automation system
Content
ABSTRACT The ultimate aim of this project “OFFICE AUTOMATION SYSTEM” is to develop the software for BENSON ENGINEERING WORKS, SOWRIPALAYAM. The project has eight main modules. • General Information • Product Details • Invoice Details • Service Details • Cash Details • Delivery Details • Voucher • Customer Call Details In the General Information Module there are three sub modules are in, namely Supplier Details, Customer Details, Workers. In the Supplier Details module all Supplier Details like Name, Address, Company Name etc., are maintained. In the Customer Details module the Customer details like Customer Name, Address, Department Details, are stored and maintained. In Workers Details Sub Module the Workers personal details like Name, Salary, Address, etc., are maintained deeply. In Product Details module the product availability is maintained using product name, product code and rate etc., In the Invoice details module the invoice details are maintained. In the Service Details module the service details are maintained. The service details module give the all information about the service using
1
the Service No, Customer No, Customer Name, Customer Contact No, Call Type, Call Nature, Service Date, Customer Address, Status, Payment, Service Engineer Name. In the Cash details module Receipt No, Receipt Date, Customer No, Customer Name, Amount, Pay Type are maintained. In the Delivery details module, the Delivery details for the corresponding customer has been maintained using Delivery No, Delivery Date, Customer Details like Customer No, Name, Phone No, Customer Address, product id, product name, quantity, price, remarks, particulars. In Voucher Details module the voucher number, voucher date, work no, worker name, voucher type, amount, particulars are maintained. In Customer Call module, the customer call type and service details are maintained using the following attributes like call no, customer no and name, customer phone no, customer address, DC date, Receipt date, Service starting date and time, Service completing date and time, Service Type like AMC, Nature of Service, status, payment Type, product serial number, product mod, Defect state.
2
1. INTRODUCTION
The project work titled “OFFICE AUTOMATION SYSTEM” deals with BENSON ENGINEERING WORKS in Sowipalayam. The project consists of eight modules. These are 1. General Information, 2. Product Details, 3. Invoice Details, 4. Service Details, 5. Cash Details, 6. Delivery Details, 7. Voucher,
8. Customer call.
In the General Information Module there are three sub modules are in. These are namely Supplier Details, Customer Details and Workers Details. The Supplier Details module all the Supplier Details like Name, Address, Company Name etc., are stored and maintained. The Customer Details module used to maintain the full information of customer like Customer Name, Address and Department Details. The Workers Details Sub Module maintained the Workers personal details like Name, Sal, Address, etc.., The product details module maintains the product availability of the company namely product name, product code and rate.
3
The invoice details module maintains invoice details. representative for the corresponding services.
The
service details module maintains the service details, problem status and
The Cash details module maintains the cash details given by the customer and also maintained the pay type of the cash. The delivery details module used to maintain the product delivery details. The voucher details module we have maintain the expenses details. The customer call details module used to maintain the customer calls details like customer name, Address, Phone no, Call type and the Service details like service starting date, service starting time, service complete date and time, Receipt details like receipt date, time and service details like type, nature, status, payment.
4
1.1 COST ESTIMATION SYSTEM IN THE FARMING The cost is considered as one of the important factors while developing a project since the organization is very much considered about the cost. The goal one should keep in mind while developing a project is to reduce the cost, for the better development of the organization. There are two basic types of costs, which will influence the project. They are direct costs and indirect costs. Fixed costs, material costs, labor costs, etc, are the other types of costs. The lab our costs include the salary and incentives paid to the employees of the organization. The material costs include the stationeries brought for the organization. All the costs should be reduced at the maximum for improving business. Software Project estimation can be transformed from a black art to a series of systematic steps that provide cost estimates.
5
1.2 NEED FOR COMPUTERIZED SYSTEM
All organizations rely on computer and information technology to conduct business and operate more efficiently. The rapid spread of technology across all industries has generated a need for highly trained workers to help organizations incorporate new technologies. The tasks performed by workers known as computer systems analysts evolve rapidly, reflecting new areas of specialization or changes in technology, as well as the preferences and practices of employers. Computer systems analysts solve computer problems and apply computer technology to meet the individual needs of an organization. They help an organization to realize the maximum benefit from its investment in equipment, personnel, and business processes. Systems analysts may plan and develop new computer systems or devise ways to apply existing systems’ resources to additional operations. Systems analysts discussed the systems problems with managers and users to determine its exact nature. Defining the goals of the system and dividing the solutions into individual steps and separate procedures, systems analysts use techniques such as structured analysis, data modeling, sampling, and cost accounting to plan the system. They specify the inputs to be accessed by the system, design the processing steps, and format the output to meet users’ needs. They also may prepare cost-benefit and returnon-investment analyses to help management decide whether implementing the proposed technology will be financially feasible.
6
1.3 SALIENT FEATURES OF THE SYSTEM
The Salient features of the system are all the transactions are done accurately and it overcomes some drawback in the existing system. The Present key features of the project are as follows. • To maintain the Supplier Details. • To maintain the Customer Details. • To maintain the Staff Details. • To maintain the Product Details • To computerize the Customer Call details.
• • •
To maintain the staff’s voucher details. To computerize the jobs of present project To maintain the product service details and scraps details.
7
2. BACKGROUND STUDY 2.1 STUDY OF EXISTING SYSTEM At present in this organization all the details are handled in manually. The Workers details, Supplier Details, Product details, Service call details, Customer Details, Invoice details, Voucher details and Service Product Details are handled manually, as it is time consuming process and also it is more difficult to handle the reports generation. 2.2 DRAWBACK IN THE EXISTING SYSTEM The existing system in the organization is manual system. It suffers from the following limitation:
1) The manual System is more tedious.
2) It is very much time consuming. 3) Mistakes are committed more frequently. 4) Making paper more insecure.
5) Preparing reports more frequently takes a lot of time. 6) If we want to updates some details with the database is a long
process. 7) Employees have more work burden. So, mistakes are made more frequently.
8
2.3 PROPOSED SYSTEM The major work done in this project is maintaining the details regarding the Personal Details like Workers details, Customer Details and Supplier Details. In the Workers Details all the details of the workers like Name, Address, Phone No and Salary are maintained. In the Customer Details module, Customers personal Information’s is maintained using the attributes Customer name, Address, and Phone number. Supplier Details like Supplier name, Address, Phone No etc., are maintained in the Supplier Details module. The product details module used to maintain the product availability of the company by using the value of product name, product code and rate. The Invoice details module maintains the invoice details. The service details module maintains the service details of the particular customer and the problem details. The Cash details module maintains the cash given by the customer and pay type. The delivery details module maintains the product delivery details and voucher details module maintains the expenses done by the workers are maintained. The customer call details maintains the customer call, their call type and the service details.
9
3. SELECTION OF ORGANIZATION The Company BENSON ENGINEERING WORKS is established at 1987 with the own proprietorship of Mr. R.SENTHIL KUMAR at COIMBATORE. The Company BENSION ENGINEERING WORKS is one of the leaders in an industry of computer peripherals sales and services. They provide their services to major corporate and educational institute. They are the leading installer and maintainer of wide range networks and network securities. First wireless ISP in Tamil Nadu. BENSION ENGINEERING WORKS is the South Indian channel partner of HEWLETT PACKARD. They are maintaining HP PEVILIAN SERVER, IBM REAL SERVER, and HP RACK MOUNTABLE SERVER in the educational institutes and industrial corporate. . BENSION ENGINEERING WORKS is the “BEST PERFORMER AWARD” in the year of 2003 and also the “BEST INDIA RESELLER OF HP” in the year of 2004 and 2005. They are the authorized service person for HP in Tamil Nadu. The Company has 25 staff members including 18 service engineering and 5 administration staffs. They are achieving annual turnover 12 cores; it is increasing by 20% every year.
10
4. PROBLEM FORMULATION 4.1 MAIN OBJECTIVE 1) To computerize the jobs of the present Project 2) To computerize the general activity in a company. 3) To provide good user-interface Environment. 4) System Highly Secured. 5) To easy the employees works burden.
4.2 SPECIFIC OBJECTIVE The specific objective of the project is to reduce the cost incurred and the time consumed in the organization. The time is one of the considerable factors in an organization, which will be useful for developing the business. The objective is that the head office will come to know the activities that are happening in the branch offices. Each time when a candidate walks in the messaged conveyed to them is updated, so that it will be easier for future communications.
11
4.3 PLATFORM HARDWARE REQUIREMENTS Platform Processor chipset Hard disk Floppy drive RAM Monitor Keyboard Mouse Printer : : : : : : : : : Microsoft Windows XP Pro Pentium IV @ 24 MHz with Intel 845 Motherboard 20GB 1.44 MB 128 MB 15” color Monitor 104 keys 3 button scroll Mouse HP Laser Jet 6L PCL
SOFTWARE SPECIFICATION Front End Back End : : Visual studio 6.0 MS-Access Windows XP Windows 2000 Server
Client Operating System : Server Operating System:
12
VISUAL BASIC 6.0 VISUAL BASIC 6.0 is an ideal programming language for developing sophisticated professional applications for Microsoft Windows. It makes use of Graphical user interface for creating robust and powerful application. Coding in GUI environment is quite a transition to traditional, linear path of execution and is limited to a small set of operations. In a GUI environment, the number of options open to the user is much greater, user friendliness, faster application development. Visual Basic was developed from the Basic programming language Microsoft Corporation created the enhanced version of BASIC called visual basic for windows. Visual Basic 6.0 for windows requires at least Microsoft Windows 95/ Windows NT 3.51,486 processor and a minimum of 16 MB of RAM. There are two concepts crucial to Visual Basic. They are • A visual method of creating the application. • Ability to attach code directly to each event. Visual basic IDE is mate up of a number of components • Menu Bar • Tool Bar • Project Explorer • Properties Windows • Form Layout window • Tool Box • Form Designer ] • Object Browser
13
The content of a Visual Basic projects are stored as .vbp files. A .vbp files contains different modules. They are • Form Modules (.frm) • Standard modules (.bas) • Class modules (.cls) Visual Basic 6.0 is available in three different editions 1. Standard Edition 2. Profession Edition 3. Enterprise Edition MS-ACCESS MS-Access is a powerful multi-user RDBMS developed by Microsoft Corporation. It store and manipulate large amounts of information and automatic repetitive tasks such as manipulating an inventory and generation invokes. Using access easy to use data input forms can be developed. Data can process and meaningful reports can be generated. MS-Access provides most of the features available in the high end RDBMS products like oracle. Sybase and ingress etc. Visual Basic keeps Access as its native database always called joint engine technology’s which means structured query language is widely used here for retrieving data from one or more tables other than the wizard available in ACCESS. Data in ACCESS is organized in the form of tables. Within tables, records are arranged according to a common reference value known as primary key or the key field. The value in the key field is different for
14
every record and thus helps in uniquely identifying records. A combination of two or more fields can also be used as the primary key. Since the value in one table can be replicated across other tables. There should be a way to maintain a relation between the two tables. This relation is implemented through the concept of foreign key. The foreign key in staple is a field, which links that table to another table. FEATURES OF MS-ACCESS • Windows-Based application • Large data management capacity • Importing, exporting and linking external files • Wizards and builders • Built-in functions, Macros • Context-sensitive and the answer wizard • Built-in security.
15
5. SYSTEM ANALYSIS AND DESIGN PROCESS 5.1 FACT FINDING Technically, data is otherwise known as facts. The facts or data collected are properly recorded during the analysis phase and are further used in the project. Thus Fact-finding is the process of collecting the appropriate and needed data for the project. Fact-finding involves gathering of related information for the proposed system. In general, there are various methods used for collecting data or facts. Some of them are: • Interviews with the top management, users and workers. • Questionnaires • Study of the current Manuals • Observation of the functioning of the Organization • Sampling • Record Searching • Research
16
5.2 FEASIBILITY ANALYSIS The major work done in this project is maintaining the Personal Details like Workers details, Customer Details and Supplier Details. In the General Information module there are three sub modules are in. These are namely Supplier Details, Customer Details and Workers Details. The Supplier Details module all the Supplier Details like Name, Address, Company Name etc., are stored and maintained. The Customer Details module used to maintain the full information of customer like Customer Name, Address and Department Details. The Workers Details Sub Module maintained the Workers personal details like Name, Sal, Address, phone number. The product details module maintains the product availability of the company namely product name, product code and rate. The invoice details module maintains invoice details. representative for the corresponding services. The
service details module maintains the service details, problem status and The Cash details module maintains the cash details given by the customer and also maintained the pay type of the cash. The delivery details module used to maintain the product delivery details. The voucher details module we have maintain the expenses details. The customer call details module used to maintain the customer calls details like customer name, Address, Phone no, Call type and the Service details like service starting date, service starting time, service complete date and time, Receipt details like receipt date, time and service details like type, nature, status, payment.
17
5.3 INPUT DESIGN Input design plays an important role in the software project. The present project Input design modules are personal details like workers details, customer details, supplier details, product details, cash details, voucher details and call details. The product details module maintains the product availability in the company namely product name, product code and rate. The invoice details module maintains the invoice details. The service details module maintains the service done to the customer and the problem details. The Cash details module maintains the cash given by the customer and pay type of the cash. The delivery details module maintains the product delivery details. The voucher details maintain the expenses done by the workers. The customer call details maintain the customer call, their call type and the service details.
18
5.4 OUTPUT DESIGN Output design plays a vital role the software project. The present project output design includes the following. 1) Workers Details 2) Customer Details 3) Supplier Details 4) Product Details 5) Invoice Details 6) Service Details 7) Service Details Date Wise 8) Invoice Details 9) Voucher 10) Cash Details
19
5.5 MENU DESIGN The interaction between the user and the machine is critical. The design of the input and query screens should be user interactive. The use of icons and graphical interfaces will play an important role as well. The screens must reflect the way the work is actually done. The current trend in software industry is to develop the package with at most user friendly and user flexibility. The two main factors contributing towards this are: Menus. Screens. Thus menus play an important role while developing the software. Instead of remembering what to enter, the user chooses from a list of options and types the option letter associated with it. Using menu is one of the fastest methods for data entry. Pulls down menus are special kind of menus, which will help the user to input the data at high speed. The system contains the following items in the menu: • General Information • Product Details • Customer Call • Delivery • Voucher • Invoice • Service • Cash • Exit
20
5.6 CODE DESIGN The Internal Documentation of the Source Code beings with the selection of identifies names, continues with placement and composition of commenting and concludes with the visual organization of the program. Unnecessarily long identifiers provide a potential for error, hence they are avoided. In the system design phase, code design has an important role. Each data item must have a unique identity and must be related to other items of the same data type. The code design offers Uniqueness Expansibility Conciseness Simplicity Versatility Portability The code design makes corresponding input data into specify tables, with required fields to it. The tables are viewed in the way of queries. The fields are set to the corresponding area of the form. Every machine code and its activity are retrieved from table. The code and the activity of the machine are differing from each machine. At the run time code and activity are loaded with corresponding values.
21
5.7 DATABASE DESIGN A database should provide integration, Integrity and a data independence table in a database contains information pertaining to a specific entity. To maintain the tables in an effective way, It should be normalized to ensure that the number of tables does no exceed the optimum level unless it is mandatory. To prevent unauthorized access, security measures have been provided. This may prevent unauthorized persons using data that is private. The normalization techniques have been used to design the table such that the use of all the tables is made easy. The various relations between different tables, the number of fields in each table and the type, width of each field were analyses. The names of the fields and tables where so chosen that the users would not face any problem in identifying the table structure. The various relations between different tables, the number of fields in each table and the type, width of each field were analyses. The names of the fields and tables where so chosen that the users would not face any problem in identifying the table structure.
22
5.8 VALIDATAION CHECKS
Validation check is an important process in software development. All the necessary fields are to be validated. Validation testing provides the final assurance that the software meets all functional behavior and performance requirements. The software once validated must be combined with other system elements.
The validation check helps in avoiding the wrong values to be entered and stored in the database.
Following are some of the fields, which are validated.
Attributes Acc_No Date Balance
DESCRIPTION Account Number can not be null or zero Date should be in the format: dd/mm/yyyy Balance must be in rupees and should maintain minimum level
23
6. DEVELOPMENT OF SYSTEM AND TESTING System development is done in many different ways. It forms the basis of all methodologies. The approach that is being implemented for this project is structured approach. Structured programming, structured analysis, structured design are the technique for structured approach. This is implemented for this system development. Structured programming is one that begins with one beginning and one ending, and each step in the program execution consists of one of the three programming constructs. One of the concepts of structured programming is implemented in this project. (i.e.) top down approach is implemented. Through this complex programming is divided into hierarchy of modules. Two main principles of structured design are the program module should be designed so they are loosely coupled or highly cohesive out of which highly cohesive is being used. Structured analysis defines system-processing requirements by identifying by all of the events that will cause a system to react in someway. Each event leads to a different system activity. These activities are then taken and data flow diagram is created showing the processing details including inputs and outputs.
24
TESTING
Software testing is the last phase of the software development cycle. Testing is very important for the success of a system. System testing makes a logical assumption that if all parts of the system are correct, then the goal has been achieved. Testing is the process of executing a program with the intention of finding errors. Testing can be used to show the presence of bugs, but never to show their absence. Software testing is the major part of any software development process. It has to be done in a manner that no errors should be found. The system has to be tested for all kinds of inputs and the worst cases, with an intention of finding errors. The software can be tested using the following techniques.
BLACK BOX TESTING
Also known as functional testing. A software testing technique whereby the internal workings of the item being tested are not known by the tester. For example, in a black box test on software design the tester only knows the inputs and what the expected outcomes should be and not how the program arrives at those outputs. The tester does not ever examine the programming code and does not need any further knowledge of the program other than its specifications. The advantages of this type of testing include: • The test is unbiased because the designer and the tester are independent of each other. • The tester does not need knowledge of any specific programming languages.
25
• The test is done from the point of view of the user, not the designer. • Test cases can be designed as soon as the specifications are complete. • The disadvantages of this type of testing include: • The test can be redundant if the software designer has already run a test case. • The test cases are difficult to design. • Testing every possible input stream is unrealistic because it would take a inordinate amount of time; therefore, many program paths will go untested. For a complete software examination, both white box and black box tests are required.
WHITE BOX TESTING
Also known as glass box, structural, clear box and open box testing. A software testing technique whereby explicit knowledge of the internal workings of the item being tested are used to select the test data. Unlike black box testing, white box testing uses specific knowledge of programming code to examine outputs. The test is accurate only if the tester knows what the program is supposed to do. He or she can then see if the program diverges from its intended goal. White box testing does not account for errors caused by omission, and all visible code must also be readable. For a complete software examination, both white box and black box tests are required.
26
VALIDATION TESTING
The validation testing provides a way for validating all the inputs entered by the user. It also helps in notifying the errors committed. This testing is helpful in avoiding the wrong values to be stored in the database.
UNIT TESTING
In Unit testing different modules are tested against the specifications produced during the design of the modules. Unit testing is essential for verification of the code produced during the coding phase and hence the goal is to test the internal logic of the modules. This testing is carried out during the programming stage.
INTEGRATION TESTING
Software once validated must be combined with other system elements. System testing verifies if all the elements are proper and that overall system function performance is achieved. A comprehensive integration testing is carried out using integrated test plans in the design phase of the development as guide to ensure the behavior of functions with live data.
27
7. IMPLEMENTATION Implementation is the phase where the developed component is installed in the working place. The operation of the software was monitored and the results were recorded. Implementation is the stage of the project where the theoretical design is turned into a working system. This involves careful planning, investigation of the current system and it’s constrains on implementation, design of methods to achieve the change over and evaluation of change over methods. The problems encountered are converting files training users, creating accurate files and verifying print outs for integrity. The objective is to put the tested system into operation while holding costs, risks and personnel irritation to a minimum. It involves creating computer compactable files, training the operational staff and installing terminals and hardware. Maintenance activities begin where conversion leaves off. Maintenance is handled by the same planning and control used in a project. Maintenance can be classified as corrective, adaptive or perceptive. Corrective measures means repairing process of performance failures or making changes because of previously in corrected problems or false assumption. Adaptive Maintenance means changing the program functions. Perceptive Maintenance means enhancing the performance or modifying the programs to respond to the user’s addition or changing needs. A fine effort has been made to ensure that software changes are made properly and in time to keep the system in tune with the user’s specification.
28
The implementation view of software requirements presents the real world manifestation of processing functions and information structures. In some cases, physical representation is developed as the first step in software design. The analyst must recognize the constraints imposed by the pre defined system elements and consider the implementation view of the function and information when such view is appropriate.
29
8. CONCLUSION This project “OFFICE AUTOMATION SYSTEM” is software that is developed to make the existing manual system to work more efficiently and effectively. This system reduces the cost involved and results in quick retrieval of information. Burden of manual work is reduced whenever an enquiry happens; there is no need for recording in many places manually. This system is highly interactive and user friendly. The system provides accurate updating and appropriate data validation. For all the above said reasons, the proposed system is much better than the existing system. Future enhancements can be made to this system in such a way that it works more effectively.
30
9. SUGGESTIONS FOR FUTURE WORK In spite of the various advantages that the new system brings in, there are a few limitations in the system which is worth considering for the future developments. After the present has been completed the further needs of the user are identified. In future the concern may have its operation in other places and get the details. This can be done using a centralized server that has all details of the organization. There will be interfaces which take care of these possibilities. This gives much strain to the office staff and more over it is time consuming. More management reports can be added in the system to bring out useful information about the business.
31
10. BIBLIOGRAPHY
I. BOOKS
1. Igor Hawryszkiewycz, “ Introduction to System Analysis and Design”, Prentice Hall Of India (P) Ltd, Fourth Edition, 1998. 2. Elias M.Awad, “System Analysis and design”, Galgotia Publications, Pvt Ltd, Print 1999. 3. Ian sommerville, “Software Engineering”, Pearson Education, 1998. 4. Smith & Amundsen, “Data Base Programming using Visual Basic 6.0 ”, IDG Books India (P) Ltd, First Edition, 2001. II. WEBSITES
1. http://www.vbcode.com 2. http://www.codetoad.com 3. http://www.microsoft.com 4. http://www.vbnotes.com
32
1
the Service No, Customer No, Customer Name, Customer Contact No, Call Type, Call Nature, Service Date, Customer Address, Status, Payment, Service Engineer Name. In the Cash details module Receipt No, Receipt Date, Customer No, Customer Name, Amount, Pay Type are maintained. In the Delivery details module, the Delivery details for the corresponding customer has been maintained using Delivery No, Delivery Date, Customer Details like Customer No, Name, Phone No, Customer Address, product id, product name, quantity, price, remarks, particulars. In Voucher Details module the voucher number, voucher date, work no, worker name, voucher type, amount, particulars are maintained. In Customer Call module, the customer call type and service details are maintained using the following attributes like call no, customer no and name, customer phone no, customer address, DC date, Receipt date, Service starting date and time, Service completing date and time, Service Type like AMC, Nature of Service, status, payment Type, product serial number, product mod, Defect state.
2
1. INTRODUCTION
The project work titled “OFFICE AUTOMATION SYSTEM” deals with BENSON ENGINEERING WORKS in Sowipalayam. The project consists of eight modules. These are 1. General Information, 2. Product Details, 3. Invoice Details, 4. Service Details, 5. Cash Details, 6. Delivery Details, 7. Voucher,
8. Customer call.
In the General Information Module there are three sub modules are in. These are namely Supplier Details, Customer Details and Workers Details. The Supplier Details module all the Supplier Details like Name, Address, Company Name etc., are stored and maintained. The Customer Details module used to maintain the full information of customer like Customer Name, Address and Department Details. The Workers Details Sub Module maintained the Workers personal details like Name, Sal, Address, etc.., The product details module maintains the product availability of the company namely product name, product code and rate.
3
The invoice details module maintains invoice details. representative for the corresponding services.
The
service details module maintains the service details, problem status and
The Cash details module maintains the cash details given by the customer and also maintained the pay type of the cash. The delivery details module used to maintain the product delivery details. The voucher details module we have maintain the expenses details. The customer call details module used to maintain the customer calls details like customer name, Address, Phone no, Call type and the Service details like service starting date, service starting time, service complete date and time, Receipt details like receipt date, time and service details like type, nature, status, payment.
4
1.1 COST ESTIMATION SYSTEM IN THE FARMING The cost is considered as one of the important factors while developing a project since the organization is very much considered about the cost. The goal one should keep in mind while developing a project is to reduce the cost, for the better development of the organization. There are two basic types of costs, which will influence the project. They are direct costs and indirect costs. Fixed costs, material costs, labor costs, etc, are the other types of costs. The lab our costs include the salary and incentives paid to the employees of the organization. The material costs include the stationeries brought for the organization. All the costs should be reduced at the maximum for improving business. Software Project estimation can be transformed from a black art to a series of systematic steps that provide cost estimates.
5
1.2 NEED FOR COMPUTERIZED SYSTEM
All organizations rely on computer and information technology to conduct business and operate more efficiently. The rapid spread of technology across all industries has generated a need for highly trained workers to help organizations incorporate new technologies. The tasks performed by workers known as computer systems analysts evolve rapidly, reflecting new areas of specialization or changes in technology, as well as the preferences and practices of employers. Computer systems analysts solve computer problems and apply computer technology to meet the individual needs of an organization. They help an organization to realize the maximum benefit from its investment in equipment, personnel, and business processes. Systems analysts may plan and develop new computer systems or devise ways to apply existing systems’ resources to additional operations. Systems analysts discussed the systems problems with managers and users to determine its exact nature. Defining the goals of the system and dividing the solutions into individual steps and separate procedures, systems analysts use techniques such as structured analysis, data modeling, sampling, and cost accounting to plan the system. They specify the inputs to be accessed by the system, design the processing steps, and format the output to meet users’ needs. They also may prepare cost-benefit and returnon-investment analyses to help management decide whether implementing the proposed technology will be financially feasible.
6
1.3 SALIENT FEATURES OF THE SYSTEM
The Salient features of the system are all the transactions are done accurately and it overcomes some drawback in the existing system. The Present key features of the project are as follows. • To maintain the Supplier Details. • To maintain the Customer Details. • To maintain the Staff Details. • To maintain the Product Details • To computerize the Customer Call details.
• • •
To maintain the staff’s voucher details. To computerize the jobs of present project To maintain the product service details and scraps details.
7
2. BACKGROUND STUDY 2.1 STUDY OF EXISTING SYSTEM At present in this organization all the details are handled in manually. The Workers details, Supplier Details, Product details, Service call details, Customer Details, Invoice details, Voucher details and Service Product Details are handled manually, as it is time consuming process and also it is more difficult to handle the reports generation. 2.2 DRAWBACK IN THE EXISTING SYSTEM The existing system in the organization is manual system. It suffers from the following limitation:
1) The manual System is more tedious.
2) It is very much time consuming. 3) Mistakes are committed more frequently. 4) Making paper more insecure.
5) Preparing reports more frequently takes a lot of time. 6) If we want to updates some details with the database is a long
process. 7) Employees have more work burden. So, mistakes are made more frequently.
8
2.3 PROPOSED SYSTEM The major work done in this project is maintaining the details regarding the Personal Details like Workers details, Customer Details and Supplier Details. In the Workers Details all the details of the workers like Name, Address, Phone No and Salary are maintained. In the Customer Details module, Customers personal Information’s is maintained using the attributes Customer name, Address, and Phone number. Supplier Details like Supplier name, Address, Phone No etc., are maintained in the Supplier Details module. The product details module used to maintain the product availability of the company by using the value of product name, product code and rate. The Invoice details module maintains the invoice details. The service details module maintains the service details of the particular customer and the problem details. The Cash details module maintains the cash given by the customer and pay type. The delivery details module maintains the product delivery details and voucher details module maintains the expenses done by the workers are maintained. The customer call details maintains the customer call, their call type and the service details.
9
3. SELECTION OF ORGANIZATION The Company BENSON ENGINEERING WORKS is established at 1987 with the own proprietorship of Mr. R.SENTHIL KUMAR at COIMBATORE. The Company BENSION ENGINEERING WORKS is one of the leaders in an industry of computer peripherals sales and services. They provide their services to major corporate and educational institute. They are the leading installer and maintainer of wide range networks and network securities. First wireless ISP in Tamil Nadu. BENSION ENGINEERING WORKS is the South Indian channel partner of HEWLETT PACKARD. They are maintaining HP PEVILIAN SERVER, IBM REAL SERVER, and HP RACK MOUNTABLE SERVER in the educational institutes and industrial corporate. . BENSION ENGINEERING WORKS is the “BEST PERFORMER AWARD” in the year of 2003 and also the “BEST INDIA RESELLER OF HP” in the year of 2004 and 2005. They are the authorized service person for HP in Tamil Nadu. The Company has 25 staff members including 18 service engineering and 5 administration staffs. They are achieving annual turnover 12 cores; it is increasing by 20% every year.
10
4. PROBLEM FORMULATION 4.1 MAIN OBJECTIVE 1) To computerize the jobs of the present Project 2) To computerize the general activity in a company. 3) To provide good user-interface Environment. 4) System Highly Secured. 5) To easy the employees works burden.
4.2 SPECIFIC OBJECTIVE The specific objective of the project is to reduce the cost incurred and the time consumed in the organization. The time is one of the considerable factors in an organization, which will be useful for developing the business. The objective is that the head office will come to know the activities that are happening in the branch offices. Each time when a candidate walks in the messaged conveyed to them is updated, so that it will be easier for future communications.
11
4.3 PLATFORM HARDWARE REQUIREMENTS Platform Processor chipset Hard disk Floppy drive RAM Monitor Keyboard Mouse Printer : : : : : : : : : Microsoft Windows XP Pro Pentium IV @ 24 MHz with Intel 845 Motherboard 20GB 1.44 MB 128 MB 15” color Monitor 104 keys 3 button scroll Mouse HP Laser Jet 6L PCL
SOFTWARE SPECIFICATION Front End Back End : : Visual studio 6.0 MS-Access Windows XP Windows 2000 Server
Client Operating System : Server Operating System:
12
VISUAL BASIC 6.0 VISUAL BASIC 6.0 is an ideal programming language for developing sophisticated professional applications for Microsoft Windows. It makes use of Graphical user interface for creating robust and powerful application. Coding in GUI environment is quite a transition to traditional, linear path of execution and is limited to a small set of operations. In a GUI environment, the number of options open to the user is much greater, user friendliness, faster application development. Visual Basic was developed from the Basic programming language Microsoft Corporation created the enhanced version of BASIC called visual basic for windows. Visual Basic 6.0 for windows requires at least Microsoft Windows 95/ Windows NT 3.51,486 processor and a minimum of 16 MB of RAM. There are two concepts crucial to Visual Basic. They are • A visual method of creating the application. • Ability to attach code directly to each event. Visual basic IDE is mate up of a number of components • Menu Bar • Tool Bar • Project Explorer • Properties Windows • Form Layout window • Tool Box • Form Designer ] • Object Browser
13
The content of a Visual Basic projects are stored as .vbp files. A .vbp files contains different modules. They are • Form Modules (.frm) • Standard modules (.bas) • Class modules (.cls) Visual Basic 6.0 is available in three different editions 1. Standard Edition 2. Profession Edition 3. Enterprise Edition MS-ACCESS MS-Access is a powerful multi-user RDBMS developed by Microsoft Corporation. It store and manipulate large amounts of information and automatic repetitive tasks such as manipulating an inventory and generation invokes. Using access easy to use data input forms can be developed. Data can process and meaningful reports can be generated. MS-Access provides most of the features available in the high end RDBMS products like oracle. Sybase and ingress etc. Visual Basic keeps Access as its native database always called joint engine technology’s which means structured query language is widely used here for retrieving data from one or more tables other than the wizard available in ACCESS. Data in ACCESS is organized in the form of tables. Within tables, records are arranged according to a common reference value known as primary key or the key field. The value in the key field is different for
14
every record and thus helps in uniquely identifying records. A combination of two or more fields can also be used as the primary key. Since the value in one table can be replicated across other tables. There should be a way to maintain a relation between the two tables. This relation is implemented through the concept of foreign key. The foreign key in staple is a field, which links that table to another table. FEATURES OF MS-ACCESS • Windows-Based application • Large data management capacity • Importing, exporting and linking external files • Wizards and builders • Built-in functions, Macros • Context-sensitive and the answer wizard • Built-in security.
15
5. SYSTEM ANALYSIS AND DESIGN PROCESS 5.1 FACT FINDING Technically, data is otherwise known as facts. The facts or data collected are properly recorded during the analysis phase and are further used in the project. Thus Fact-finding is the process of collecting the appropriate and needed data for the project. Fact-finding involves gathering of related information for the proposed system. In general, there are various methods used for collecting data or facts. Some of them are: • Interviews with the top management, users and workers. • Questionnaires • Study of the current Manuals • Observation of the functioning of the Organization • Sampling • Record Searching • Research
16
5.2 FEASIBILITY ANALYSIS The major work done in this project is maintaining the Personal Details like Workers details, Customer Details and Supplier Details. In the General Information module there are three sub modules are in. These are namely Supplier Details, Customer Details and Workers Details. The Supplier Details module all the Supplier Details like Name, Address, Company Name etc., are stored and maintained. The Customer Details module used to maintain the full information of customer like Customer Name, Address and Department Details. The Workers Details Sub Module maintained the Workers personal details like Name, Sal, Address, phone number. The product details module maintains the product availability of the company namely product name, product code and rate. The invoice details module maintains invoice details. representative for the corresponding services. The
service details module maintains the service details, problem status and The Cash details module maintains the cash details given by the customer and also maintained the pay type of the cash. The delivery details module used to maintain the product delivery details. The voucher details module we have maintain the expenses details. The customer call details module used to maintain the customer calls details like customer name, Address, Phone no, Call type and the Service details like service starting date, service starting time, service complete date and time, Receipt details like receipt date, time and service details like type, nature, status, payment.
17
5.3 INPUT DESIGN Input design plays an important role in the software project. The present project Input design modules are personal details like workers details, customer details, supplier details, product details, cash details, voucher details and call details. The product details module maintains the product availability in the company namely product name, product code and rate. The invoice details module maintains the invoice details. The service details module maintains the service done to the customer and the problem details. The Cash details module maintains the cash given by the customer and pay type of the cash. The delivery details module maintains the product delivery details. The voucher details maintain the expenses done by the workers. The customer call details maintain the customer call, their call type and the service details.
18
5.4 OUTPUT DESIGN Output design plays a vital role the software project. The present project output design includes the following. 1) Workers Details 2) Customer Details 3) Supplier Details 4) Product Details 5) Invoice Details 6) Service Details 7) Service Details Date Wise 8) Invoice Details 9) Voucher 10) Cash Details
19
5.5 MENU DESIGN The interaction between the user and the machine is critical. The design of the input and query screens should be user interactive. The use of icons and graphical interfaces will play an important role as well. The screens must reflect the way the work is actually done. The current trend in software industry is to develop the package with at most user friendly and user flexibility. The two main factors contributing towards this are: Menus. Screens. Thus menus play an important role while developing the software. Instead of remembering what to enter, the user chooses from a list of options and types the option letter associated with it. Using menu is one of the fastest methods for data entry. Pulls down menus are special kind of menus, which will help the user to input the data at high speed. The system contains the following items in the menu: • General Information • Product Details • Customer Call • Delivery • Voucher • Invoice • Service • Cash • Exit
20
5.6 CODE DESIGN The Internal Documentation of the Source Code beings with the selection of identifies names, continues with placement and composition of commenting and concludes with the visual organization of the program. Unnecessarily long identifiers provide a potential for error, hence they are avoided. In the system design phase, code design has an important role. Each data item must have a unique identity and must be related to other items of the same data type. The code design offers Uniqueness Expansibility Conciseness Simplicity Versatility Portability The code design makes corresponding input data into specify tables, with required fields to it. The tables are viewed in the way of queries. The fields are set to the corresponding area of the form. Every machine code and its activity are retrieved from table. The code and the activity of the machine are differing from each machine. At the run time code and activity are loaded with corresponding values.
21
5.7 DATABASE DESIGN A database should provide integration, Integrity and a data independence table in a database contains information pertaining to a specific entity. To maintain the tables in an effective way, It should be normalized to ensure that the number of tables does no exceed the optimum level unless it is mandatory. To prevent unauthorized access, security measures have been provided. This may prevent unauthorized persons using data that is private. The normalization techniques have been used to design the table such that the use of all the tables is made easy. The various relations between different tables, the number of fields in each table and the type, width of each field were analyses. The names of the fields and tables where so chosen that the users would not face any problem in identifying the table structure. The various relations between different tables, the number of fields in each table and the type, width of each field were analyses. The names of the fields and tables where so chosen that the users would not face any problem in identifying the table structure.
22
5.8 VALIDATAION CHECKS
Validation check is an important process in software development. All the necessary fields are to be validated. Validation testing provides the final assurance that the software meets all functional behavior and performance requirements. The software once validated must be combined with other system elements.
The validation check helps in avoiding the wrong values to be entered and stored in the database.
Following are some of the fields, which are validated.
Attributes Acc_No Date Balance
DESCRIPTION Account Number can not be null or zero Date should be in the format: dd/mm/yyyy Balance must be in rupees and should maintain minimum level
23
6. DEVELOPMENT OF SYSTEM AND TESTING System development is done in many different ways. It forms the basis of all methodologies. The approach that is being implemented for this project is structured approach. Structured programming, structured analysis, structured design are the technique for structured approach. This is implemented for this system development. Structured programming is one that begins with one beginning and one ending, and each step in the program execution consists of one of the three programming constructs. One of the concepts of structured programming is implemented in this project. (i.e.) top down approach is implemented. Through this complex programming is divided into hierarchy of modules. Two main principles of structured design are the program module should be designed so they are loosely coupled or highly cohesive out of which highly cohesive is being used. Structured analysis defines system-processing requirements by identifying by all of the events that will cause a system to react in someway. Each event leads to a different system activity. These activities are then taken and data flow diagram is created showing the processing details including inputs and outputs.
24
TESTING
Software testing is the last phase of the software development cycle. Testing is very important for the success of a system. System testing makes a logical assumption that if all parts of the system are correct, then the goal has been achieved. Testing is the process of executing a program with the intention of finding errors. Testing can be used to show the presence of bugs, but never to show their absence. Software testing is the major part of any software development process. It has to be done in a manner that no errors should be found. The system has to be tested for all kinds of inputs and the worst cases, with an intention of finding errors. The software can be tested using the following techniques.
BLACK BOX TESTING
Also known as functional testing. A software testing technique whereby the internal workings of the item being tested are not known by the tester. For example, in a black box test on software design the tester only knows the inputs and what the expected outcomes should be and not how the program arrives at those outputs. The tester does not ever examine the programming code and does not need any further knowledge of the program other than its specifications. The advantages of this type of testing include: • The test is unbiased because the designer and the tester are independent of each other. • The tester does not need knowledge of any specific programming languages.
25
• The test is done from the point of view of the user, not the designer. • Test cases can be designed as soon as the specifications are complete. • The disadvantages of this type of testing include: • The test can be redundant if the software designer has already run a test case. • The test cases are difficult to design. • Testing every possible input stream is unrealistic because it would take a inordinate amount of time; therefore, many program paths will go untested. For a complete software examination, both white box and black box tests are required.
WHITE BOX TESTING
Also known as glass box, structural, clear box and open box testing. A software testing technique whereby explicit knowledge of the internal workings of the item being tested are used to select the test data. Unlike black box testing, white box testing uses specific knowledge of programming code to examine outputs. The test is accurate only if the tester knows what the program is supposed to do. He or she can then see if the program diverges from its intended goal. White box testing does not account for errors caused by omission, and all visible code must also be readable. For a complete software examination, both white box and black box tests are required.
26
VALIDATION TESTING
The validation testing provides a way for validating all the inputs entered by the user. It also helps in notifying the errors committed. This testing is helpful in avoiding the wrong values to be stored in the database.
UNIT TESTING
In Unit testing different modules are tested against the specifications produced during the design of the modules. Unit testing is essential for verification of the code produced during the coding phase and hence the goal is to test the internal logic of the modules. This testing is carried out during the programming stage.
INTEGRATION TESTING
Software once validated must be combined with other system elements. System testing verifies if all the elements are proper and that overall system function performance is achieved. A comprehensive integration testing is carried out using integrated test plans in the design phase of the development as guide to ensure the behavior of functions with live data.
27
7. IMPLEMENTATION Implementation is the phase where the developed component is installed in the working place. The operation of the software was monitored and the results were recorded. Implementation is the stage of the project where the theoretical design is turned into a working system. This involves careful planning, investigation of the current system and it’s constrains on implementation, design of methods to achieve the change over and evaluation of change over methods. The problems encountered are converting files training users, creating accurate files and verifying print outs for integrity. The objective is to put the tested system into operation while holding costs, risks and personnel irritation to a minimum. It involves creating computer compactable files, training the operational staff and installing terminals and hardware. Maintenance activities begin where conversion leaves off. Maintenance is handled by the same planning and control used in a project. Maintenance can be classified as corrective, adaptive or perceptive. Corrective measures means repairing process of performance failures or making changes because of previously in corrected problems or false assumption. Adaptive Maintenance means changing the program functions. Perceptive Maintenance means enhancing the performance or modifying the programs to respond to the user’s addition or changing needs. A fine effort has been made to ensure that software changes are made properly and in time to keep the system in tune with the user’s specification.
28
The implementation view of software requirements presents the real world manifestation of processing functions and information structures. In some cases, physical representation is developed as the first step in software design. The analyst must recognize the constraints imposed by the pre defined system elements and consider the implementation view of the function and information when such view is appropriate.
29
8. CONCLUSION This project “OFFICE AUTOMATION SYSTEM” is software that is developed to make the existing manual system to work more efficiently and effectively. This system reduces the cost involved and results in quick retrieval of information. Burden of manual work is reduced whenever an enquiry happens; there is no need for recording in many places manually. This system is highly interactive and user friendly. The system provides accurate updating and appropriate data validation. For all the above said reasons, the proposed system is much better than the existing system. Future enhancements can be made to this system in such a way that it works more effectively.
30
9. SUGGESTIONS FOR FUTURE WORK In spite of the various advantages that the new system brings in, there are a few limitations in the system which is worth considering for the future developments. After the present has been completed the further needs of the user are identified. In future the concern may have its operation in other places and get the details. This can be done using a centralized server that has all details of the organization. There will be interfaces which take care of these possibilities. This gives much strain to the office staff and more over it is time consuming. More management reports can be added in the system to bring out useful information about the business.
31
10. BIBLIOGRAPHY
I. BOOKS
1. Igor Hawryszkiewycz, “ Introduction to System Analysis and Design”, Prentice Hall Of India (P) Ltd, Fourth Edition, 1998. 2. Elias M.Awad, “System Analysis and design”, Galgotia Publications, Pvt Ltd, Print 1999. 3. Ian sommerville, “Software Engineering”, Pearson Education, 1998. 4. Smith & Amundsen, “Data Base Programming using Visual Basic 6.0 ”, IDG Books India (P) Ltd, First Edition, 2001. II. WEBSITES
1. http://www.vbcode.com 2. http://www.codetoad.com 3. http://www.microsoft.com 4. http://www.vbnotes.com
32
