Title: Department Information Management System (DIMS)

 Abstract:
The aim of DIMS is to provide an easy way to automate all functions in educational
organizations.. (Our department) as the current system is based on manual transactions, and also
to provide an attractive environment where we can access data and information about the
department easily. So, we can say the core purpose of designing “Department Information
Management System” (DIMS) is to manage the task related to the department. And to reduce
time in searching appropriate data and information and can store and secure data for long
duration.

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Title: Department Information Management System (DIMS)

 Introduction:
Information in educational organizations are generally stored in files and registers to maintain
such records for longer period is an inconvenient task. It takes too much of time to work
manually, sometimes they may lost some of the files and make mistakes while storing
information. To avoid all such demerits we are working on this system which helps to manage all
the information for longer period and avoid mistakes comparing to the manual transaction.

In our department the current file management system is completely based on manual procedure.
The existing system makes transaction too lengthy and tedious, sometimes results in
misplacement of records. Also can make mistakes while reporting. Searching particular data and
to keep track of data and information is difficult. We don’t have one good performing software to
track information, to secure and to manage easily. Due to such limitations, there is a need of a
system which could solve all these problems. This system provides a complete structure of our
department, it looks on all aspects of the department.

The software that required to develop this system is, we are using Microsoft SQL server
management studio 2008 as a back end to store data and maintain all the records in database.

We are designing the GUI that is the front end using visual studio 2012 for this system where
the display screen or the GUI create an attractive environment. The platform we are using to
generate a source code to design GUI is ASP.net. DIMS is the best and easiest way to manage all
the information and functionalities of the department.

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Title: Department Information Management System (DIMS)

 Existing System and its limitations :

In existing system, all the works related to office, faculties, much more work are carried out in
manual transaction which is inconvenient to maintain the task.

 Limitations :
 To keep track of information is difficult.
 It’s difficult to search particular records.
 Transaction of all data and information takes lot of time.
 Possibility of misplacement of information.
 Manual transaction is not user- friendly.

 Motivation:
Educational organizations are the best example for our motivation to propose this system. To
overcome all the complexities based on manual transactions and we are planning to automate and
overcome all the limitations of manual transaction. So, it helps the department to access
information easily, the information can be secure due to this system and it also reduces the time
due to this system.

 Proposed system:
The main objective of DIMS is to automate all manual processing information and to provide
user-friendly interface .Due to this system searching of information of any particular flavor is
easy and also faster, in this proposed system we have a provision for adding details. Another
advantage of this system is to edit the details and delete when it’s unnecessary. The appropriate
database tables are maintained to records and store validated information.

By developing this system we can attain the following facilities:

 Easy to handle and feasible.

 Easy to operate.
 Fast and convenient.

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Title: Department Information Management System (DIMS)

 Software requirements:

 Front end : ASP.net

 Back end: Microsoft SQL server 2008 [database]

 Objectives of the proposed system:

The goal of the “ Department Information Management System “ (DIMS) is to provide a system
which manages the records of the day to day management of office ,students details , faculty
details , assets , laboratory , calculating the results of students which is a huge task etc. This
automated system will be able to consume less time in storing the records and maintaining them
when compared to manual or paper work.

This system will take care of all the activities like managing each student’s details, faculty
details, number of the leaves taken by particular faculty, maintain circular /notices, all this avoid
mistakes, reduces the time ,storing data is easy ,can store the data and information for longer
period , this system is user-friendly and results faster .

All important data’s will be stored in database and the necessary reports can be viewed by only
authorized people. Admin has the authority to CRUD (CREATE, READ, UPDATE, DELETE)
the details and they also has the right to edit those information from the records. Admin will be
provided with a unique username and the password through which they can login and logout .all
information’s are stored in the database that is backend of the system Microsoft SQL server.

This project will be helpful for our department to manage day to day activities in office as well
as to manage all the information or the tasks related to the department through this automation.

 Advantages of this system:

 Easy to use this software.

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Title: Department Information Management System (DIMS)

 Faster and efficient in processing of information.

 Reliable and secure software.
 Complete Automation of operations.
 Effective use of time.

 Architecture Diagram :

FIGURE 1: CONTEXT DIAGRAM OF DIMS

 Brief explanation of each of the modules:

Figure 1 represents the context diagram of DIMS it handles four different modules i.e.
office, students, faculty and laboratory.

 Module 1 : Office

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Title: Department Information Management System (DIMS)

The functional requirement of this module is to, maintenance of letters i.e.

notices/circulars incoming and outgoing letters, maintenance of assets, maintenance of
attendance. This module will be provided with login page. Admin can login through user
name and password they can create, update, delete and edit the details.

 Module 2: Laboratory
In this module lab technician is an admin to the login page they have authority to create,
update, delete, and edit the required details and to maintain the whole lab through the
application and the information’s. The users can search or view the required information.

 Module 3: Faculty
In this module it contains the details of faculties of our department and they can track
about their leaves (on what day and what type of leave was issued) and if any
circular/notice/letters related to them.

 Module 4: Student Details

This module contents the entire details of the individual students of our department. The
admin the office person who update the details of the student and the user is the students.
Students can track their register number, results, timetable and also their attendance. The
admin can create, update, edit and also delete the details.

 Conclusion:
“Department Information Management System “(DIMS) is a software developing for educational
organization (our department) to automate manual transactions which has to be designed to
achieve maximum efficiency and to reduce the time taken to handle the storing activities. It has
to be designed to replace an existing manual record system. The software uses ASP.net as front
end to design the GUI and Microsoft SQL server as backend for the database.

The system will be strong enough to regressive day to day operations under conditions where
the database is maintained with certain span of time. The implementation of this system to our

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Title: Department Information Management System (DIMS)

department will considerably reduce data entry time, avoid the mistakes. Stores information for
long duration and results well in maintaining day to day maintaining the department information.

 Reference:
 https://www.google.co.in/search?
q=computer+science+department+logo+university+of+mysore&biw=1366&bih=599&so
urce=lnms&sa=X&ved=0ahUKEwiR4amT4Y_LAhWFUZQKHVHGB1AQ_AUIBigA&
dpr=1#q=+of+college+management+system.
 http://www.freestudentprojects.com/studentprojectreport/projectreport/college-
management-system-2/
 http://www.rudrasoftech.com/site/demo
 http://www.icampuz.in/
 https://www.youtube.com/watch?v=X_nzKq4IoHk

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Title: Department Information Management System (DIMS)

 https://books.google.co.in/books/about/FUNDAMENTALS_OF_SOFTWARE_ENGINE
ERING.html?id=CFhtgKrKL1EC&redir_esc=y
 https://www.pearsonhighered.com/educator/course/Software-Engineering-
Introduction/91054931.page
 http://comp.mq.edu.au/books/pse/readers_area/lecture_slides/PSE_Chapter2_6perpage.pd
f

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