Sikkim Manipal UniversityOf health medical and technology science

Directorate of Distance Education

University Study Center

(Code-1537)

Collage for Professional Studies (CPS)

A Synopsis On

LBEF Automation

Submitted By:-

Name:-Shikendra Kumar Jha

Course:-B.Sc IT 6th

Roll No:-560861103

(A Synopsis of Project submitted in partial fulfillment of the requirements for the degree of Bachelors of Science on Information Technology (BScIT) 6th Semester of Sikkim Manipal University of Health,

Medical and technological sciences )

Introduction

B.SC. IT is three years regular programme for computer studies and diversify field of computer concept. I am a student of 6th B.SC. IT and in current scenario with this concept paper of major project. This is monitor and evaluated by SMU(Sikkim Manipal University), India through LBEF, Kathmandu, Nepal.

My project name is “LBEF Automation” for campus management. This project has potential objective for managing student information as well as of staff. “LBEF Automation” has extension of Employee information management and related process regarding to campus management. “LBEF Automation” has been conceptualized for easy and efficient management of information.

The problems faced in the present manual LBEF system are as follows:

1. All the information about the goods received for maintenance, work in progress, technicians’ position, contact numbers or any other managerial tasks are maintain manually into papers. So it takes lots of time & effort with maximum risk of mishandling, misplacing and errors.

2. As all the works of LBEF are done manually into papers, so there is a possibility of missing the valuable records and their valuable transaction information and even no prompt reporting facilities.

3. Daily LBEF transaction is very slow as well as tedious process and risk in loss of valuable information is very high which might occur in loss of valuable assets of the office.

4. When managerial person requires information urgently then it cannot be provided at right time and sometimes the information never obtained.

5. Intellectual human resources would be misused for cheap works of keeping records in papers and files

Objectives and Scope

This academic project work of under graduate student in Bachelor of Computer studies (B.SC. IT). First objective is to build the capacity of B.SC. IT student in practical field of software engineering and development along with efficient information keeping of our college.

Comparing to Manual system computerized information gathering is reliable, Expandable, accuracy, error tolerance, faster, efficient, and secured. It provides security to the data so that unauthorized user can’t access the data. It provides access control and audit to the system and extend to which that access can be audited. Every system must provide built-in features for security and integrity of data. Using the safeguards against unauthorized access, fraud, embezzlement, fire and natural disasters

The main Objective of the LBEF AUTOMATION is to keep the college information providing safeguard to the data that are stored on the database. The LBEF AUTOMATION provides the security to the information to retrieve by unauthorized user or people. The following are the main objectives of LBEF AUTOMATION.

1) To eradicate the paper based system to implement computer based system

2) To increase the consistency of the information

3) To increase the reliability and security of the information

4) To helps in consistent flow of information with in different department

5) It reduces the overall cost and work time of process.

Project Outline

Project outline contains introduction of project summary which describes about project development related details. The review of project outline is bellow.

Project EnvironmentHardware Specifications:

Processor: Pentium-Iv or above

Memory: 512 MB RAM minimum or Above (Recommended)

Local Disk Capacity: not less than 40 GB

Removable Disks: USB or CD-ROM - Nx

Software Specifications:

Operating System: Windows XP/7

Front End: Microsoft Visual Basic .Net

Back End: Microsoft SQL Server 2005

COMPLETE STRUCTURE OF THE PROGRAM ANALYSIS

The major coverage of the project is as follows:

i. Security to the Software from the unauthorized use.

ii. Information entry about staff, classes and student information.

iii. Generation of student report according to the terminal information and monthly report of student.

MODULE DESCRIPTION

Module-1: Authentication Module

This module will deal with the security of the system. The authentication and rights will be given to the different level of users according to their needs of work. The project had tried to adopt to run in the Network architecture.

Module-2: User Management Module

This module will deal with the Management of users information. This module will provide a flexible tool and methods to create a new user of Limited Account privilege or administratior privilege, change password of currently loged on user, remove user, Prepare the user table if it does not exist in database and so on.

Module-3: Student Management Module

This module will deal with the Management of Student Information. When a new student enrolls he will fill up a form and the computer operator is equipped with the tools to record those data in the database. It facilitates to Create a New Student, Edit the Student Profile, Remove Student (in case of transfer of student), Generate the Student Report, Generate and Print the Student Entry Form, auto-create the table to enter student information if it does not exist in database and so on.

DATA STRUCTURE

The backend or database (RDBMS) used in this project is SQL Server 2005. Since the application uses the dynamic database, it will auto create the tables and fields as per the requirement and the configuration or setup by the user. Thus it will be impossible to detail the data structures used in this project exactly, but the static data and tentative or sample data structure are as follows:

The Table Name and the Fields used in my Project are as follows

Analysis and Design

System Analysis

Analysis is a detailed study of the various operations performed by a system and their relationships within and outside of the system. One aspect of analysis is defining the boundaries of the system and determining whether or not a candidate system should consider other related systems.

During analysis, data are collected on the available files, decision points, and transactions handled by the present system.

Some logical system models and tools that are used in analysis. Data flow diagrams, interviews, on-site observations, and questionnaires are examples. The interview is a commonly used tool in analysis. It requires special skills and sensitivity to the subjects being interviewed. Bias in data collection and interpretation can be a problem. Training, experience, and common sense are required for collection of the information needed to do the analysis.

Once analysis is completed, the analyst has a firm understanding of what is to be done. The next step is to decide how the problem might be solved. Thus, in systems design, we move from the logical to the physical aspects of the life cycle.

1. Systems planning and the initial investigation

The most critical phase of managing system project is planning. To launch a system investigation, we need a master plan detailing the steps to be taken, the people to be questioned, and the outcome expected. The initial investigation has the objective of determining whether the user’s request has potential merit. The major steps are defining user requirements, studying the present system to verify the problem, and defining the performance expected by the candidate system to meet user requirements. When the initial investigation is completed, the user receives a system proposal summarizing the findings and recommendations of the analyst.

Similarly for this LBEF AUTOMATION, we planned total system briefing and started our initial investigation from different departments taking LBEF Campus in consideration. Our query started from the Academic director Er.Prakash Kumar and then gradually with different departments of the campus.

2. Information gathering

A key part of feasibility analysis is gathering information about the present system. The analyst must know what information to gather, where to find it, how to collect it, and what to make of it. The proper use of tools for gathering information is the key to successful analysis. The tools are the traditional interview, questionnaire, and on-site observation. We need to know, for example, how to structure an interview, what makes up a questionnaire, and what to look for in on-site observations. These tools, when learned, help analysis assess the effectiveness of the present system and provide the groundwork for recommending a candidate system.

For this LBEF AUTOMATION we gathered information from different departments of LBEF campus.

At first we are provided information from the department of Academic director Er.Prakash Kumar. And all other information was acquired from different departments of the campus.

3. The tools of structured analysis

The traditional tools used in data gathering have drawbacks. An English narrative description of a system is often too vague. English is inherently difficult to use where precision is needed. Further more system flowcharting based on the data gathered commit to a physical implementation of the candidate system before one has a complete understanding of the logical requirements of the system. Finally,

system specifications are often redundant. To find information about one part of the system, one has to search through the entire document.

Because of there drawbacks, the analyst needs to focus on functions rather than physical implementation. Therefore, structured tools such as the data flow diagram, data dictionary, and structured English provide alternative ways of designing a candidate system. In real-life applications, a combination of the traditional and structured tools is used.

4. Feasibility study

An initial investigation culminates in a proposal that determines whether an alternative system is feasible. A proposal summarizing the thinking of the analyst is presented to the user for review. When approved, the proposal initiates a feasibility study that describes and evaluates candidate systems and provides for the selection of the best system that meets system performance requirements.

To do a feasibility study, we need to consider the economic, technical, and behavioral factors in system development. First a project team is formed. The team develops system flowcharts that identify the characteristics of candidate systems, evaluate the performance of each system, weigh system performance and cost data. The study culminates in final report to management.

LBEF AUTOMATION is a feasible system that equally considers economic, technical and behavioral factors of the campus management. Since all the process carried during management are paper based and technically weak in procedure but with this system the process is carried out in technical format and economic in total procedure. To talk about the technical overview of the LBEF AUTOMATION, it is technically managed and can be handled with less technical knowledge. This system supports existing and new system for its processing.

5. Cost Benefit Analysis

The cost and benefit of each alternatives guide the selection of the best system for the job

Cost and benefit may be tangible or intangible, direct or indirect, fixed or variable. Cost estimate also take into consideration hardware, personnel, facility and supply cost for final evaluation. Cost benefit analysis then identify the cost and benefit of a given system and categories them for analysis. Then a method of evaluation is selected and the results are interpreted for action. The evaluation method range from the simple net benefit analysis to more complex method such as present value and playback analysis.

LBEF AUTOMATION is a digital system, so all the processes are carried out digitally. As a result it eradicate all the paper works, thus the cost is significantly lowered. This system requires one time investment which may cost much but later this system stimulate the investment on any other process. It also minimizes the cost required for the payment of the staff as less number of staff is required to proceed its function.

Here, for LBEF AUTOMATION we can simply use net cost benefit anlysis tool which give the overall cost of the project. It shows cash follow of budget againt the work in progress. We can use simple formula for cast estimated,

For example:

Net Cost = {working days (analyst + programmer + data entry)} * {(man/day rate)}

System design

The most creative and challenging phase of the system life cycle is system design .The term design describes a final system and the process by which it is developed. It refers to the technical specifications that will be applied in implementing the candidate system. It also includes the construction of programs and program testing.

The first step is to determine how the output is to be produced and in what format. Samples of the output (and input) are also presented. Second, input data and master files(data base) have to be designed to meet the are handled through program construction and testing, including a list of the programs needed to meet the system’s objectives and complete documentation. Finally, details related to justification of the system and an estimate of the impact of the candidate system on the user and the organization are documented and evaluated by management as a step toward implementation

Project Timeline and System Planning (PERT Chart)

Program evaluating and review technique (PERT) is a project scheduling methods that can be applied to software development. This techniques is driven by information already develpend in earlier project planning activities.

Estimates of effort

A decomposition of the product function

The selection of the appropriate process model and task set

Decomposition of tasks

Interdependencies among tasks may be defined using a task network. PERT provide quantitative tools that allow the software planner to (1) determine the critical path-the chain of tasks that determines the duration of the project; (2) establish “most likely” time estimates for individual tasks by applying statistical models; and (3) calculate “boundary times” that defines a time “window” for a particular task.

When creating a software project schedule, the planner begins with a set of tasks.if automated tools are used, the work breakdown is input as a task network or task outline. Effort, duration, and strat date are then input for each task. In addition, tasks may be assigned to specific individuals. As a result a timeline chart, also called a gantt chart, is generated. A timeline chart can be developed for the entire project. Alternatively, separate charts can be developed for each project function or for each individual working on the project.

The format of a timeline chart depicts a part of a software project schedule that emphasizes the concept scoping task for a new word-processing software product. All project tasks are listed in the left-hand column. The horizontal bars indicate the duration of each task. When multiple bars occur at the same time on the calendar, task concurrency is implied.

S.N TaskTotal Weeks

Timeline in weeks for 3 months

1 2 3 4 5 6 7 8 910

11

12

13

14

15

16 17

1 Proposal Preparation 1

2Feasibility Study/ Information Collection 2

3System Requirement Specification (SRS) 2

4Design (Database, Concept, Functions) 2

5 Programming Code 3

6 Testing 2

7 Implementing 2

8 Project Report Writing 3

My project is carried out for the timeline of 5 months. The very first task was proposal preparation, it was completed in 1 weeks. And then the feasibility study/information collection, system requirements specification (SRS), Design (Database, concepts, and functions), Testing and Implementing were individually carried out for 2 weeks each. Similarly Programming code and project report writing were individually completed within 3 weeks each.

Pie Chart of Project Development Timeline

Future Scope

Feasibility Study/ Information Collection

12%

Proposal Preparation6%

Project Report Writing17%

Implementing12%

System Requirement Specification (SRS)

12%

Design (Database, Concept, Functions)

12%

Programming Code17%

Testing12%

Proposal Preparation Feasibility Study/ Information Collection

System Requirement Specification (SRS) Design (Database, Concept, Functions)

Programming Code Testing

Implementing Project Report Writing

Future ScopeIt is extended to work in overall managerial process carried out in individual department which includes Administration, Account, Library, Student section & So on.

Conclusion

Thus, synopsis for the targeted project is completed. This synopsis has been solely and independently prepared by me and there is no any helping hand behind. This project too will be developed individually without the help of any other persons, other than the books and reference materials that I would mention exclusively on the Acknowledgement section of my Report.