Submitted to

Guru Nanak Dev University, Amritsar

for the partial fulfillment for the Award of the Degree of
MASTER IN INFORMATION TECHNOLOGY
{MSC IT 4TH Sem}

Project Guide: Submitted by:

Miss. Samita JYOTI BALA(R No- 20861600283)

DALWINDER KAUR(R No- 2086160028 )

DEPARTMENT OF COMPUTER SCIENCE

SWAMI SWATANTRANAND MEMORIAL COLLEGE
 Acknowledgement

Words are seldom found insufficient to express one’s

own heartful sentiments. Yet, We take this opportunity to express our
deep sense of gratitude and profound regards to everybody who helps us
throughout this project. No task is a single man’s work. Cooperation &
co-ordination of various people at various places go into successful
implementation. The valuable suggestion from those who guided us with
enthusiasm & interest, helped us looking for a positive perspective.

Our sincere thanks goes to our respected

Department Head Miss Monica for her such a good attitude. I would also
sincerely acknowledge Miss. Samita for all the teaching & guidance to
lead these novice figures to professional quality. This acknowledgement
would be incomplete without regarding impartial gratitude to all our friends
without the moral support of which we were not even able to complete this
task.

JYOTI BALA (Roll No- 20861600283)

DALWINDER KAUR (Roll No- 2086160028 )

 TO WHOM SO EVER IT MAY CONCERN

This is to certify that Jyoti Bala & Dalwinder Kaur student of

MSc IT (4th Sem) from SSM college,DINANAGAR has submitted the project
report entitled “College Management System ”. No part of this work has been
submitted for any other degree of any other university. The date sources have
been duly acknowledged. It may be considered for evolution for evolution partial
fulfillment of degree of MSc IT.

I wish his success in all future endeavors.

Date: -

Project Guide Miss. SAMITA

Lecturer Computer Department

 ABSTRACT
This document is meant for describing all the features and procedures that were
followed while developing the system.

This document specially mentions the details of the project how it was developed, the
primary requirement, as well as various features and functionalities of the project and the
procedures followed in achieving these objectives.

College Management forms the lifeline of the business institute to manage the
Employee and its salary ,Student and its Fee etc. It is very essential for an Institute to handle
the Salary, Fee and other expenses and their scale. It is very useful for an Institute to test its
employee, Student and other Staff continuously for their mutual development.

The IT initiatives have encouraged various Organizations to develop systems to

facilitate their day to day operations. The Attendance System will include various parts (Salary,
Employee Fee, admission, Staff, attendance etc) for conducting salary Sheet. This system
helps in conducting Attendance, and payroll quickly and can thus help in saving time and the
operations will be carried out efficiently.

With the effective use, any Institute can apply the “College Management System” for
conducting quick attendance ,Payroll Management and Fee collection and getting better results
in less time.
 Table of Contents

SR.NO Topic

1 Introduction to Organization

2 Introduction to System

3 System Requirement Specification

4 Project Profile

5 System Overview

6 Objective

7 Scope

8 System Analysis

9 Requirement of New System

10 Feasibility Study

11 Features of New System

System design- Data Flow Diagram, System Flow Diagram, E-R Diagram,
12
Database Design, Coding, Screen Layouts

13 Conclusion

14 Summary

15 Bibliography
COLLEGE PROFILE

“Swami Swatantranand Memorial College ,Dinanagar ” is organization.

Address : - GT Road , Dinanagar ,Punjab
Mrs. R.K Tulli is Principal of “S.S.M COLLEGE ”
It was started in 1990.
50 employees are work in this Organization.
This college provide studies in all different Streams named IT, MANAGEMENT AND
ACADEMIC.
 INTRODUCTION

Necessity is the mother of invention, but it is not necessary that every invention is perfect. So
to make invention better and better, we need some amendments, and amendments should be
according to latest technology and most importantly they should we very easy to use.

Have you ever thought how difficult it is to maintain records? It’s not that easy as it
seems. It’s a collection of huge data base which should be maintained properly. This is a
common problem faced by universities, colleges, and other private institutes as few years
back all work was manually done which was a hectic work for record maintainer. So, to
solve this problem almost all universities and college wished to have software which could
be capable of maintaining records very easily and with less manual work. Some of the
universities and colleges have spent too much in developing or purchasing such software.

There is another case of those institutes who have such software, but these
software are not either functioning well, or fulfilling their requirements.
This system provides the detail structure of the college campus and its departments.
College Management System synchronizes the working of all the departments. It
looks on all aspects of a college, its students, faculties, Departments, marks and other
co – curricular activities.

CMS is the easiest way to manage all functionalities of a college. It is a value-added

service offered by NEURAL, which facilitates colleges to maintain the functionality
related to college employees and their students.

College Management Software is a simple yet powerful one joint integrated

platform that connects all the various departments of an institution like
Administration, Attendance, Staff details and many more specialized modules.
 Project Profiles

1. Project Developer :

➢ Name: JYOTI BALA (Roll no.20861600280)

& DALWINDER KAUR (Roll no. 2086160028 )

2. Hardware / Software Environment:

➢ Hardware:

• PENTIUM 4 or later.
• 80 GB HARD DISK DRIVE (FREE SPACE MEMORY).
• 512 MB RAM or more.

➢ Software:

• Operating System: Microsoft Windows 7.

➢ Development Tools:

• Front End: Visual Basic 6.0

• Back End: MS Access .

➢ Documentation & Presentation Tools:

• Microsoft Word 2007.

• Microsoft PowerPoint 2007.
 System Overview
➢ Introduction:-

College Management System is software developed for daily student

attendance, Admission details, Fee Details, Employee information in colleges and
institutes. If facilitates to access the all the information of a particular Employee, student
and teacher in a particular College . The information is sorted by the operators, which
will be provided by the employee, student and Teacher for a particular working day.
This system wills also help in evaluating attendance eligibility criteria of System.

➢ Employee and Student Profile :-

Employee Personal information: Name, Date of Birth, Age, Marital Status,
address (permanent and present) and contact person details, Email, Contact no., Blood
group, Nationality, Category, employee profile, Date of joining, Service up to,
employee current position and job profile, family background details, employee local
address and references details, Passport No., PF No, ESI No, Bank A/c No.,
Qualification details and previous work experiences.
Student Personal information: Name, Date of Birth, Age, Marital Status, address
(permanent and present) and contact person details, Email, Contact no., Blood group,
Nationality, Category,

➢ Time Management :-
The benefits of using a time and College management solution at your colleges
can not be underestimated. With thousands and thousands of employees, students,
teachers working in many institutions around the world, the need of an efficient
organizational system or programs are getting more and more vital. Therefore, there are
many colleges implementing College management solutions in order to improve
productivity.

college Management System covers the requirements of the Teacher

Department in terms of Manpower Analysis, day-to-day monitoring of the Attendance,
Maintaining Fee Registers, Monitoring of Students Records, Calculation of Total
Income and transfer of relevant information to the Payroll System. It also works well as
a member database. You can create customized reports, event schedules, membership
rosters, and information forms. The program is easy to use, and it's well suited for any
organization that needs to keep track of big college database.
 Objective

➢ Create a Window application to be used in place of old paper based user Employee Salary
manage process.
➢ Use window and Microsoft Server technology to create strong and secured database
connectivity.
➢ Incorporate the server software within the code.
➢ Runtime package and deployment instructions are given.

In simple term we can say that Main aim in developing College Management System
is to provide an easy way not only to automate all functionalities of a college, but also to
provide full functional reports to top management of college with the finest of details about any
aspect of college.

College Management System is software has the perspective of attaining attraction of those
colleges which don’t have one good performing software for keeping their information secure
and make their management easier. College Management System provides one attractive environment
where you can manipulate data and information about students and staff easily. So we can say the
Core purpose of designing “College Management System” is to manage the task related to
the college students/employees and to reduce time to searching of appropriate candidates in
college view.
 Scope
The scope of the project is the system on which the software is installed, i.e. the project
is developed as a desktop application, and it will work for a particular institute or organization.
But later on the project can be modified to operate it online.

The intention of developing College Management System is to computerized the

tradition way of taking whole information about student, Teachers and Employee. Another
purpose for developing this software is to generate the desired reports automatically at the end
of the session or in the between of the session as they require. This project is basically a
desktop application which means self contained software runs on the system on which it has
been installed under the user control and it will work for a particular institute or college only.
 User Characteristics

This system will be used in one User Modules which are Administrator. As all of these
have different requirements the modules are designed to meet their needs and avoid any type of
confusion. The Uses of all three User Modules have been described below.

[1] System User can do the following functions in the System.

➢ Add , Edit & Delete Attendance Detail

➢ Add , Edit & Delete Employee Detail

➢ Add , Edit & Delete Salary Detail

➢ Add , Edit & Delete Holiday Detail

➢ Add , Edit & Delete Student Detail

➢ Add , Edit & Delete Fee Detail

➢ Add , Edit & Delete Admission Detail

➢ View Results
➢ Generate Reports
 System Requirement

Hardware:

➢ Pentium IV.
➢ 80 GB Hard Disk Space.
➢ 512 MB RAM.

Software:
➢ Operating System: Windows XP or later.
➢ Front End: VB 6.0 .
➢ Back End: MS ACCESS.
 System Analysis
Study & Weaknesses of Current System

STUDY & WEAKNESSES OF CURRENT SYSTEM.

Current System
In the present system all work is done on paper. The whole session data is stored in
register and at the end of the session the reports are generated. We are not interested in
generating report in the middle of the session or as per the requirement because it takes more
time in calculation. So, We are not able to get employees, students and teachers regularity
report and take necessary action on employees, students and Teachers whenever we want
because of having very time consuming process.

Weaknesses in Current System

1. Not User Friendly:

The existing system is not user friendly because the retrieval of data is very
slow and data is not maintained efficiently.

2. Difficulty in report generating:

We require more calculations to generate the report so it is generated at the end

of the session. And the employee, students and Teachers not gets a single chance to
improve their database.
3. Manual control:
All calculations to generate report are done manually so there is greater chance
of errors.
4. Lots of paperwork:
Existing system requires lot of paper work. Loss of even a single register/record
led to difficult situation because all the papers are needed to generate the reports.

5. Time consuming:
Every work is done manually so we cannot Generate report in the middle of the
session or as per the requirement because it is very time consuming.
 Requirements of New System

Requirements of New System:

User Requirements.

The User requirements for the new system are to make the system fast, flexible, less
prone to errors and reduce expenses and save time.

➢ Time can be saved in scheduling the salary if it were available to make question
banks to store questions for different Employee in advance and can be used as per
required.

➢ A system that can automate the checking of answers which are pre-stored so that
results can be generated as soon as the Employee/student gives the reason.

➢ A facility that can generate result charts as per required without manual interference
for providing how a task is to be done instead only asking what is to be done.

➢ The system should have Employee/Student & its records on hand which can be used
as per required only by authorized personnel.

➢ The New system should be more secure in managing Employee records and reliable
enough to be used in any condition.

➢ Finally, it should prove cost effective as compared to the current system.

 Feasibility Study

Feasibility Study:

A key part of the preliminary investigation that reviews anticipated costs and
benefits and recommends a course of action based on operational, technical, economic,
and time factors. The purpose of the study is to determine if the systems request should
proceed further.

➢ Economically Feasibility:

The system being developed is economic with respect to Business or point of

view. It is cost effective in the sense that has eliminated the College Office work
completely. The system is also time effective because the calculations are automated
which are made at the end of the month or as per the employee/Student requirement.
The result obtained contains minimum errors and are highly accurate as the data is
required.

➢ Technical feasibility:

The technical requirement for the system is economic and it does not use any
other additional Hardware and software.

➢ Behavioral Feasibility:

The system working is quite easy to use and learn due to its simple but attractive
interface. user requires no special training for operating the system.
 Features of the New System

Features of the New System.

The new system has been designed as per the user requirements so as to fulfill
almost all them.

1. User Friendly: -

The proposed system is user friendly because the retrieval and storing of
data is fast and data is maintained efficiently. Moreover the graphical user
interface is provided in the proposed system, which provides user to deal with
the system very easily.

2. Reports are easily generated:-

Reports can be easily generated in the proposed system so user can generate
the report as per the requirement (monthly) or in the middle of the session. User
can give the notice to the employees ,students and Teachers to be regular.

3. Very less paper work:

The proposed system requires very less paper work. All the data is feted into
the computer immediately and reports can be generated through computers.
Moreover work becomes very easy because there is no need to keep data on
papers.

4. Computer operator control:

Computer operator control will be there so no chance of errors.

Moreover storing and retrieving of information is easy. So work can be done
speedily and in time.
 System Design

CONTEXT DIAGRAM:

The context diagram is a top-level view of an information system that shows the
boundaries and scope. It describes the main objective of the system and the entities involved.
 Level 0:

Invalid

Enter user name and Valid

Admin/User Login Office
Password Automation

Request Response

Data Base
 ➢ DATA FLOW DIAGRAM (Level 1)

Login Info Check Login

Login Login
Clark
Process
Response Login Info

Employee Entry
Employee
Employee
Entry
Employee info

Working days
Entry
Working Working
Days Days
Days Info

Attendance Entry
Attendance
Attendance
Entry
Attendance Info

Salary Entry
Salary
Salary
Calculation
Salary Info
Paysilp

Employee Salary Report

Attendance Report
Report
Working Days Report
Employee Report
Clark
Report
System Flow Chart

Start

Login

Check id
&
NO
Password
YES

Check login
Type

Admin

A
E-R Diagram
 DATABASE DESIGN

Table Name: clerk

Description: Clerk table Keep the Information about clerk .

Table Name: Exam

Description: Exam table Keep the Information about exams of students.
Table Name : Fee

Description: - Fee Table Keep the information about fee of student.

Table Name: Peon

Description: Peon Table Keep The Information About Peon of college.

 Coding

MDI FORM

Private Sub admission_Click()

Form2.Show

End Sub

Private Sub b_Click()

Form17.Show

End Sub

Private Sub c_Click()

Shell "l:\windows\system32\calc.exe"

End Sub

Private Sub clarkdetail_Click()

Form7.Show

End Sub

Private Sub clarkleave_Click()

Form10.Show

End Sub

Private Sub clarknew_Click()

Form9.Show

End Sub

Private Sub closeproject_Click()

End

End Sub

Private Sub fr_Click()

Form19.Show
End Sub

Private Sub Fs_Click()

DataReport3.Show

End Sub

Private Sub new_Click()

Form3.Show

End Sub

Private Sub peondetail_Click()

Form15.Show

End Sub

Private Sub peonleave_Click()

Form16.Show

End Sub

Private Sub peonnew_Click()

Form14.Show

End Sub

Private Sub project_Click()

Form12.Show

End Sub

Private Sub r_Click()

Form13.Show

End Sub

Private Sub repostudent_Click()

DataReport1.Show

End Sub

Private Sub studdetail_Click()

Form5.Show

End Sub

Private Sub teacleave_Click()

Form8.Show

End Sub
 FORM 1-Login

Private Sub Command1_Click()

If Text1.Text = "sukh" And Text2.Text = "MANN" Then

MDIForm1.Show

Unload Me

Else

MsgBox "Enter Correct User Name And Passward "

Text1.SetFocus

End If

End Sub

Private Sub Command2_Click()

End

End Sub

Private Sub Timer1_Timer()

Static A As Integer

If A <= 15 Then

Label3.ForeColor = QBColor(A)

A=A+1

Else

A=0

End If

End Sub
 FORM 2

Private Sub Command1_Click()

If Adodc1.Recordset.BOF Then

Adodc1.Recordset.MoveFirst

Else

Adodc1.Recordset.MovePrevious

End If

End Sub

Private Sub Command2_Click()

Unload Me

MDIForm1.Show

End Sub

Private Sub Command3_Click()

If Adodc1.Recordset.EOF Then

Adodc1.Recordset.MoveLast

Else

Adodc1.Recordset.MoveNext

End If

End Sub

Private Sub Command4_Click()

Adodc1.Recordset.AddNew

Text1.SetFocus

End Sub

Private Sub Command5_Click()

Dim A As Integer

A = MsgBox("DO YOU WANT TO SAVE ??", vbYesNo, "COLLEGE MANAGEMENT SYSTEM")

If A = vbYes Then

Adodc1.Recordset.Update

End If

End Sub
 FORM 3
Private Sub Command1_Click()

If Adodc1.Recordset.BOF Then

Adodc1.Recordset.MoveFirst

Else

Adodc1.Recordset.MovePrevious

End If

End Sub

Private Sub Command2_Click()

If Adodc1.Recordset.EOF Then

Adodc1.Recordset.MoveLast

Else

Adodc1.Recordset.MoveNext

End If

End Sub

Private Sub Command3_Click()

Unload Me

MDIForm1.Show

End Sub

Private Sub Command4_Click()

Dim A As Integer

A = MsgBox("DO YOU WANT TO SAVE ??", vbYesNo, "COLLEGE MANAGEMENT SYSTEM")

If A = vbYes Then

Adodc1.Recordset.Update

Else

Text1.Text = ""

Text2.Text = ""

Text3.Text = ""

Text4.Text = ""

Text5.Text = ""

Text6.Text = ""
Text7.Text = ""

Text8.Text = ""

Text9.Text = ""

Text10.Text = ""

Text12.Text = ""

Text1.SetFocus

End If

End Sub

Private Sub Command6_Click()

Adodc1.Recordset.AddNew

Text3.SetFocus

End Sub

FORM - 4

Private Sub Command1_Click()

Dim A As Integer

A = MsgBox("DO YOU WANT TO DELETE ??", vbYesNo, "COLLEGE MANAGEMENT SYSTEM")

If A = vbYes Then

Adodc1.Recordset.Delete

End If

End Sub

Private Sub Command2_Click()

If Adodc1.Recordset.BOF Then

Adodc1.Recordset.MoveFirst

Else

Adodc1.Recordset.MovePrevious

End If

End Sub

Private Sub Command3_Click()

Unload Me

MDIForm1.Show

End Sub

Private Sub Command4_Click()

If Adodc1.Recordset.EOF Then

Adodc1.Recordset.MoveLast

Else

Adodc1.Recordset.MoveNext

End If

End Sub

FORM-5
Private Sub Command1_Click()

Unload Me

MDIForm1.Show

End Sub

Private Sub Form_Load()

Text1.Text = Now

End Sub

FORM-8

Private Sub Command1_Click()

Dim A As Integer

A = MsgBox("DO YOU WANT TO DELETE ??", vbYesNo, "COLLEGE MANAGEMENT SYSTEM")

If A = vbYes Then

Adodc1.Recordset.Delete

End If

End Sub

Private Sub Command2_Click()

If Adodc1.Recordset.BOF Then

Adodc1.Recordset.MoveFirst
Else

Adodc1.Recordset.MovePrevious

End If

End Sub

Private Sub Command3_Click()

Unload Me

MDIForm1.Show

End Sub

Private Sub Command4_Click()

If Adodc1.Recordset.EOF Then

Adodc1.Recordset.MoveLast

Else

Adodc1.Recordset.MoveNext

End If

End Sub
 FORM-9
Private Sub Command1_Click()

If Adodc1.Recordset.BOF Then

Adodc1.Recordset.MoveFirst

Else

Adodc1.Recordset.MovePrevious

End If

End Sub

Private Sub Command2_Click()

If Adodc1.Recordset.EOF Then

Adodc1.Recordset.MoveLast

Else

Adodc1.Recordset.MoveNext

End If

End Sub

Private Sub Command3_Click()

Unload Me

MDIForm1.Show

End Sub

Private Sub Command4_Click()

Dim A As Integer

A = MsgBox("DO YOU WANT TO DELETE ??", vbYesNo, "COLLEGE MANAGEMENT SYSTEM")

If A = vbYes Then

Adodc1.Recordset.Update

End If

End Sub
 FORM-10
Private Sub Command1_Click()

If Adodc1.Recordset.BOF Then

Adodc1.Recordset.MoveFirst

Else

Adodc1.Recordset.MovePrevious

End If

End Sub

Private Sub Command2_Click()

If Adodc1.Recordset.EOF Then

Adodc1.Recordset.MoveLast

Else

Adodc1.Recordset.MoveNext

End If

End Sub

Private Sub Command3_Click()

Unload Me

MDIForm1.Show

End Sub

Private Sub Command6_Click()

Dim A As Integer

A = MsgBox("DO YOU WANT TO DELETE ??", vbYesNo, "COLLEGE MANAGEMENT SYSTEM")

If A = vbYes Then

Adodc1.Recordset.Delete

End If

end Sub
Screen Layout

LOGIN FORM
MDI FORM
ADMISSION FORM
STUDENT DETAILS
LEAVE FORM
PROFESSOR ENTRY FORM
CLERK ENTRY FORM
PEON ENTRY FORM
EXAMINATION FORM
FEE RECORD FORM
CANTEEN BILL FORM
REPORTS
 Conclusion

The main aim of this system was to put what we learnt in our software engineering
class into practice. The College management system designated to our team allowed us to
fully exercise the techniques of XP.

We were able to attain our set objectives, and this helped us again confidence in
writing our own code and our own applications. In addition, the use of serialization was an
experimentation to cut down the time taken in designing.

The front-ends and back-ends of applications separately. With our OOP approach
and serialization, we only concentrated on designing the objects/classes, and then just
serialized them on disk. So we did not spend any time on designing how to store data.

We also worked as a team, and gained some experience on how professional

programmers work in the industry.

There is always room for improvement, and the software we created can also be
improved. This is especially because we had to create it within a limited time. With more
time, the software can be improved to include security and different types of users. This
would be the first step in marking the software network-enabled, and eventually web-
enabled.

This was our original after-thought to programming the software, and we had
chosen VB 6.0 . In addition, the software can also be improved in terms of the calculations
it addition, the software can also be improved in terms of the calculations it can do, and
more flexibility in the rates used in calculations per employee/student.
 Bibliography

Reference:

Appendix – A List of Useful Websites

➢ http://www.microsoft.com
➢ http://projectabstracts.com
➢ http://www.wikipedia.org

To bring the system of the verge of completion, the following books are being
referred: -

 SYSTEM ANALYSIS AND DESIGN BY AWADH

 PL/SQL by IVAN BAYROSS BLACK BOOK (visual Basic)

 VISUAL BASIC 6.0 by IVAN BAYROSS

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