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INITIAL SURVEY ABOUT PROJECT

The idea of developing the project of “institute management system” come across
in our mind when I go to “ATEC” institute where we will see that all the work is done
manually and all the data is stored by using files and register. The record of every student,
courses, teachers are handled manually and there is no use of any computer. If we want to
see any student information than all the records will be fetched one by one. This is very
tedious and time consuming process. The whole institute is depending upon one man.
Searching and report generation was also not possible in this system.
Present mode of working is based on manual system in which the all the
information is first received and than entered in the register. When any
student will come into institute all the information is stored into the
registers. If we want to update or delete the information than it will very
tedious and time consuming. Same case happens to teachers. When any
student will pay the funds or fees than it will also stored manually. One
thing I will also noted that how he managed the library. He managed the
library by writing the name of students or books into the registers and if
he will want to reissue the book than first of all full record of student will
be fetched. In this institute system, data records are kept under file
maintenance system, due to this system the placement of the data is not
at one particular place. This results in more confusion and more
consumption of time for the proper maintenance of records. This system
does not support any type of data integrity.

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INTRODUCTION OF PROJECT

The idea of developing “Institute Management System” project is come in our mind when
we go to the Institute of computer education where we see that the data is handled manually
in the form of files.

This is an attempt to create a project “Institute Management System”


through which will show all the working of Institute will be automated.

This project can make the tedious & mistake-prone job easier and faster.
It can be used both in top-level and bottom-level management for daily
operation.

All the facilities for retrieving like student information, teacher’s


information, library management, courses and fees management will be
added, deleted, updated and saved in the project i.e. when a new student
will come for admission all the information regarding the student will be
filled in which course he will submitted ,submitted the fees, attendance
chart ,teacher’s or non teaching staff information ,manages the library
etc. we can easily see and maintain that how many students are in the
institute ,how many courses etc.

The application will be scalable and easily maintained. It could be easily


changeable to the changing needs of users.

DRAWBACKS OF EXISTING SYSTEM STUDY

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Existing System study reveals that all the booking was done manually on
registers, which was very tedious and error prone job. Searching and
report generation was also not possible in the existing system. Also the
work of Institute was manually maintained. There was register or file
system in the Institute.

Present mode of working is based on manual system in which the all the
information is first received and than entered in the register. It is very
difficult job and time consuming also. Moreover, the existing system is
also dependent on employees, if the employees are absent; it leads to
problem and affects the business performance.

Due to large volume of data, a lot of complexities are involved in


maintaining, updating and retrieving selected information. Since old
system is totally maintained manually, some of the complexities involved
in existing system are as follows:-

1. Redundancy of data: - Due to improper maintenance of data,


inconsistency is there which leads to problem like duplication of data.

2. Difficulty in updating the data:-Problem of updating data in the


existing system since everything is stored in registers and files. It is very
difficult and time consuming to update data.

3. Non-centralized data:-In the existing system, data records are kept


under file maintenance system, due to this system the placement of the
data is not at one particular place. This results in more confusion and
more consumption of time for the proper maintenance of records.

4. Delay in retrieving information: -Retrieving information is quite


time-consuming process because of large volume of data, if it is required

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to locate a particular record a large number of registers have to be
scanned.

5. Problem for keeping the data: -As the data is voluminous, more
space is required to store it. Also everything is stored on papers. This type
of storage is more prone to damage with time and due to other accidental
factors.

6. No integration or relation between the data: - Present system


does not support any type of data integrity.

7. Not proper retrieval of information: - It is very difficult to get data


information in the existing system if any information is required for any
specific purpose.

PROPOSED SYSTEM STUDY

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The new system will automate the whole working of institute. In this
project we will retrieve the information of student or update the
information easily by the use of computer. If any new student come into
the institute for admission all the information regarding the student and in
which course he / she wants to take admission or what the roll no given to
the student all the information is stored into the database .we can easily
retrieved , changed , updated or saved the information whenever we
want. Information regarding the teachers or non teaching staff are also in
this project .Here we will manage the library also that is how many books
are in the library and information of all the issued books from the library.
Fine of the student is also calculated by the use of computer from the
attendance chart. Managing the funds of students by monthly basis
or semester basis.

Proposed System is built with technique i.e. VB 6.0 with ORACLE 8i .


Proposed system is very fast, easily and efficient system.

The proposed system is also less dependent on employees. It works


without any help of employees. The whole software is automatic. The
entire software is full of photographs of all topics categorized under
different groups.

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OBJECTIVE OF NEW SYSTEM

The objective is to design a system that can integrate all the above
features in a single system, so that it can be easy to use .The new system
should have all the records and files of the old system in a
comprehensively linked manner so that whenever we want to retrieve
some information, it can be done in an efficient manner.

The system should be a one-step shop solution where all the different jobs
regarding the various operations and functions in the centers can be done
on a single window with least hassle. That is, the new system should be
able to do work in the least amount of time and with much more efficiency
and effectiveness than the existing system.

The designing aspects of new system should be aimed towards basing all
the data fields and data records in a single database, from where any
operation on the data or data retrieval can be done easily. It should be
designed in such a way that only the required information is displayed
when asked for. Not like the manual system where one has to search in
hard copy files to look for a particular record.

It should remove, if not all majority of the problems that exists in the old
system. Also it should be compatible, easy to understand and easy to
modify.

The aim would be to remove as many problems as possible from the


existing system and design the new system in such a manner that it looks
a very comprehensive approach to the stated objectives. The organization
structure of the old system should be clearly understood so that the
objectives it aims to achieve can be designed.

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There should be complete interaction between the various sub-systems of
the main system so that there can be efficient functioning of the system.
Every component of the system should be able to interact with other
components through a common interface. There should be such an
interaction interface, that if one component wants the output from other
sub-system then it can do so freely and without hindrance.

Also all sub-systems should be interdependent on each other and also


independent, it means that whenever some sub-system wants some
information from other sub-system, it can do so without any problem, also
when a system functions independently then it does not have to wait for
data to be processed. All the sub-systems should be performing the
designed operations on the given data in a comprehensive manner so that
all of them are aimed towards achieving a common goal.

The main objectives of the new system are mentioned below:-

1. Fast and Efficient: - As compared to existing system, in new system


the user can get the information fast, easily and efficiently from the
software.

2. Reliable and accurate: -As in new system, the information is stored


and processed in computers so that data will be more reliable and
accurate.

3. Centralized Data:-In the existing system, data records are kept under
file maintenance system due to this system the placement of the data is
not at one particular place. But in new system, each and every record is
maintained on computer, which leads to the centralization of data.

4. Non Redundant Information: - As in proposed system data is


maintained on the computers so inconsistency does not occur which will
never lead to problem like duplication of data.

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5. Easy to Access: -As compared to existing system, in new system the
users can easily and efficiently accesses the information from the
computer.

6. No Documentation: -As everything is stored on the computer, so


there is no need of documentation or maintaining the files.

SOFTWARE REQUIREMENTS

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The software requirements for this project are:
Operating System Windows XP or more
Front end Visual Basic 6.0
Back end Oracle 8i