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College Management System (CMS)

Thesis · March 2024

DOI: 10.13140/RG.2.2.12660.77449

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Nabil Abdallh A. Almotawkel

Dr. Babasaheb Ambedkar Marathwada University
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 PROJECT

College Management System (CMS)

Submitted to

Punjab Technical University

A project submitted in partial fulfillment of the requirements for the

award of the degree of MCA

Submitted by

Nabil Abdallh A. Almotawkel Roll/Reg. No. 1933939/MCA034 (MCA)

2021

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 ACKNOWLEDGEMENT

At the end of this trip, everything thanks to Allah Almighty, who gave me health
and strength, and everything is necessary to complete this work, which created
the appropriate conditions for me all the time.

I offer my thanks and appreciation to my parents who have always helped me,
and we are aware of the friendship and intellectual support of many people, as
well as my thanks to my friend Ibraheam Fadael, as well as to all the officials
who contributed directly and indirectly to the completion of this work.

DECLARATION

I hereby acknowledge that the project work entitled “College Management

System (CMS)” submitted to PTU University / College SVIET, to obtain an MCA
degree is based on the original and independent work that I have done myself.

Date:

2021

Signature of the Student Nabil Abdallh A. Almotawkel

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 1. Introduction

1.1 Purpose

1.2 Scope

1.3 Technologies to be used

2. Overall Description

2.1. User Interface

2.2 current system

2.3 The aim of the college student management system

2.4. Program structure

3. Specific Requirements

3.1 Functional Requirements

4. College Management System

4.1. Abstract

5. System Analysis

5.1. Existing System

5.2. Limitations in the Existing System

5.3. Proposed System

5.4. Advantages over Existing System

5.5. Features of the proposed system

6. System Design

6.1. Functional Description

6.2. Users

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 7. Coding & Implementation

7.1. Java Technology

7.2. Importance of Java to the Internet

7.3. Features of Java Security

7.4. Portability

7.5. The Byte code

7.6. Java Architecture

7.7. Compilation of code

7.8. Java Database Connectivity

7.9. NetBeans

7.10. XAMPP

7.11. Database (SQL)

8. Snapshots

8.1. College Management System Screenshot

8.2. Project Summary

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 Introduction

This project aims to deal with data of college students and also the fees that
they have to pay in the college.

1.1 Purpose

The purpose of the college management system is used to search and store
students' data, find out what fees are required of them, etc.

1.2 Scope

The scope of the college management system is as follows:

This is a system that contains both a student data component and a student's
paid or remaining fee component.

1.3 Technologies used

• NetBeans

• Java (as a programming language)

• MySQL

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Overall Description
2.1. User Interface

Soothing Graphical User Interface with Context-Sensitive Help All reports

for the specified period selected using the calendar

2.2 current system

The current system is computerized but is kept in mysql databases. This

gives him a lot of flexibility and high capabilities as well, depending on the
netbeans program.

2.3 The aim of the college student management system

This project is the college management system. A desktop project

programmed with the java programming language. This project works as follows:
- The employee logs into the system and the employee cannot create an account
directly, but it is only possible through the specialist in the database to increase
reliability. User can also update student milestones, fees paid by each semester,
and manage and adjust financial transactions for each student. The system
provides the ability to search for any student by typing the student’s name to
access his personal and academic information. It is also possible to add fields
related to the faculty if needed. The design of this project is easy to use as those
who use this system will not have any difficulty working on it. This system uses
some external files and tools such as an "external database". Generally, this
project serves to manage student files. To open the project source code, the
project must be run via Xampp & Netbeans.

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2.4. Program structure

LOGIN

details
Main Frame

Insert and
Query fees of Query data of
update data
student student
of student

Specific requirements

The specified requirement gives the expected behavior of the system, the
user can use any operating system, the user interface is implemented using the
graphic user interface.

3.1 Functional Requirements:

Faculty members can, for example, inquire about students' financial status and
fees, as well as their data, and update them as well.

• Log in to the system through the first page of the application

• Change the password from the program code to increase reliability

• Query about students' data

• Data storage of new students

• Update student data

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 • View the remaining fees

• See details of previous payments

College Management System

Vision This project aims to provide a data storage system and inquire
about it regarding college students, so that it is easy and can
be used by any college employee.
Project 1. A person should be able to
Specification
• Log in to the system through the first page of the
application
• Check student data
• Store new student data
• Update data for old students
• Check the student fees remaining on it
• Verify the amount of amounts and fees paid by the
student
• Check fee payment times

2. Once the student's data is stored, it can be re-inquired

directly via the personal computer even if the network is cut
off or there is no connection to the server.

Function Student data can be easily reviewed by any employee within

(Admin/Finance the college and can copy databases and work from home if
etc) needed.
Preferred • NetBeans
Technologies
• Java (as a programming language)

• MySQL

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College Management System

4.1. Abstract

As the college and information services community seeks to cope with new
patterns of information provision, new technology, and changing financial
circumstances, it is critical to gain new thinking across the profession. The
innovative theory, and best organizational practice are all presented in the College
Management System.

The college management system provides knowledge about all aspects related to
detailed information for students in order to follow them effectively.

The college management system is one of the most tedious processes, which
includes the regular updating of many files and records. When new students
register, the administration has to issue a unique code for that student. For this,
they have to keep track of many records like student details, address, phone
number etc. and keep many records. Doing this manually takes a lot of time and
effort. Hence, this can be facilitated by automation.

System Analysis
5.1. Existing System

The college is an ideal candidate for an IT solution, due to the vast amounts of
data that it has to deal with on a daily basis. If the administration wants to search
for a record of the student, they have to search for all records. If the administration
wants to add a new student to the database, they must search for the subject or
branch the student belongs to.

If students want to know the financial situation or what is related to the fees, they
must in the manual system come to the college to find out the status. The whole

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process is now controlled automatically. This contributes to the fact that records
of inquiries from students do not need to be kept on paper.

5.2. Limitations in the Existing System

Maintaining the data in excel sheets and files is very hard to remember the file
names in which the required data is feed. No easy access to the required queries.
Data redundancy, inconsistency, a lot of human work need to be done to analyse
the details present in the excel sheets. It leads to wastage of time. No timely
response to the end-users.

5.3. Proposed System

The proposed system is the one that is going to be automated so that it is easy to
retrieve the responses from the system fastly and updating the details once the
response or services are provided to the end-users upon their request without any
difficulty and saves time.

5.4. Advantages over Existing System

• Computerization of the details of the students.

• Maintenance time and cost are greatly reduced.
• Accurate information can be generated easily and quickly at different
levels.

5.5. Features of the proposed system

• User friendly.
• Users can get Timely Information from the database without any delay
regarding the query.
• This reduces the delay of the response given to the Customer.

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System Design

6.1. Functional Description

The entities are

• Login
o Sign in with the faculty interface and logo

• User
o Add/Modify/Delete data of Student
o Add/Modify/Delete fees of student
o Search
o New Student
o Student stage

6.2. Users:

Has full access to all the modules of this system. Responsible for creating,
modifying, and deleting a student.

users can issue the student, search for a student, renew a data of student, delete a
student, and inquiry about fees of student.

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Coding & Implementation

Technologies Used

7.1. Java Technology

Initially, the language was called “oak” but it was renamed “Java” in 1995. The
primary motivation of this language was the need for a platform-independent (i.e.,
architecture-neutral) language that could be used to create software to be
embedded in various consumer electronic devices.

• Java is a programmer’s language.

• Java is cohesive and consistent.
• Except for those constraints imposed by the Internet environment, Java
gives the programmer, full control.
• Finally, Java is to Internet programming where C was to system
programming.

7.2. Importance of Java to the Internet

Java has had a profound effect on the Internet. This is because; Java expands the
Universe of objects that can move about freely in Cyberspace. In a network, two
categories of objects are transmitted between the Server and the Personal
computer. They are Passive information and Dynamic active programs. The
Dynamic, Self-executing programs cause serious problems in the areas of
Security and probability. But, Java addresses those concerns and by doing so, has
opened the door to an exciting new form of a program called the Applet.

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7.3. Features of Java Security

Every time you download a “normal” program, you are risking a viral infection.
Before Java, most users did not download executable programs frequently, and
those who did scan them for viruses before execution. Most users are still worried
about the possibility of infecting their systems with a virus. Besides, another type
of malicious program exists that must be guarded against. This type of program
can gather private information, such as credit card numbers, bank account
balances, and passwords. Java answers both these concerns by providing a
“firewall” between a network application and your computer.

7.4. Portability

For programs to be dynamically downloaded to all the various types of platforms

connected to the Internet, some means of generating portable executable code is
needed. As you will see, the same mechanism that helps ensure security also helps
create portability. Indeed, Java’s solution to these two problems is both elegant
and efficient.

7.5. The Byte code

The key that allows Java to solve the security and portability problems is that the
output of the Java compiler is Byte code. Byte code is a highly optimized set of
instructions designed to be executed by the Java run-time system, which is called
the Java Virtual Machine (JVM). That is, in its standard form, the JVM is an
interpreter for byte code.

Translating a Java program into byte code helps makes it much easier to run a
program in a wide variety of environments. The reason is, once the run-time
package exists for a given system, any Java program can run on it.

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Although Java was designed for interpretation, there is technically nothing about
Java that prevents on-the-fly compilation of byte code into native code. Sun has
just completed its Just In Time (JIT) compiler for byte code. When the JIT
compiler is a part of JVM, it compiles byte code into executable code in real-
time, on a piece-by-piece, demand basis. It is not possible to compile an entire
Java program into executable code all at once, because Java performs various run-
time checks that can be done only at run time. The JIT compiles code, as it is
needed, during execution.

7.6. Java Architecture

Java architecture provides a portable, robust, high performing environment for

development. Java provides portability by compiling the byte codes for the Java
Virtual Machine, which is then interpreted on each platform by the run-time
environment. Java is a dynamic system, able to load code when needed from a
machine in the same room or across the planet.
7.7. Compilation of code

When you compile the code, the Java compiler creates machine code (called byte
code) for a hypothetical machine called Java Virtual Machine (JVM). The JVM
is supposed to execute the byte code. The JVM is created for overcoming the
issue of portability. The code is written and compiled for one machine and
interpreted on all machines. This machine is called Java Virtual Machine.

7.8. Java Database Connectivity

What Is JDBC?

JDBC is a Java API for executing SQL statements. (As a point of interest, JDBC
is a trademarked name and is not an acronym; nevertheless, JDBC is often thought
of as standing for Java Database Connectivity. It consists of a set of classes and
interfaces written in the Java programming language. JDBC provides a standard
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API for tool/database developers and makes it possible to write database
applications using a pure Java API.

Using JDBC, it is easy to send SQL statements to virtually any relational

database. One can write a single program using the JDBC API, and the program
will be able to send SQL statements to the appropriate database. The
combinations of Java and JDBC lets a programmer write it once and run it
anywhere.

What Does JDBC Do?

Simply put, JDBC makes it possible to do three things:

➢ Establish a connection with a database
➢ Send SQL statements
➢ Process the results.

7.9. NetBeans

is an integrated development environment (IDE) for Java. NetBeans allows

applications to be developed from a set of modular software
components called modules.

NetBeans runs on Windows, mac OS, Linux and Solaris. In addition to Java
development, it has extensions for other languages
like PHP, C, C++, HTML5, and JavaScript. Applications based on NetBeans,
including the NetBeans IDE, can be extended by third party developers.

NetBeans began in 1996 as Xelfi (word play on Delphi), a Java IDE student
project under the guidance of the Faculty of Mathematics and Physics at Charles
University in Prague. In 1997, Roman Staněk formed a company around the
project and produced commercial versions of the NetBeans IDE until it was
bought by Sun Microsystems in 1999. Sun open-sourced the NetBeans IDE in

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June of the following year. Since then, the NetBeans community has continued
to grow. In 2010, Sun (and thus NetBeans) was acquired by Oracle Corporation.
Under Oracle, NetBeans competed with JDeveloper, a freeware IDE that has
historically been a product of the company. In September 2016, Oracle submitted
a proposal to donate the NetBeans project to the Apache Software Foundation,
stating that it was "opening up the NetBeans governance model to give NetBeans
constituents a greater voice in the project's direction and future success through
the upcoming release of Java 9 and NetBeans 9 and beyond". The move was
endorsed by Java creator James Gosling. The project entered the Apache
Incubator in October 2016.

7.10. XAMPP

XAMPP is one of the widely used cross-platform web servers, which helps
developers to create and test their programs on a local webserver. It was
developed by the Apache Friends, and its native source code can be revised or
modified by the audience. It consists of Apache HTTP Server, Maria DB, and
interpreter for the different programming languages like PHP and Perl. It is
available in 11 languages and supported by different platforms such as the IA-32
package of Windows & x64 package of mac OS and Linux.

7.11. Database (SQL)

Structured Query Language (SQL) is the language used to manipulate relational

databases. SQL is tied very closely with the relational model, In the relational
model, data is stored in structures called relations or tables.

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Snapshots

8.1. College Management System Screenshot

System login frame

Username nabil password 1982

Admin Login

Log in to the system, as the system verifies validity

private void jButton1MouseClicked(java.awt.event.MouseEvent evt)

// ***…we have her two users…***//

String username = text1.getText();

String password = password1.getText();

if ((username.contains("Nabil") && (password.contains("1982"))))

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 {

text1.setText(null);

password1.setText(null);

framestudent Info = new framestudent();

Info.setVisible(true);

else if ((username.contains("Mohamed") && (password.contains("123456"))))

text1.setText(null);

password1.setText(null);

framestudent Info = new framestudent();

Info.setVisible(true);

else {

JOptionPane.showMessageDialog(null,"login deatils","login

error",JOptionPane.ERROR_MESSAGE);

text1.setText(null);

password1.setText(null);

} }

Password hide with *

private void c1ActionPerformed(java.awt.event.ActionEvent evt) {

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 if (c1.isSelected()){

password1.setEchoChar((char)0);

else

password1.setEchoChar('*');

} }

Exit the system

private JFrame frame;

private void exit1MouseClicked(java.awt.event.MouseEvent evt) {

frame = new JFrame ("EXIT");

if (JOptionPane.showConfirmDialog(frame, "confirm if you want exit",

"customer billing system", JOptionPane.YES_NO_OPTION)==
JOptionPane.YES_NO_OPTION){System.exit(0);
}
}

// this it will first ask “confirm if you want exit” before exiting, and the title
of the frame will be “customer billing system”

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In the event that the username or password is wrong, the alert screen will appear

The main interface of the program and it contains entering student data,
inquiring about student data and inquiring about student fees

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 College management system frame

Libraries that should be called to implement orders within the system

package packagestudent;

import java.awt.Dimension;

import java.awt.*;

import java.io.*;

import java.awt.Toolkit;

import java.awt.Font;

import java.awt.Graphics;

import java.awt.Graphics2D;

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import java.awt.print.PageFormat;

import java.awt.print.Paper;

import java.awt.print.Printable;

import java.awt.print.PrinterException;

import java.awt.print.PrinterJob;

import java.awt.FontMetric9;

import java.sql.Connection;

import java.sql.DriverManager;

import java.sql.PreparedStatement;

import java.sql.Statement;

import java.sql.*;

import javax.swing.*;

import javax.swing.filechooser.FileNameExtensionFilter;

import javax.swing.JFrame;

Define variables in a generic class

public class framestudent extends javax.swing.JFrame {

Connection con=null;

Statement st=null;

PreparedStatement pre=null;

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 public framestudent() {

initComponents();

private void clear(){

idtext.setText("");

nametext.setText("");

lastnametext.setText("");

birthtext.setText("");

departmenttext.setText("");

branchtext.setText("");

emailtext.setText("");

phonetext.setText("");

addresstext.setText("");

sem1text.setText("");

sem2text.setText("");

sem3text.setText("");

sem4text.setText("");

artext.setText("");

resstext.setText("");

sumtext.setText("");

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Exit system button

private void jButton1ActionPerformed(java.awt.event.ActionEvent evt) {

System.exit(0);

Delete student data

private void jButton2ActionPerformed(java.awt.event.ActionEvent evt) {

try{

//this command for DB connect Java

//for notice the name –student2—is name of database

Class.forName("com.mysql.jdbc.Driver");

con=DriverManager.getConnection("jdbc:mysql://localhost/student2","root","");

String name = (JOptionPane.showInputDialog(null,"Enter Name"));

con.prepareStatement("delete from student where name='"+ name

+"'").executeUpdate();

JOptionPane.showMessageDialog(null,"deleted");

clear();

con.close();

}catch(Exception e){ System.out.println(e);}

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The student photo preview in the typical size of the picture frame

public ImageIcon resizepic(String picpath){

ImageIcon myImg = new ImageIcon(picpath);

Image img = myImg.getImage().getScaledInstance(imagelabel.getWidth(),

imagelabel.getHeight(), Image.SCALE_SMOOTH);

ImageIcon mypicture = new ImageIcon(img);

return mypicture;

private void jButton4ActionPerformed(java.awt.event.ActionEvent evt) {

JFileChooser filec = new JFileChooser();

filec.setCurrentDirectory(new File(System.getProperty("user.home")));

FileNameExtensionFilter fileFilter = new FileNameExtensionFilter

("*.Image","jpg","png","gif");

filec.addChoosableFileFilter(fileFilter);

int filestate = filec.showSaveDialog(null);

if(filestate == JFileChooser.APPROVE_OPTION){

File selectedFile = filec.getSelectedFile();

String path = selectedFile.getAbsolutePath();

imagelabel.setIcon(resizepic(path));

}else if (filestate == JFileChooser.CANCEL_OPTION){

System.out.println("no image selected");

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 }

store the students' detailed data, as well as the calculations for the remaining

fees on the student and the installments that have been paid

private void addbuttonMouseClicked(java.awt.event.MouseEvent evt) {

int id=Integer.parseInt(idtext.getText());

String name = nametext.getText();

String lastname = lastnametext.getText();

int birth=Integer.parseInt(birthtext.getText());

String department = departmenttext.getText();

String branch = branchtext.getText();

String email = emailtext.getText();

int phone=Integer.parseInt(phonetext.getText());

String address = addresstext.getText();

int semm1tex=Integer.parseInt(sem1text.getText());

int semm2tex=Integer.parseInt(sem2text.getText());

int semm3tex=Integer.parseInt(sem3text.getText());

int semm4tex=Integer.parseInt(sem4text.getText());

int semm5tex=Integer.parseInt(sem4text.getText());

int semm6tex=Integer.parseInt(sem4text.getText());

int summtex = semm1tex + semm2tex + semm3tex + semm4tex;

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 // sumtext.setText(String.valueOf(summtex));

int ar=Integer.parseInt(artext.getText());

int ress = ar - summtex;

//resstext.setText(String.valueOf(ress));

try{

Class.forName("com.mysql.jdbc.Driver");

con=DriverManager.getConnection("jdbc:mysql://localhost/student2","root","")

con.prepareStatement("insert into

student(id,name,lastname,birth,department,branch,email,phone,address,semm1t

ex,semm2tex,semm3tex,semm4tex,ar,summtex,ress)"

+ " values ('"+ id +"','"+ name +"','"+ lastname +"','"+ birth +"','"+

department +"','"+ branch +"','"+ email +"','"+ phone +"','"+ address +"','"+

semm1tex +"','"+ semm2tex +"','"+ semm3tex +"','"+ semm4tex +"','"+

semm5tex +"','"+ semm6tex +"','"+ ar +"','"+ summtex +"','"+ ress

+"')").executeUpdate();

clear();

JOptionPane.showMessageDialog(null,"record saved");

idtext.setFocusable(true);

con.close();

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catch (Exception e){System.out.println(e);}

Return to the main window

private void jLabel18MouseClicked(java.awt.event.MouseEvent evt) {

mainframe logf = new mainframe ();

logf.setVisible(true);

logf.pack();

logf.setLocationRelativeTo(null);

logf.setDefaultCloseOperation(JFrame.EXIT_ON_CLOSE);

this.dispose();

A window for querying student data via the table

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private void jToggleButton2ActionPerformed(java.awt.event.ActionEvent evt)

try{

Class.forName("com.mysql.jdbc.Driver");

con=

DriverManager.getConnection("jdbc:mysql://localhost/student2","root","");

String n=JOptionPane.showInputDialog(null,"Enter student name");

st=con.createStatement();

ResultSet rs= st.executeQuery("select * from student where name='"+ n

+"'");

while(rs.next()) {

String id = rs.getString(1);

String firstname = rs.getString(2);

String lastname = rs.getString(3);

String birthyear = rs.getString(4);

String department = rs.getString(5);

String branch = rs.getString(6);

String email = rs.getString(7);

String phone = rs.getString(8);

String address = rs.getString(9);

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 Object[] content = {id, firstname, lastname, birthyear, department,

branch, email, phone, address};

DefaultTableModel model = (DefaultTableModel) table1.getModel();

model.addRow(content);

con.close();

}catch(Exception e){ System.out.println(e);}

Exit the system

private void Exit1MouseClicked(java.awt.event.MouseEvent evt) {

System.exit(0);

Move to the main menu

private void jLabel19MouseClicked(java.awt.event.MouseEvent evt) {

mainframe logf = new mainframe ();

logf.setVisible(true);

logf.pack();

logf.setLocationRelativeTo(null);

logf.setDefaultCloseOperation(JFrame.EXIT_ON_CLOSE);

this.dispose();

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 A window for querying student fees via the table

private void jToggleButton2MouseClicked(java.awt.event.MouseEvent evt) {

try{

Class.forName("com.mysql.jdbc.Driver");

con=

DriverManager.getConnection("jdbc:mysql://localhost/student2","root","");

String n=JOptionPane.showInputDialog(null,"Enter student name");

st=con.createStatement();

ResultSet rs= st.executeQuery("select * from student where name='"+ n

+"'");

while(rs.next()) {

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 String semester1 = rs.getString(10);

String semester2 = rs.getString(11);

String semester3 = rs.getString(12);

String semester4 = rs.getString(13);

String semester5 = rs.getString(14);

String semester6 = rs.getString(15);

String mountreq = rs.getString(16);

String totally = rs.getString(17);

String resdial = rs.getString(18);

Object[] content = {semester1, semester2, semester3, semester4,

semester5, semester6, mountreq, totally, resdial};

DefaultTableModel model = (DefaultTableModel) table1.getModel();

model.addRow(content);

con.close();

}catch(Exception e){ System.out.println(e);}

Move to the main menu

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private void jLabel19MouseClicked(java.awt.event.MouseEvent evt) {

mainframe logf = new mainframe ();

logf.setVisible(true);

logf.pack();

logf.setLocationRelativeTo(null);

logf.setDefaultCloseOperation(JFrame.EXIT_ON_CLOSE);

this.dispose();

Exit the system

private void jMenu1MouseClicked(java.awt.event.MouseEvent evt) {

System.exit(0);

Move to the main menu

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private void jLabel1MouseClicked(java.awt.event.MouseEvent evt) {

mainframe logf = new mainframe ();

logf.setVisible(true);

logf.pack();

logf.setLocationRelativeTo(null);

logf.setDefaultCloseOperation(JFrame.EXIT_ON_CLOSE);

this.dispose();

private void buttonappendMouseClicked(java.awt.event.MouseEvent evt) {

textarea1.append("*********************wellcome**************\n");

//this for button of print is connect to text area

private void buttonprintMouseClicked(java.awt.event.MouseEvent evt) {

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 try {

textarea1.print();

} catch (java.awt.print.PrinterException e){

System.err.format("no printer found", e.getMessage());

Disable some text boxes // if you want some text boxes not working so user

will not can write or put any thing in this box

private void formComponentShown(java.awt.event.ComponentEvent evt) {

textarea1.setEnabled(false);

textfield1.setEnabled(false); }

but if you want open box or reset box

private void formComponentShown(java.awt.event.ComponentEvent evt) {

textarea1.setEnabled(null);

textfield1.setEnabled(“0”); }

8.2. Project Summary

The college management system is an application to provide an integrated inquiry

regarding students and mainly for employees who work in the college. This

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application software was calculated successfully and was also tested successfully
by running "test cases". It is easy to use and has the required options, which the
user can use to perform the required operations.

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 Thank You!

Name: Nabil Abdallh A. Almotawkel

Branch: MCA

ID No: 2018MCA034
Roll No: 1933939

Semester: 6

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