Address Book Management System

8/2/2019 Address Book Management System

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INTRODUCTION


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1.1 SCOPE OF THE SYSTEM

The system named Address Book Management System is designed for proper and

smooth functioning of a company, which want to store records of their clients.

The major activity that goes in the company are:-

Handling records related to persons. If someone want to know about the person. Sometimes it is difficult to maintain individual records for all the customers of all

the sites in a company also in different registers and to search an individuals

record is a difficult task.

To overcome all these difficulties we made a sincere efforts to develop a project which

made searching and manipulation jobs easy.

The new system has edge over the previous system in accuracy, reliability and leniency to

human error, which are detected by validation checks. The new system is easy to

implemented elsewhere also owing to its feature of easy to comprehend, adaptability,

versatility and easy transportability.

This project is useful for enquiry purpose and used for office use, it can also be used for an

off-line enquiry beneficial for guests and visitors.

1.2 PROJECT DESCRIPTIONINTRODUCTION ABOUT THE PROJECT

In present day address has become important part of any company. Address has

served as one of the best medium foe economic development.

Address has played a vital role in the growth of company, as the exchange of

information is important for the growth of any person. Therefore address is one ofthe important mediums of the country.

Besides maintaining other records of the various addresses, every year company

issue address forms having the details of particular person, which give their address.

With increase in registrations in past few years, the task of maintaining the records

manually becomes very complexes. Therefore the was felt for the computerization of

the company departments. Hence, software concerning company should be well

organized for its efficient working.


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So, this project is for developing feedback management system in Visual Basic 6.0

as front- end, with MS ACCESS 2000 at the back-end. It is an attempt to relieve the

burden of manual system by providing fully automated and a secure system.

The function, which this system provides, is maintaining the records of thecustomers name and their feedback. The password system check allows only the

authorized person to use the system in order to maintain the security of the system.

1.2.1 ABOUT EXISTING SYSTEMComputer is served as tool for managing information. Almost all- big organizations

are switching towards computerisation, as the jobs are voluminous and repetitive in

nature.

As company is a big organization with multiple branches and various sub

departments, the management decided to go in for an integrated computerization of

the organization. Now systems are being developed in visual basic 6.0 as the front end

and MS - ACCESS or ORACLE at the back end, which can take care of data

consistency, completeness and correctness of the information and have interfaces with

one other. The manual systems are being replaced with computerised system, which

have resulted in efficient and smooth working of different departments.

For this, feedback defined what benefits it expects from the system. Feedback

departments being the most important part or the feedback and needs special attention

and the management gave all the necessary details required to design computerisationsystem.

EARLIER SYSTEM NEW SYSTEM

Manual System Implemented on LAN

Implemented with Visual Basic 6.0and MS ACCESS


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IMPLEMENTATION OF PROPOSED SYSTEM:-

Once the design is complete, most of the major decisions about the system have been

made. The goal of the implementation phase is to translate the design of the system

into code in a given programming language. For a given design, the aim in this phase

is to implement the design in the best possible manner.

The implementation phase affects both testing and maintenance profoundly. Well-

Written codes can reduce the testing and maintenance effort. Because the testing and

maintenance cost of the software are much higher than coding cost, the gaol of the

coding should be strived for during the implementation phase.

The concept of structured programming should be adopted. The goal of structured

programming is to linearism the control flow in the program. The program text should

be organized as a sequence of statements, and during execution the statements are

executed in sequence given in the program. For structured programming, a few single-

entry-single-exit constructs should be used.

1.3 ADVANTAGES OF THE SYSTEM:-

1. This system provides information about various details of the persons.2. The system reduces the manual work and saves time, which eventually increases the

efficiency of work.

3. Different types of reports complex on nature can be printed whenever and whereverrequired.


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PROJECT

CATEGORY,TOOL

& ENVIRONMENT


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2.1 PROJECT CATEGORY:-

This project is an example of Relational Database Management System (RDBMS) in

which we link more than on table together to reduce redundancy of data element.

2.2 FRONT-END & BACK-END COVERAGE:-

2.2.1SOFTWARE:

The selection of software involves two major decisions namely,

Selection of Front-End Selection of Back-End

As the client stressed on the user-friendly and windows based product, VISUAL BASICwas the appropriate choice for the Front-End. For the Back-End, we have used MS-ACCESS

since this is readily available in all stations. Despite the above specific requirements, based

on our learnings, we can complete this project using other language like C, C++ etc. and

databases like FoxPro, Oracle etc. in-case adequate time and resources are available.

WHAT IS VISUAL BASIC?

Visual basic is a professional application development tool executing in windows

environment that allows professional programmers to build sophisticated, graphical

applications with access to data information stored locally or on network server.

WHAT IS EVENT-DRIVEN PROGRAMMING?

One of the biggest and first adjustments for a programmer to make in moving from DOS

or mainframe based procedural programming to windows is the concept of Event-Driven

Programming.

In the Event-Driven Programming the user is in complete control of the flow of

processing, there is predefined path. Event-Driven Programming not only allows deviation

from predefined, it is built on.

FRONT END & BACK END TOOLS:

The concept of front end and back end has been chosen to develop this software as this suits

the DBMS architecture to its full potential. Visual Basic has been chosen at the front end and

any relational package (that supports tables) can be chosen at the back end.

MICROSOFT-ACCESS:

MICROSOFT ACCESS is a database management system or DBMS. A DBMS helps you to

manage data that is stored in a computer database. It is a full-featured application

development system that includes the Visual Basic Programming Language and other tools


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for setting up sophisticated applications for yourself and your customer. Microsoft Access is

designed from the ground up to provide full support for all window features. Some of the

most important windows like features you will find in Access are:

32 BIT APPLICATION:-

MS-ACCESS 2000 is a 32 bit application, which means that it runs in its own protected

computer memory area. Therefore Access wont grind to a halt if some other program on

your computer decides to misbehave. Access also takes advantage of the multithreading

capabilities of windows, the Jet Database Engine, Microsoft Access, and modules written for

Visual Basic all run in separate thered.

DATABASE EXPLORER:-

The Database Window in Access looks and acts a lot like Windows Explorer, as well as

windows that appear.

2.2.2HARDWARE:

The minimum Hardware configuration for implementation of this software product is:

PROCESSOR : PI to IV or Equivalent MEMORY : 16 MB HARD DISK : 1Gb FLOPPY DISK : 1.44 MB KEYBOARD : 106 Keys MONITOR : VGA (Resolution) PRINTER : HP INKJET (640x480) MOUSE : Two Buttons Scroll


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PROJECT

DEVELOPMENT

STAGES


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3.1RECOGNITION OF NEEDSRECOGNITION OF NEEDWHAT IS THE PROBLEM ?

One must know what the problem is before it can be solved. The basis for the

candidate system is recognition of a need for improving an information system orprocedure. This involves a preliminary survey or an initial investigation to determine

whether an alternative system can solve the problem. It entails looking into the

inefficient existing procedures, or whether parts of the existing system would be

candidate for computerization.

TIME SAVING:

Using computers can save a lot of time. This is possible, as computers are fast,

efficient and more accurate as compared to human beings.

QUICK REPORTS:

A computerized system can help on generating different types of reports. This

can be done easily by merely pressing few keys. Reports can be easily obtained at the

spur of the moment unlike a manual system.

MUCH MORE DETAILS AVAILABLE:

A large amount of details can be obtained easily in a computerized system

which otherwise cant be available in a manual system.

EFFICIENT & ACCURATE:Computerization will increase the efficiency and accuracy of the feedback

administration in maintaining records.

FASTER & EASIER DATA RETRIEVAL:

By using computerization system data can be retrieved at much faster pace.

Old records can be located immediately and easily.

ECONOMICAL:

Due to computerization more accurate functioning can be obtained as compared

to manual systems in long term.

DECREASED NUMBER OF PEOPLE:

Computerization will decrease manpower dependence. After automation only

one person will be needed where as in manual system two or three are required.

3.2FEASIBILITY STUDYFEASIBILITY STUDY

The following aspects have to be kept in view while conducting the feasibility

study for any project:-


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(a) TECHNICAL FEASIBILTY : The current manual system could be madecomputerised to benefits for members as well as the administrator. The

convenience and additional features were the bonus.

(b)OPERATIONAL FEASIBILITY : Being a highly user-friendly system, bothmembers and the administrator could easily use the system with minimal training.

(c)ECONOMIC FEASIBILTY : The system is quit economical since the cost ofhardware and software is not very high. The existing PCs are utilised and the

additional costs are far overweighed by the advantages.

(d)BEHAVIORAL FEASIBILITY : Since the system brings benefits to bothmembers and the administrator in terms of ease of operation and greater

convenience no resistance to introduction of this system is approached.

REQUIREMENT ANALYSIS (WHAT TO DO?)

Requirement analysis is done in order to understand the problem, which the software

system is required to solve (what to do?). The problem could be automating an existing

manual system like manual feedback information System, or developing a new automated

system based on user needs or a combination of both. For large systems, it is very important

that the system requirements are very clearly understood by discussing with the potential

users.

The task involves several meetings between the client/user and the system developer.

In order to minimise the communication gap, especially for large project, Software

requirement Applications are finalised between the client and system analyst.

SYSTEM DESIGN CONSIDERATION (HOW TO DO?)

After having the requirements of the project in hand, the system framework under which the

implementation would be done is initiated.

This involves taking important decisions regarding hardware, software, security, structure of

the project detailing out the modules, scheduling of related task and distribution of the same

between the team members.

SECURITY:

Security issues are of prime importance as there are key areas in the project that should not be

exposed to all users. For the feedback Information System, the main section, which is

password protected. Every user is authenticated before he/she gains access to this section and

only the administrator can gain access based on his valid password.

MODULARITY:


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For effective implementation of any project, it is crucial that the requirements should be

grouped as modules, with each module having predefined inputs, performing a specific task

and yielding the desired output.

SCHEDULING:

Scheduling is perhaps the most critical activity during the system design phase as this is the

time when allocation of resources is done to the various modules and areas of the project.

Care must be taken to set aside reasonable amount of time for testing, debugging as well

optimization of the project and the deliverables.

SOFTWARE DEVELOPMENT (CODING):

By this stage, all the required input from the client/user have come; the scope of modules has

been decided. During this phase, the actual implementation of the logic starts. The developer

must logically decide the flow of the program/DFDs incorporating the validations to be doneat the client end to enable smooth functioning of all the modules; the comment should be

used to depict the flow of code, to improve readability and facilitate the debugging activity.

SYSTEM TESTING:

During this phase, the various test cases must be prepared, which involve consideration of

various permutations combinations of inputs that can be generated by the user. The modules

should be tested independently and then they should be tested as a system, that is, after

integrating all the modules.

SYSTEM DOCUMENTATION:

The importance of documentation is similar to the catalog for a product. It constitutes an

integral part of the project as it acts as a reference manual for the user of the project. Thus,

care must be taken to describe all the modules, their functionalitys, the bugs and the

remedies. This also helps in system maintenance.

SYSTEM IMPLEMENTATION:

This involves successfully installing a totally tested and debugged system in the premises of

the user.

SYSTEM MAINTANENCE:

After successfully converted the user requirements into a completely functional software

product distributed to the user, system maintanence assumes paramount importance has two

keys:

a) Solution for operational problem.b) Minor upgrades for meeting the user needs.3.3SYSTEM ANALYSIS:-


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Requirements analyst is done in order to understand the prolem which the software

system is to solve, for example: the problem may be to computerize the existing function or

developing a completely new computerized system or a combination of the two. For large

system having a large number of features and that need to perform many different tasks,

understanding the requirement of the system is a major task. The emphasis in requirementanalysis is on identifying what is needed from the system and how a system will achieve its

goals. This task is complicated by the fact that there are often atleast two parties involved in

the software development- a client and a developer. The developer has to develop a system to

satisfy the clients needs. The developer usually does not understand the clients problem

domain and the client often does not understand the issues involved in software systems, this

causes a communication gap, which has to be adequately bridged during this analysis.

OBJECTIVE OF THE STUDY:-

Regular and reliable keeping of persons detail is must for the department so that the

management can take the right decision about any change in feedback or transfer of

connection of any person.

DFD:-

A DFD also known as a Bubble Chart has the purpose of clarifying system requirements

and identifying major transformations that will become programs in system design. So it is

the starting point of the design phase that functionally decomposes the requirements

specifications down to the lowest level of details. A DFD consist of a series of Bubbles

joined by lines. The bubbles represent data transformation and the lines represent data flows

in the system.

PROCESS:-

Process is the work or action performed on data so that they are transformed, stored or

distributed. When the modelling the data processing of a system, it doesnot matter whether a

process is performed manually or by a computer.

DATA STORE:-

A data store is a data at rest. A data store may represent one of many different physical

locations for data, for example: a file folder.

SOURCE/SINK:-

A source/ sink is the origin and/or designation of the data. Source/Sink are sometimes

reffered to as eternal entities because they are outside the system. Once processed, data or

information leave the system and go to some other place.

DATA FLOW:-

A data flow can be best understood as data in motion, moving from one place in a system toanother. A data flow could represents data on a customer order fron a payroll check.


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3.4SYSTEM DESIGN:-DESIGN OBJECTIVES:

A. Design is to provide for mass data and relevant data.B. Design should such that it makes access to data easy for user.C. It should provide prompt responses to users request for data.D. Design should be such that, it makes latest modifications to database

available immediately.

E. It should eliminate redundant data.F. Design should be such that, it allows multiple users to be active at same

time.

G. Design should be flexible enough to allow for growth in database system.H. Design should protect data from physical harm and unauthorized access.

FLOW CHARTS:

A flowchart is a pictorial representation of an algorithm that uses boxes of

different shapes to denote different types of instructions. Then actual instructions are written

within these boxes using clear and concise statements. Solid lines having arrow marks to

indicate the flow of operation, that is, the exact sequence in which the instructions are to be

executed, connect these boxes. Normally an algorithm is first represented in the form of a

flowchart and the flow chart is then expressed in some programming language to compare a

computer program.

A flow chart, therefore, is a picture of the logic to be included in a computerprogram. It is simply a method of assisting a programmer to lay out, ina visual, two-

dimensional format, ideas on how to organise a sequence of steps necessary to solve a

problem by computer. It acts like a road map for a programmer and guides him how to go

from the starting point to the final point while writing a computer program.

FLOW CHART SYMBOLS:

The communication of program logic through Flow chart is made easier through

the use of symbols that have standardized meanings. Some of them are:

I. TERMINAL:The terminal symbol, as the name implies, is used to indicate the beginning

(START), ending (STOP), and pauses (HALT) in the program logic flow. It is the

first symbol and the last symbol in the program logic. In addition, if the program

logic calls for a pause in the program, that also is indicated with a terminal symbol.

II. INPUT/OUTPUT:The input/output symbol is used to denote any function of an input/output device

in the program. If there is a program instruction to input data from a disc, tape, or

any other type of input device, that step will be indicated in the flowchart with an


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output on a printer, magnetic tape, terminal screen, or any output device, are

indicated in a flowchart with an input/output symbol.

III. PROCESSING:A Processing symbol is used in a flow chart to represent arithmetic and datamovement instructions. Thu, all arithmetic process of adding, subtracting,

multiplying, and dividing are shown by a processing symbol. The logical process of

moving data from one location of main memory to another is shown by this

symbol.

IV. FLOWLINES:Flow Lines with arrowheads are used to indicate the flow of operation, that is, the

exact sequence in which the instructions are to be executed. The normal flow of

flowchart is from top to bottom and left to right.

V. DECISION:The Decision symbol is used in a flowchart to indicate a point at which a decision

has to be made and a branch to one of the two or more alternative points is possible.

The condition upon which each of the possible exit paths will be executed should

be identified and all the possible should be accounted for. During execution, the

appropriate path is followed depending upon the result of the decision.

VI. CONNECTOR:If a flow chart becomes very long, the flow lines start crises crossing at many

places that causes confusion reduces understand ability of the flow chart. Thus,whenever a flowchart becomes complex enough that the number and direction of

flow lines is confusing, it is useful the connector symbol as a substitute of flow

lines. The symbol represents an entry from, or exit to another part of the flowchart.

FORM DESIGNS:

We know that form provide the basis for information systems. Without data there

is no system, but data must be provided in the right form the information produced

must be in a format acceptable to the user. In either case, it is still data- the basic

elements of a printed form.

People read from forms, write on forms. The data the forms carry come from

people, and the informational output of the system goes to people. So, the form is a

tool with message. It is a physical carrier of data- of information.

With this in mind, it is hardtop imagine a business operating without using forms.

They are the vehicles for most communication and blueprintsfor many activities.

A printed form generally classified by what it does in the system. There are three

primary classifications: action, memory and report forms.


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ACTION FORM:

An action form requests the user to do something- get action.

MEMORY FORM:

A memory form is a record of historical data that remains in a file,Is used for reference and serves as control on key details.

REPORT FORM:

A report form guides supervisors and other administrators in their activities. It

provides data on a project or a job.

The purpose of a form is to communicate effectively through form design; there are

several major requirements:

A- IDETIFICATION AND WORDING:The form title must clearly identify its purpose. Columns and rows should be

labelled to avoid confusion.

B- MAXIMUM READABILITY AND USE:The form must be easy to use and fill out. It Should be legible, intelligible and

uncomplicated.

C- PHYSICAL FACTOR:The form composition, colour, layout and paper stock should lend them to

easy reading.

D- ORDER OF DATA ITEM:The data request should reflect a logical sequence. Related data should be in

adjacent position. Data copied from source documents should be in same

sequence on both forms.

E- EASY OF DATA ENTRY:If used for data entry, the form should have field positions indicated under

each column of data.

F- USE OF INSTRUCTIONS:The instructions that accompany a form should clearly show how it is used

and handled.

G- TYPE OF REPORT:Forms design should also consider whether the content is executive summary,

intermediate managerial information or supporting data.


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REPORT DESIGN:

Every kind of business and government computer system produces some kind of

report, and many systems produces lots of them. No matter what the content of a report,

though its design should always be taken into account the purpose to which the users will put

it. In a report:-

The information should be clear and accurate yet concise, and restricted to relevantdata.

Reports should have titles, the date, and descriptive headings for columns of data,numbered pages.

Reports contents should be in a logical arrangement so that users can easily locatewhat they need.

Reports are been categorized in two parts:

Internal Reports External Reports

INTERNAL REPORT:

Managers and other decision-makers within an organization use internal reports to track

performance and to make a variety of business judgement. Since internal reports are very

simple while other are extremely detailed.

EXTERNAL REPORT:

External reports circulate among customers, clients, vendors, government agencies and

other outside of an organization. Here appearance and style matter as clarity and accuracy.

FORMATTING REPORTS:

Most reports, regardless of the medium used to generate them, contain all or some of the

following design elements:

A. REPORT HEADING:A report heading states the title of the report itself. It appears only in the beginning

of the report, sometimes on a separate or title page.

B. PAGE HEADING:Page heading immediately follows the report heading. This category includes page

number, date or time of day the report was printed.

C. CONTROL HEADING:Control heading are captions and titles that separates one group of data from other.


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D. COLUMN HEADING:Column heading are captions that appears over vertical units of data. They appear

identify what the data underneath represent.

E.

DETAIL LINE:Detail line displays the data for single transaction. If the report will circulate outside

the organisation someone will probably edit the data appearing in the detail line so

that it looks more attractive.

F. CONTROL FOOTING:A control footing is the final part of a control heading and it usually provides data

totals.

G. PAGE FOOTING:Page footing appears at the bottom of every page. They may indicate page number

or page total.

H. REPORT FOOTING:Report footing occurs once, at the end of the report, indicating that the report has

ended. It often lists overall report totals or some message to the user that this is the

final page of the reports.

SYSTEM DEVELOPMENT:

Systems analysis and design are keyed to the system life cycle. The analyst must

progress from one stage to another methodically, answering key questions and achieving

results in each stage. Steps in system development life cycle are:

REQUIREMENT ANALYSIS:

Requirements analysis is done in order to understand the problem the software system,

is to solve. The problem could be automating an existing manual process, developing a new

automated system, or a combination of two. For large systems that have many features, and

that need to perform many different tasks, understanding the requirements of the system is amajor task.

There are two major activities in this phase: problem understanding or analysis and

requirement specification. In problem analysis the analyst has to understand the problem and

its context. A clear understanding is needed of the important data entities in the system, major

centers where the action is taken, the purpose of the different actions that are performed, and

inputs and outputs.

Understanding the existing system is usually just the starting activity in problem

analysis. The goal of this activity is to understand the requirements of the new system that isto be developed. The analyst has to make the client aware of the new possibilities. Once the


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problem is analysed and the essentials understood, the requirements must be specified in the

requirement specification document. The requirements document must specify all the

functional and performance requirements; the format of input and outputs; and all design

constraints that exist due to economic, environmental, and security reasons. In other words,

besides the functionality required from the system, all the factors that may affect the designand the proper functioning of the system should be specified in the requirement document. A

preliminary user manual that describes all the major user interfaces frequently forms a part of

requirement document.

SYSTEM DEVELOPMENT LIFE CYCLE OF PROJECT

REALIZATION OF PROBLEM:

The present day organisation work can be classified in two forms, one is the manualsystem and other one is the integrated computerized system. In manual system all work are

done manually on paper. Lots of paper work is been done in order to enter new persons

records. The data which manual system has in common has to be provided separately to

different departments resulting in lots of inter-departmental paper work and also

simultaneously updating of records is almost impossible. Integrated systems essentially

feedback data, each element of which is stored at the point of generation thereby minimizing

inter-departmental paper work. Afterwards it is only a process of manipulation and

consolidation to convert it to any form desire by the users. Their design and development

takes much longer than the corresponding activities for the manual systems but their long

term benefits more than compensate for the additional overheads.

RECOMMANDATION AND CONCLUSION:

The existing system cannot meet the department requirements, as the changes are

major. In manual system it is hard and tedious to maintain the huge records. Hence it was

decided that a new system, customized for Address Book, should be developed.

OVERVIEW OF THE SYSTEM:

The software maintains all the detail of Address Book System. There are data entry

screens, and queries in this system. The system has the facility of system generated codes and

has a lot of validation checks to ensure the accuracy of data. Entries are made in the

databases. The entries can be taken directly from the excel worksheet or from the database.

The problem is to maintain various databases, which record relevant and up to date

information. Maintenance of database includes operations like addition of new record groups,

modify existing records, etc. it is very important to ensure that the data entered is correct and

hence validations are to be incorporated. Answers to various queries should be provided

quickly.

Address Book Management System

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