D.G.

RUPAREL COLLEGE
Mahim Mumbai-400016

A PROJECT REPORT ON
GAS CYLINDER MANAGEMENT SYSTEM
SUBMITTED TO
[UNIVERSITY OF MUMBAI]

BY

MISS. DEVIKA MAHESH DAKHORE.

T.Y. B. Sc (COMPUTER SCIENCE)
ACADEMIC YEAR 2021-2022
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ACKNOWLEDGEMENT
I would like to express my sincere gratitude to my
supervisor for providing their guidance , comments and suggestions
throughout the course of the project. The completion of project
would have been unattainable without the assistance and
supervision given by all professors of my college. This project has
been a learning and interesting process for me.
I would like to express special thanks to my friend
and colleagues for reviewing my project and motivating me for
making it more interactive with users.
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CONTENTS
1.INTRODUCTION 5
1.1 PROJECT OVERVIEW 6
1.2 PROJECT DISCRIPTION 7
2.SYSTEM CONFIGURATION 8
3.SYSTEM ANALYSIS
3.1PRELIMINARY INVESTIGATION 9
3.2 EXISTING SYSTEM 10
3.3 PROPOSED SYSTEM 12
3.4 FEASIBILITY STUDY 14
3.5 ADVANTAGE OF PROPOSED SYSTEM 16
4.SYSTEM DESING 17
4.1 INTRODUCTION 18
4.2 DATA FLOW DIAGRAM 19
4.3 OUTPUT DESIGN 23
4.4 DATABASE DESING 25
CONCUSION 26
SCOPE FOR FUTURE 27
ENHANCEMENT 28
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1. INTRODUCTION
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1.1 PROJECT OVERVIEW

A gas agency has number of customers whenever a
customer need for booking of gas; they come and make a
booking for refilling of gas.
Whenever a customer comes for booking his/her details
are stored in booking register against booking number. When
refilled cylinder is released, this is done in first come first serve
basis .i.e. order of booking number.
When a customer joins, he/she is given a customer
number and then his/her details are appended at the end of
customer register. Similarly, for the incoming transfer of
customer, after validating the customer details these are
appended at the end of customer register.
The Gas Agencies get the order request through phone
calls or by personal from their customers and deliver the gas
cylinders to their address based on their demand and previous
delivery date. This process is made computerized and the
customer’s name, address and stock details are stored in a
database. Based on this the billing for a customer is made
simple and easier, since a customer order for gas can be
accepted only after completing a certain period from the
previous delivery. This can be calculated and billed easily
through this.
There are two types of delivery like domestic purpose use
delivery and commercial purpose use delivery. The bill rate and
capacity differs for both. This can be easily maintained and
charged accordingly. Stock available is also maintained in the
stock register to determine the number of refilled, filled,
empty, defective & price of refill.
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1.2 PROJECT DESCRIPTION

The project entitled “GAS CYLINDER MANAGEMENT
SYSTEM ” is done to make the manual process easier by making
it a computerized system for billing and maintaining stock. The
Gas Agencies get the order request through phone calls or by
personal from their customers and deliver the gas cylinders to
their address based on their demand and previous delivery
date. This process is made computerized and the customer’s
name, address and stock details are stored in a database. Based
on this the billing for a customer is made simple and easier,
since a customer order for gas can be accepted only after
completing a certain period from the previous delivery. This can
be calculated and billed easily through this.
There are two types of delivery like domestic purpose
use delivery and commercial purpose use delivery. The bill rate
and capacity differs for both. This can be easily maintained and
charged accordingly. The stock of gas and all its details are
processed swiftly. The following are involved in this project
 Customer Details
 Delivery Details
 Stock Details
 Billing Details
 Booking Details
 Price Details
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2. SYSTEM CONFIGURATION

SOFTWARE SPECIFICATION
Front-end: Visual Basic 6.0
Back-end: SQL Server
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3.SYSTEM ANALYSIS
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3.1 Preliminary Investigation

Preliminary investigation is a problem
solving activity that requires intensive communication
between the system users and system developers. It
does various feasibility studies. In these studies, a
rough figure of the system activities can be obtained,
from which the decisions about the strategies to be
followed for effective system study and analysis can be
taken.
At the preliminary investigation an initial
picture about the system working is got from the
information got from this study, the data collection
methods were identified. Right from the investigation
about the system many existing drawbacks of the
system could be identified, which helped a lot in the
later stages of more rigorous study and analysis of the
manual system.
The most critical phase of managing system
projects is planning. To launch a system investigation,
we need a master plan detailing the steps to be taken,
the people to be questioned, and the outcome
expected.
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3.2 Existing System

The existing system is a manual system. In the
present Gas Agency system, all the activities are done
manually. All data entry is performed by writing data into the
book, paper documents. The bills are prepared manually, so
there is a chance for occurring errors and the calculations are
not so accurate. Various information’s such as customer
details, product details, supplier details stock and customer
requirements are handled manually. When there is need for
retrieving details searching is unavoidable this is a difficult
task searching the records manually . This is also too much
time consuming when we want to retrieve details according
to some specific conditions. There are many disadvantages in
manual system. They are:
1. Book keeping charge: We have to keep the record in the
large amount of books which may incur much cost. We have
to spend lot of money to buy a new book when one book
gets completed.
2. Inaccuracies: Since all the data entry is done manually in
book of records, inaccuracies can occur. Cause of error is
more in manual system.
3. Expensive: Large number of personal hours is required for
each and every part of the manual system. We have to buy
lot of books, paper for keeping the information. So the
existing system is very expensive.
4. Inefficiency: Large volume of data and unformatted
outputs lead to inefficient decision making. Inefficiency in the
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existing system is also caused by the lack of proper

communication between the people of the organization.

5. Time and effort: Large amount of time and efforts may

require. For searching a particular data, we have to search all
the paper documents, its corresponding book and find the
data.
6. All the searching are done manually: In the existing system,
all the work like entering the details of a Customer, Booking
details, Stock Details etc. are done manually. This is really
time consuming.
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3.3 Proposed System

There are many disadvantages and drawbacks in
manual system. We can solve this problem by using the
computer-based system. Our proposed system is computer
based which can be very effective. Many advantages are
there in this type of gas agency system. The main advantages
of this proposed system are:
1. Security: The software used for this gas agency system
include the password, so the security is provided. When
anyone opens the software it has the provision for entering
password. We have to enter the correct password; otherwise
we cannot enter into the system. Password is saved in system
registry for more security.
2. User Friendly: This package is very user friendly because it
is easy to maintain and operate. All data entry operations are
simple, administrator wants only enter data and all other
operations are performed by the computer.
3. Speed and Accuracy: Computerization process increases
the speed of all the operations. The manpower is reduced.
Instead of doing all operation manually, computer will do it
automatically. It also increases the accuracy of all the
operations performed.
4. Efficiency and flexibility: The flexibility and the efficiency of
all the operation in this gas agency system is increased
because of the computerization. No errors are occurred
compared to the manual system. Instead of searching lot of
data, we can produce report in a few seconds.
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5. Formatted Output: Each output of the proposed system is

formatted in such a way so as to allow easy decision making.
We can print the profile easily using data reports.
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3.4 FEASIBILITY STUDY

Feasibility study is test of system proposal according
to its workability, impact on organization, ability to meet the
needs, effective use of resources. During the study, the
problem definition is crystallized and aspects of the problem
to be included in this system are determined. The result of
the feasibility study is a formal proposal. If the proposal is
accepted, we continue with the project.
1.ECONOMIC FEASIBILITY
Economic analysis is most frequently used
method for evaluating the effectiveness of a candidate
system. More commonly known as cost/benefit analysis,
the procedure is to determine the benefits and savings
that are expected from a candidate system and compare
them with costs. The proposed system is economically
feasible one. We do not want to keep lot of books for
storing the data. By manipulating data using computer
reduces cost. We do not want lot of employees; we simply
want one to operate it, Administrator.
2.TECHNICAL FEASIBILTY
Technical feasibility canters on the existing
computer system and to what extend it can support the
proposed system. It involves financial considerations to
accommodate technical enhancements. If the budget is a
serious constraint, then the project is judged not feasible.
Here we need only a computer working in low speed to
accomplish the task.
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3. BEHAVIOUR FEASIBILTY
People inherently resist change and computers
have been known to facilitate change. An estimate should
be made of how strong a reaction the user staff is likely to
have toward the development computerized system. The
computer installations have something to do with
turnover, retraining and changes to employee status. In
the proposed system, it behaves very feasibly. It is very
easy to train the people in the proposed system. We
simply want to tell the purpose of each button and about
a little data to enter.
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3.5 Advantages of Proposed System

 Users will receive better and quick service.

 Security is ensured by protecting the system with
passwords.
 Normalized database tables eliminate data
redundancy.
 Provision for minimizing errors in data entry.
 Efficient data storage.
 Real-time response and user-friendliness.
 Time saving
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4 . SYSTEM DESIGN
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4.1 INTRODUCTION
System design is a transaction from user-oriented
documents to document oriented programmers or database
personnel , it emphasis on translating performance
specification into design specification and involves
conceiving, planning and then carrying out the plan by
generating the necessary reports and outputs. Design phase
act as a bridge between the software requirement
specification and implementation phase, which satisfies the
requirements. In the design phase the detailed design of the
system selected in the study phase is accomplished. Major
steps in design are
1. Method of data Captures and data input.
2. Modification to be done to convert the existing system to
the proposed system
3. Operations to be performed to produce output and
maintain the file
4. Design input and output forms
5. Output to be produced

A modular approach has been adapted in the

development of the proposed system. Each module is
designed for a specific application and they are operated
independently.
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4.2 DATA FLOW DIAGRAM

A data flow diagram is the best and easiest
tool to represent the flow of the data in the project. It
is otherwise known as bubble chart. It has the purpose
of clarifying system requirements and identifying major
transformations that will become programs in the
system design.
A DFD consists of a series of bubbles joined by
lines. The bubble represents data flow in the system. In
the normal convention a DFD has four major symbols

1. A Square defines source or destination of

data.

2. An Arrow shows data flow.

3. A Circle represents a process that transforms

incoming data into outgoing data flows.

4. An Open rectangle shows a data store.

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DFD OF THE PROJECT

LEVEL 0
GAS
CYLINDER
ADMIN MANAGEME ADMIN
NT SYSTEM

LEVEL1
CUSTOMER

Booking

ADMIN Stock
ADMIN

Delivery

Change

Password
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LEVEL 2
ADD

ADMIN CUSTOMER DELETE CUSTOMER

UPDATE

LEVEL 3
ADD

BOOKING DELETE BOOKING….

ADMIN

UPDATE
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LEVEL 3

STOCK
ADMIN STOCK UPDATE

LEVEL 4

ADMIN DELEVERY DELEVER STOCK

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4.4 INPUT DESIGN

The input data are collected and organized to make
data entry easy, logical, and error free. Each area in the
input form should be identified should be specified for the
user what to write and where to write. A screen is an
actually a display station that has a buffer for storing data.
The main objective of screen design is for simplicity,
accurate and quick data capture or entry. The objective in
the input design is to ensure that the data which will be
processed by the system is collected and inserted into the
system efficiently according to the specified requirements ,
and with the minimum errors. The basic design
consideration that would satisfy the user requirements were
as follows. Our guidelines are:
 Use the same format throughout the project.
 Allow Sample space to avoid data over crowding because it
cause eyestrain and may reduce the interest of the user.
 Use easy tolerant and consistent term such as “add”,
“Delete” and Update
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4.4 OUTPUT DESIGN

Report design is very important concept in the
computerized system, without reliable output the user may
feel the entire system is unnecessary and avoids using it. The
proper output design is important in any system and
facilitates effective decision making.
The basic output considerations were as follows
 Simple and legible methods were used for output
using standard display controls
 All the output screens were informative and
integrative in such a way the user can fulfil his
requirements
 Quality reports were made available to the user
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4.5 DATABASE DESIGN

It is a process of designing the database file, which
is the key source of the information in the system. The
objective of database is to design is to provide storage and it
contributes to the overall efficiency of the system. The file
should properly design and planned for collection,
accumulation, editing and retrieving the required
information. The primary objective of a database design are
fast response time to inquiries ,more information at low
cost, control of redundancy ,clarity and ease of use, accuracy
and integrity of the system ,fast recovery and availability of
powerful end-user languages. The theme behind a database
is to handle information as an integrated whole thus the
main objective is to make information as access easy, quick,
inexpensive and flexible for the users
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CONCLUSION
SCOPE FOR FUTURE
GCMS (Gas Cylinder Management System) has been
designed and developed according to the current
requirements of a Gas Agency. The benefit expected
from this is that it could reduce the burden of
traditional method. The major goal of the software is
to create software that could automate all Gas Agency
Related tasks. This software is very helpful to users
who are searching for software for automating a Gas
Agency.

ENHANCEMENT
This system is designed in such a way that
addition of new modules can be done in a very simple
and efficient manner. The future holds a lot to offer to
the development and refinement of this project. As
proper documentation exists the whole system flow is
traceable. Some likely enhancements could be added
in the future to enhance the capability of this system.
We may conclude that this software created will
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definitely find a good market in the Gas Agency to its

maximum extend