[ 2nd Review ] [ SIMS ]

8/6/2019 [ 2nd Review ] [ SIMS ]

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Second Review

IMS

For Sumantra Technologies

Final Project By

Shahin R Krishna

KH.SC.P3MCA08021

Submitted On

April 07, 2011

An Institute Management System

8/6/2019 [ 2nd Review ] [ SIMS ]


Sumantra - Institute Management System

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1. INTRODUCTION

1. About the firm

Sumantra Technologies is the advanced technology training division of Orionis

Technologies & Solutions Pvt.Ltd. Sumantra Technologies provides continuous

professional training to Corporate Organizations, Professionals, and Students to

maintain their skill sets on par with the latest in technology.

Their major activities are :

On Job Training

Academic Projects

Advanced Career Training

Curriculum Based Training for Schools and Colleges

Corporate Training

Placement Assistance

2. About the project

Even though Sumantra Technologies is an technology division of a known software

development firm, most of the institute management process is accomplished

manually.

In order to fasten the process, so as the growth of the firm, a management system that

automates the manual institute management process can contribute a very well

determined role.

Institute Management System (IMS) for Sumantra Technologies is an

application that is expected to be capable of performing the functions that are

considered essential for such an institute’s management.

IMS focuses on automating various departments’ functions in such a way that it

would be easier to accumulate and manage data, analyze data, generate reports, etc...

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2. SCOPE

Administrator

Administrator has full control over the system. Admin manages the user accounts.

Admin registers each and every user of the system. Admin can generate report to assess the

performance to the institute so far.

Security

A username, password & department combination is used as the authentication

credentials to the system. This information, when provided, cross matched with information

stored in the database. The login credentials are kept in database encrypted. And any data

related to the password is also encrypted. The department is used as criteria to create

various access level with in the system.

Programs Registration

A new program offered by Sumantra Tech. is added to their “Courses offered Profile”

so as to support the Enquiry & Registration Management. The various Programs currently

offered by Sumantra Tech. are

Courses:

On Job Training

Academic Projects

Advanced Career Training

Curriculum Based Training for Schools and Colleges

Corporate Training

Placement Assistance

Subjects:

Object Oriented Analysis and Design

Oracle (SQL and PL/SQL, DBA, Performance Tuning)

Microsoft SQL Server

J2EE and related areas

.NET (VB.NET, C#, ASP.NET, etc.)

C, C++ ,VC++ Scripting Languages.

PHP & MySQL

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Enquiry & Registration

This module handles the enquiries and registration requests. This module is meant to

collect the client information as well as the college/company information where they belong

to. The information is stored in the database in various tables, so that everycollege/company will have a profile in the IMS. This helps the departments to make

marketing strategies, etc…

Fee Management

Fee schemes, collection, Receipts, Due notification, Offering Discounts, Generating

monthly and annual reports are performed by this module.

Lab Scheduling

This module focuses on managing scheduling of the lab. Those students have a

personal laptop can do their work without using the lab facilities, so that the free systems

can be allotted to those who are running out of schedule and require more lab time. It also

manages the instructor workload by allotting more lab assistants at peak periods.

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3. WORK DONE TILL DATE

Application Management Module

Administrator Module

ᴥ User Accounts Management

HR Management Module

ᴥ Sumantra Courses Management Module

Register/Remove courses

Register/Update Fee structure

ᴥ Sumantra Training Programs Management Module

Register/Remove training programs

ᴥ Enquiry Management Module

Recording Enquiry Information

Keeping College/Organization Information

Tracking dead enquiries

Generating reports

ᴥ Student Registration Management Module

Registering student

Generating reports

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4. IMPLEMENTATION OF MODULES

Application Management Module

ᴥ Application’s overall management is intending to be performed by this module. This

module is implemented to handle application’s control routing and to ensure

authorized access to various modules of the application. It logs every login events

and modules accessed by the user. These logs can be accessed by the Administrator

from logs section, by logging in to the application with his/her administrator account

information.

Administrator Module

ᴥ User Accounts Management

User accounts are generated by the Administrator. Administrator creates user

accounts that belong to a department. These user accounts can be used to access the

respective application modules, i.e. a user account created for HR department can

have access only to the HR Management Module of the application.

Administrator is only person having authority to create, remove, or modify a

user account. User accounts information is kept in table Table_UserAccounts. The

table keeps the information such as UserID, Username, Password, Department, and

Active. UserID is unique and act as primary key for the table. Username and

password used to login to the application. An active user account will have a status

value ‘true’ (1) for the field Active.

HR Management Module

ᴥ Sumantra Courses & training Programs management module

Information regarding courses offered by Sumantra Technologies are kept in the tables

Table_SumantraCourses and Table_TrainingPrograms. This module will be handling theinsertion, updation, and deletion on these two tables. Deleting an entry from the table

means setting the value of the field Active in the table to 1 (true).

ᴥ Enquiry and Registration management module

Enquiry information is collected, categorized and stored in various tables. Basic information

such as student name, communication address, contact details, and reference to

college/organization table are kept in Table_Enquiry. Referral information, mode of enquiry,

and remarks are kept in Table_EnquiryDetails. College or organization information areseparated from the enquiry form and stored in Table_college or Table_organization. For a

student, HOD contact details are kept in the table Table_CourseCollegeDdetails.

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Also the application allows registering while enquiry and register later. Both cases the

enquiry form is filled. Registration info is kept in table Table_Registration and project or

course information is kept in Table_ProjectInfo. For table Table_Enquiry Enquiry ID is the

primary key which is used while registering the student. Table_ProjectInfo uses Registration

ID (primary key of Table_Registration) as its unique key. Whenever a new enquiry or

registration happens, the enquiry id or registration id are generated by incrementing the

value kept under the field LASTUSED in table Table_IDInfo. Table_IDInfo will be having fixed

number of tuples where each tuple will be representing primary key field of tables.

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5. TABLE DESIGN

1. Table_Branch

Table that keep information on different branches of the firm.

Column Name Data Type Null Constraint Description

ID ( PK ) int Not Null Unique id

Name nvarchar(50) Not Null Name of branch

Address nvarchar(50) Allow Nulls Address of the specific branch

Phone nvarchar(50) Allow Nulls Phone number

Active bit Not Null Flag differentiate active & non activeentries

2. Table_College

Table that keep information of colleges.


ID ( PK ) int Not Null Unique ID

Name varchar(50) Not Null Name of College

Address varchar(100) Not Null Address

DistrictID int Not NullUnique ID of District where college is

situated

ContactPerson varchar(50) Not Null College contact person’s name

Phone varchar(50) Allow Nulls Phone number

Email varchar(50) Allow Nulls College’s Email ID

Website varchar(50) Allow Nulls College’s Website URL

UniversityID int Not NullUnique ID of university that affiliates

the college

Active bit Not NullFlag differentiate active & non active

entries

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3. Table_Course

Table that keep course’s information. Bachelor Degrees, Diplomas, Master Degrees etc.

4. Table_CourseCollegeDetails

Table that keep information on project schedule of each college for specific courses,

Department head’s contact Information, etc.



Name nvarchar(50) Not Null Course Name

PG bit Not NullFlag indicating whether the course is a

bachelor degree or master degree

Description nvarchar(100) Allow Nulls Course description



CourseID ( FK ) int Not Null Foreign key to Table_Course

CollegeID ( FK ) int Not Null Foreign key to Table_College


ProjectStartMonth tinyint Not NullProject starting month for a particular

course in a specific college

Duration tinyint Not Null Duration of academic project

HODName nvarchar(50) Not Null Name of Head of the Department

Phone nvarchar(50) Not Null Phone number

Email nvarchar(50) Allow Nulls Email ID


entries

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5. Table_District

Table that keep District/City information. A flag field is set to distinguish the Cities from

Districts

6. Table_Enquiry

Table that keep enquiry information.



Name nvarchar(50) Not Null Name of district

IsDistrict ( FK ) bit Not Null Distinguishes a City from a District

StateID int Not NullUnique ID of State to which the District

belongs to.



ID ( PK ) int Not Null Unique ID ( Enquiry Number or Enquiry ID )

Date date Not Null Enquiry Date

IsStudent bit Not NullFlag differentiating a student from a

corporate employee

Name nvarchar(50) Not Null Name

DoB date Not Null Date of birth

Gender nchar(1) Not Null Gender

CommAddress nvarchar(100) Not Null Communication Address

DistrictID ( FK ) int Not Null Foreign Key to Table_District

Landline nvarchar(30) Allow Nulls Landline number

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7. Table_EnquiryDetails

Table that keep additional enquiry information like mode of enquiry, referrals, remarks, etc.

Mobile nvarchar(30) Allow Nulls Mobile number

Email nvarchar(50) Not Null Email ID

CollegeOrgID ( FK ) int Not Null

Foreign Key to Table_College or

Table_Organization. Depends on the value of the column IsStudent

EduQualification ( FK ) int Allow NullsForeign Key to Table_Course, Educational

qualification of applicant

ProQualification ( FK ) int Allow NullsForeign Key to Table_Course, Professional

qualification of Applicant

AvailFacilities tinyint Not Null

Integer value representing, whether the

applicant is equipped with a laptop or a

desktop or both at home

CourseID ( FK ) int Not Null Foreign Key to Table_Course, Coursecurrently pursued by the applicant

SCourseID ( FK ) int Not NullForeign key to table_SumantraCourses, The

training program the applicant prefer to join

Active bit Not Null Flag differentiate active & non active entries


EnquiryID int Not Null Foreign key to Table_Enquiry

AttendedBy nvarchar(50) Not Null Describes person who made an enquiry

Mode nvarchar(30) Allow Nulls Mode of enquiry

ReferralType int Not Null Type of referrals

ReferralID int Not Null ID of referral

Remarks nvarchar(50) Not Null Remarks


entries

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8. Table_IDInfo

Table that keep information on primary key values allotted to each table. Keeps last used

primary key value, minimum and maximum value for a primary key field, active ids.etc.

9. Table_Organization

Table that keep Organization’s data



Name nvarchar(50) Not Null Name of Unique ID/table

MinValue int Not Null Minimum value

MaxValue int Not Null Maximum value

LastUsed int Not Null Last used value

Description nvarchar(50) Allow Nulls description




Name varchar(50) Not Null Name of organization

Address varchar(100) Not Null Address

DistrictID int Not Null Foreign Key to Table_District

ContactPerson varchar(50) Not Null Contact person

Phone varchar(50) Allow Nulls Phone number

Email varchar(50) Allow Nulls Email ID

Website varchar(50) Allow Nulls Website URL of Organization


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10. Table_ProjectInfo

Table that keep project schedule information.

11. Table_Registration

Table that keep registration information


RegistrationID int Not Null Foreign Key to Table_Regsitration

SCourseID int Not Null Foreign key to table_SumantraCourses

TechnologyID int Not Null Foreign key to Table_Training programs

TeamSize tinyint Not Null Size of project team

ProjectTitle nvarchar(50) Not Null Title of the project

ProjectStartDate date Not Null Expected start date of project

ProjectEndDate date Not Null Expected end date o project

TeamID int Allow Nulls Team ID

IsCompleted bit Not Null Flag indicating a completed project

CompletedOn date Allow Nulls Project completion date

Remarks nvarchar(100) Allow Nulls remarks


entries


ID ( PK ) int Not Null Unique ID or Registration ID/Number

EnquiryID int Not Null Foreign key to Table_Enquiry

BranchID int Not Null Foreign Key to Table_Branch

Date date Not Null Date of registration

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12. Table_State

Table that keep information on states.

Guardian nvarchar(50) Allow Nulls Name of Guardian

Relation nvarchar(50) Allow Nulls Guardian’s relation to applicant

PermAddress nvarchar(100) Allow Nulls Permanent Address

DistrictID int Not Null Foreign Key to Table_District

Religion nvarchar(10) Allow Nulls Religion

Married bit Not NullFlag indicating applicant’s marital

status

Photo image Allow Nulls Applicant’s Photo


entries



Name nvarchar(50) Not Null Name of the State


entries

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13. Table_SumantraCourses

Table that keep information on Courses offered by the institution

14. Table_TrainingPrograms

Table that keep information on technology training programs offered by the Institution.

15. Table_University

Table that keeps information on universities



Name nvarchar(50) Not Null Course Name

Code nchar(10) Not Null Sumantra Course Code

Description nvarchar(50) Allow Nulls Description


entries



Name nvarchar(50) Not Null Name of Training programs

Code nchar(10) Not Null Program Code

Description nvarchar(50) Allow Nulls Description


entries



Name nvarchar(50) Not Null Name of university

StateID int Not Null Foreign key to Table_State


entries

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6. ARCHITECTURAL DIAGRAM

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7. DATA FLOW DIAGRAM

Level 2 DFD - HR & CR Management

Applicant

Registration

Module

Enquiry

Management

Module

Applicant

Course

RegistrationModule

Table_Enquiry

Table_Registration

Table_College/Org

Table_ProjectInfo

Table_EnquiryDetails

Table_University Table_CourseCollegeInfo

Table_Course

Table_IDInfo

Enquiry Data

Registration ID/Status

Enquiry Number /Status

Table_SumantraCourses

Table_Technology

Registration Data

R e g i s t r a t i o n I

D

S t a t u s

C o u r s e - C o l l e g e D a t a

Documents

[ 2nd Review ] [ SIMS ]