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Computerized enrollment system project report.

Research Proposal · September 2024

DOI: 10.13140/RG.2.2.25118.55360

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Kamal Acharya
Tribhuvan University
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1. INTRODUCTION
1.1 ABOUT THE PROJECT

The project entitled “COMPUTERIZED ENROLLMENT SYSTEM”. Every

organization, whether big or small, has human resource challenges to overcome. Every
organization has different employee management needs; therefore we design exclusive
employee management systems that are adapted to your managerial requirements. This is
designed to assist in strategic planning, and will help you ensure that your organization is
equipped with the right level of human resources for your future goals.

Also, for those busy executive who are always on the go, our systems come with
remote access features, which will allow you to manage your workforce anytime, at all
times. These systems will ultimately allow you to better manage resources. One of the main
features in employee management system is time tracking for employees.

Effective time tracking mechanism saves both time and money for these we know
in any technical educational office, the manager of office used to spare lot of time even
after the normal office hours either at home or office for preparation of daily/weekly report
and other necessary record.

Now with the help of this system ,the manager has the information on his finger
tips and can easily prepare a record based on their requirements apart from daily/weekly
report. Finally, We can say that this system will not only automate the process but save the
valuable time of the office manager, which can be well utilized by this institute. This will
be an additional advantage and management of manpower based on their free time from his
normal duty.

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1.3 SYSTEM SPECIFICATION

1.3.1 HARDWARE SPECIFICATION

MONITOR : LCD MONITOR 15” COLOR

PROCESSOR : INTEL ® ATOM ™ CPU D410 @1.6GHZ
HARD DISK : 250 GB
MOUSE : OPTICAL MOUSE
KEYBOARD : 104 KEYS
RAM : 2 GB

1.3.2 SOFTWARE SPECIFICATION

Operating System : Windows XP

Front-end : Visual Basic 6.0
Back-end : Ms-Access

ABOUT VISUAL BASIC

Visual Basic 6.0 is the easiest and fastest way to create applications for Microsoft
Windows. Visual Basic provides complete set of tools to simplify rapid application
development both for the experienced professional and new Windows programmers.

In the name Visual Basic - the "Visual" part refers to the method used to create the
Graphical User Interface (GUI). Unlike many languages require numerous lines of coding
to describe the appearance and location of interface elements. Visual Basic provides pre-
built objects that can be used to form the Graphical User Interface (GUI).

The "Basic" part refers to the BASIC language as its basic syntax of statements is
retained by Visual Basic. But Visual Basic now contains several hundreds of statement/
functions, and keywords many of which relate directly to the Windows GUI.

Apart from this we can load multiple projects into the IDE - Integrated Development
Environment and treated as one. For example, a standard project and an ActiveX project
can be loaded at the same time. This saves tremendous amount of time for coding and
debugging.

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Features of Visual Basic 6.0

Microsoft Visual Basic is the newest version of the popular programming language.
With its feature, Visual Basic is even stronger contender in the application development
arena than ever before.
 It makes use of Graphical User Interface (GUI) for creating robust and
powerful application.
 It supports many useful tools that will help everything to be more productive.
 These include but are not limited to, projects forms, object templates, custom
controls templates, custom controls, add-ins, and a database manager.
 This allows distributing the application through the internet.
 Further, Visual Basic sports a new development environment, modeled after the
window explorer environment
 Develop robust stand-alone applications, games and utilities in less time than it takes
in other languages.

ABOUT MS-ACCESS
Ms-Access is very useful for accessing the database to create records, deleting
records, modifying records and useful for listing records. It is used as back end tool for the
Visual Basic. A database server is the key to solving the problems of information
management. In general, a server must relating manages a large amount a data in multi-
user environment. So that, many users can concurrently access the same data.

All this must be accomplished while delivering high performance. A database server
must also prevent unauthorized access provide efficient solution for failure recovery.

MS-Access is a Relational Database Management system for windows. A RDBMS

stores and retrieve information based on relationships. That have been specified
relationship exist almost everywhere in life. With Ms-Access, we can build relational
database that stores related data in one place.

 Ms-Access provides a very easy-to-use graphical interface.

 Ms-Access utilizes that full potential of windows giving a visual outlook a

data and information.

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 Ms-Access provides a WIZARD for almost everything.

 Ms-Access hides the nuances of storage format location and fetches

information quickly.

 Ms-Access proves WYSIWYG effect for sophisticated reports and for

generation.

Features of Ms-Access
MS Access is a powerful database management system and the user can create
application that requires little or no programming.

 It supports GUI features and an entire programming language, Visual Basic

Application which can be used to develop richer and more developed application.

 The first being that Access is a feature rich program that can handle any database
related task the user has.
 The user can create places to store the user data build tools that make it easy to read
and modify your database contents, and ask questions of the data. Access is a
relational database, a database that stores information about related objects.

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2. SYSTEM STUDY

2.1 EXISTING SYSTEM

The study of the system deals with needed to carry out preliminary investigation.
The study proposal should be produced by the user furniture shop and the study can be
performed only of the existing system. Since it give the structure and functioning of the
system.

The methods used in the system analysis were interviews, observation and
discussion. The existing system is manual one. But user found out some problem in the
existing system. There is no provision for maintain the staffs in the company. Moreover
there is no provision for giving discount to customer while sales are made. Similarly there
is no provision for giving commission while purchases are made.

2.1.1 Drawbacks of the Existing System

 There is no provision for giving discount while sales and purchases.
 There is chance for loss of record due to mishandling.
 There is possibility for error while updating details.
 There is no staff information.
 The time required to process data and generate the reports is very high.

2.2 PROPOSED SYSTEM

The basic for the proposed system is the recognition of the need for improving the
existing system or procedure. The proposed system aims at overcoming the drawbacks of
the existing system. The proposed system is coded and designed using the visual basic
concept. The concept of visual basic helps in providing the better security and faster access
to data stored in the database, of the proposed system.

Thus the proposed system maintains a huge database, which records all the details
pertaining to customers and also keeps track of all the details which are necessary for the
organization. The basis of the system lies in capturing and analyzing the information at
various levels and effective decision making

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2.2.1 Features of the Proposed System

 Completely menu-driven & user-friendly.
 Provides faster and efficient information processing.
 Supports efficient data management.
 Highly flexible
 Valid and secure
 Provides timely information.

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3. SYSTEM DESIGN AND DEVELOPMENT

The design of the system is essentially a blue print, or plan for solution of the system
to be developed. A part of the system or Subsystem of a whole of the system can itself be
considered a system with its own complements.

3.1 FILE DESIGN

The file design is the last phase that indicates the final system and process of the
final system. In the design phase of the project, the database tables, input screen design and
output design etc. are designed.

 The database tables where designed by using all the necessary fields in compact
manner.
 All the input screens in this system are user-friendly and understandable format. Also
the sizes of all the screens are standardized.
 Icons designed in this system are brief, compact and self-explanatory. The icons are
sharp and novice user can invoke the system.
 Reports generated here give the minute information, which helps the manager to take
vital decisions.

The importance of software design can be stated with a single word “QUALITY”.
Design is a lace where quality is fostered in Software Development. Design is the only way
where their requirements are accurately translated into finished software product or system.

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3.2 INPUT DESIGN

Input design is the process of converting user-originated inputs to a computer- based

format.

The system takes input from the users, processes it and Produces an output. Input
design is link that ties the information system into the world of its users. The system should
be users friendly to gain appropriate information to the user.

Forms for input design in this project are:

 Employee Details
 Employee Salary Details
 Employee Personal Details

3.3 OUTPUT DESIGN

Output design generally refers to the results and information that are integrated by
the system for many end users. Output is the main reason for developing the system and
the basis on which they evaluate the usefulness of the application

The objective of a system finds its shape in terms of output; Output of a system can
face various forms. The most command are the reports, screen displays, printed forms,
graphical, drawings etc. The basis Requirements of output are that, it should be accurate,
timely and of content, medium and layout for its in tented purpose. External outputs are
those whose destination will be outside the Organization. Interactive outputs are those, in
which user uses in communicating directly with computer.

The reports given in this project are:

 Employee Report
 Salary Report

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3.4 DATABASE DESIGN

The Database Management System (DBMS) consists of a collection of interrelated
data and a set of programs to access that data. The Collection of data usually referred to
as database. The primary key goal of DBMS is to provide an environment that is both
convenient and efficient to use in retrieving and storing data information.

The term database design can be used to describe many different parts of the design
of an overall database system. Principally, and most correctly, it can be thought of as the
logical design of the base data structures used to store the data. In the relational model these
are the tables and views. In an object database the entities and relationships map directly to
object classes and named relationships. However, the term database design could also be
used to apply to the overall process of designing, not just the base data structures, but also
the forms and queries used as part of the overall database application within the database
management system (DBMS).
The process of doing database design generally consists of a number of steps which
will be carried out by the database designer. Usually, the designer must:

3.5 SYSTEM DEVELOPMENT

A system development project encompasses all the activities undertaken from the
time at which a potential requirement is identified until the resulting system is fully
implemented and accepted by the end user. The process can involve many stages over a
long period. The following section highlights some fundamental issues to be considered,
outlines the main stages in development and procuring new systems, and indicates when
and how the auditor should be involved.

An information system acquired today must not only satisfy present business needs;
it must also be flexible and capable of being enhanced to meet changing circumstances well
into the future. Thus a pre-requisite to the introduction of a new system is for management
to identify and understand their organization’s mission and its related information needs.
Writing this down helps to ensure common understanding and direction, and provides a
yardstick against which achievement can be measured.

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The first step in which the analyst must undertake is to understand the current system by
gathering all information about it. The required data are collected by several methods like:

 Study of the current manuals

 Observation of the functioning

 Sampling and Research

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3.5.1 MODULE SPECIFICATION

Computerized Enrollment System is developed in VB programming language. This

system helps in managing salary details of employees by dividing entire system in to two
modules. Enrollment management system or accounting system can also be implemented
in java platform.

Enrollment Accounting Module description:

Admin Module: Admin module is the super user for this application who can add, delete
and modify employee details. Divide employees based on their cadre using employee
setting GUI.
Admin is provided with a user friendly GUI for performing these functions.

Add, delete and modify GUI has following fields

 Employee code
 First Name
 Last Name
 Designation
 Address
 Contact Number

Enrollment Employee Setting GUI has following fields

 Employee type
 Basic salary
 Check percentage for DA allowances, HRA allowances, WA Allowances,
 Check percentage for GPF Deduction, IT Deduction, GIS Deduction PF
deduction, LIC deduction.
Employee Module: Employee module is for employees for checking details of salary and
cuttings for that month and he can also view previous month’s details.

Employee GUI has following fields

 Employee Code
 Salary details
 DA, HRA, WA allowance percentages

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 GPF, IT, GIS, PF deduction percentages

Using Enrollment accounting system employee and admin can generate pay slip.

Accounting System Employee Slip GUI has following fields

 Employee code
 For the month
 Employee name
 Designation
 Date, salary slip, basic salary, allowances, deductions

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4. TESTING & IMPLEMENTATION

SYSTEM TESTING

All the modules of this system were successfully implemented and testing of the
project completed using test data as well as real data collected from the parking place. All
the reports and the screens are tested for their validity and values in the data tables are
checked for their correctness and consistency. After successful testing of the system, it was
ready for implementation.

Various types of testing:

 Unit testing
 Integration testing
 Validation testing
 Whitebox testing
 Blackbox testing

Unit Testing
In this testing, we have to test the programs making up the system. The software
units in a system are the modules and routines that are assembled and integrated to perform
a specific function. Unit testing focuses first on the modules, independently of one another,
to locate errors. This enables, to detect errors in coding and logic that are contained within
that module alone.

This testing was carried out during programming stage itself. In the testing step,
each module is found to be working satisfactory as regards to the expected output from the
module.

Integration Testing

The constituents of the entire project are split into individual module and were
linked together, and until the maximum level for each transaction type was reach. This
modules have its individual programs, these program were tested individually. At last all
these programs were combined together.

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The candidate system has passed the test and the system implementation is
undergoing. This was done by testing and comparing the actual output with the expected
output. When there was discrepancy, the sequence of instructions was traced to determine
the problem.

Validation Testing

At the culmination of integration testing, software is assembled as a package;

interface errors have been uncovered and corrected and a final series tests- validation test
begin. Validation testing can be defined in many ways, but a simple definition is that
validation succeeds when the software functions in a manner that can be reasonably
expected by the customer. After validation test has been conducted, one of two possible
conditions exists.

The function or performance’s characteristics conform to specification are

expected. A derivation from specification is uncovered and a deficiency list is created.
Proposed system under consideration has been tested by using validation testing and found
to be working satisfactorily.

Whitebox Testing

It is a test case design method that uses the control structure of the procedural
design to derive test cases. Using white box test methods.

 Guarantee that all independent paths within a module have been exercised at least
one.
 Exercise all logical decisions on their true and false sides.
 Execute all loops at their boundaries and within their operational bounds.

Blackbox Testing
 It is not an alternative to white box techniques.
 It is attempts to find errors in the following categories.
 Incorrect or missing functions
 Interface errors
 Errors in data as structures or external database access
 Performance errors.

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SYSTEM IMPLEMENTATION

Implementation is the stage of the project when the theoretical design is turned into
a working system. It can be considered to be the most critical stage in achieving a successful
new system and in giving the user confidence that the new system will work and be
effective.

Every developed system must be implementing to fulfill the mode of development.

There are many software implementation methods. After designing of the system is over,
the user was consulted with a demonstration. This is done to find if any logical error occur
in the system.

A crucial phase in the system life cycle is the successful implementation of the new
candidate system design. Implementation simply means converting a new system design
into operational one. This involves creating compatible, training the operating user, and
installing the necessary hardware and terminals before the system is up running.

Therefore implementation is the process of converting a new or revised system

design into an operational one. Thus during this stage the theoretical design is turned into
a working system. If the implementation stage is not carefully planned and controlled, it
can cause chaos. Generally, there are three types of implementation as follows :

 Implementation of a computer system to replace a manual system.

 Implementation of a new computer system to replace an existing one.
 Implementation of a modified application to replace the existing one using the
same existing system.

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5. CONCLUSION & SUGGESTIONS

The developed system is flexible and changes can be made whenever necessary
speed and changes and accuracy are enhanced computer outputs are obtained more quickly
in desired formats.

The project entitle “COMPUTERIZED ENROLLMENT SYSTEM” of describe

so far has designed, tested and documented completely. The package has been developed
to overcome the problems with the existing system. The software produced is so useful that
the system efficiency provides the required information at any time, regarding car parking
centre.

All the transactions of the engineers details are computerized, which can be
upgraded time to time as per requirements of the changing time.

The software created is attractive and user-friendly. It is highly interactive too. The
software appears more flexible, which is completely menu-driven, it gives advantage, as it
needs less typing by the user. It maintains data consistency. The system reduces workload
and produces adequate and timely information as and when required.

SUGGESTIONS
Any project which is done is having room for development. It can be enhanced with
various options according to the customer satisfaction in future.

In order to successfully migrate from one information system to another, it is critical

to perform a thorough comparison of data fields and functions between the two systems to
identify the known differences. Modern software is written in high level programming
languages and is usually designed by the manufacturer to run on a variety of platforms,
providing “portability.” Older systems may provide vital business needs, but they may not
be portable because they are tied to their specific hardware and operating systems.
Additionally, some of these vital business needs may not be met by standard commercial,
off-the-shelf packages, even after customization.

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5. BIBLIOGRAPHY

References
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DATA FLOW DIAGRAM

EMPLOYEE MANAGEMENT SYSTEM

EMPLOYEE

ADD NEW EMPLOYEE UPDATE DELETE

DEPARTME ENTRY EMPLOYEE EMPLOYEE

ATTENDENCE SHIFT
ENTRY DETAILS

DATABASE

REPORTS

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Table Name: AddEmployee

Field Name Field Type Field Size Description

Empid Number 10 Employee id
Empname Text 20 Employee Name
Department Text 20 Department
Sex Text 10 Sex
E-mail Text 20 Email-id
Status text 10 Status
Date Date Date of joining

Table Name: UpdateEmployee

Field Name Field Type Field Size Description

Empid Number 10 Employee id
EmpName Text 20 Employee Name
Department Text 10 Department
Status text 10 Status
Date of joining Date Date of joining

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Table Name: DeletingEmployee

Field Name Field Type Field Size Description

Emp id Number 10 Employee id
Emp Name Text 20 Employee Name
Department Text 10 Department
Status Text 5 Status
Date of joining Date Date of joining

Table Name: LeaveForm

Field Name Field Type Field Size Description

Leave from no Number 5
Empno Number 10 Employee no
Emp Name Text 20 Employee Name
Department Text 10 Department
Leave Date from Number 5
Type of leave Text 10 Type of leave
Date Date 8 Date

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