Sample Project

Brief Highlights
For MBA-2 (C&D)

1
 EXAMINATION SYSTEM

BY

Name of the Student

Roll No:--------
Registration No:------------

Superior University Raiwind Road

Lahore

2
 IN THE NAME OF

ALLAH
THE MOST BENEFICENT
AND MERCIFUL

3
 I dedicate my project to
my Parents

Project Briefs

Title of the Project: School Management System

4
Organization: Quaid-e-Azam College/School

(Group of Colleges) of Accountancy

&Commerce

Objective: Examination and Administration

System

Supervised by: Sir Numan Tariq

Date of Commencement: March 2004

Date of Completion: May 2004

System Used Pentium Based

Operation System Windows XP

Software Employed:

Front end Visual Basic 6

Back end Access

The controller of examination,

-----------------------------------------

-----------------------------------------

5
----------------------------------------

We, the supervisory committee, certify that the contents and

form of thesis submitted by Mr. Imran Qureshi under registration
No. 02-pjg-1724 has been found satisfactory and recommended that
it be processed for evaluation by the external examiner(s) for the
award of degree.

SUPERVISORY COMMITTEE:

EXAMINER: -----------------------------------------------------------

PROJECT SUPERVISOR: --------------------------------------------

DATE: --------------------------

ACKNOWLEDGEMENT

6
 Primarily, I would like to extend my sincere and humble
gratitude to Almighty ALLAH, Whose guidance, help and blessings
always a source of encouragement for me. I offer my humblest
thanks of my heart HOLY PROPHET MUHAMMAD (PBUH) who is
forever a model of guidance for humanity.

I would like to special thank to Mr. Numan Tariq for going

through this project report patiently. I cannot but acknowledge with
the deepest regard and reverence, of the miraculous efforts of all our
teaching staff in Mohi-ud-din Islamic University. I am extremely
thankful to Mr. Imran and specially Mr. Saleem which are the basic
steps for me to accomplish the project. I am very thankful to Mr.
Furqan Munir (Principal) of Quaid-e-Azam College/School of
Accountancy and Commerce, who provided me all the information
required to carry out this project. I have had invaluable help from all
of my teachers and university fellows whenever I needed and I have
the greatest regards for them.

Finally, my lovely family tolerated many lonely evenings and

long weekends while this project was in progress. We can only hope
that as a result of this work many forth-coming students grow up to
gain more than they lost.

7
 I shall never forget and shall leave Preston with ever-lasting and
happy memories.

In the end, I gain seek the blessings of GOD and pray that my
efforts may bring fruit and I may succeed in my mission.

“AAMIN”

Imran Qureshi

REG #:- 02-pjg-1724

CONTENTS

8
Chapter 1
Target Organization:
Chapter 2
Existing System:
Chapter 3
Proposed System:
Chapter 4
The Features of Proposed System:
Chapter 5
Software Selection:
Chapter 6
Data Structures of Proposed System:
Chapter 7
Interface of Proposed System:
Chapter 8
Out put of Proposed System:
Chapter 9
Help, Installation, Configuration:

9
Chapter No.1

10
Target
Organization

11
INTRODUCTION:
This report will discuss the development process of “automation of school
management system” for the automation of manual system used in
school/college. The objective of the school/college management system is to
automate the unsecured and lazy manual system. My project will handle all
records of each student of Quaid-e-Azam College of Accountancy &
Commerce. This project is built in VB6 and Access. It can be done through one
trained person and this person can be trained easily.

ORGNIZATION AN OVERVIEW:
Organization is the process to combining the work with individuals or groups to
perform with the faculties necessary for its execution. The duties so performed
provided the best channels for the efficient, systematic, positive and coordinated
application of the available sources. There is an ever-increasing amount of work
and an ever-increasing complexity of functions required to carry on the objects
of any organization. Methods dividing activities, delegating authority for the
performance and coordination of the work, all determine the organization
structure of the entity.

INTRODUCTION TO THE QCAC

Welcome to the Quaid-e-Azam College of Accountancy & Commerce. The
basic establishment of QCAC is initially done by Mr.Saleem. The basic idea is
to provide the standard education which add value in student life.

For the above purpose QCAC came into being in 2002. Initially the student
counting was limited but with the passage of time and on the basis of standard
efficiency the college became one of the famous institutions in Lahore. Now,
about 600 students are under education.

12
Highly qualified teachers build up the institute standard. The organization is
imparted knowledge and skills to numerous individuals through many teaching
programs. The experience at the institute has played an important role in the
professionals and personal development of the students. The organization will
continue to fulfill its responsibilities to society by creating facilities for personal
growth of individuals.

The organization has engaged a galaxy of qualified, experienced and highly

decelerated permanent staff. The teachers give students the individuals care and
attention to groom their potentialities to the utmost. Discipline in the
organization is essentially academic which helps the students to grow in
maturity and confidence. The organization helps students to discover
themselves.

13
Chapter No.2

14
Existing System

15
EXISTING SYSTEM

First of all the study was conducted to see and determine the needs and
requirements regarding the “School Management System” and a solution for
problems faced by it was sought. Now as I got that my organization has
adopted manual system comprises of several documents, registers and man
power. This system is naturally complicated, time consuming and less reliable.
Several checks and considerable drawbacks have been noted. Due to huge
burden of work and sensitivity of the job, the manual system demands its
computerization without further delay.

STUDYING AND ANALYSING EXISTING SYSTEM

The basic aim for developing a computerized system is to establish some

objectives, which the computer based system should satisfied.

In the analyzing phenomena, the following points are to be preferred.

 What kind of difficulties do the related people face to get required

information?
 What are the major problems, which the organization is facing?
 How these difficulties can be removed?
 What is like the new computer-based system?
 What are the direct and indirect benefits?
In order to computerize the system, there are various stages and activities
that must be covered from the very start till the accomplishment of the
project.

16
DRAWBACKS OF EXISTING SYSTEM

1. In the existing system there is much data redundancy. As a result the

system is
very much error prone and thus not efficient.
2. Existing system is quite time take because of manual environment.
3. In the existing system, all the calculations are carried out manually which
cause
errors.
4. The existing system is not user friendly because of lengthy procedures.
5. The records are not maintained properly.
6. All the desired reports are not generated.
7. It takes a long time to search a desired record.
8. Different records are managed by different employees, and because of it,
a lot of salary is wasted.
9. There is no security else from keeping the records in lock.
10. Editing of records is also difficult process.
11. The result of the students can be late because of old system.
12. Reports generated for the attendance at the last of the month becomes
more
difficult to manage within the date.
13. A large number of files and voluminous register have to maintain for the
purpose of handling data and related information which results in
worthless efforts as well as wastage of large number of stationary.
14. Storage media is another important factor. All the information is recorded
on paper, files, registers etc that are liable to be lost or damage. So the
existing system is not adequate.

17
15. Due to lake of communication there is often save the records create the
problems of inconsistency.

REQUIREMENTS OF THE SYSTEM

Analysis of existing system as I mentioned above create many problems

to gain in time information. Also it required to become economic and
smooth. Some of the requirements are given below, which can make a
positive effects on the running system and organization can get more
advantages than now.

1. Better preservation of records.

2. Advanced communication ways.
3. Manage the whole records with great security.
4. New system should have automatic calculation environment.
5. User put fewer entries in new system.
6. There is need to improve efficiency of system.
7. Need to reduce cost to maintain system.
8. System should be able to reduce cost of man power.
9. Such a way should adopt where user entries should be reduced to
avoid errors.
10.Avoiding the data duplication.
11.Short and less time consumption in access the data.
12.Removal of data inconsistency.
13.Preparation of result reports should handle through new system.
14.The work through new system should be easy. Data conformation
reliability.

18
19
Chapter No.3

20
Proposed System

21
PROPOSED SYSTEM

In some of the fields the system required to auto generates the data
from other information for example from the class name of the student the
system should generate the fee schedule automatically. These functions should
be implemented in the new system. These functions are necessary for the
automation of school management system because there will be need of
calculator or other methods to calculate the fields. It also makes easy to
maintain the accuracy.

OVER VIEW OF THE PROPOSED SYSTEM

DATABASE

As the data stored by the application needs data relativity with each
other so relational database management system is used to maintain data into
organized form. This relational database will help us to make complex
structure of the database and output reports. Also we can normalize tables to
reduced data entries.

INPUT

Graphical user interfaced and attractive forms are developed for data
inputs. These forms will help to insert, delete and update data.

22
 OUTPUT

To output the information in form of reports, Crystal Reports is used to

output reports of different types which provide the desired output in required
format.

BENEFITS OF THE PROPOSED SYSTEM

1. The database maintained will help the management to store the

information in an efficient manner. Thus the database will compact the
storage and maintaining the data, eliminating the needs of voluminous
paper file or other records.
2. Much of the huge work of maintaining the files by hand will be eliminated.
3. In accurate up-to-date information will be available on demand at any time.
4. The system is controlled so much and perfect that invalid data is almost
impossible to record.
5. The retrieval of the data will be efficient and time effective. Since machine
can retrieve and changed the data faster than a human can. In particular
queries can be answered quickly without any need for time consuming
manuals or visual search.
6. Much of the sheer tedium of maintaining the files by hand will be
eliminated.

23
Chapter No.4

24
 Features of
Proposed System

25
FEATURES OF PROPOSED SYSTEM

After studying and analyzing the existing system many severe drawbacks
have been pointed out. In order to overcome the problems found in existing
system a computerized system is introduced. The main features of the
proposed system are stated below.

 The database is maintained which is cater for the storage of the

information.
 The database is fully normalized to remove redundancy and data
inconsistency.
 The proposed system has a very interactive throughout its operation.
 It is so much controlled that a common user with some basic knowledge of
computer can easily use it.
 The user cannot insert any invalid value into the database.
 The system has been divided into different forms to cover all the aspects of
school management system.
 The system needs the new registration No. for each new student that
overcomes the problems of duplication.
 The fee structure becomes clearer to store.
 User needs the user friendly environment to work with the system. The
forms contain the graphical objects to enter the information and also give
the reports in managed form.
 Reports generation is very fast and no extra things are required to point out
the important information.

26
 As the recording media of the computerized system is the Hard Disk or
Magnetic Tapes, so a lot of information can be stored on a single entity
rather than that of a bundle of files and registers.
 The output given to the user is more user friendly. User can retrieve the
specific information in any way, record-by-record or collectively in the form
of reports.
 The retrieval of the data is speedier according to the existing system and
saves the time taken to enter a new record.

27
Chapter No.5

28
Software Selection

29
DEVELOPMENT TOOLS
This application is developed using

1. VB6.
2. Access 2000.
Here is the brief introduction of these two tools.

ACCESS DATABASE

“A database is an organized collection of information”.

To manage database we need database management system. A database

management system is a program that stores, retrieve and modifies data in the
database on request.

There are four types of database.

1. Hierarchical database.
2. Network database.
3. Rational database.
4. Object relational database.

Ms-Access is a relational database management system. Relational database is

a collection of relations or tables.

30
BENEFITS OF MS-ACCESS 2000

1. The simplicity of database development

2. It is a complete database management system and is sufficient in our
project requirement.
3. Fast development of database process which is compatible with old and
as well as new technologies.
4. Flexibility is the key with Access. Knowing that not everyone is skilled at
making databases, Microsoft created basic templates that a user can go
and use immediately.
5. Rather than inputting each record every time a project is started, Access
holds thousands of records for you to revisit whenever needed, making
it a time-saver, too.
6. This is great because not only is the information there, but it can be used
alongside other Microsoft programs.

VB6

1. The structure of the Basic programming language is very simple,

particularly as to the executable code.
2. VB is not only a language but primarily an integrated, interactive
development environment ("IDE").
3. The VB-IDE has been highly optimized to support rapid application
development ("RAD"). It is particularly easy to develop graphical user
interfaces and to connect them to handler functions provided by the
application.
4. The graphical user interface of the VB-IDE provides intuitively appealing
views for the management of the program structure in the large and the
various types of entities (classes, modules, procedures, forms, ...).

31
 5. VB provides a comprehensive interactive and context-sensitive online
help system.
6. When editing program texts the "IntelliSense" technology informs you in
a little popup window about the types of constructs that may be entered
at the current cursor location.
7. VB is a component integration language which is attuned to Microsoft's
Component Object Model ("COM").

Crystal Reports

1. With powerful data drivers and flexible ways to access data.

2. Connect to the data you need. Over 35 data source drivers are included
for access to virtually any of your relational, XML, or custom data
sources.
3. Easily connect to your enterprise data and satisfy your end-user
information requests.
4. Ease of use

32
Chapter No.6

33
 Data Structures of
Proposed System

Tables
_tblTempSubAtn

Field Name Data Type

RegNo Text
Subject Text

34
 atnDate Date/Time
atnStatus Text
Italic field indicate primary key

_tblTestGrading

Field Name Data Type

GrdId AutoNumber
AutoNumber AutoNumber
startingPercentage Number
endingPercentage Number

tblAtnLog

Field Name Data Type

RegNo Text
atnDat Date/Time
atnStatus Text

tblBoardAdm

Field Name Data Type

RegNo Text
AdmSendDat Date/Time

tblClass

Field Name Data Type

ClassId AutoNumber
Class Text
Descr Text

35
Chapter No.7

36
Interface of Proposed
System

37
38
39
Chapter No.8

40
Output of Proposed
System

41
42
Chapter No.9

43
Help, Installation &
Configuration

44
How to Use the Software
1. Double the exe
2. Software will prompt for user name , password and session
User name: Administrator
Password: cobra

3. Chose the session and a link is provided there to chose the database to
attach. Browse and attach the database.
4. An interface will be displayed
5. Start using from Definition menu
6. A lot of form are available to insert the data in database go through all
the form and enter the record.
7. In second menu map the related objects to each other.
8. In Student affairs menu enter the student result, attendance etc.
9. In reports there are a lot of reports are available, like Gazette, Result
Card, Student Attendance. Give required range and get the report.
10.In admin tool menu , password can be changed.

45
Installation and Configurations

1. In CD from QSC folder, there exists a sub folder DISK1, run the setup
from here. After installation, set up will create short cut at desktop as
well as in menus.
2. IN QSC folder there is folder New Database, copy this database to any
location like in D:
3. Run the exe from desktop and after giving user name and password and
session attach this database with front end from attach option given and
press ok button.
4. Interface will be displayed.

46