Advertising Agency Management System

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Table Contents

1. Title of the project.

3

2. Introduction and objectives of the Project.

4

3. Advantage.

6

4. Project Category

8

5. Tools/Platform, Hardware and Software requirement
specifications.

9

6. ER-Diagram

11

7. Data Flow Diagrams

12

8. Data Modeling

18

9. Description of modules

21

10. Report Generation

23

11. Process Logic For Each Module

24

12. Security And Validation Checks

25

13. Scope of future application.

25

14. Conclusion

26

15. Bibliography

26

-1-

1. TITLE OF THE PROJECT

-2-

2. INTRODUCTION & OBJECTIVES OF THE
PROJECT
This is a Project work undertaken in context of partial fulfillment of
the

BCA.

Since

advertising

Agency

management

system

is

associated with the lives of common people so I decided to work on
this project. The purpose of this project is to increase sales and raise
brand awareness for your business as part of your marketing
strategy.
I have tried my best to make the complicated process advertising
Agency management system as simple as possible using Structured
& Modular technique & Menu oriented interface. I have tried to
design the software in such a way that user may not have any
difficulty in using this package & further expansion is possible
without much effort. Even though I cannot claim that this work to be
entirely exhaustive, the main purpose of my exercise is to perform
each activity in computerized way rather than manually which is
time consuming.
I am confident that this software package can be readily used by
non-programming personal avoiding human handled chance of error.

-3-

Objectives of the project
I am confident that this software package can be readily used by
non-programming personal avoiding human handled chance of error.
This project is used by two type of users
i.

Administrator.

ii.

Employees

Administrator can maintain daily updates in the requests of the
customers,

Ads

information’s.

Administrator

is

must

be

an

authorized user. He can further change the password. There is the
facility for password recovery, logout etc...

-4-

3. ADVANTAGE
I have designed the given proposed system in the Visual Basic and
SQL Server. The following steps that gives the detailed information
of needs of proposed system.
Performance: During past several decades, the company records
are

supposed to be manually handled for all the

activities. The

manual handling of the record is time consuming and highly prone
to error. For the benefits of the users and to improve the
performance of the companies or dealers the computerized system
is to be undertaken. The computerized project is fully computerized
and user friendly even that any of the members can see the report
and status of the company.
Efficiency: The basic need of the project is efficiency. The project
should be efficient so that whenever a new customer record is
added, or record is modified or deleted, the record is updated
automatically.
Control: The complete control of the project is under the hands of
authorized person who has the password to access this project and
illegal access is not supposed to deal with. All the control is under
the administrator and the other members have the rights to just see
the records not to change any transaction or entry.
Security: Security is the main criteria for the proposed system.
Since illegal access may corrupt the database. So security has to be
given in this project.

-5-

Key Features Are:
 System Connectivity
 No data duplication
 No Paper Work Required
 Time Efficient
 Cost Efficient
 Automatic data validation
 User friendly environment
 Data security and reliability
 Fast data insertion & retrieval
 Easy performance check
 Maintaining records of customers
 Report generation

-6-

4. PROJECT CATEGORY
This Project is coupled with material on how to use the various tool,
sub sets available in SQL SERVER & VISUAL BASIC
The need of today’s software development is competence in a GUI
based front-end tool, which can connect to Relational Database
engines. This gives the programmer the opportunity to develop
client server based commercial applications.
These applications give users the power and ease of a GUI with the
multi user capabilities of Novell, UNIX or WinNT based RDBMS
engines such as Sql Server.
From the array of GUI based front-end tools SQL SERVER Visual Basic
stands out. Many clients are looking for people with Sql Server
Visual Basic coding capabilities today.
All the important coding techniques used by programmers, in OOPS
based coding is brought out in full and in great detail.

-7-

5. TOOLS/PLATFORM USED
HARDWARE:
Processor

:

Pentium 2.4 GHz or above

Memory

:

256 MB RAM or above

Cache Memory

:

128 KB or above

Hard Disk
required]

:

3 GB or above [at least 3 MB free space

Printer

:

Dot Matrix / DeskJet connected to LPT port

SOFTWARE:
Operating System

:

Font-End Tool

:

Back-End

:

Windows 95/98, Win NT, Win 2000.
VISUAL BASIC

Sql Server

BACK END
SQL SERVER
Microsoft SQL Server is an application used to create computer
databases for the Microsoft Windows family of server operating
systems. It provides an environment used to generate databases
that can be accessed from workstations, the web, or other media
such as a personal digital assistant (PDA). Microsoft SQL Server is
probably the most accessible and the most documented enterprise
database environment right now. This also means that you can learn
it a little quicker than most other database environments on the
market.

-8-

ER-DIAGRAM
Definition:
An entity-relationship (ER) diagram is a specialized graphic that
illustrates the interrelationships between entities in a database. ER
diagrams often use symbols to represent three different types of
information. Boxes are commonly used to represent entities.
Diamonds are normally used to represent relationships and ovals
are used to represent attributes
Entity Relationship (ER) diagrams:
This diagramming technique is used to visually present a
database schema or data model and was original proposed by Chen
in the 1970s. There are many different data modeling notations;
some are very similar to UML class diagrams (with the exception of
operations). However, the notation the used here is slightly
different, as proposed by Elmasri, et al.
The database schema for this system is shown in figure. The table
object has been left out of the diagram because the table
management feature set had been dropped from the requirements
before this stage of the design process.
Some important database design decisions are as follows:
_ To store the total price of an order with the order rather than
calculating it on the fly when looking at past orders. This is because
the price of menu items could change at any time, so the total price
at the time of ordering must be stored so that the total price is not
incorrectly calculated in future.
_ Similar to the previous point, the order receipt is stored as a hardcopy and not regenerated when reviewing past orders because
things such as the C & F Agency Name are subject to change.
Receipts stored need to be exactly the same as the customer copy
in case of dispute.

-9-

6. ER-DIAGRAM

- 10 -

7. DATA FLOW DIAGRAM
DFD depict information flow and the transforms that are applied
as data moves from input to output. This enables us to develop
module of the information domain and functional domain of the
same time. As the DFD is refined into greater levels of details,
the analyst performs an implicit functional decomposition of the
system.
The DFD depicts information flow without explicit representation
of procedural logic (e.g. Conditions / loops). It is not a flow chart
with rounded edges

- 11 -

Context Level DFD
ADVERTISING AGENCY MANAGEMENT
SYSTEM

2.
2.
Add
Add
Customer
Customer

Password
Password
Mode
Mode

3.
3.
Book
Book
Advertiseme
Advertiseme
nt
nt

ADVERTISING
AGENCY
MANAGEMENT
SYSTEM

5.
5.
Schedule
Schedule
Advertiseme
Advertiseme
nt
nt

- 12 -

4.
4.
Bill
Bill
Generatio
Generatio
n
n

DFD for Password

Password &
user Name

Admin

1.1
1.1
Validate
Validate
Password &
Password &
username
username

ADMIN

Not
Validated

Validate
d

1.2
1.2
Call Main
Call Main
Screen
Screen

Screen

- 13 -

DFD for Customer Registration

Accept Data

2.1
2.1
Accept
Accept
Customer Data
Customer Data

Custome
r

Receipt

2.2
2.2
ADVERTISIN
ADVERTISIN
GGAGENCY
AGENCY
MANAGEME
MANAGEME
NT
NTSYSTEM
SYSTEM

Customer

Screen /
Print

- 14 -

Update
Customer

DFD for Advertisement Booking

Order for
Advertisement

3.1
3.1
Accept the
Accept the
Advertisement
Advertisement

Custome
r

Bill

3.2
3.2
ADVERTISING
ADVERTISING
AGENCY
AGENCY
MANAGEMENT
MANAGEMENT
SYSTEM
SYSTEM

3.3
3.3
Accounts
Accounts

Update
Advertisement
Schedule

Advertisement

Screen /
Print

Payment Details

- 15 -

DFD for Advertisement Scheduling

Books
4.1
4.1
Accept
Accept
Advertisement
Advertisement
Custome
r

Schedule

4.3
4.3
ADVERTISING
ADVERTISING
AGENCY
AGENCY
MANAGEMENT
MANAGEMENT
SYSTEM
Scheduling
SYSTEM

4.2
4.2
ADMIN
ADMIN

Schedule
Advertisement

Update
Schedules

Advt.

Screen /
Print

- 16 -

8. DATA MODELING

Login Table: To store login details of the general users of the
project.
Field Name
Username
Password
Email
Security Question
Answer

Type
Char(30)
Char (30)
Char (30)
Char (30)
Char (100)

Constraint
Not Null
Not Null
Not Null
Not Null
Not Null

Admin : To store Admin Login details .
Field Name
Username
Password

Type
Char(30)
Char(30)

Constraint
Not Null
Not Null

Advertisement Details Table: To store the details the types of
advertisement offered by the Agency.
Field Name
Ad_Id
Category
Type_of_Ad
Designed_by
Date_of_design
Save_add

Type
Char(30)
Char (50)
Char (50)
Char (50)
Date
Char(20)

Constraint
Primary Key
Not Null
Not Null
Not Null
Not Null
Not Null

Ad Scheduling : To store the schedules of the ads according to the
payment.
Field Name
Ad_Id
Type_of_Ad
Date_of_ad_presentati
on
Duration
Payment status
Details

Type
Char(30)
Char(50)
Date

Constraint
Not Null
Not Null
Not Null

Date
Date
Date

Not Null
Not Null
Not Null

- 17 -

Customer Details: To store customers details
Field Name
Cust_id
Name
Company
Address
City
State
Phone
Email

Type
Char (30)
Char (50)
Char (50)
Char(50)
Char(50)
Char(50)
Number
Char(50)

Constraint
Primary Key
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null

Payment details : Entity to store payment details
Field Name
Payment_id
Cust_id
Name
Company
City
Phone
Add_type
Category
Date_of_add
Duration
Amount
Payment_mode
Date_of_payment

Type
Char(30)
Char (30)
Char (50)
Char (50)
Char(50)
Number(10)
Char (30)
Char (30)
Date
Char(50)
Number(6)
Char(50)
Date

Constraint
Primary Key
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null

Ad_booking :To store online Ad Booking details.
Field Name
Date
Name
Address
Phone
Email
Type_of_ad
Category
Duration
Add_details

Type
Date
Char (30)
Char (30)
Number
Char (30)
Char (30)
Char(50)
Char(50)
Char(50)

Constraint
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null
Not Null

- 18 -

Services : Give the details of the services offered by the agency.
Field Name
S.no.
Type of service

Type
Number
Char (50)

Constraint
Auto number
Not Null

Portfolio: Give the details of the portfolio or promotions done by
the advertising agency.
Field Name
Add_name
Artists
Image

Type
Char (50)
Char (100)
Char (50)

Constraint
Not Null
Not Null
Not Null

Type
Char(50)
Char (50)
Char (100)

Constraint
Not Null
Not Null
Not Null

Links
Field Name
Company Name
Address
Description

- 19 -

9. DESCRIPTION OF MODULES
Modules – This project consists of different interfaces which will be
accessed through a MDI (Multiple Document Interface) window.
Different modules that makeup this system is briefly described
below:
Different modules that makeup these systems are briefly described
below:
Module 1: Password Module
In this module, User enters a password and the software checks its
validity. If the password is valid then option is given to change the
password, otherwise “Invalid User/Password” message is displayed.
Module 2: Creating new Entity (Users, Administrators etc.)
In this module, whenever a new entity is required to be added the
corresponding forms are opened and the database is manipulated
for entering the data & then accepting ads and the data is entered
with the various validation checks.,
Module 3: Modifying/Updating Existing Entities
In this module, whenever an existing entity is required to be
modified the corresponding forms are opened and the database is
manipulated and the data is fetched. Now the user can made the
required changes and then accordingly, he updates the data. Again,
the checks are followed in case there is any invalid entry.
Module 4: Searching
The Search page will have controls for selecting different possible
values for all of the fields, as described above. This will search for all
the customers who apply for ad & their details with their complaints
& status from the database which match the given criteria.

- 20 -

Module 5: Advertisement
This module is related to advertisement of different items. Database
is maintained for the Financers in different city, states. Some
persons only enquire about it but some are really interested in
advertising their products.
Module6: Advertisement Acceptance
This module is related to the acceptance of the advertisement.
Module 7: Queries:
In this module user generate query for the customer details, their
ads & their complaints etc.
Module 8: Terms and Conditions:
This module is related to the terms and conditions for the
searching.
Module 9: Administration screen:
This will be able to differentiate between administration and normal
users. Logging in with administrator user will provide access to
administrations functions which will be:


Adding/updating/deleting customer details.



Adding/updating/deleting ad details.



Complaint details.



Zone details.

Module 10: Validation of Data Entered by the User & Error
Handling
In this module, the validity of data entered by the user during the
various business processes is checked through various validation
checks. For example, there should not be any characters entered in
the numeric fields, likewise if there is any error occurs than it should
handle that particular error and give the required messages.

- 21 -

Module 11: Report Generation
In this module reports are generated for the following entities:
a) Customer Details
b) Ad Details
c) Complaint Details
d) Apply Details
e) Refund Details
f)

Renewal Details

10. REPORT GENERATION
From above modules different reports are generated.. Reports
generated by the administrator are:
a) Customer Details
b) Ad Details
c) Complaint Details
d) Apply Details
e) Refund Details
f) Renew Details

- 22 -

11. PROCESS LOGIC FOR EACH MODULE
Process Logic of Module is a tool that may be useful in planning and
evaluating projects. Our logic model contains four components with
Inputs-Outputs-Outcomes being central to the built in response to
the model:


Situation: The context and need that gives rise to a project
or initiative; logic modules are built in response to an existing
situation.



Inputs: The resources, contributions, and investments that
are made in response to the situation. Inputs lead to Outputs.



Outputs: The activities, products, methods, and services
that reach people and users. Outputs lead to outcomes.



Outcomes: The results and benefits for individuals, groups,
agencies, communities and/or systems.

- 23 -

12. SECURITY AND VALIDATION CHECKS
In this project we have used following validation checks.
 While entering the data into the form it will check for the
name of the client is properly filled & it should not be null.
 Whenever we enter the data for the new subscriber will
automatically check the details from the subscriber’s table
and also generate the connection number automatically.
 Similarly in the complaint table complaint number will
generate automatically.
 Entered text / number should not exceed the limit (width).
 Almost for all fields we have used the validation for example if
name of the fields requires the text type of data then it will
check for the string and if the data is numeric then it will
check if the number entered is proper numeric or not.

13. SCOPE OF FUTURE APPLICATION
This project can be used by advertising agencies.
Utmost care and back-up procedures must be established to ensure
100% successful implementation of the ADVERTISING AGENCY
MANAGEMENT SYSTEM.
In case of system failure, the organization should be in a position to
process the transaction with another organization or if the worst
comes to the worst, it should be in a position to complete it
manually.

- 24 -

14. CONCLUSION
It has been developed in VISUAL BASIC, keeping in mind the
specifications of the system.
For designing the system we have used simple data flow diagrams.
Overall the project teaches us the essential skills like:


Using system analysis and design techniques like data flow
diagram in designing the system.



Understanding the database handling and query processing using
SQL Server.

15. BIBLIOGRAPHY
1) Simple Solutions Essential Skills Using Visual Basic 6……Bob
Reselman, Richard Peasley, And WaynePruchiak.
2) Mastering Visual Basic 6……………..……………………..Evangelos
Petrouts

- 25 -

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