Project Report School Management System

ABSTRACTS
Salient Features:
1. Reduce complexity through automation.

2. User-friendly environment to operate on.
3. Compatible to all platforms.
4. Improve Administration/Accounts department’s efficiency
5. Improve Management reporting, maintaining capabilities.
6. Enhance Users satisfaction and productivity
SECURITY:
1. Single window for entire application.

2. Module wise accessibility.
1
MODULES OF SDMP
New Records
Edit Records
Fee Records Fee Status

Sdms
Cash Details Student Details
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INDEX
S.NO TOPIC PAGE NO.
1 DESCRIPTION OF THE SYSTEM 1-3
2 NEED OF THE SYSTEM 4
3 FEASIBILITY STUDY 5-6
4 SCOPE OF THE SYSTEM 7-8
5 OBJECTIVE 9-10
6 OPERATING ENVIORNMENT 11
7 HARDWARE & SOFTWARE REQUIREMENT 12-13
8 SYSTEM REQUIREMENT 14
9 DFD’S 15-17
10 ER DIAGRAM 18-21
11 FLOW CHART 22-24
12 BLOCK DIAGRAM 25
13 FILE DESIGN 26-30
14 MENU CHART 31-32
15 SALIENT FEATURESOF THE SYSTEM 33-34
16 CODING 35-64
17 IMPLEMENTATION STRATEGIES 65-66
18 TESTING 67-70
19 USER MANUAL 71-73
20 LIMITATIONOF THE SYSTEM 74-75
21 BIBLIOGRAPHY 76
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INTRODUCTION
TOPICS COVERED
I. DESCRIPTION OF THE SYSTEM
II. NEED OF THE SYSTEM
III. FEASIBLTY STUDY
IV. SCOPE OF THE SYSTEM
V. OBJECTIVE
VI. OPERATING ENVIRONMENT
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DESCRIPTION OF THE SYSTEM
The project is titled "SCHOOL Data Management System". This package once
developed will help the school/institute to manage various details pertaining to its
students. This will help accounts department in maintaining the details related to the
fees & basic details like their security deposits, conveyance and etc, it will also help
management or we can say administration department in maintaining students basic
details as well as keeping a check on fees details. This package is basically developed
for the authorities of the school/institute to make their task easier or we can say this
package automate their tasks like maintaining students personal details, marinating
cash details, printing of receipts. This package helps the administrative & accounts
department in maintaining the students personal & fees related details.
The details of the system are as follows:
It is basically a Database management package for the authorities of the

school/institute like management, accounts & administrative department. All the
details of the students & the daily work of various departments are managed by the
package i.e. Personal details, Cash details, Fees status, printing of receipts etc. The
package is by the name of School/institute Data Management Package. Package
helps the various departments in maintaining & manipulating the data.
School/institute data are divided into Personal information, Cash details, fee status &
etc it helps in manipulating the divided parts of the data.
Modules of the system:
• Personal Information / Student details

• Fees Details
• Fees Status
• Report Generation
Personal Information / Student details:
This module helps in managing the personal information of the students like their
Name, Address, Phone no., Roll no & etc. The package helps in adding the personal
records, editing the records, retrieval of records, report generation & etc.
Fees Details:
This module helps in managing the fees details of the student like their tuition fees,
security, late fees & etc. The basic purpose behind the development of this module is
printing of receipts of the fees paid by the students.
Fee Status:
This module helps in managing the fees records of the students like how many have
paid their fees & how many are yet to pay their fees & what is the receipt no. of the
student who have paid their fees. Basically this module generates the list of all the
students who have paid their fees & it also generates a list for those students who
haven’t paid their fees.
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Report Generation:
This module is basically all about report generation; in this package quite a few
reports are generated which are embedded in the form like student details, cash
details & etc.
Functions performed by the package:
This package helps in managing the student information like their Name, Roll no.
annual charges or we can say personal details, it also manages their fees details,
receipt generation & etc. The package helps in adding the official records, editing the
records, retrieval of records, report generation & etc.
• Security:
The package provides security by the help of Username
& Password, the package has been designed to be used on a stand-alone
system & by specific user hence there was no need for multi-user approach.
• Maintenance & Manipulation:
The package helps in maintaining & manipulating
information pertaining to students & daily activities of the
school/institute authorities for e.g. maintaining students personal details, fee
structures, maintaining cash details, fees status & etc.
• Search:
This facility help in searching the required record from
the database, package has the provision of searching of the record through
admission no. which is Primary Key & through the name & class of the
student.
• Help:
This facility provides for help for the usage of the
system. It provides help to the novice regarding the usage of the package.
The School/institute Data management Package provides the user of the System
with a window like interface. The Front end of the package is developed in VB i.e.
Visual Basics, Back end is made in MS Access.
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NEED OF THE SYSTEM
The Package is developed to help the department maintaining the student details,
earlier the records where maintained manually, with the help of this package the
concerned departments will be able to improve the productivity, reduce the time,
cost factors associated with the system. The automation of the system will help the
organization in proper maintenance of the record, less manpower, less man-days,
less cost, proper & accurate functioning.
The basic need for the package was to automate the whole procedure of maintaining
of student details, earlier it was all done manually. By developing this package lot of
burden was removed from the department, which was maintaining students details.
It improved the efficiency, reduced the cost, and reduced the time need to do the
work manually. With the help of this package the past details of the students can
assessed and reports can be generated on this details.
In brief we can say this system was required to automate the processing of students
details, which was done manually before the development of the package. Earlier all
the information / data pertaining to the students was maintained manually or we can
say it was on paper, hence it created a problem for the organization/ school, how to
manage it properly. With the help of this system the organization/school is able to
maintain the data properly & accurately.
Why System was build…?
• Earlier, data pertaining to students was maintained manually.

• Manual system was not efficient.
• Cost of maintaining data manually was bigger or huge.
• Large manpower was required.
• The procedure was error prone, it was not accurate.
• Manual system was not suited for electronic exchange of data.
Solution…?
The solution for all this problem was to automate the system, automation of the
students data maintenance would reduce the manpower, man days will result in
accurate data & above all increase the efficiency of the concerned department.
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FEASIBILITY STUDY
Feasibility is the test of the system it helps in deciding whether it is viable to go

through the project or not. Feasibility study studies the system & tells whether to
develop the system or not. In lay mans terms it can be described as the test of the
system & if the system passes in the test then it is viable to develop the project
otherwise not or we can say feasibility study check’s whether project is feasible or
not.
Feasibility has four solid dimensions:
1. Technology
2. Finance
3. Time
4. Resources
The feasibility of the system “ SCHOOL Data Management System ” is viewed with
the help of these four dimensions.
Technology:
This system uses one of the simplest technologies in use, for
the development purpose it uses simple to use & easily available technology. This
system is based on windows like interface, which is very easy to use. The package is
been developed for the department, which is not very familiar with software hence
technology used, must be easily understandable, because of which windows like
interface has been chosen. The technology used in this project is VB i.e. Visual
Basics 6.0, M S Access & DAO controls. Visual Basic helps in providing windows like
environment. This system uses menu-based approach in which every thing is given
with the help of menus.
Finance:
This dimension measures the system in respect to money or
we can say funds. This dimension checks whether its viable to spend the required
amount on the system or it will be a waste. There is no problem of finance in this
project because it uses simple technology, which is very easy to install. This system
is been developed for a standalone computer hence for this system hardware
requirement is very low. For this system to be developed & installed properly we
require very easily available technologies & very basic hardware and all these
requirements doesn’t cost much.
Time:
This particular dimension measures the systems worth in
respect to time, which is one of the most important factors to be considered. In this
project time factor is very important this system is scheduled to be installed in one
months time. This system is not very big & hence can be completed within the time
period it requires approx. 30 man-days of work. Time is a crucial factor to be
considered & we can say this system can be developed within the required time
period.
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Resources:
This dimension takes into count the recourses required to develop the system. For
this particular system the resources required are quite nominal which can be fulfilled,
the resources required for this system are basic hardware, an operating which is
compatible with VB.
With the help of all these dimension we can measure the feasibility of the system &
can decide whether to go forward with the project or not. By take in count the
dimension & their role in this particular system we can say this system is feasible
from all these dimension point of view & it is viable to go through the project.
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SCOPE OF THE SYSTEM
Scope of the system measures the scope of the project, which is going to be
developed. Answering following aspects can answer the project scope:
1. Context
2. Information objective
3. Function & Performance
4. Interfaces
The system “SCHOOL data management system” is a data management of students.

All the details of the students are managed with the help of this package i.e. their
Personal information, fees information & their report generation, with the help of this
package the organization can maintain & manipulate students data. This package has
the provision for adding new records, editing old records, viewing the database,
searching facility, report generation, help i.e. how to use the package & etc. Scope of
the system can be measured with the help of the dimensions.
Context:
This project is related to
management of students data and the daily activities of the authorities with the help
of this package the user of this package, which is the department i.e. administrative
will be able to maintain the data through the computer which will help in increasing
he efficiency, accuracy of the department as well as help in electronic inter change of
the data. Administrative department can use this package to check for the details of
the students, whether they have paid their fees amount or whether it is due to them,
through which receipt no. it was paid they can study the past records analyze the
trends.
Information objective:
Basically this is related to the Inputs & Outputs to the system. In other way we can
say it is related to the inputs required by the system & outputs generated by the
system.
This package is basically data management package, in which the inputs given by
the user is itself the output of system it performs few calculation like the total cash
received from the students. We can say it is data management package, it provides
the user with front end which is very easy to use.
1. Inputs:
The input to the system is username & password for the system security,
their Personal details like Name, Address, Phone number, admission details,
roll no for data management, their fees details like admission fees, tuition,
computer fee & etc .
2. Outputs:
The output for this system is the maintained records,
personal details, fees details, fee status & report generated. The outputs of
the system are the records that were added in the database as well as the
reports that are generated with the help of he data in the database.
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Function & Performance:
This dimension measures the scope of the system with the help of
functions & performance of the system. The basic function performed by the system
is of data management & report generation.
The system performs various functions like:
1. Security:
The first function of the system is to provide security from
unauthorized access to the data, which is provided with the help of user name
& password at the beginning of the package. This system is been developed
for a single user hence no rights are employed or we can say administrator is
only the user.
2. Data maintenance:
The most important function of the system is to maintain
student data, the data is maintained with the help of different menus like
adding, editing, viewing, searching & etc. There are different kinds of data in
the system like personal information, fees information & cash details with the
help of the front end data is managed.
3. Report generation:
The last function of the system is to generate reports of the data
like student details report, cash report, fee status report & etc. With the help
of this report the data can be electronically exchanged as well as the
reviewing of policies can be done with the help of reports.
These are some of the basic function performed by the system “Student Data
Management”.
Interfaces:
Interfaces are the link between the user and the system, basically we can
say interfaces are the objects through which user of the system interacts with the
system. This system has different interfaces through which user interacts with the
system they are:
1. Login interface:
This is the first interface in which user is required to enter the username &
password if the password is correct then access is granted otherwise not.
User has got three attempts to enter the correct password; if he is not able to
enter the correct password in three attempts then the system is exited.
2. Data maintenance:
This is the most important interface in the system in which the user interacts
with the system to store the data or to retrieve the data from the database,
this interface has got many sub parts like addition of records, editing of
records, searching of records & etc.
3. Reports:
This interface is the output for the system in which the user receives the
results or output, which is required in the form of reports like cash details,
student details & fee status.
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OBJECTIVE
The following are the main objectives of the project titled "Student data
management ":
The package provides the means of security, which makes sure that only the
concerned modules and screens are accessible to the particular department after
verifying one's validity and all other modules and screens remains disable. The
package is meant to maintain and provide complete details about students such as
personal details, their fees details and cash details.
The basic objective of the system is to manage the student’s data efficiently &
accurately. It provides the user of the system with personal details of the students
their name, address, phone & etc, it provides the user with fees as well as cash
details of the students, how much they have paid, what is the status of the fees i.e.
how many have paid fees & how many are yet to pay the fees. It also provides the
user with details of cash like conveyance details.
“ Student data management ” package is a Management & Information project,

which has these objectives:
Student data management will be highly user friendly, management information

system that will not help only Accounts, Management & Administrative system to
gather, communicate, computerize but also help to act on critical information much
faster and in a better manner. The solution envisages linking of different
departments to streamline the flow of data and timely availability of information at
both the ends. Further, it also aids in generating, maintaining user definable Queries,
Reports. Salient Features of the application will be as defines below:
1. Owner of data to be the owner of the database

2. Capture of information at the source of generation
3. Sharing of data
4. Minimizing duplicate work
5. Reducing inconsistency by eliminating multiple databases of the same data
6. Consolidation of data at all levels
Outlined objectives of the system:
User friendliness:
The package developed is easy to learn and understand. Even a
new user can use the system effectively, without any difficulty. The help and user
manuals are provided to solve the further queries of the users. With the help of the
user manuals the user can get the full details of the functionality of the system.
User satisfaction:
The package is such that it stands up to the users expectations.
The system is successful in generating the reports of the task status and details of
the student. The package is currently being successfully run in the organization.
Response time:
The response time for all the operations is less. All the report
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generations and the listing tasks are performed in significant time. The queries used
are so as to reduce the execution time of query processing.
Error handling:
Responses to users errors and undesired situation have been taken care of to ensure
that the system operates without halting. Proper error handling codes are put with
the codes.
Security and robustness:

The package is able to avoid or tackle disastrous action. It allows
only the authentic user to access the software as it is protected by the user name
and the password. All the administrative tasks are allowed to the project leader only
so the illegal intervention is not possible.
Modularity:
The package has relatively independent and single function parts
that are put together to make complete system. Thus as a result of this modular
approach the system, in spite of being robust is not cumbersome. It also contributes
for the fast execution of the system.
Maintainability:
The system is able to decrease the time and effort for program
maintenance. The full details of the projects being undertaken, and the task status
corresponding to each student is stored carefully and the reports are generated as
per the requirement.
Timeliness:
The package is able to operate well under normal peak and
recovery conditions.
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OPERATING ENVIORNMENT
The system is developed in Visual Basics 6.0 / M S Access and run under windows 95/98
& upper versions.
Visual Basics:
Visual basics is event driven programming language, which is used to develop front
end for the application. This is called event driven because every action of the user is
an event & the application is driven with the help of these events, which are
programmed with the help of Visual basics. In Visual basics there are forms,
Controls, reports & many more things to provide the user with overwhelming
experience of user friendliness. Visual basics is a programming language for windows
environment & provides the user with windows like interface.
M.S. Access:
Access is a Relational Database Management System (RDBMS) that
you can use to store and manipulate large amounts of information. Because its tools
are user-friendly and because it is a powerful development environment, Access is
equally appropriate for novices and MIS professionals.
Beginners can use Access to:
1. Store and manage various types of inventories.

2. Log information such as auto repairs for cars, doctor visits, etc.
3. Create contact management databases that can track contacts, but phone
calls, meetings, and any other interactions with contacts.
Developers can use Access to:
1. Create applications that manage survey results.

2. Manage front ends for enterprise-wide database such as SQL server.
3. Establish help-desk applications.
Access is an object-oriented program; that is, everything in Access is an object,

including the application itself. Each object has properties that define how it looks
and performs. The uses of Access are limited only by the needs of an organization
and the imagination of the user or developer.
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DESIGN OF THE SYSTEM
TOPICS COVERED
I. HARDWARE / SOFTWARE REQUIREMENT

II. SYSTEM REQUIREMENT
III. DFD’S
IV. ER-DIAGRAM
V. FLOWCHART
VI. BLOCK DIAGRAM
VII. FILE DESIGN
VIII. MENU CHART
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HARDWARE & SOFTWARE REQUIREMENT
HARDWARE REQUIREMENT:
Hardware requirement are the basic need of the system or the package, which is
been developed and will be deployed upon the system, which should have these
basic components or fulfill these basic hardware needs of these package.
The following hardware is recommended for the user.
Microprocessor: PIII500 MHz.
Memory: 128 MB SDRAM DIHM
Cache Memory: 512 KBL2
Upgrade ability: Processor, RAM and HDD Upgradeable
HDD: 9.1 GB Wide ultra SCSI-3 HDD
Floppy Drive: 24x CD ROM Drive (IDE)
Keyboard: 104 Keys Enhanced Keyboard
Mouse: 2 Button Scroll Mouse
Graphics: 1024x768, 256 colors non-interlaced on PCL Local Bus
Monitor: 15” SGA Color monitor
Software Requirements:
Software requirement are the basic software needs of the system or the package to
work properly & efficiently.
Operating System: Windows-98 & upper versions
RDBMS: MS Access 97
For editing the code of the package:

Application program: Visual Basics 6.0
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SYSTEM REQUIREMENTS SPECIFICATION
The function and performance allocated to software as part of system engineering are
refined by establishing a complete information description, a detailed functional and
behavioral description, an indication of performance requirements and design
constraints, appropriate validation criteria, and other data pertinent to requirements.
The outlines of system requirement specification are:
Introduction:
This System Requirement Specifications Document forms the basis for the design and
development of the ”Student data management”. The purpose of this document is to
define all the processes involved in the function of Student data management. The
requirements of the software relating to the functionality, interfaces, logical database
requirements and various other aspects of the software are also explicitly defined.
The SRS document will also act as the basis for understanding between the end-user
and the designer/developer.
Information Description:
The development of this system assists in the maintenance of
the information and to fulfill the complete software requirements of the package.
Functional Description:
A processing narrative is provided for each function, design
constraints are stated and justified, performance characteristics are stated and
diagram is included.
Validation and Criteria:

For successful implementation of the system we should define the performance
bounds, and expected software response. At the time of creating new entry, system
performs different types of validations like user can not overwrite the existing
information, it asks the user, this information already exist and also many feature.
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DFD’S
DFD:
It stands for Data flow diagram it is a diagrammatic
representation of the data objects of the system. Basically DFD is a way to show the
how the data is processed in the system, it shows how data moves at different stages
in the system. DFD is a graphical representation that depicts information flow & the
transformations that are applied as data moves from input to output. It is also used
to represent a system or software at any level of abstraction it can be partitioned into
levels that represent increasing information flow & functional details.
Data Flow Diagram serves two purposes:
1. To provide annunciation of how data are transformed as they move through

the system.
2. To depict the functions that transforms the data flow.
DFDs are a excellent mechanism for communicating with the customer during
requirement analysis and are widely used for the representation of external and top-
level internal design specification. In the latter situations, DFDs are quite valuable for
subsystem, files and data links. The DFD methodology is quite effective, especially
when the required design is unclear. In the process, many levels of DFDs are created
depending upon the level of details needed.
The Level 0 DFD is also called Context Level DFD. It depicts the overview of the
entire system. The major external entities, a single process and the output
stores constitute the level-0 DFD. Though this diagram does not depict the system in
detail, it represents the overall inputs, process and output of the entire system at a
very high level.
The Level 0 DFD is now expended into a level 1 model. It should be noted that
information flow continuity is maintained between level 0 and level 1. The process
represents at DFD level 1 further refined into lower levels. This further refinement is
continued until an easily implement able program component is reached.
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LEVEL ‘0’ DFD OF
“STUDENT DATA MANAGEMENT”
User name &

Password
Storing
Modifying
And
Retrieving
Students
Data
Details of
Students
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LEVEL ‘1’ DFD OF
Attempt
Access Denied Granted Exit
Verificatio For
n Of Three
The Data Times
Access
Granted
New
Menu MDI / Main
Addition Menu Cash Details
of Form Report i.e.
New Shown fee detail,
Records Report security
Edit
Menu
Student
Editing Detail
of Report
Records
Printing
Receipt
s
Printing Cancellation
of Fee &
Receipts Reprinting
of Receipts
Storing,
Manipulation & Retrieval of
Student Data
These are the two DFD’S i.e. 0 level & 1 level of “Student Data Management ” package
the 1 level dfd can be further refined to represent more detailed or lower level of
information. DFD’s are also known as flow graph or bubble chart.
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ER-DIAGRAM
Entity – Relationship Diagram:

Depicts relationships between data objects. The object-relationship pair can be
represented graphically using the Entity-Relationship Diagram. A set of primary
components is identified for the ERD: data objects, attributes, relationships, and
various type indicators. The primary purpose of the ERD is to represent data objects
and their relationships.
Data Objects, Attributes, and Relationships
The data model consists of three interrelated pieces of information: the data object,
the attributes that describe the data object, and the relationships that connect data
objects to one other.
Data Objects:
A data object is a representation of almost any composite information that must be

understood by software. By composite information, we mean something that has a
number of different properties or attributes. A data object encapsulates data only
there is no reference within a data object to operations that act on the data. The data
object description incorporates the data object and all of its attributes. Data objects
are related to one another.
Attributes:
Attributes define the properties of a data object and take on one of
three different characteristics. They can be used to name an instance of the data
object, describe the instance, or make reference to another instance in another table.
The set of attribute that is appropriate for a given data object is determined through
an understanding of the problem context. One or more of the attributes must be
defined, as an identifier that is identifier attribute becomes a “Key” when we want to
find an instance of the data object.
Relationships:
Data object are connected to one another in a variety of different ways. We can
define a set of object-relationships pairs that define the relevant relationships.
Object-relationship pairs are bi-directional. Different data objects and their attributes
are described in data dictionary and their relationships between these data objects
are given in ER diagram of next section.
Cardinality and Modality
Cardinality: The data model must be capable of representing the number of

occurrences of objects in a given relationship. The cardinality of an object-relationship
pair are:
1. One-to-one (1:1): An occurrence of object ‘A’ can relate to one and only one
occurrence of object ‘B’ and an occurrence of ‘B’ can relate to only one
occurrence of ‘A’.
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2. One-to-many (1:N): One occurrence of object ‘A’ can relate to one or many
occurrences of object ‘B’ but an occurrence of ‘B’ can relate to only one
occurrence of ‘A’.
3. Many-to-many (M: N): An occurrence of object ‘A’ can relate to one or more
occurrences of ‘B’, while an occurrence of ‘B’ can relate to or more
occurrences of ‘A’.
Cardinality defines “the maximum number of object relationships that can participate
in a relationship”.
Modality:
The modality of a relationship is zero if there is no explicit need
for the relationship to occur or the relationship is optional. The modality is 1 if an
occurrence of the relationship is mandatory.
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ER-DIAGRAM OF
Department
maintaining Works For
records School
Maintain
Records Studies
Name Admission Roll No.
No
Student
Works on
Package Details
Owner
Student Data
Management
Package
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Consists
Fee
New
Receipt Printing Report Module
Admission Edit
Module
Module Module
Consists Consists Consists

Consists
Add Personal, Students

Prints Fee details, details, cash
Fees details of
Edit Student reprinting & details & Fee
Students
Details cancellation of status
Receipts
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FLOW CHART
Flow chart:
A flow chart depicts pictorially the sequence in which instructions /
processes are carried out in a system. Flow charts are graphical representation of the
processes that are carried out by the system, it depicts inputs, output and processing
of the inputs and the stages at which processing is done. Flow chart not only helps in
accessing the system but also in designing the algorithms for the system.
Objects used:
Start / Termination Box
Processing Box
Input / Output Box
Decision Box
Connector
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FLOW CHART OF
“STUDENT DATA MANAGEMENT “
START
Read User Name

& Password
Matching of
Password
Yes
No
If
Password 3 Attempts at
Password accepted
Yes
Option shown:
MDI FORM
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Processing &
Manipulation of
Student records
Stop
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BLOCK DIAGRAM
Block Diagram:
Block diagram is a representation of the system as a whole. It
depicts the system as modules, basically block diagram is representation of the
system in block which is represented in diagram. It breaks the system into sub
modules & then depicts their behavior & functions. Block diagram is over view of the
system like what are its modules, its function & etc.
BLOCK DIAGRAM OF
Student
Data
Management
New Admission Editing of

of Records Student details
Records
Students
Printing of fee
receipts module Fee status
module
Report
Generation
Database
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FILE DESIGN
File Design:
File design is the design of the database and it contains information about
the files used in the system. In database design the tables constructed, fields in the
tables their data types and in the other part it tells about the extensions of the file
used in the development.
Database will contain:
1. Student:
Name, Address. Fathers name, Admission no. Data of Birth & etc
2. Fee:
Section, Roll no. Admission no. Receipt no.
3. Class:
Class
4. Quarter:
Quarter
Program listings:
Fields-
FIELD NAME DATA TYPE
Student Name Text
Father Name Text
Address Text
Data of Birth Date
Class Text
Section Text
Admission no. Text Primary Key
Roll no. Text
Security Number
Conveyance Text
Date of admission Date
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Class Text
loc Text
Concession Number
Annual charge Number
Receipt no. Text Primary key
Date Date
Class Text
Admission no Number
Roll no Number
Section Text
Admission Number
Tuition Number
Late Number
Absence Number
Exam Number
Computer Number
Music Number
Total Number
Quarter Text
loc Text
Security Number
Annch Number
Username Text
Password Text
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Quarter Text
Tables-
Student
Fields Data types
Student Name Text
Father Name Text
Address Text
Data of Birth Date
Class Text
Section Text
Admission no. Text Primary Key
Roll no. Text
Security Number
Conveyance Text
Date of admission Date
Class Text
loc Text
Concession Number
Annual charge Number
Fees
Fields Data types
Receipt no. Text Primary key
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Student name Text
Father name Text
Date Date
Class Text
Admission no Number
Roll no Number
Section Text
Admission Number
Tuition Number
Late Number
Absence Number
Exam Number
Computer Number
Music Number
Total Number
Quarter Text
loc Text
Conveyance Number
Security Number
Annch Number
Class
Fields Data type
Class Text
Security
32
Fields Data type
Username Text
Password Text
Quarter
Fields Data Type
Quarter Text
Files Used:
.frm VB Forms
.rpt Crystal Reports
.db Access /
Database Files
33
MENU CHARTS
Menu Charts:
Menu chart shows the modules / menus of the system it
depicts the modules in the form of menus. Menu chart of “Student data
management” is given below:
Forms:
1. Splash form
2. Login form
3. MDI form
Child form- New records, Edit records, Report.
Reports- Student details, Cash detail.
Printing: Student detail, Fees Details
Menu chart:
New
New Admission
Edit
Student details
Fees
Printing of Fee Receipts
34
Delete
Deletion of receipt no.
Reprint
Reprinting of receipts
Reports
Fee details
Student details
Conveyance details
Security details
Fee Status
Fee status
Exit
35
IMPLEMENTATION & CODING
TOPICS COVERED
I. SALIENT FEATURES OF THE SYSTEM

II. CODING
III. IMPLEMENTATION STRATEGIES
36
SALIENT FEATURES OF THE SYSTEM
Salient Features:
1 Reduce complexity through automation.
2 User-friendly environment to operate on.
3 Compatible to all platforms.
4 Improve Administration department’s efficiency
5 Exchange of data between different departments.
6 Improve Management reporting, maintaining capabilities.
7. Enhance Users satisfaction and productivity
SECURITY:
1 Single window for entire application.
2 Module wise accessibility.
37
CODING
Coding:
This section contains coding of the system “Student data management ”.
Which has been done in Front End “ Visual Basic ” & Back End “ M S Access”, coding
has been included with screen shots of the package.
Splash:
This is the opening screen of the package, user has to click Ok to move forward or close
the package.
Code:
Private Sub Command1_Click ()
frmpassword.Show
Me.Hide
End Sub
38
Login Form:
It ask user to enter the User name & Password, if he enter it correctly
access is granted else he is given three chances to enter the correct Username &
Password, if he fail then system is shutdown.
Code:
Private Sub Command1_Click()

If Text2 = "" Then
MsgBox " Please enter the Password "

Password_Text.SetFocus
Exit Sub
End If
If flag < 3 Then
If Text2 = "deepak" Then
MDIForm1.Show
frmpassword.Hide
Else
MsgBox ("Incorrect Password")
flag = flag + 1
End If
Else
MsgBox (" Intruder Detected ")

End
End If
39
End Sub
Private Sub Command2_Click()
End
End Sub
Private Sub Form_Load()
Dim flag As Integer

Text1 = "Administrator"
Text1.Locked = True
flag = 1
End Sub
40
MDI Form:
This is first form after the access is granted to the user, it shows the menus that are
available to the user.
Code:
Option Explicit
'Public db As Database
'Public ws As Workspace
Private Sub MDIForm_Load()

Set ws = DBEngine.Workspaces(0)
Set db = ws.OpenDatabase(App.Path & "\shiv.mdb")
End Sub
Private Sub Toolbar1_ButtonClick(ByVal Button As ComctlLib.Button)

Select Case Button.key
Case "New"
frmnewadmission.Show
Case "Edit"
frmstuedit.Show
Case "Fee"
Fee.Show
Case "Del"
frmRecDel.Show
Case "Reprint"
frmprint.Show
41
Case "Details"
frmDetails.Show
Case "Cash"
frmcash.Show
Case "FeeS"
frmFStatus.Show
Case "close"
End
End Select
End Sub
42
Few Screen Shots:
New Admission form
43
Edit form
44
Fee detail
45
Student Detail Report
46
Fee detail report
47
Conveyance Detail Report
48
Security Detail Report
49
Fee Status report
50
Coding:
New Admission-
Option Explicit
Dim cl As Recordset 'used for class table
Dim stdnt As Recordset 'used for student table
Dim match As Recordset
Dim i, j, k As Integer
Public key As Boolean
'Public editkey As Boolean
Dim a, b As String
Private Sub Chkcon_Click()

If chkcon.value = 1 Then
txtfrom.Enabled = True
txtfrom.SetFocus
Else
txtfrom.Enabled = False
txtfrom.Text = ""
End If
End Sub
Private Sub cmdclear_Click()

clear 'call clear procedure
End Sub
Private Sub cmdclose_Click()

If key = True Then
stdnt.CancelUpdate
key = False
End If
stdnt.Close 'close the student table recordset
Unload Me
End Sub
'Private Sub Cmdedit_Click()

'enable
'If newkey = True Then
' newkey = False
'End If
'editkey = True
'txtadmnno.SetFocus
'End Sub
Private Sub cmdnew_Click()
51
If key = True Then
Exit Sub
Else
stdnt.AddNew
key = True
Txtadmnno.SetFocus
End If
End Sub
Private Sub cmdok_Click()

If key = True Then
If Txtadmnno.Text = "" Or txtdoa.Text = "" Or txtsname.Text = "" Or _
txtdob.Text = "" Or txtfname.Text = "" Or txtaddr.Text = "" Or cboclass.Text
= "" Or _
txtsec.Text = "" Or txtrollno.Text = "" Then
i = MsgBox("ENTER PROPER DETAILS", vbOKOnly, "STUDENT")
Exit Sub
End If
i = Format(txtdoa.Text, "yyyy")
j = Format(txtdob.Text, "yyyy")
If i <= j Then
k = MsgBox("Date of Birth can't be greater than or equal to Date of
Admission", vbOKOnly, "STUDENT DETAILS")
txtdob.SetFocus
Exit Sub
End If
If chkcon.value = 1 And txtfrom.Text = "" Then
i = MsgBox("PLEASE ENTER THE LOCATION", vbOKOnly, "STUDENT DETAILS")
txtfrom.SetFocus
Exit Sub
End If
If txtsecurity.Text = "" Then txtsecurity.Text = 0
If txtannch.Text = "" Then txtannch.Text = 0
a = Right(Txtadmnno.Text, 1)
If a = "S" And Not (cboclass.Text = "TWELFTH" Or cboclass.Text =
"ELEVENTH") Then
i = MsgBox("CLASS NOT COMPATIBLE WITH THE ADMISSION NUMBER.",
vbOKOnly, "NEW ADMISSION")
cboclass.SetFocus
Exit Sub
ElseIf a = "H" And Not (cboclass.Text = "TENTH" Or cboclass.Text = "NINTH")
Then
cboclass.SetFocus
Exit Sub
ElseIf a = "M" And Not (cboclass.Text = "SIXTH" Or cboclass.Text = "SEVENTH"
Or cboclass.Text = "EIGHTH") Then
cboclass.SetFocus
Exit Sub
ElseIf a = "P" And Not (cboclass.Text = "FIRST" Or cboclass.Text = "SECOND"
Or cboclass.Text = "THIRD" Or cboclass.Text = "FOURTH" Or cboclass.Text =
"FIFTH") Then
52
cboclass.SetFocus
Exit Sub
ElseIf a = "L" And Not (cboclass.Text = "NURSERY" Or cboclass.Text = "LKG")
Then
cboclass.SetFocus
Exit Sub
End If
b = "select * from student where admnno = '" & Txtadmnno.Text & "';"
Set match = db.OpenRecordset(b, dbReadOnly)
If match.RecordCount >= 1 Then
i = MsgBox("THIS ADMISSION NUMBER ALREADY EXISTS. CAN'T INSERT
TWO RECORDS WITH SAME ADMISSION NUMBER.", vbOKOnly, "NEW
ADMISSION")
Txtadmnno.SetFocus
Exit Sub
End If
match.Close
b = "select * from student where rollno = " & txtrollno.Text & " and class = '" &
cboclass.Text & "' and sec = '" & txtsec.Text & "';"
Set match = db.OpenRecordset(b, dbReadOnly)
If match.RecordCount >= 1 Then
i = MsgBox("THIS ROLL NUMBER ALREADY EXIST. INSERT ANOTHER.",
txtrollno.SetFocus
Exit Sub
End If
commit
stdnt.Update
key = False
clear
End If
'ElseIf editkey = True Then
' txtadmnno.Enabled = True
' If Txtdoa.Text = "" Or txtsname.Text = "" Or _
' Txtdob.Text = "" Or txtfname.Text = "" Or Txtaddr.Text = "" Or
Cboclass.Text = "" Or _
' txtsec.Text = "" Or txtrollno.Text = "" Then
' i = MsgBox("ENTER PROPER DETAILS", vbOKOnly, "STUDENT")
' Exit Sub
' End If
' i = Format(Txtdoa.Text, "yyyy")
' j = Format(Txtdob.Text, "yyyy")
' If i <= j Then
' k = MsgBox("Date of Birth can't be greater than or equal to Date of
Admission", vbOKOnly, "STUDENT DETAILS")
' Txtdob.SetFocus
' Exit Sub
' End If
' If Chkcon.value = 1 And Txtfrom.Text = "" Then
' i = MsgBox("PLEASE ENTER THE LOCATION", vbOKOnly, "STUDENT
DETAILS")
53
' Txtfrom.SetFocus
' Exit Sub
' End If
' If txtsecurity.Text = "" Then txtsecurity.Text = 0
' stdnt.Edit
' commit
' stdnt.Update
' editkey = False
' clear
' disable
'Else
' Exit Sub
End Sub

Me.Top = 0
Me.Left = 0
clas ' Load the combo box with the class names
Set stdnt = db.OpenRecordset("student", dbOpenDynaset)
stdnt.AddNew
key = True
End Sub
Public Sub clas()

Set cl = db.OpenRecordset("class", dbReadOnly)
cl.MoveLast
i = cl.RecordCount
cl.MoveFirst
For j = 1 To i
cboclass.AddItem cl!class
cl.MoveNext
Next
cl.Close
End Sub
Private Sub commit()

stdnt!Admnno = Txtadmnno.Text
stdnt!doa = Format(txtdoa.Text, "dd/mm/yyyy")
stdnt!sname = txtsname.Text
stdnt!dob = Format(txtdob.Text, "dd/mm/yyyy")
stdnt!fname = txtfname.Text
stdnt!Addr = txtaddr.Text
stdnt!class = cboclass.Text
stdnt!sec = txtsec.Text
stdnt!rollno = txtrollno.Text
stdnt!security = txtsecurity.Text
stdnt!Conv = chkcon.value
stdnt!Loc = txtfrom.Text
stdnt!annch = txtannch.Text
End Sub
Private Sub clear()

Txtadmnno.Text = ""
txtdoa.Text = ""
54
txtsname.Text = ""
txtdob.Text = ""
txtfname.Text = ""
txtaddr.Text = ""
cboclass.Text = ""
txtsec.Text = ""
txtrollno.Text = ""
txtsecurity.Text = ""
chkcon.value = False
txtfrom.Text = ""
txtannch.Text = ""
End Sub
Private Sub Txtaddr_KeyPress(KeyAscii As Integer)

KeyAscii = Asc(UCase(Chr(KeyAscii)))
End Sub
Private Sub Txtadmnno_KeyPress(KeyAscii As Integer)

Dim str As String
str = "0123456789ABCDEFGHIJKLMNOPQRSTUVWXYZ"
If KeyAscii > 26 Then
If InStr(str, Chr(KeyAscii)) = 0 Then
KeyAscii = 0
End If
End If
End Sub
Private Sub txtannch_KeyPress(KeyAscii As Integer)

Dim str As String
str = "0123456789"
KeyAscii = 0
End If
End If
End Sub
'Private Sub txtadmnno_LostFocus()

'If editkey = True Then
' If Not (txtadmnno.Text = "") Then
' finddata
' End If
'End If
'End Sub
Private Sub Txtdoa_KeyPress(KeyAscii As Integer)

Dim str As String
str = "0123456789/"
KeyAscii = 0
End If
End If
End Sub
55
Private Sub Txtdoa_LostFocus()
Dim chk As Variant
If Not (txtdoa.Text = "") Then
chk = txtdoa.Text
If Not (IsDate(chk)) Then
i = MsgBox("ENTER CORRECT DATE", vbOKOnly, "NEW ADMISSION")
txtdoa.SetFocus
End If
End If
End Sub
Private Sub Txtdob_KeyPress(KeyAscii As Integer)

Dim str As String
str = "0123456789/"
KeyAscii = 0
End If
End If
End Sub
Private Sub Txtdob_LostFocus()

Dim chk As Variant
If Not (txtdob.Text = "") Then
chk = txtdob.Text
If Not (IsDate(chk)) Then
i = MsgBox("ENTER CORRECT DATE", vbOKOnly, "NEW ADMISSION")
txtdob.SetFocus
End If
End If
End Sub
Private Sub txtfname_KeyPress(KeyAscii As Integer)

Dim str As String
str = "ABCDEFGHIJKLMNOPQRSTUVWXYZ "
KeyAscii = 0
End If
End If
End Sub
Private Sub Txtfrom_KeyPress(KeyAscii As Integer)

Dim str As String
str = "0123456789ABCDEFGHIJKLMNOPQRSTUVWXYZ, "
KeyAscii = 0
End If
End If
End Sub
Private Sub txtrollno_KeyPress(KeyAscii As Integer)
56
Dim str As String
str = "0123456789"
KeyAscii = 0
End If
End If
End Sub
Private Sub txtsec_KeyPress(KeyAscii As Integer)

Dim str As String
str = "ABCDEFGHIJKLMNOPQRSTUVWXYZ"
KeyAscii = 0
End If
End If
End Sub
Private Sub txtsecurity_KeyPress(KeyAscii As Integer)

Dim str As String
str = "0123456789"
KeyAscii = 0
End If
End If
End Sub
Private Sub txtsname_KeyPress(KeyAscii As Integer)

Dim str As String
KeyAscii = 0
End If
End If
End Sub
'Private Sub disable()

'txtadmnno.Enabled = False
'Txtdoa.Enabled = False
'txtsname.Enabled = False
'Txtdob.Enabled = False
'txtfname.Enabled = False
'txtsecurity.Enabled = False
'Txtaddr.Enabled = False
'Cboclass.Enabled = False
'txtsec.Enabled = False
'txtrollno.Enabled = False
'Chkcon.Enabled = False
'Txtfrom.Enabled = False
'End Sub
57
'Private Sub enable()
'txtadmnno.Enabled = True
'Txtdoa.Enabled = True
'txtsname.Enabled = True
'Txtdob.Enabled = True
'txtfname.Enabled = True
'txtsecurity.Enabled = True
'Txtaddr.Enabled = True
'Cboclass.Enabled = True
'txtsec.Enabled = True
'txtrollno.Enabled = True
'Chkcon.Enabled = True
'Txtfrom.Enabled = True
'End Sub
'Private Sub finddata()

'a = "select * from student where admnno = '" & txtadmnno.Text & "';"
'Set match = db.OpenRecordset(a, dbOpenDynaset)
'If match.RecordCount < 1 Then
' i = MsgBox("RECORD NOT FOUND", vbOKOnly, "NEW ADMISSION")
'Else
' link
'End If
'End Sub
'Private Sub link()

'Txtdoa.Text = match!doa
'txtsname.Text = match!sname
'Txtdob.Text = match!dob
'txtfname.Text = match!fname
'txtsecurity.Text = match!security
'Txtaddr.Text = match!addr
'Cboclass.Text = match!class
'txtsec.Text = match!sec
'txtrollno.Text = match!rollno
'Chkcon.value = match!conv
'Txtfrom.Text = match!Loc
'End Sub
Edit student Details:
Option Explicit
Dim stdnt As Recordset ' recordset used for student table
Dim cla As Recordset ' recordset used for class table
Dim match As Recordset ' used to match the admnno in the student
table
Dim str As String
Dim sql As String
Dim r As Variant
Dim i, j, k As Integer
Dim key As Boolean
Dim chk As Boolean
58
Private Sub Chkcon_Click()
txtfrom.Text = ""
ElseIf chkcon.value = 1 Then
txtfrom.Enabled = True
txtfrom.SetFocus
End If
End Sub

If key = True Then
stdnt.Close
key = False
End If
Unload Me
End Sub
Private Sub cmddelete_Click()

If Txtadmnno.Text = "" Or cboclass.Text = "" Or txtsec.Text = "" Or _
txtsname.Text = "" Or txtfname.Text = "" Or txtdoa.Text = "" Or _
txtdob.Text = "" Or txtaddr.Text = "" Or txtrollno.Text = "" Then
Exit Sub
Else
r = MsgBox("ARE YOU SURE YOU WANT TO DELETE THIS RECORD.",
vbYesNoCancel, "DELETE RECORD")
If r = vbYes Then
stdnt.Edit
stdnt.Delete
clear
Else
Exit Sub
End If
End If
cmdsave.Enabled = False
cmddelete.Enabled = False
End Sub
Private Sub cmdfirst_Click()

If cmdnext.Enabled = False Then
cmdnext.Enabled = True
End If
cmdprevious.Enabled = False
stdnt.MoveFirst
link
End Sub
Private Sub cmdlast_Click()

If cmdprevious.Enabled = False Then
cmdprevious.Enabled = True
End If
cmdnext.Enabled = False
stdnt.MoveLast
link
End Sub
59
Private Sub cmdnext_Click()
If cmdprevious.Enabled = False Then
End If
stdnt.MoveNext
If stdnt.EOF Then
stdnt.MoveLast
End If
link
End Sub
Private Sub cmdprevious_Click()

If cmdnext.Enabled = False Then
End If
stdnt.MovePrevious
If stdnt.BOF Then
stdnt.MoveFirst
End If
link
End Sub
Private Sub cmdsave_Click()

If chkcon.value = 1 And txtfrom.Text = "" Then
i = MsgBox("PLEASE ENTER THE LOCATION", vbOKOnly, "STUDENT
DETAILS")
txtfrom.SetFocus
Exit Sub
End If
stdnt.Edit
commit
stdnt.Update
clear
movefalse
End Sub
Private Sub cmdsearch_Click()

If Not (Txtadmnno.Text = "") Then
str = "select * from student where admnno = '" & Txtadmnno.Text & "';"
movefalse
ElseIf Not (cboclass.Text = "") And Not (txtsec.Text = "") Then
str = "select * from student where class = '" & cboclass.Text & "' and sec = '"
& txtsec.Text & "' order by rollno;"
movetrue
chk = True
Else
i = MsgBox("ENTER PROPER DETAILS.", vbOKOnly, "STUDENT
INFORMATION")
Exit Sub
End If
clear
60
Set stdnt = db.OpenRecordset(str, dbOpenDynaset)
key = True
If stdnt.RecordCount < 1 Then
i = MsgBox("RECORD NOT FOUND", vbOKOnly, "STUDENT INFORMATION")
clear
optclass.value = False
optstudent.value = False
Exit Sub
End If
link
cboclass.Enabled = True
txtsec.Enabled = True
Txtadmnno.Enabled = False
cmdsave.Enabled = True
cmddelete.Enabled = True
If chk = True Then
lblrec.Visible = True
lblrecfound.Visible = True
lblrec.Caption = stdnt.RecordCount
End If
End Sub
Private Sub Optclass_Click()

clear
cboclass.Enabled = True
txtsec.Enabled = True
cboclass.SetFocus
End Sub
Private Sub Optstudent_Click()

clear
Txtadmnno.Enabled = True
cboclass.Enabled = False
txtsec.Enabled = False
Txtadmnno.SetFocus
End Sub
Private Sub class()

Set cla = db.OpenRecordset("class", dbReadOnly)
cla.MoveLast
i = cla.RecordCount
cla.MoveFirst
For j = 1 To i
cboclass.AddItem cla!class
cla.MoveNext
Next
cla.Close
End Sub

Me.Top = 0
Me.Left = 0
class
optstudent.Enabled = True
61
optclass.Enabled = True
cboclass.Enabled = False
txtsec.Enabled = False
cmddelete.Enabled = False
lblrec.Visible = False
lblrecfound.Visible = False
movefalse
End Sub
Private Sub Txtaddr_KeyPress(KeyAscii As Integer)

KeyAscii = 0
End If
End If
End Sub
Private Sub Txtadmnno_KeyPress(KeyAscii As Integer)

str = "0123456789ABCDEFGHIJKLMNOPQRSTUVWXYZ"
KeyAscii = 0
End If
End If
End Sub
Private Sub Txtdoa_KeyPress(KeyAscii As Integer)

str = "0123456789/"
KeyAscii = 0
End If
End If
End Sub
Private Sub Txtdob_KeyPress(KeyAscii As Integer)

str = "0123456789/"
KeyAscii = 0
End If
End If
End Sub
Private Sub txtfname_KeyPress(KeyAscii As Integer)

62
KeyAscii = 0
End If
End If
End Sub
Private Sub Txtfrom_KeyPress(KeyAscii As Integer)

KeyAscii = 0
End If
End If
End Sub
Private Sub txtrollno_KeyPress(KeyAscii As Integer)

str = "0123456789"
KeyAscii = 0
End If
End If
End Sub

KeyAscii = 0
End If
End If
End Sub
Private Sub link()

Txtadmnno.Text = stdnt!Admnno
txtsname.Text = stdnt!sname
txtdoa.Text = Format(stdnt!doa, "dd/mm/yyyy")
txtfname.Text = stdnt!fname
txtdob.Text = Format(stdnt!dob, "dd/mm/yyyy")
txtaddr.Text = stdnt!Addr
txtrollno.Text = stdnt!rollno
txtsec.Text = stdnt!sec
cboclass.Text = stdnt!class
txtsecurity.Text = stdnt!security
txtannch.Text = stdnt!annch
If stdnt!concession = True Then
chkconcession = 1
Else
chkconcession = 0
End If
If stdnt!Conv = True Then
chkcon = 1
63
txtfrom.Text = stdnt!Loc
Else
chkcon = 0
txtfrom.Text = ""
End If
End Sub
Private Sub txtsecurity_KeyPress(KeyAscii As Integer)

str = "0123456789"
KeyAscii = 0
End If
End If
End Sub
Private Sub txtsname_KeyPress(KeyAscii As Integer)

KeyAscii = 0
End If
End If
End Sub
Private Sub clear()

Txtadmnno.Text = ""
cboclass.Text = ""
txtsec.Text = ""
txtsname.Text = ""
txtfname.Text = ""
txtdoa.Text = ""
txtdob.Text = ""
txtsecurity.Text = ""
txtrollno.Text = ""
txtaddr.Text = ""
chkcon.value = 0
txtfrom.Text = ""
txtannch.Text = ""
lblrec.Visible = False
lblrecfound.Visible = False
chkconcession.value = 0
End Sub
Private Sub commit()

stdnt!Admnno = Txtadmnno.Text
stdnt!sname = txtsname.Text
stdnt!doa = Format(txtdoa.Text, "dd/mm/yyyy")
stdnt!fname = txtfname.Text
stdnt!dob = Format(txtdob.Text, "dd/mm/yyyy")
stdnt!Addr = txtaddr.Text
stdnt!rollno = txtrollno.Text
stdnt!sec = txtsec.Text
64
stdnt!class = cboclass.Text
If txtsecurity.Text = "" Then
stdnt!security = 0
Else
stdnt!security = txtsecurity.Text
End If
stdnt!Conv = chkcon.value
stdnt!Loc = txtfrom.Text
If txtannch.Text = "" Then
stdnt!annch = 0
Else
stdnt!annch = txtannch.Text
End If
stdnt!concession = chkconcession.value
End Sub
Private Sub movefalse()

cmdfirst.Enabled = False
cmdlast.Enabled = False
End Sub
Private Sub movetrue()

cmdfirst.Enabled = True
cmdlast.Enabled = True
End Sub
Student Detail Report:
Option Explicit
Dim rs As Recordset
Dim cla As Recordset
Dim SSql As String
Dim totrec As Integer
Dim i As Integer

Unload Me
End Sub
Private Sub cmdprint_Click()

db.Execute "SELECT * INTO [SDetail] FROM Student where Class = '" &
cboclass.Text & "' and Sec='" & txtsec.Text & "' order by rollno;"
ElseIf chkcon.value = 1 Then
db.Execute "SELECT * INTO [SDetail] FROM Student where Class = '" &
cboclass.Text & "' and Sec='" & txtsec.Text & "' and conv = True order by
rollno;"
End If
Dim PrintResponse As String
MDIForm1.CrystalReport1.Destination = crptToWindow
MDIForm1.CrystalReport1.CopiesToPrinter = 1
65
PrintResponse = MsgBox("Press [YES] to print report on PRINTER, [NO] to view
on SCREEN, [CANCEL] to abort ", vbYesNoCancel)
If PrintResponse = vbYes Then
MDIForm1.CrystalReport1.Destination = crptToPrinter
ElseIf PrintResponse = vbNo Then
MDIForm1.CrystalReport1.Destination = crptToWindow
Else
Exit Sub
End If
With MDIForm1.CrystalReport1
.ReportFileName = App.Path + "\stulist.rpt"
.SelectionFormula = "{student.class} = '" & Trim(cboclass) & "' and
{student.sec} = '" & Trim(txtsec) & "'"
.Formulas(0) = ""
.Formulas(1) = ""
.WindowState = crptMaximized
.Action = 1
End With
On Error Resume Next
db.Execute "drop table SDetail"
End Sub
Private Sub cmdsearch_Click()
If Not (cboclass.Text = "" And txtsec.Text = "") And chkcon.value = 0 Then
SSql = "Select * from Student where Class = '" & cboclass.Text & "' and Sec
= '" & txtsec.Text & "' order by rollno;"
ElseIf Not (cboclass.Text = "" And txtsec.Text = "") And chkcon.value = 1 Then
SSql = "select * from Student where class = '" & cboclass.Text & "' and sec =
'" & txtsec.Text & "' and conv = true order by rollno;"
Else
i = MsgBox("ENTER PROPER DETAILS", vbOKOnly, "DETAILS")
Exit Sub
End If
Set rs = db.OpenRecordset(SSql, dbOpenDynaset)
If rs.RecordCount > 0 Then
rs.MoveLast
totrec = rs.RecordCount
msfDetail.Rows = totrec + 1
rs.MoveFirst
For i = 1 To totrec
With msfDetail
.TextMatrix(i, 0) = rs!Admnno
.TextMatrix(i, 1) = rs!sname
.TextMatrix(i, 2) = rs!fname
.TextMatrix(i, 3) = Format(rs!doa, "dd/mm/yyyy")
.TextMatrix(i, 4) = Format(rs!dob, "dd/mm/yyyy")
.TextMatrix(i, 5) = rs!security
.TextMatrix(i, 6) = rs!Addr
.TextMatrix(i, 7) = rs!class
.TextMatrix(i, 8) = rs!sec
.TextMatrix(i, 9) = rs!rollno
.TextMatrix(i, 10) = rs!Conv
If Not (rs!Loc = "") Then
.TextMatrix(i, 11) = rs!Loc
Else
.TextMatrix(i, 11) = ""
66
End If
End With
rs.MoveNext
Next
End If
End Sub

Me.Top = 0
Me.Left = 0
class
End Sub
Private Sub class()

Set cla = db.OpenRecordset("class", dbReadOnly)
cla.MoveLast
totrec = cla.RecordCount
cla.MoveFirst
For i = 1 To totrec
cboclass.AddItem cla!class
cla.MoveNext
Next
cla.Close
End Sub

Dim str As String
KeyAscii = 0
End If
End If
End Sub
67
IMPLEMENTATION STRATEGIES
A crucial phase in the system life cycle of the successful implementation of the new
system design. Implementation simply means conveying a new system design into
operation. This involves creating computer-compatible files, training the operating
staff and installing hardware, terminals and telecommunication networks before the
system is up and running. A critical factor in conversion is not disrupting the
functioning of the organization.
In system implementation, user training is crucial for minimizing resistance to

change and giving the new system a chance to prove its worth. Training aids, such
as user friendly, manuals, a data dictionary, job performance aids that communicate
information about the new system and “help” screens provide the user with a good
start on the new system.
There are three types of implementation:
1. Implementation of a computer system to replace a manual system:

The problems encounter are converting files, training users, creating accurate
files and verifying printouts for integrity.
2. Implementing of a new computer system to replace an existing one:
This is usually a difficult conversion. If not properly planned there can be
many problems. Some large computer system has taken as long as a year to
convert.
3. Implementation of a modified application to replace an existing one using the
same computer:
This type of conversion is relatively easy to handle, provided there are no
major changes in the files.
Conversion means changing from one system to another. The objective is to put the
tested system into operation while holding costs, risks, and personnel irritation to a
minimum. It involves –
Creating computer compatible files
Training the operating staff
68
Installing terminals and hardware. A critical aspect of conversion is not disrupting the
function of the organization.
Several procedures and documents are unique to the conversion phase.
Conversion begins with a review of the project plant, the system test documentation,
and the implementation plan. The parties involved are the user, the project team,
programmers, and operators
The conversion portion of the implementation plan is finalized and approved.
1. Files are converted.

2. Parallel processing between the existing and the new systems is initiated.
3. Parallel processing between the existing and the new systems is initiated.
4. Results of computer runs and operation for the new system are logged on a
special form
5. Assuming no problems, parallel processing is discontinued. Implementation
results are documented for reference.
Conversion is completed. Plans for the post-implementation review are prepared.

Following the review, the new system is officially operational.
File conversion involves capturing data and creating a computer file from existing
files.
Copying the “old” files intact for the new system is the prime concern during
conversion. The programs that copy the files should produce identical files to test
programs on both systems. At the outset, a decision is made to determine which files
need copying. Personnel files must be kept of course, but an account receivable file
with many activities might not need copy in. Instead, new customer accounts might
be put on the new system, while running out the old accounts on the old system.
Once it is determined that a particular file should be transferred, the next step is to
specify the data to be converted, current file, year-end files, and son on. Then files
to be copied must be identified by name, the programmer who will do the copying,
and the methods by which the accuracy of the copying will be verified. A file-
comparison program is best used for this purpose.
69
TESTING & TEST RESULTS
TOPICS COVERED
I. TESTING
II. USER MANUAL
70
TESTING
Testing:
Testing is the process of executing the programs with the intention of finding out
errors. During testing, the program to be tested is executed with a set of test cases
and the output of the programs for the test case is evaluated to determine if the
program is performing as it is expected to be.
As the software is created and added to the developing system, testing is performed
to ensure that it is working correctly and efficiently. Testing is generally focused on
two areas, internal efficiency and external effectiveness. The goal of external
effectiveness testing is to verify that the software is functioning according to system
design, and that it is performing all the required functions. The goal of internal testing
is to make sure that the computer code is efficient, standardized, and well
documented. Testing can be a labor-intensive process due to its iterative nature.
Test Plan:
We divided the testing procedure into these levels: -
 Unit Testing.
 Integration Testing.
 Validation Testing.
 System Testing.
These different levels of testing attempt to detect different types of faults. The
relations of faults introduced in different levels of testing are as shown below
Requirements System testing
Clients Needs Validation Testing
Design Integration Testing
Code Unit Testing
Levels of Testing
71
Unit Testing:
The first level of testing is called unit testing. In this, different modules are tested
against the specifications produced during design for the modules. Unit testing is
essential for verification of the code produced during the coding phase, and the
goal is set to test the internal logic of the modules.
Integration Testing:
The next level of testing is often called the integration testing. In this many tested
modules are combined into subsystems, which are then tested. The goal here is to
see if the modules can be integrated properly, the emphasis being on testing
interfaces between modules. This testing activity can be considered as testing design
and hence the emphasis on testing interactions.
Validation Testing:
During validation testing, the system is used experimentally to ensure that the
software does not fail, i.e. will run according to its specifications and in the way
users accepts, special test data input for processing, and the results examined. A
limited number of users may be allowed to use the system so analysts can see
whether they try to use it in unforeseen ways.
System validation checks the quality of the software in both simulated and live
environments. First the software goes through a phase in which error and failures
based on simulated user requirements are verified and studied, called alpha testing.
The modified software is then subjected to phase two in the actual user’s site or a live
environment, called beta testing.
System Testing:
A series of different tests whose function is to verify that all system elements have
been properly integrated and perform allocated functions.
Testing of “Student Data Management ”:
In case of Student data management package, I performed unit testing to each

individual function to see that whether they are working properly or not. We
examined each loop, which occurred in the functions for every possible value.
Integration testing was also being performed by combining the different modules and
the results were examined. Some steps are taken for testing:
1. Proper validation is done or not.

2. Exceptions are handled or not.
3. Correct menus open or not.
4. Records are properly updated & saved or not.
5. Is system able to detect Intruder?
72
Samples Of Unit Testing:
Few samples of unit testing are explained with the help of screen outputs.
Unit testing is basically testing the modules with the dummy data.
If Admission no is not
in the database If search button is
message will be
prompted. No record
pressed before entering
found. the name it will ask for
the field.
73
USER MANUAL
About the System:

It is basically a Database management package for the authorities of
school/institute that maintains student’s data. All the details of student are managed
by the package i.e. Personal details, Fees details, Reports & etc. The package is by
the name of Student Data Management Package. Package helps the various
departments in maintaining & manipulating the data. Student data are divided into
Personal information, Fees Details, Receipt printing & etc it helps in manipulating the
divided parts of the data. This system is for the department maintaining student
records.
Platform:
This system is platform independent, it will work on any platform.
Operating system recommended for this system is Window’s 98 & upper versions.
How to use it?

Student Data Management package has a very user friendly environment & it’s
interfaces are similar to windows, so it will not take time for the user to get
acquainted with the system, there are few things that should be kept in mind before
using the system those points are explained with the help of screen outputs.
This Package is developed for stand-alone system, hence for logging on the system
user must know the Username & Password. After choosing from the menus the
specific options few things has to be kept in mind which are explained below.
74
Addition of records:
For adding record

first fill up the For filling up
form after that another students
75 data click new
click on ok
then enter
details .
Follow this pattern in other form of adding records as well as in other parts of the
system.
76
Editing Records:
For editing the System should

records enter the id Same be exited
then click on search procedure through close
after that make the should be button
changes & then applied for
save. delete & result
Same procedure should be applied through the package. This package has a similar
environment to windows, so it is easy to work with.
77
RESULTS & CONCLUSION
TOPICS COVERED
I. LIMITATION OF THE SYSTEM
II. BIBLIOGRAPHY
78
LIMITATION OF THE SYSTEM
Limitations of the system and future development areas:
Limitation of any system is difference between the required system & the developed
system: -
1. It is developed for only stand-alone PC.
2. This system is quite easy to use this is not its limitation but its restrictive
features are its limitation.
3. The back end used in the system is M S Access, which is not an RDBMS.
4. The system does not support multiple users.
5. There are few things, which should be kept in mind while using the system.
79
BIBLIOGRAPHY
Books Referred:
VB Black Book -----------------------------------------By Steven Holzner
(Dreamtech Press)
MS OFFICE 97 Professional Edition------------------By Lonnie E. Moseley and David M.
Boodey
(BPB Publications)
FUNDAMENTALS OF DATABASE SYSTEMS------By Ramez Elmasri and Shamkant B.
Navathe
(Pearson Education Asia)
Introduction To Software Engineering--------------By Roger S. Pressman
(Tata McGraw Hill)
Mastering Visual Basic 6.0---------------------------By Roger S. Pressman
(Tata McGraw Hill)
Web Sites Referenced:
www.cambridge.com
www.vbcode.com
80
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ABSTRACTS

1. Reduce complexity through automation.

1. Single window for entire application.

Fee Records Fee Status

Cash Details Student Details

2 NEED OF THE SYSTEM 4

3 FEASIBILITY STUDY 5-6

4 SCOPE OF THE SYSTEM 7-8

7 HARDWARE & SOFTWARE REQUIREMENT 12-13

11 FLOW CHART 22-24

13 FILE DESIGN 26-30

14 MENU CHART 31-32

15 SALIENT FEATURESOF THE SYSTEM 33-34

17 IMPLEMENTATION STRATEGIES 65-66

19 USER MANUAL 71-73

20 LIMITATIONOF THE SYSTEM 74-75

I. DESCRIPTION OF THE SYSTEM

II. NEED OF THE SYSTEM

III. FEASIBLTY STUDY

IV. SCOPE OF THE SYSTEM

VI. OPERATING ENVIRONMENT

The details of the system are as follows:

It is basically a Database management package for the authorities of the

Modules of the system:

• Personal Information / Student details

Personal Information / Student details:

Functions performed by the package:

Why System was build…?

• Earlier, data pertaining to students was maintained manually.

Feasibility is the test of the system it helps in deciding whether it is viable to go

Feasibility has four solid dimensions:

The system “SCHOOL data management system” is a data management of students.

The system performs various functions like:

“ Student data management ” package is a Management & Information project,

Student data management will be highly user friendly, management information

1. Owner of data to be the owner of the database

Outlined objectives of the system:

Security and robustness:

Beginners can use Access to:

1. Store and manage various types of inventories.

Developers can use Access to:

1. Create applications that manage survey results.

Access is an object-oriented program; that is, everything in Access is an object,

I. HARDWARE / SOFTWARE REQUIREMENT

The following hardware is recommended for the user.

Microprocessor: PIII500 MHz.

Memory: 128 MB SDRAM DIHM

Cache Memory: 512 KBL2

Upgrade ability: Processor, RAM and HDD Upgradeable

HDD: 9.1 GB Wide ultra SCSI-3 HDD

Floppy Drive: 24x CD ROM Drive (IDE)

Keyboard: 104 Keys Enhanced Keyboard

Mouse: 2 Button Scroll Mouse

Graphics: 1024x768, 256 colors non-interlaced on PCL Local Bus

Monitor: 15” SGA Color monitor

Operating System: Windows-98 & upper versions

For editing the code of the package:

Validation and Criteria:

Data Flow Diagram serves two purposes:

1. To provide annunciation of how data are transformed as they move through

User name &

Entity – Relationship Diagram:

Data Objects, Attributes, and Relationships