S.K.

SOMAIYA COLLEGE OF ARTS , COMMERCE & SCIENCE

Mumbai - 400077

Department of Computer
Science
2006 - 2007

A project report of System Software Analysis and Design

Submitted in partial fulfillment for the degree

of B.Sc (Computer Science) as prescribed
by the University of Mumbai.

By:

MR ROHIT PUJARI
&
MISS PRITHIKA DEVADIGA

Guide:

Prof. Aarti Naik

(Dept. of Computer Science)
 ACKNOWLEDGEMENT.

We would also like to thank Prof (Mrs.) Aarti Naik for guiding through the
entire project.

We would like to thank Mrs. Rama v who was most co-operative and
provided us with all the necessary information needed during the
development phase of the project.

Finally I would like to thank my family members, friends and all others who
had helped me during the software development stage.

Mr Rohit Pujari
MISS Prithika Devadiga
 PREFACE.

This report aims at introducing the various process involved in Child

Adoption Center like Registration of Parents & children, Verifying their Age,
Salary, Family members , Guarantor Info , stores details of Activities held
for children & also keep Information of Donation given to the trust .

This reports depicts only the basic logic used for the software
development along with flowcharts so that any render may understand the
logic applied.

The intricate details of the software have not been introduced in the
project. For further information, readers may refer to source code provided
along with this report

Though this report has been prepared with almost care, error may
remain and readers are requested to intimidate to the author.

Mr Rohit Pujari
MISS Prithika Devadiga
 INDEX.

Sr.No. Topic Page No.

1 System Study and Analysis
Current System and shortcomings of current
2
system
3 Scope of the proposed system
4 System Development
5 Gantt Chart
6 Event Table
7 Entity Relationship Diagram
8 Data Flow Diagrams
8.1 Context Diagram
8.2 DFD Fragments
8.3 Diagram 0
9 System Flowcharts
10 Menu Tree
11 Program List
12 Data Dictionary
12. Table List
1
12.2 View List
13 Report List
14 System Coding Conventions
15 System Control & Standards
16 System Testing
17 Program Documentation
18 Coding
19 Screen Layouts
20 Report Layouts
21 Conclusion
22 References
 CHAPTER NO:1

SYSTEM STUDY AND ANALYSIS

 SYSTEM STUDY AND ANALYSIS .

Methodology:
The way that is followed while carrying on with the development
application is as follows:

Phase I (Defining a Problem):

Defining the problem is one of the important activities of the project.
The objective is to define precisely the problem to be solved & thereby
determine the scope of the new system. This phase consists of 2 main
tasks. The 1st task within this activity is to review the basic needs that
originally initiated the project. The 2nd task is to identify, at an abstract or
general level, the expected capabilities of the new system. Thus, it helps us
to define the goal to be achieved and the boundary of the system. A clear
understanding of the problem will help us build a better system & reduce
the risk of project failure. It also specifies the resources that have to be
made available to the project.
Three important factors project goal, project bounds & the resource
limit are sometimes called the project’s term of references.
The output of this phase consists of project goal, it’s bounds and
terms of reference.

Phase II (Feasibility Study):

The feasibility study proposes one or more conceptual solutions to
the problem set for the project. The objective in assessing feasibility is to
determine whether a development project has a reasonable chance of
success. It helps us to determine the input & output of the system. The
following are the criteria that are considered to confirm the project
feasibility.
 Technical Feasibility:
At first it is necessary to check that the proposed system
is technically feasible or not and to determine the technology
and skill necessary to carry out the project. If they are not
available then find out the solution to obtain them. Hardware is
already available in the college.

Operational Feasibility:
The operational feasibility is obtained by consulting with
the system users. Check that proposed solution satisfies the
users need or not.

Software details of the proposed system-

 Front End:- Visual Basic 6.0

 Back End:- Microsoft Access

Phase III (System Analysis):-

The phase is detailed appraisal of the existing system. This appraisal
includes how the system works and what it does. It also includes finding
out in more detail- what are the problems with the system and what user
requires from the new system or any new change in system.
The output of this phase results in the detail model of the system.
The model describes the system functions and data and system information
flow. The phase also contains the detail set of user requirements and these
requirements are used to set objectives for the new system.
 System Study:--

It is always necessary to study and recognize the

problems of the existing system, which will help in finding out
the requirements for the new system. System study helps in
finding different alternatives for better solution.
The project study basically deals with different operations
and steps involved in it. It includes:
1) Data gathering
2) Study of existing system
3) Analyzing problem
4) Studying various documents
5) Feasibility study for further improvements

Following are the steps taken during the initial study:

 Initially, we collected all the information, which they
wanted to store
 Then we studied the working of the current system which
is done manually. We noted the limitations of that system
which motivated them to have a new system.
 Then we analyzed the format of the reports generated by
that system.
With the help of these documents we got basic ideas about the
system as well as input and output of the developed Inventory
System.
 CHAPTER NO:2

CURRENT SYSTEM
AND
SHORTCOMINGS OF CURRENT SYSTEM
 CURRENT SYSTEM.

Initially the center was using the manual resources (small notebooks,
people) for the transaction involved in the system. This led more overheads
in maintaining the transaction manually.

It was a tedious job to log the daily activities of the work in a paper
like matching expectations of Parents with child.
It was difficult to maintain the details of the children, parent and the details
of the guarantor.

In order to avoid these manual details and to automate entire

process of various kinds of transactions carried out in the center this
software is developed.

Shortcomings of the current system:

The existing system has many drawbacks. Some of them to list are
as follows:

 Manually matching Expectation of the Parents.

 No security of data.
 Various kind of registers were maintained to keep
the records
 To check the records of past few years then register
has to be gone through to acquire the information.
 CHAPTER NO:3

PROPOSED SYSTEM
 Proposed System:

The proposed system is fully computerised and is developed using

Visual Basic (6.0) and Microsoft Access.

Advantages of the proposed system:

 Lot of time is getting saved.

 Details of the Children, Parents, Guarantors and Sponsorer can
be saved in the database.
 It is possible to easily retrieve information about data which is
as long as 10 years old or more (depends on the hard-disk
space you have in our system)

Limitations of the proposed system:

 Children age should between one & eight year

 Only single child can be adopted by a parent
 There can be a single guarantor for a Parent
 Parents Annual Income should be more than one lakh
 SCOPE OF PROPOSED SYSTEM.

The first task was in identifying what part of the system is to be

computerized. Some analysis and projection was done. Initially investment
would be only to impart on the software and the hardware.
The system is simple without complexities.
The child adoption process deals with the following aspects
 Accepting the details from the sponsorer & donors.
 Maintaining and updating the details of the child & Parent.
 Maintain the database of the Children , Parent , Guarantors .
 Automatic Matching Of Expectation of the Parent about child.
 Maintaining the records of the Adopted Children with their
Parents and related guarantor.
System is developed in Microsoft Access as backend and Visual Basic 6.0 as
front-end. It will provide:
1. More user friendly since visual basic-6.0 is best GUI.
2. Minimization of redundancy in well maintained data.
3. Maximum Data security.
4. Achieve facility.
CHAPTER NO:5

GANTT CHART
CHAPTER NO:6

EVENT TABLE
Event Trigger Source Activity Response Destinatio
n
Regis Verification Hospital / Store Child Child
tratio Of Age of child Police details of Registratio
n of Child n No. is
Child given
Requ Verification Parent Store Parent Parent
est Of Information details of Registratio
for Parent n No. is
Paren given
t
Regis
tratio
n
Regis Verification Guaranto Store Parent Guarantor
tratio Of Information r informatio Number is
n n given
Of Of
Guara Guarantor
ntor
Child Verification Trust Store Parent
Adopt Child & Parent Child &
ion Information Parent
informatio
n
Regis Verification of Donor Donation Receipt is Donor
tratio Modes of is accepted given
n Payment & store
Of details
Donat
or
 CHAPTER NO:6

ENTITY RELATIONSHIP DIAGRAM

 CHAPTER NO:6

DATA FLOW DIAGRAM

 8.1 CONTEXT DIAGRAM

Parent request Hospital / Police

0
Parent Child-Adoption Child
Parent registration Child Register No.
System
No. / denied

Trust
 8.2 DFD FRAGMENTS

1.1 Child History

Child
Checking age
of child

1.2 Child Info

Records Non-
Adopted Child

2.1 Parent Info

Parent Verify
Eligibility Guarantor
Info

2.2
Registration of Guarantor Info
Guarantor

2.3
Record of Expectation
Parents
Expectation

3.1
Record details of AdopCInfo
Adopted
Children

3.2 Child Record

Trust Update Child
Record & parent
Record PCInfo

4.1
Donor’s
Registration
Donor Info

4.2
Accepting Payment
& Giving Receipt
Number.
 8.3 DIAGRAM ZERO
Child

1
Child
Child Info
Register

Parent Info

2 Guarantor Info
Parent
Parent Register

Expectation

Child Info

Parent Info
3
Child Adoption Guarantor Info
System
Expectation

Trust
Adopted Child Info

4 Donation Info
Donator Info

5 Activities Info
Activity Info
 PROGRAM DOCUMENTATION
Program Name: Login Form
Program Id: Form No. 1
File Name: frmLogin.frm
Program Function Explanation:
This form is basically used to authenticate the users before
using the System.
Data Entry Screen:
In this form first the user is allowed to enter the username and
then the password. Then the OK button is pressed and the form is
submitted for validation. If the username and password are correct
then the user is allowed to use the system otherwise the user is not
allowed to use the system.

Program Name: Main Menu form

Program Id: Form No. 2
File Name: MDIForm1.frm
Program Function Explanation:
This form shows the form, which contains the main menus
through which the system can be operated. The main menu further
contains the sub menus that allow the user to enter various details or view
the reports.
Data Entry Screen:
In this form first the user is allowed to select the required
menu, from which the user can select the sub menus using which the user
can explore the system. The menus contain utilities such as adding,
updating, deleting dealers, customers and employee information. It also
provide to insert record of product purchased, store details of product
manufactured by the employee and sales it to the customers. Then the
appropriate form is selected and the necessary actions are taken.

Program Name: Dealers Record Adding form.

Program Id: Form No. 3
File Name: frmdealerinfo.frm
Program Function Explanation:
This form is basically used to accept the dealer’s information
such as their name, address, sex, mobile number and phone number.
Data Entry Screen:
In this form the user is allowed to enter the required
information and then submit the form. Then the form is validated. If the
entered details are correct and valid then the dealer information is stored
in the system’s database otherwise the form is sent back for corrections.

Program Name: Dealer Record Updating or deleting form

Program Id: Form No. 4
File Name: frmsearch.frm
Program Function Explanation:
This form provides the details of various dealers in a grid in
which the user can select a particular field of a grid to update or delete the
details of dealers. This form also contains a list of dealers ids in a combo
box from which the user can select a one which has to be updated or
deleted.
Data Entry Screen:
In this form the details of all the dealers are provided in a grid,
which is a non-updateable grid. Therefore, to update or delete a
particular dealer’s record the user has a select a particular row of a
grid by double-clicking the grid and a form opens up which displays
all the details of that particular dealer to update or delete. User can
then enter the required information to update the details. The
inputted values are checked by the system and any invalid entry will
send the form back for correction.

Program Name: Customers Record Adding form.

Program Id: Form No. 5
File Name: Garment.frm
Program Function Explanation:
This form is basically used to accept the customers’ information
such as their name, address, sex, mobile number and phone number.
Data Entry Screen:
In this form the user is allowed to enter the required
information and then submit the form. Then the form is validated. If the
entered details are correct and valid then the dealers’ information is stored
in the system’s database otherwise the form is sent back for corrections.

Program Name: Customer Record Updating or deleting form

Program Id: Form No. 6
File Name: frmsearch.frm
Program Function Explanation:
This form provides the details of various customers in a grid in
which the user can select a particular field of a grid to update or delete the
records of customer. This form also contains a list of customer ids in a
combo box from which the user can select a one which has to be updated
or deleted.
Data Entry Screen:
In this form the details of all the customers are provided in a
grid, which is a non-updateable grid. Therefore, to update or delete a
particular customer record the user has a select a particular row of a grid
by double- clicking the grid and a form opens up which displays all the
details of that particular customer to update or delete. User can then enter
the required information to update the details. The inputted values are
checked by the system and any invalid entry will send the form back for
correction
Program Name: Employee Record Adding form.
Program Id: Form No. 7
File Name: frmdealerinfo.frm
Program Function Explanation:
This form is basically used to accept the Employees information
such as their name, address, sex, mobile number and phone number.
Data Entry Screen:
In this form the user is allowed to enter the required
information and then submit the form. Then the form is validated. If the
entered details are correct and valid then the employee’s information is
stored in the system’s database otherwise the form is sent back for
corrections.
Program Name: Employee Record Updating or deleting form
Program Id: Form No. 8
File Name: frmsearch.frm
Program Function Explanation:
This form provides the details of various employees, in a grid in
which the user can select a particular field of a grid to update or delete the
details of employee. This form also contains a list of Employee ids in a
combo box from which the user can select a one which has to be updated
or deleted.
Data Entry Screen:
In this form the details of all the employees are provided in a
grid, which is a non-updateable grid. Therefore, to update or delete a
particular employee record the user has a select a particular row of a grid
by double- clicking the grid and a form opens up which displays all the
details of that particular dealer to update or delete. User can then enter the
required information to update the details. The inputted values are checked
by the system and any invalid entry will sent the form back for correction.

Program Name: Purchasing Detail Form.

Program Id: Form No. 9
File Name: frmpurchasingdetails.frm
Program Function Explanation:
This form is basically used to insert the records of the products
supplied by the supplier.
Data Entry Screen:
In this form the details of the product supplied by the supplier
is entered and the form is submitted. Then the form is validated. If the
entered details are correct and valid then the product detail is stored in the
system’s database otherwise the form is sent back for corrections.

Program Name: Expenses Form.

Program Id: Form No. 10
File Name: frmexpenses.frm
Program Function Explanation:
This form is basically used to insert the records of the expenses
incurred in the company.
Data Entry Screen:
In this form the various expenses incurred in the industry are
entered and the form is submitted. Then the form is validated. If the
entered details are correct and valid then the details are stored in the
system’s database otherwise the form is sent back for corrections.

Program Name: Salary Form.

Program Id: Form No. 11
File Name: frmsalarydetails.frm
Program Function Explanation:
This form is basically used to insert the records about the work
done by the employee on a particular day i.e. this form maintains the
details about work done by the employee on particular kind of the product.
It also keeps track of the amount of work given to the employee and their
previous pending stock. On basis of these details salary of the employee is
calculated.
Data Entry Screen:
In this form the various details such as employee id, date of
work, product on which he has worked, number of cutting pieces given to
him, ready stock details etc are entered. Also the salary of the employee is
calculated based on the rate of his work. Then the form is validated. If the
entered details are correct and valid then the details are stored in the
system’s database otherwise the form is sent back for corrections. There is
a calculate button provided in the form which when clicked opens another
form wherein user can calculate the salary based on the monthly bases,
weekly bases or based on number of days the employee has worked

Program Name: Reorder Form.

Program Id: Form No. 12
File Name: frmreorder.frm
Program Function Explanation:
This form is basically used to set the reorder level and the sales
rate of the products manufactured. It is only after entry being made in this
form the products are available for sale in the market.
Data Entry Screen:
In this form the various product details are entered and their
reorder level and sales rate is set. Then the form is validated. If the
entered details are correct and valid then the details are stored in the
system’s database otherwise the form is sent back for corrections.

Program Name: Sales details Form.

Program Id: Form No. 13
File Name: frmsalesdetails.frm
Program Function Explanation:
This form is basically used to insert the details about the sale
carried out in the shop. It is only after entry being made in this form the
products are available for sale in the market. There is facility for automatic
bill generation in the form itself.
Data Entry Screen:
In this form the various sales details such as sale is made to
which customer and what amount is given by the customer for that
product, even the customer can purchase goods on the basis of credit but
his records are saved and every time the customer makes another visit the
sales person is notified by the system about his balance remaining. Then
the form is validated. If the entered details are correct and valid then the
details are stored in the system’s database otherwise the form is sent back
for corrections.
Program Name: Products Form.
Program Id: Form No. 14
File Name: product.frm
Program Function Explanation:
This form is basically used to insert the details about the
various kinds of products purchased by the user. This forms appears as a
pop-up form in the Sales Details form
Data Entry Screen:
In this form the customer identification number is displayed
automatically on the form and here the entry for products purchased is
entered. After each entry the details are validated and if valid then the
details are stored in the system’s database otherwise the form is sent back
for corrections. After each successful entry the question pops-up that if the
user has made any more purchases. Sales person may select appropriate
option.
 Conclusion
The quality and reliability of the software depends on the result of phases in
the system development. The software quality includes the modularity, good documentation,
user friendliness, maintainability etc.

The software reliability depends on the less chances of failure and

enhancements in the system even in stressed situations.

As far as my developed system is concerned, we have tried to make the

system as user friendly as possible where a layman can handle the system very comfortably.

During detail design the system is designed into modules so, it is easy to
understand and helpful to the management.

Suggestions for Future :

The system is developed by keeping in mind the present conditions and rules. If there are
changes in the rules and conditions , system needs maintenance according to the changes.
 22 References

Mastering Visual Basic 6.0 by Evangelous

Petroutsos

 System Analysis and design in the changing world (2000) by Satzinger

 Software Engineering-A Practitioners Approach by Roger Pressman

 System Analysis and Design methods (1998) by Whitten and Bentley