that use this system are always loaded with lots
of paper work which range from preparing memos, letters, account statements,
meeting agendas, reports, presentation and many more. With the manual system
managing the activities of the organization is a wearisome task. System analysis
is the process of gathering an interpreting fact, diagnosing problem and
information to the recommend improvements on the system. It is a problem-
solving activity that require intensive communication between the system user
and system developers. System analyses or study is an important phase of any
system development process. The system is studied to the minutes details and
analyzed. The system analyst plays the important role of interrogator and dwells
deep in the working of present system.
PROBLEMS OF THE EXISITNG SYSTEM
The existing system had a quite number of problems that made it inefficient and
most of those problems are listed below:
 The existing system is tiring and wearisome.
 The existing system is prone to mistakes and errors.
 The existing system consumes more time.
 The existing system is not easy to maintain and analyse.
 The existing system lacks a database for the storage of files which make
these files to occupy physical storage space.
 The existing system can easily be influenced by human intervention. The
existing system makes retrieval of information very difficult because of
the large volume of file one has to sort through to retrieve or have access
to one’s file.
 The existing system lacks adequate security because unauthorized users
can have access to information in the system this made the system
inefficient. When using the existing system, mistakes being made cannot
be easily corrected.
 There is insufficient manpower to cope with the growing needs of the
organization. With the existing system backup files cannot be kept in case
of any information loss or incidence. The existing system is tiring and
wearisome.
 The existing system is prone to mistakes and errors.
 The existing system consumes more time.
 The existing system is not easy to maintain and analyse.
 The existing system lacks a database for the storage of files which make
these files to occupy physical storage space.
Analysis of the system means identification, understanding and critically

examining the system, and its part of the process of achieving the goal
(objective) set for the system for as a whole.System analysis, thus, emerges as a
means through which the total system is conceived. designed, implemented and
made operational to achieve the desired objectives. The basic objective of
system analyses is to understand and modify the system in some way to
improve its functioning. The modification may require one or more of the
following such as
 Change the outputs

 Change the goals of the system
 Make it more efficient.
IDENTIFICATION OF NEED
PROBLEM IDENTIFICATION
As we know, the most important task is to define the "problem" because without
defining the problem, it is impossible to specify the requirements for new
project. Several questions come in mind during problem defining.
PROBLEM SPECIFICTAION
One of the most difficult task of the system analysis is developing a clear, in
depth, understanding of the problem being investigated, without which it
becomes impossible to specify the requirement of the proposed project with any
accuracy. Several major problems routinely experienced by the nursing assistant
and the related personal of his organization are:
 Lack of co-ordination between share and update.

 Lack of information on the status of resources.
 Lack of information scheduling required resources.
 Poor internal control of database.
 Inaccurate and untimely information.
CHAPTER:4
ER DIAGRAM, DFD AND FLOW CHART
ER Diagram
The Entity-Relationship Data Model (ERD) perceives the real world as

consisting of basic objects, called entity & relationship among these objects.It
was developed to facilitate database design by allowing specification of an
enterprise schema, which represents overall logical structure of a database.
The ERD model is very useful in mapping the meaning & interactions of the
outside world enterprises onto a conceptual schema. The ERD model consists
of the following major components
o ELLIPSE which represents attributes.
o RECTANGLES which represents entity-sets.
o DIAMONDS which represents the relationship sets.
o LINES which link attributes to entity sets to relationship sets.
DFD
A data flow diagram is graphical tool used to describe and analyze movement of data
through a system. These are the central tool and the basis from which the other
components are developed. The transformation of data from input to output, through
processed, may be described logically and independently of physical components
associated with the system.These are known as the logical data flow diagrams. The
physical data flow diagrams show the actual implements and movement of data between
people, departments and workstations.A full description of a system actually consists of
a set of data flow diagrams. Using two familiar notations Yourdon, Gane and Sarson
notation develops the data flow diagrams. Each component in a DFD is labeled with a
descriptive name. Process is further identified with a number that will be used for
identification purpose.The idea behind the explosion of a process into more process is
that understanding at one level of detail is exploded into greater detail at the next level.
This is done until further explosion is necessary and an adequate amount of detail is
described for analyst to understand the process.
DFD SYMBOLS:In the DFD, there are four symbols:
 A square defines a source(originator) or destination of system data
 An arrow identifies data flow. It is the pipeline through which the information
flows
 A circle or a bubble represents a process that transforms incoming data flow into
outgoing data flows.
 An open rectangle is a data store, data at rest or a temporary repository of data
0level DFD
Data Collection
Office Clerks collect the data of
a.Student
b.Staff
Data Retrival Data Storage

Office Clerk enters the data into file
Office clerk search through each file
in order to retrieve a record a.Student file
everytime a record is needed.
b.Staff file
1 level DFD
Office clerk carrying out daily

transaction : Launch the
application, enter name and
password
Main Menu
Enter Record
Open Existing Record
Student Staff Student Staff

Record Recoed Record Record
FLOW CHART-Flow Chart is a graphical reperesentation which is used represent the execution of the
program.
START
Administrative LogIn
NO
Is Username and
Password Correct
?
MAIN FORM
1. Student Log
2.Staff Log
3.Student Record
4.Staff Record
YES
Is Option
YES Display the student
=1
log forms
NO
YES
Is Option
Display Staff Log
=2 forms
NO
Is Option YES Display the student

=3 record forms
NO
Is Option YES
Display the staff
=4
record form
NO
STOP
CHAPTER-5
SYSTEM DESIGN
System design is one of the main step of development phase for any engineered
product of system. Design is creative process. A good design is the key of
effective system. The term " design " is defined as"the process of applying
various techniques and principle for the purpose of defining process or a system
in sufficient detail to permit its physical realization". It may be defined as a
process of applying various techniques and principles for the purpose of
defining a device, a process or system in sufficient detail to permit its physical
realization. Software design sits at technical kernel of software process and is
applied of a development paradigm that used. The system design develops the
architectural, details required to a build system or product. As in the case of any
systematic approach, this software too has undergone the best possible design
phase fine-tuning all efficiency, performance and accuracy levels. The term "
design " is defined as"the process of applying various techniques and principle
for the purpose of defining process or a system in sufficient detail to permit its
physical realization". It may be defined as a process of applying various
techniques and principles for the purpose of defining a device, a process or
system in sufficient detail to permit its physical realization. Software design sits
at technical kernel of software process and is applied of a development
paradigm that used. The design phase is a transition from user-oriented
document to a document to the programmers or database personal. System
design goes through phase of development. Logical and physical design. This
section is concerned with how to provide an efficient (economical) and effective
(relevant and useful) system that will be configured to meet the requirements of
the office. The new system is a completely automated system that computerises
the entire process of managing records in an office. It is an application software
designed to manage all the records of every part that makes up the organization
such as the record of the students, the staffs and that of the customers of the
organization. It may be defined as a process of applying various techniques and
principles for the purpose of defining a device, a process or system in sufficient
detail to permit its physical realization. Software design sits at technical kernel
of software process and is applied of a development paradigm that used. The
design phase is a transition from user-oriented document to a document to the
programmers or database personal. The new system also gives room to the use
of a database for storing data and information of all the activities that are being
carried out in the organization.
INPUT SPECIFICATION
TABLE 1.0: STUDENT TABLE
S/N FIELD NAME DATATYPE LENGTH

1. ID NO NUMBER 255
2. EMAIL ADDRESS HYPERLINK 255
3. FULL NAME TEXT 255
4. GENDER TEXT 255
5. DATE OF BIRTH DATE/TIME 255
6. ADDRESS TEXT 255
TABLE 1.1: STAFF TABLE
S/N FIELD NAME DATATYPE LENGTH

1. ID NO NUMBER 255
2. EMAIL ADDRESS HYPERLINK 255
3. FULL NAME TEXT 255
4. GENDER TEXT 255
5. DATE OF BIRTH DATE/TIME 255
6. ADDRESS TEXT 255
OUTPUT SPECIFICATION
Every program that has input data has output data as well. They are used
mainly to achieve the specific objective of verifying the processing operation
being performed. The input format is used essentially to state the data elements
that are required to serve as the output of the system because the computer is
designed in such a way that is sometimes called GIGO (Garbage In Garbage
Out) denoting that what goes in is what comes out. The input forms or tables are
designed generally based on the necessary data that need to be entered into the
system. The data are captured through the keyboard and mouse and are stored
on a magnetic disk in Microsoft Access Database.
CHAPTER-6
SYSTEM REQUIREMENTS
These are the requirement needed to run the new system and be sure that it
meets up to the purpose for which it was developed.
HARDWARE REQUIREMENT
Hardware is the physical equipment or components that make up the computer
system. It is normally referred to as the physical interface of the system that can
be seen and touched. Every software has its own hardware requirement that is
needed for its operations. Below are the hardware requirements needed to run
the new system:
 A complete computer system (Desktop or laptop)
 A 2.5 GHz processing speed processor such as Intel Pentium R, Dual
Core and upwards.
 Minimum of 1GB RAM
 Minimum of 150GB Hard Disk
 High VGA resolution of about 1360 x 768 pixels
SOFTWARE REQUIREMENT
Software is a set of instructions used by the computer to facilitate its operation
and utilization. It gives the computer the capability of doing whatever the users
want. There are some software that are required to run the new system they are
listed below:
 Windows 10 Operating System
 Microsoft Dot Net framework 4.0 and 4.5
 An up to date System Antivirus
 Microsoft Access Database Management System
INSTALLATION OF THE NEW SYSTEM
The new system can be installed by getting a computer system that meets both
the hardware and software requirements listed above, insert the application disk
into the CDROM of the computer system, open the disk on My Computer
window click on the setup file, and click on install and wait for it to install.
When it has finish installing launch the application and carry out a test run on
the system.
HOW THE NEW SYSTEM WORKS
When the user loads the application on a computer system a splash screen
window is first displayed telling the user that the application is loading, when
the application has finished loading an administrative log in window is
displayed requiring the user to input username and password, this window
secures the application; so that unauthorized users can not have access to the
application. After the user has successfully logged in to the application the main
menu When the user loads the application on a computer system a splash screen
window is first displayed telling the user that the application is loading, when
the application has finished loading an administrative log in window is
displayed requiring the user to input username and password, this window
secures the application window is displayed, this window outlines the various
tasks that the user can perform with the application. In this main menu window
there are two main sections: the ‘Enter New Record’ and the ‘Open Existing
Records’. The ‘Enter New Record’ section contains three buttons; student log,
staff log and customer log; the user can click either of the buttons to enter a new
record. The ‘Open New Section’ section also contains three buttons; student
record, staff record, and customer record, the user can click on either of the
buttons to view the existing records, carry out updates, and print if necessary.
Beneath the two sections is an ‘About’ button that the user can click to know
more about the application.
CHAPTER-7
SYSTEM IMPLEMENTATION
This is aimed at putting the new system to use and testing its capability to see if
it meets up to the expectation which the developer had in mind. The system
implementation is going to be done on both hardware and software platform.
Below, are the list of hardware’s and software’s required for the proposed
system to effectively run.
1. The implementation process contains software preparation and transition

activities, such as the conception and creation of the maintenance plan, the
preparation for handling problems identified during development; and the
follow-up on product configuration management.
2. The problem and modification analysis process, which is executed once the
application has become the responsibility of the maintenance group. The
maintenance programmer must analyze each request, confirm it (by reproducing
the situation) and check its validity, investigate it and purpose a solution
document the request and the solution proposal and finally, obtain all the
required authorizations to apply the modification.
3. The process considering the implementation of the modification itself.
4. The process acceptance of the modification, by confirming the modified work

with the individual who submitted the request in order to make sure the
modification provided a solution.
5. The migration process is exceptional and is not part daily maintenance tasks.
If the software must be ported to another platform without any change in
functionality, this process will be used and a maintenance project team is likely
to be assigned to this task.
6. Finally the last maintenance process, also an event which does not occur on a
daily basis, is the retirement of a piece of software.
. There are some software that are required to run the new system they are listed
below:
 Windows 10 Operating System
 Microsoft Dot Net framework 4.0 and 4.5
 An up to date System Antivirus
 Microsoft Access Database Management System
Below are the hardware requirements needed to run the new system:
 A complete computer system (Desktop or laptop)
 A 2.5 GHz processing speed processor such as Intel Pentium R, Dual
Core and upwards.
 Minimum of 1GB RAM
 Minimum of 150GB Hard Disk
 High VGA resolution of about 1360 x 768 pixels
Hardware is the physical equipment or components that make up the computer
system. It is normally referred to as the physical interface of the system that can
be seen and touched. Every software has its own hardware requirement that is
needed for its operations.
Software is a set of instructions used by the computer to facilitate its operation
and utilization. It gives the computer the capability of doing whatever the users
want.
CHAPTER-8
PROGRAM SOURCE CODE
SPLASH SCREEN FORM
Public Class WelcomeForm

Private Sub LoadTimer_Tick()
If LoadTimer.Interval = 1000Then
Me.Close()
BackgroundForm.Show()
End If
End Sub
Private Sub ProgresTimer_Tick( )
ProgresTimer.Enabled = True
ProgressBar1.Value = ProgressBar1.Value + 2
ProgressLabel.Text = ProgressBar1.Value + 3 & "%Loading ... "
If ProgressBar1.Value >= ProgressBar1.Maximum Then
ProgresTimer.Enabled = False
BackgroundForm.Show()
LogInForm.Show()
Me.Visible = False
End If
End Sub
End Class
ADMINISTRATIVE LOG IN FORM

Public Class LogInForm
Private Sub LogInBtn_Click ( )
If PWTxt.Text = "admin" And UserTxt.Text = "admin" Then
Me.Close()
MenuForm.Show()
Exit Sub
Else : MsgBox("Access Denied", vbCritical)
End If
End Sub
Private Sub ResetBtn_Click ( )
UserTxt.Clear()
PWTxt.Clear()
UserTxt.Focus()
End Sub
Private Sub ExitBtn_Click ( )
If MsgBox("Are You Sure You Realy Want To Exit This Application",
vbYesNo + vbInformation + vbDefaultButton2, "Exiting Program") = vbYes
Then WelcomeForm.Close()
Me.Close()
End If
End Sub
End Class
MAIN MENU FORM
Public Class MenuForm

Private Sub Button5_Click ( )
StudentForm.Show()
Me.Visible = False
End Sub
StaffForm.Show()
Me.Visible = False
End Sub
CustomerForm.Show()
Me.Visible = False
End Sub
AboutForm.Show()
Me.Visible = False
End Sub
Me.Close()
End If
End Sub
Private Sub StaffLogBtn_Click ( )
StaffRecordForm.Show()
Me.Visible = False
End Sub
Private Sub StudentLogBtn_Click ( )
StudentRecordForm.Show()
Me.Visible = False
End Sub
Private Sub CustomerLogBtn_Click ( )
CustomerRecordForm.Show()
Me.Visible = False
End Sub
End Class
STUDENT LOG FORM
Public Class StudentForm

Private Sub BackButton_Click ( )
MenuForm.Show()
Me.Visible = False
End Sub
Private Sub NextButton_Click ( )
StudentGarantorForm.Show()
Me.Visible = False
End Sub
Dim OpenFileDialogs As New OpenFileDialog
With OpenFileDialog1
.CheckFileExists = True
.ShowReadOnly = False
.Filter = "All Files|*.*|Bitmap File(*)|bmp;A.gif,*.jpg"
.FilterIndex = 2
If .ShowDialog = DialogResult.OK Then
PictureBox1.Image = Image.FromFile(.FileName)
PictureBox1.Show()
End If
End With
End Sub
Private Sub ViewButton_Click ( )
Me.Visible = False
End Sub
Private Sub StudentForm_Load ( )
Me.STUDENTTABLETableAdapter.Fill(Me.OMSDATABASEDataSet.STUD
ENTTABLE)
STUDENTTABLEBindingSource.AddNew()
End Sub
Private Sub AddButton_Click ( )
MsgBox("YOU CAN NOW ENTER THE NEW RECORD")
End Sub
Private Sub SaveButton_Click ( )
On Error GoTo SaveErr
STUDENTTABLEBindingSource.EndEdit()
STUDENTTABLETableAdapter.Update(OMSDATABASEDataSet.STUDENT
TABLE) MsgBox("NEW RECORD STORED SUCCESSFULY TO
DATABASE") SaveErr:
Exit Sub
End Sub
Private Sub PhoneTxt_KeyPress ( )
If Not Char.IsNumber(e.KeyChar) And Not Char.IsControl(e.KeyChar) Then
e.KeyChar = " "
MsgBox("INVALID INPUT")
End If
End Sub
End Class
STUDENT GARANTOR FORM
Public Class StudentGarantorForm

StudentForm.Show()
Me.Visible = False
End Sub
GarantorRecordForm.Show()
Me.Visible = False
End Sub
Private Sub StudentGarantorForm_Load ( )
Me.GARANTORTABLETableAdapter.Fill(Me.OMSDATABASEDataSet.GA
RANTORTAB LE)
GARANTORTABLEBindingSource.AddNew()
End Sub
End Sub
GARANTORTABLEBindingSource.EndEdit()
GARANTORTABLETableAdapter.Update(OMSDATABASEDataSet.GARAN
TORTABLE)
MsgBox("NEW RECORD STORED SUCCESSFULLY TO DATABASE")
SaveErr: Exit Sub
End Sub
Private Sub PhoneNoTextBox_KeyPress ( )
If Not Char.IsNumber(e.KeyChar) And Not Char.IsControl(e.KeyChar) Then
e.KeyChar = " " MsgBox("INVALID INPUT")
End If
End Sub
End Class
STAFF LOG FORM
Public Class StaffForm

Private Sub ExitButton_Click ( )
If MsgBox("Are You Sure You Really Want To Exit This Application",
Me.Close()
End If
End Sub
MenuForm.Show()
Me.Visible = False
End Sub

StaffRecordForm.Show()
Me.Visible = False
End Sub
.FilterIndex = 2
.FilterIndex = 2
PictureBox1.Show()
End If
End With
End Sub
Private Sub StaffForm_Load ( )
Me.STAFFTABLETableAdapter.Fill(Me.OMSDATABASEDataSet.STAFFTA
BLE)
STAFFTABLEBindingSource.AddNew()
End Sub
STAFFTABLEBindingSource.AddNew()
End Sub
STAFFTABLEBindingSource.EndEdit()
STAFFTABLETableAdapter.Update(OMSDATABASEDataSet.STAFFTABL
E) MsgBox("NEW RECORD SAVED SUCCESSFULLY TO
DATABASE") SaveErr:
Exit Sub
End Sub
Private Sub TextBox1_KeyPress ( )
If Not Char.IsNumber(e.KeyChar) And Not Char.IsControl(e.KeyChar)
Then e.KeyChar = " "
\ MsgBox("INVALID INPUT")
End If
End Sub
End Class
STUDENT RECORD FORM
Public Class StudentRecordForm

MenuForm.Show()
Me.Visible = False
End Sub
Me.Close()
End If
End Sub
Private Sub StudentRecordForm_Load ( )
Me.STUDENTTABLETableAdapter.Fill(Me.OMSDATABASEDataSet.STUD
ENTTABLE) End Sub
End Sub
Private Sub PreviousButton_Click ( )
STUDENTTABLEBindingSource.MovePrevious()
End Sub
STUDENTTABLEBindingSource.MoveNext()
End Sub
Private Sub DeleteButton_Click ( )
STUDENTTABLEBindingSource.RemoveCurrent()
End Sub
End Class
STUDENT GARANTOR RECORD FORM
Public Class GarantorRecordForm

MenuForm.Show()
Me.Visible = False
End Sub
Private Sub CloseButton_Click ( )
Me.Close()
End If
End Sub
Private Sub GarantorRecordForm_Load ( )
Me.GARANTORTABLETableAdapter.Fill(Me.OMSDATABASEDataSet.GA
RANTORTAB LE)
End Sub
GARANTORTABLEBindingSource.MoveNext()
End Sub
GARANTORTABLEBindingSource.RemoveCurrent()
End Sub

MsgBox("YOU CAN NOW ENTER NEW RECORD")
End Sub
GARANTORTABLEBindingSource.MovePrevious()
End Sub
End Sub
End Sub
End Class
STAFF RECORD FORM
Public Class StaffRecordForm

Private Sub CloseButton_Click ( )
Me.Close()
End If
End Sub
MenuForm.Show()
Me.Visible = False
End Sub
End Sub
End Sub
Private Sub StaffRecordForm_Load ( )

Me.STAFFTABLETableAdapter.Fill(Me.OMSDATABASEDataSet.STAFFTA
BLE)
End Sub
STAFFTABLEBindingSource.AddNew() MsgBox("YOU CAN NOW
ENTER THE NEW RECORD")
End Sub
End Sub
End Sub

STAFFTABLEBindingSource.MovePrevious()
End Sub
STAFFTABLEBindingSource.MoveNext()
End Sub
STAFFTABLEBindingSource.RemoveCurrent()
End Sub
End Class
ABOUT FORM
Public Class AboutForm

MenuForm.Show()
Me.Visible = False
End Sub
End Sub
End Sub

Me.Close()
End If
End Sub
End Class
BACKGROUND FORM
Public Class BackgroundForm

Then
WelcomeForm.Close()
Me.Close()
End If
End Sub
End Class
PRINT FORM
Public Class StudentPrint

Private Sub PrintButton_Click ( )
BackButton.Hide()
PrintButton.Hide()
PrintDialog1.ShowDialog()
PrintStudent.Print()
Me.Close()
End Sub
Me.Close()
End Sub
End Sub
End Sub
DateLabel.Text = StudentForm.DateOfSubmission.Text
NameLabel.Text = StudentForm.FirstNTxt.Text
GenderLabel.Text = StudentForm.GenderBox.Text
DOBLabel.Text = StudentForm.DateTimePicker1.Text
POBLabel.Text = StudentForm.POBTxt.Text
NationLabel.Text = StudentForm.TextBox1.Text
StateLabel.Text = StudentForm.StateTxt.Text
StatusLabel.Text = StudentForm.StatusBox.Text
AddressLabel.Text = StudentForm.AddressTxt.Text
PhoneLabel.Text = StudentForm.PhoneTxt.Text
EmailLabel.Text = StudentForm.EmailTxt.Text

End Sub
End Sub
Private Sub StudentPrint_Load ( )

DateLabel.Text = StudentForm.DateOfSubmission.Text
NameLabel.Text = StudentForm.FirstNTxt.Text
GenderLabel.Text = StudentForm.GenderBox.Text
DOBLabel.Text = StudentForm.DateTimePicker1.Text
POBLabel.Text = StudentForm.POBTxt.Text
NationLabel.Text = StudentForm.TextBox1.Text
StateLabel.Text = StudentForm.StateTxt.Text
StatusLabel.Text = StudentForm.StatusBox.Text
AddressLabel.Text = StudentForm.AddressTxt.Text
PhoneLabel.Text = StudentForm.PhoneTxt.Text
EmailLabel.Text = StudentForm.EmailTxt.Text
QaulLabel.Text = StudentForm.QualificationBox.Text
ProgLabel.Text = StudentForm.ProgamBox.Text
PictureBox1.Image = StudentForm.PictureBox1.Image
End Sub
End Class
CHAPTER-09
SAMPLE OUTPUT
CHAPTER-10
SYSTEM TESTING
System Testing
System Testing is the testing of a complete and fully integrated software

product. Usually software is only one element of a larger computer-based
system. Ultimately, software is interfaced with other software/hardware
systems. System testing is actually a series of different tests whose sole purpose
is to exercise the full computer-based system.
System testing is generally used for testing the working of the system that
system done work properly. So after testing our project Office Mgmt. System,
we can say that our project done work properly.
Two Category of Software Testing
1. Black Box Testing

2. White Box Testing
BLACK BOX TESTING
The method of Black Box Testing is used by the software engineer to derive the
required results of the test cases:
1. Black Box Testing alludes to test that are conducted at the software
interface.
2. A Black Box Test examines some fundamental aspect of a system with
little regard for the internal logic structure of the software.
3. A limited number of important logical paths can be selected and
exercised.
4. Important data structure can be probed for validity.
Black box testing was performed to find errors in the following categories: -
 Incorrect or missing functions
 Graphics error.
 Errors in data in binary format.
 Error in data in integer format.
 File error.
 Pointer error.
 Memory access error.
 Variable error.
WHITE BOX TESTING
White Box Testing is sometimes called Glass Box Testing using White Box
Texting methods the software engineer can derived the following test cases:
1. Guarantee that all independent paths within a module have been exercised
at least once.
2. Exercise all logical decisions on their true an false sides.
3. Execute all loops at their boundaries and within their operational bounds.
4. Exercise internal data structures to ensure the validity.
In White Box Testing efforts were made to handle the following: -
 Number of input parameters equal to number of arguments.

 Parameters and arguments attributes match.
 Number of arguments transmitted is called modules equal to attributes of
parameters.
 Unit system of argument transmitted is called modules equal unit system
of parameter.
 Number of attributes and order of arguments to build in functions correct.
After Testing We see the result as given output:

So finally we can say that every module of project done work properly . System
testing is generally used for testing the working of the system that system done
work properly. So after testing our project Office Mgmt. System, we can say
that our project done work properly.
CHAPTER-11
SYSTEM MAINTENANCE
Every system needs to be properly maintained to ensure maximum

efficiency. Below are the maintenance guides for the new system:
o The user should always ensure that any computer system that
the application will be installed on should meet both the
hardware and software requirements specified for the new
system so that the system can run effectively.
o The user should always ensure that there is an up to date anti-
virus installed on the computer system.
o The computer system should be kept in a properly ventilated
environment.
o The user should always ensure to exit the application properly
after carrying out operations.
o The user should ensure that the username and password of the
system is kept
o confidential so that unauthorized users won’t have access to the
system.
CHAPTER-12
FUTURE SCOPE
The scope of the project includes that what all future

enhancements can be done in this system to make it more feasible
to us:-
 Databases for different products range and storage can be
provided.
 Multilingual support can be provided so that it can be
understandable by the person of any language.
 More graphics can be added to make it more user-friendly
and understandable.
 Manage & backup versions of documents online.
CHAPTER-13
CONCLUSION
In conclusion the design and implementation of computerized Office

Management System will go a long way to reduce the work load in an
office by computerizing the process of collecting, storing, processing
and retrieval of records in an office and thereby bring about an
increase in its productivity. Computerized office management will
prevent information security accidents/problems and also to eliminate
any form of error that normally occur while handling information
management in the office. This system is designed to result in the
collection, storing, retrieval, communication and use of data for the
purpose of efficient management of operating in the office.
CHAPTER-14
REFERENCES
 Anigbogu, S.O, (2003). Introduction to computer science and programming
languages. Benue: Christon International Company Ltd.
 Behrouz, A, & Sophia, C, F, (2004). Data communication and Networking. New
York. McGraw – Hill.
 Carlson, B., Paul, B, & Crilly, J, C, (2002). Communication systems 4th Edition. New
York. McGraw – Hill
 Coalition, G. (2012). Office Management and Automation, Published by Micheal
Woods.
 Gupta S K (2005), Office Management, 5th Edition, Published by Vishal Prakashan
Mandir.
 James A O’Brien (2012), Management Information Systems, 6th Edition, Published
by Tata McGraw Hill Companies, New York.
 Jeffrey, S. B., & Gary, M, (2006). Modern Electronic Communication. New Delhi
Prentice Hall.
 Joel, S, David L, & Scott, W, (2008). Microsoft Dynamics. New Jersey: John Wiley
and Son.
 Rohit, U., & Michel, J.O, (2015). Automated Office System, 5th Edition, Published
by Kenneth Coaster.

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A Project Report

Master of Computer Applications

DEPARTMENT OF COMPUTER APPLICATIONS

report, titled “Office Management System” Submitted to the Department of Computer

Applications, School of Computer Science and Applications,IFTM University,Lodhipur,

Applications” is a record of my own work carried out under the supervision of

This to Certify that this report on “Office Management System” is a bonafide

Miss Shelly Bhardwaj Dr. Arvind Shukla

my sincere thanks to all of them. We highly indebted to Dr. Rahul Kumar

completing the project. I am very grateful to my Project Based on “Office

encouragement and valuable guidance.

Chapter Title Page No.

1.1 ABOUT THE PROJECT

AIMS AND OBJECTIVES

This study aims at designing a computer application that will be used to

 It improve productivity by electronic process

MOTIVATION FOR THE STUDY

SCOPE OF THE STUDY

ORGANIZATION OF THE PROJECT REPORT

 Chapter One: This gives a general introduction on what the research

Once the problem is verified, an initial investigation is conducted to determine

2. Management of administrative documents

3. Handling of numerical data

4. Meeting planning and management of work schedules

In an automated system, all these tasks are performed using computer or

 Document Management System

2. Message Handling System: Message handling system is used to send and

3. Office Support System: Office support system is used to coordinate and

System: This is a collection of related components put together to perform an

Management: This is the control and organizing of a business or organization.

Facsimile: This is an exact duplication of a document, (especially of a written

Automation: This is the use of or introduction of automatic equipment in a

Clerical: This is used to refer to work in an office especially routine

In our project we study about the technical, economical and operational

It is concern with equipment, software, technology as well as available personal

 The facility to produce output in the given time.

 Cost of given services.

 What changes will be brought with system.

System analysis is the process of gathering an interpreting fact, diagnosing

ANALYSIS OF THE EXISITING SYSTEM

The existing system is a completely manual system which completely depends

PROBLEMS OF THE EXISITNG SYSTEM

Analysis of the system means identification, understanding and critically

 Change the outputs

 Lack of co-ordination between share and update.

The Entity-Relationship Data Model (ERD) perceives the real world as

Data Retrival Data Storage

Office clerk carrying out daily

Student Staff Student Staff

Is Option YES Display the student

TABLE 1.0: STUDENT TABLE

S/N FIELD NAME DATATYPE LENGTH

S/N FIELD NAME DATATYPE LENGTH

1. The implementation process contains software preparation and transition

3. The process considering the implementation of the modification itself.

4. The process acceptance of the modification, by confirming the modified work

PROGRAM SOURCE CODE

SPLASH SCREEN FORM

Public Class WelcomeForm

ADMINISTRATIVE LOG IN FORM

MAIN MENU FORM

Public Class MenuForm