Management Information

Project
 NAME INDEX REG.NO

D.P.S.SHANAKA 7500 2003/S/8959

R.V.L.N.WITHARANA 7517 2003/S/9018

A.P.B.PRASANNA 8293 2005/S/9691

Y.L.S.KUMARA 8355 2005/S/9635

T.K.S.JANAKA 8353 2005/S/9613

H.K.G.A.B.MADUSANKA 8213 2005/S/9648

D.D.C.HETTIGE 7900 2004/S/9236

D.P.WIJAYAPURA 8303 2005/S/9770

H.E.R.SURANGA 8187 2005/S/9745

D.S.RANASINGHE 8294 2005/S/9705

 Table of Contents

Content Page no

1. Problem definition

2. Feasibility study

3. Requirements specification

4. Designing

Architectural design

Procedural design

Database design

Interface design
 1. …Problem Definition…

Almost every activity in the world today is controlled by computer driven software
programs. This trend was first accommodated by engineering applications in the past.
However, as the life style became more and more complex, every area of human
interactions was invaded by various software systems, such as real time, business,
simulation, embedded, web based, personal and more recently, artificial intelligence
software etc.

According to the above facts, managing and maintaining a book shop could also be
controlled by efficient software. This project focuses attention on designing efficient and
reliable software which controls the transactions of a bookshop.

In real world, it tends to associate with automated systems as they provide many benefits
than doing the same thing in manually. As above mentioned, here we have introduced a
system which can be used to maintain a bookshop.

When we are concerning the manual process of a bookshop, the major problem is the
waste of time. A customer has to waste his/her valuable time when he needs to buy a book
as all the events such as searching, purchasing are done by members of the staff .In briefly,
the manual process is very slow. But automation will reduce the time taken in the whole
process.

In a bookshop we should deal with a large store. Then person (storekeeper) has to
maintain it with documents which are recorded by him. Therefore, there may be defective
reports. Also company has to appointed more persons to complete the maintenance of the
stationery. Then the company has to have an additional cost.

As we familiar with this type of system at instance we will be able to have the results
that we want. Communication with suppliers, customers and other related organizations
will be more successful as the system is so fast.

When the bookshop issues an item to a customer, all the stages of the transaction
procedure will be facilitated by the system & it will be more accurate.
 2. …Feasibility Study…

Feasibility study is the measure of how beneficial or practical the development of an

information system will be to an organization. The Feasibility analysis is a cross life cycle
activity and should be continuously performed throughout the system life cycle.
Feasibility tests;
 Operational feasibility
By automating the book shop both the customers and employees will feel
better than when it was manual. Users will get a very quick service by reducing
the manual recordings. Also employees will feel comfortable by reduction of
their work. Recording errors will be reduced. Easy to handle a large database.
Losing of records will be avoided.
Considering all these factors we can conclude that all the users and end users
will be satisfied by the system.

 Technical feasibility
For the design and development of the system, several software products
have been accommodated.
• Database design – MySql
• Interface design – Visual Basic 6.0
• Coding – Visual Basic 6.0
These software have the enough efficiency in producing the system.
Therefore the project is technically feasible.

 Schedule feasibility
The duration of time required for the project has been planned appropriately
and it is the same as the duration of time expected by the customer. Therefore
the product can be delivered to the customer within the expected time duration,
satisfying the customer. Hence the project is feasible in scheduling.

 Economic feasibility
According to the resources available and the project scheduling process it is
estimated that the expenses allocated for the software to be developed, by the
customer is sufficient enough. Hence the economical factor has been
considered feasible.
…Requirement Specification…

Table of Contents

1. Introduction

1.1 Purpose 000

1.2 Scope
1.3 Definitions, Acronyms, and Abbreviations
1.4 Document overview

2. general characteristics

2.1 Introduction 000

2.2 Product Perspective
2.3 Product Function
2.4 User Characteristics
2.5 General Constraints
2.6 Assumptions and Dependencies

3. Specific Requirements

3.1 Functional Requirements 000

3.2 External Interface Requirements
3.3 Performance Requirements
3.4 Design Constraints
3.5 Attributes
3.6 Other Requirements

Appendix A: Data Flow Diagrams

 1. Introduction

Purpose
The purpose of this document is to give an understandable overview of all the
software requirements gathered from the Madhara shop. This includes all the
functional, performance, interface design and verification requirements for the
software to be developed

Scope
The scope of this project is to describe the software requirements of the automated
system of the madhara Book shop in accordance with the product specifications
stated in the systems requirements specifications document. The deliverable
product will give the customers a quick and comfortable service. It will be include,
o Software System: this will be a software product based on a XXX-GB
storage device with a graphical user interface to make easy all the
transactions carried out by the book shop, giving all searching facilities to
make easy the customers to find the required books and update all the
transactions in to the database.
o Software Documentation: Complete and clear understandable document
which will provide future maintenance and modification instructions of the
software.
o Operations manual: Describes the necessary instructions to operate and
maintain the system to the management of the book shop.
o User manual: a hand book to be hand out to all the system users of the book
shop explaining how to use the system including diagrams to show the
steps to be followed.

Definitions, Acronyms and Abbreviations

Automated: making easy to use by computerizing
Byte: unit of memory storage in machine needed to store one character
Computer System: computer equipment and program that accomplish a set of
objectives
Customer: people buy books from the book shop
Data base: information relating to the complete system
Data dictionary: A data structure that stores meta-data, i.e. data about data. Data
flow diagram: A graphical notation used to describe how data flows between
processes in a system. Data flow diagrams are an important tool of most structured
analysis techniques.
Designer:
DFD: Graphical User Interface: the use of pictures rather than just words to
represent the input and output of a program.
MB, Mega Byte: unit of memory in a computer, 1MB=1024 bytes
Menu: what a customer sees on the personnel computer
Menu driven: having various menu options to select the appropriate option
Modular programming: construction of programs in sessions, each of which
performs a single function
Process: unit of work perform by the system
Prompt: a message displayed on the screen asking a response from the user
Standard wait time: maximum time allowed for the customer to respond to a
prompt
 Status inquiry: a status statement about the book shop made by the management
SRS: stands for Software Requirements Specification
SYS: stands for System Requirement Specifications document
User: people who uses the final product. Here it is management and the cashiers
User friendly: simple to use the system by any untrained users

Document Overview
This document contains three major sections and two appendices.
1. Section 1 provides an overview of the entire SRS document. (Introduction)

2. Section 2 describes the product to be produced.

• Product perspective
• Product activity
• User characteristics
• General constraints
• Assumptions and dependencies

3. Section 3 gives the detailed description of the specific requirements of the

automated Book shop software.
• Functional requirements – these includes inputs, process specs, and outputs
for each process in the data flow diagrams. The inputs and outputs are
direct references to the data dictionary.
• External interface requirements
• Performance requirements
• Design constraints
• Attributes
• Other requirements

4. Appendix A contain the data flow diagrams

 2. General Characteristics

Introduction
This section introduces the software and includes the characteristics and the
constraints effecting the product and requirements.

Product Perspective

Product Function
The MAdhara Book Shop System will perform following functions.
 User Identification
 Select service
 Record purchases
 Record sales
 Search for existing books
 Calculate budget
 Prepare stock evaluation
 Display stock details

User Characteristics
 The users (Book shop officers) should have a basic computer literacy to
work with a computer.
 The users of this software should be well trained and should given the
relevant user documentation, reference materials and instructions.
 The user should be able to follow simple instructions given by the system.

General Constraints
The following are the general design constraints
 Data encoding scheme: ASCII character.
 Total available memory for programming, logic, tables etc as specified in
this document should not be exceeded.

Assumptions and Dependencies

 The bookshop’s database is accessible in real time

 The bookshop’s database will be modified to identify accounts.
 3. Specific Requirements

Functional Requirements

Login to the system (DFD Process 01)

Introduction
The customer will enter his/her user name and password and click “Login”.
This will verify whether the customer exists and the validity of the password.

Inputs
User Name
Password

Processing
Once user clicks ‘Login’
If username is empty
Prompt “username cannot be blank”
Else check the username with the users table
If username does not match with table
Prompt “Invalid User”
Else match the password with the users table
If password does not match the character length
Prompt “Password should contain 6 characters”
Else if does not exists
Prompt “Invalid password”
Else if
Login to the system
Prompt “Successfully logged in”

Outputs
Enter to the system
Message box to indicate successfully logged.

Handle transactions
Introduction
This will allow the user to do purchases, sales, return inwards and return
outwards and it will automatically update the database.

Inputs
Book Number
Transaction Type
Transaction Quantity

Processing
Once the user presses enter
Check the Book Number
If Book No is blank
 Prompt “Book No cannot be blank”
Else if Book No does not exists
Prompt “Item does not exists”
Else if
Display Book Title and Stock Balance
Enable the update button

When user clicks on update button

If transaction type is ‘Purchases’ or ‘return inwards’
Update database (Stock balance=Stock balance + transaction qty)
Prompt “transaction completed”

If transaction type is ‘sales’ or ‘return outwards’

Update database (Stock balance=Stock balance - transaction qty)
Prompt “transaction completed”

Outputs
Update database
Message box to indicate the transaction was completed

Search
Introduction
This allows user to search books available on the database by category, title,
number or author.

Inputs
Search type
Book category

Processing
When user clicks ‘Search’
If search type is by number, title, author or category
Search database
Display book title, category, author and price

Outputs
Book title
Category
Author
Price

Generate reports
Introduction
This provides user to generate the stock valuation report.

Inputs
Click print report
Processing
When user clicks on the print button
Print report

Outputs
A printed report of the stock valuation

Handle users
Introduction
Inputs
Process
Outputs

Handle items
Introduction
Inputs
Process
Outputs

External Interface Requirements

User Interfaces
The system users are
The book shop management as the system administrators
Book shop cashiers as the normal users

System administrators
The administrator logs on to the system by inserting administrator user name
and password. Administrator can do any transaction as well as editing all
details inside the database such as adding, editing and deleting a new user or
adding, editing and deleting items.

System users
System users are the ones who at the cashier and do transactions with
customers. The users have to enter the user name and password and click on
‘Login’ button. If user makes any mistake the system will ask for the correct
username and password until he enters the correct one.
When the user wants to do any transaction user has to click on the menu icon
on the main menu. Then the transaction window will open. User has to enter
the Book No and press enter. Then user has to select the transaction type and
the quantity. Then click on the update button. Then the system will
automatically update the database according to the transaction type.
Hardware Interfaces
The Book Shop System is having the following hardware.
 Book shop main computer
 Other pc’s

Software Interfaces
 System will interact with the system database to record all transaction data.

Performance Requirements
 The response time for menu changes will be not more than 3 seconds.
 The time for search for a book will not more than 3 seconds.
 The time to print the stock valuation will not be more than 3 seconds.
 The time taken to update the database or get information from the database
will not be more than 2 seconds.
 The time taken to prompt message boxes will not more than 2 seconds.

Design Constraints
 The system is based on menu driven interfaces. Menu selection will be
done by using the mouse and the key board keys.
 Confirmation messages on taken actions, input acceptance and error
conditions will be displayed after each input.
 Error messages will be displayed at the time of detection of input errors and
the system errors.

Attributes
Qualities of the product
 Reliability
The system is thoroughly tested at the time of delivery so that
computational errors are minimized.
 Maintainability
To make ease of maintain the system to the Book shop administrators the
user manual and the system manual is provided at the delivery. Each
module is designed independently so that at any change of a request can be
modified easily.

 Security
Only the administrators have the authority to edit details in Users and Items
tables. No one can enter the system without a username and a password.
Normal system users cannot access the Administrators login. All deleting
actions are notified by a message box asking to confirm deletion.
 Appendix B

 E.R. Diagram

Participa

1 3.

Supplier

1 1 Transactions

Participa
1

Supplie
s
1
Customer
Does

1
1
Books Buys 1
1 Employee

1
…Designing…

4.1 Architectural design

The system architecture can be centralized or decentralized (distributed). This system is
designed to be centralized. That is we have chosen the repository model as the system
architecture for the system.
It is an efficient way to share large amounts of data. There’s no need to transmit
data explicitly from one subsystem to another. Also, activities such as backup, recovery,
access control are centralized. They are the responsibility of the repository manager. Tools
can focus on their principle functions rather than be concerned with these issues.
Moreover, it is straightforward to integrate new tools given that they are compatible with
the agreed data model.
However, it may be difficult or impossible to integrate new subsystems as their
data models do not fit with the repository format. Also, evolution may be difficult as large
volume of information is generated according to an agreed data model. Translating this to
a new model will certainly be expensive. In addition, different subsystems may have
different requirements for security, recovery, and back up policies. The repository model
forces the same policy on all subsystems.
.
4.2 Procedural design

Context diagram

Payment details Receipt

Customer Customer
Request for a book List of books

Book details Payment details

Management Automated Supplier
Employee details
book shop

Order details Budge

Supplier Management
Reports
Flow chart 01
Flow chart for Login
Flow chart for transactions
Flow chart for handle users
4.3 Data base design

My Sql was the software used to create the database. The database contains two tables
namely Items and the Users.

Items Table

Field Name Data type Length

Book No Var char 10
Book Name Var char 30
Author Var char 20
Price Var char 05
E.O.Q Number 05
Stock Balance Var char 05
Category Var char 20
Store Location Var char 10

Users Table

Field Name Data type Length

Employee_ No Var char 05
Employee Name Var char 20
Employee ID Var char 05
Password Var char 06
Employee Address Var char 50
4.4 Interface design

Visual basic 6.0 was used to design and implement the user interfaces.