Management InformationProject

NAME INDEX REG.NO

D.P.S.SHANAKA 7500 2003/S/8959

R.V.L.N.WITHARANA 7517 2003/S/9018

A.P.B.PRASANNA 8293 2005/S/9691

Y.L.S.KUMARA 8355 2005/S/9635

T.K.S.JANAKA 8353 2005/S/9613

H.K.G.A.B.MADUSANKA 8213 2005/S/9648

D.D.C.HETTIGE 7900 2004/S/9236

D.P.WIJAYAPURA 8303 2005/S/9770

H.E.R.SURANGA 8187 2005/S/9745

D.S.RANASINGHE 8294 2005/S/9705

Table of Contents

Content Page no

1. Problem definition

2. Feasibility study

3. Requirements specification

4. Designing

Architectural design

Procedural design

Database design

Interface design

1. …Problem Definition…

Almost every activity in the world today is controlled by computer driven software programs. This trend was first accommodated by engineering applications in the past. However, as the life style became more and more complex, every area of human interactions was invaded by various software systems, such as real time, business, simulation, embedded, web based, personal and more recently, artificial intelligence software etc. According to the above facts, managing and maintaining a book shop could also be controlled by efficient software. This project focuses attention on designing efficient and reliable software which controls the transactions of a bookshop.

In real world, it tends to associate with automated systems as they provide many benefits than doing the same thing in manually. As above mentioned, here we have introduced a system which can be used to maintain a bookshop.

When we are concerning the manual process of a bookshop, the major problem is the waste of time. A customer has to waste his/her valuable time when he needs to buy a book as all the events such as searching, purchasing are done by members of the staff .In briefly, the manual process is very slow. But automation will reduce the time taken in the whole process.

In a bookshop we should deal with a large store. Then person (storekeeper) has to maintain it with documents which are recorded by him. Therefore, there may be defective reports. Also company has to appointed more persons to complete the maintenance of the stationery. Then the company has to have an additional cost.

As we familiar with this type of system at instance we will be able to have the results that we want. Communication with suppliers, customers and other related organizations will be more successful as the system is so fast.

When the bookshop issues an item to a customer, all the stages of the transaction procedure will be facilitated by the system & it will be more accurate.

2. …Feasibility Study…

Feasibility study is the measure of how beneficial or practical the development of an information system will be to an organization. The Feasibility analysis is a cross life cycle activity and should be continuously performed throughout the system life cycle.Feasibility tests;

Operational feasibility By automating the book shop both the customers and employees will feel better than when it was manual. Users will get a very quick service by reducing the manual recordings. Also employees will feel comfortable by reduction of their work. Recording errors will be reduced. Easy to handle a large database. Losing of records will be avoided. Considering all these factors we can conclude that all the users and end users will be satisfied by the system.

Technical feasibility For the design and development of the system, several software products have been accommodated. Database design – MySql Interface design – Visual Basic 6.0 Coding – Visual Basic 6.0 These software have the enough efficiency in producing the system. Therefore the project is technically feasible.

Schedule feasibility The duration of time required for the project has been planned appropriately and it is the same as the duration of time expected by the customer. Therefore the product can be delivered to the customer within the expected time duration, satisfying the customer. Hence the project is feasible in scheduling.

Economic feasibility According to the resources available and the project scheduling process it is estimated that the expenses allocated for the software to be developed, by the customer is sufficient enough. Hence the economical factor has been considered feasible.

…Requirement Specification…

Table of Contents

1. Introduction

1.1 Purpose 0001.2 Scope1.3 Definitions, Acronyms, and Abbreviations1.4 Document overview

2. general characteristics

2.1 Introduction 0002.2 Product Perspective2.3 Product Function2.4 User Characteristics2.5 General Constraints2.6 Assumptions and Dependencies

3. Specific Requirements

3.1 Functional Requirements 0003.2 External Interface Requirements3.3 Performance Requirements3.4 Design Constraints3.5 Attributes3.6 Other Requirements

Appendix A: Data Flow Diagrams

1. Introduction

Purpose The purpose of this document is to give an understandable overview of all the software requirements gathered from the Madhara shop. This includes all the functional, performance, interface design and verification requirements for the software to be developed

ScopeThe scope of this project is to describe the software requirements of the automated system of the madhara Book shop in accordance with the product specifications stated in the systems requirements specifications document. The deliverable product will give the customers a quick and comfortable service. It will be include,

o Software System: this will be a software product based on a XXX-GB storage device with a graphical user interface to make easy all the transactions carried out by the book shop, giving all searching facilities to make easy the customers to find the required books and update all the transactions in to the database.

o Software Documentation: Complete and clear understandable document which will provide future maintenance and modification instructions of the software.

o Operations manual: Describes the necessary instructions to operate and maintain the system to the management of the book shop.

o User manual: a hand book to be hand out to all the system users of the book shop explaining how to use the system including diagrams to show the steps to be followed.

Definitions, Acronyms and AbbreviationsAutomated: making easy to use by computerizingByte: unit of memory storage in machine needed to store one characterComputer System: computer equipment and program that accomplish a set of objectivesCustomer: people buy books from the book shopData base: information relating to the complete systemData dictionary: A data structure that stores meta-data, i.e. data about data. Data flow diagram: A graphical notation used to describe how data flows between processes in a system. Data flow diagrams are an important tool of most structured analysis techniques.Designer:DFD: Graphical User Interface: the use of pictures rather than just words to represent the input and output of a program.MB, Mega Byte: unit of memory in a computer, 1MB=1024 bytesMenu: what a customer sees on the personnel computerMenu driven: having various menu options to select the appropriate optionModular programming: construction of programs in sessions, each of which performs a single functionProcess: unit of work perform by the systemPrompt: a message displayed on the screen asking a response from the userStandard wait time: maximum time allowed for the customer to respond to a prompt

Status inquiry: a status statement about the book shop made by the managementSRS: stands for Software Requirements SpecificationSYS: stands for System Requirement Specifications documentUser: people who uses the final product. Here it is management and the cashiersUser friendly: simple to use the system by any untrained users

Document OverviewThis document contains three major sections and two appendices.1. Section 1 provides an overview of the entire SRS document. (Introduction)

2. Section 2 describes the product to be produced. Product perspective Product activity User characteristics General constraints Assumptions and dependencies

3. Section 3 gives the detailed description of the specific requirements of the automated Book shop software. Functional requirements – these includes inputs, process specs, and outputs

for each process in the data flow diagrams. The inputs and outputs are direct references to the data dictionary.

External interface requirements Performance requirements Design constraints Attributes Other requirements

4. Appendix A contain the data flow diagrams

2. General Characteristics

IntroductionThis section introduces the software and includes the characteristics and the constraints effecting the product and requirements.

Product Perspective

Product FunctionThe MAdhara Book Shop System will perform following functions.

User Identification Select service Record purchases Record sales Search for existing books Calculate budget Prepare stock evaluation Display stock details

User Characteristics The users (Book shop officers) should have a basic computer literacy to

work with a computer. The users of this software should be well trained and should given the

relevant user documentation, reference materials and instructions. The user should be able to follow simple instructions given by the system.

General ConstraintsThe following are the general design constraints

Data encoding scheme: ASCII character. Total available memory for programming, logic, tables etc as specified in

this document should not be exceeded.

Assumptions and Dependencies

The bookshop’s database is accessible in real time The bookshop’s database will be modified to identify accounts.

3. Specific Requirements

Functional Requirements

Login to the system (DFD Process 01)

IntroductionThe customer will enter his/her user name and password and click “Login”. This will verify whether the customer exists and the validity of the password.

InputsUser NamePassword

Processing Once user clicks ‘Login’If username is empty

Prompt “username cannot be blank”Else check the username with the users tableIf username does not match with table

Prompt “Invalid User”Else match the password with the users tableIf password does not match the character length

Prompt “Password should contain 6 characters”Else if does not exists

Prompt “Invalid password” Else if

Login to the systemPrompt “Successfully logged in”

OutputsEnter to the systemMessage box to indicate successfully logged.

Handle transactionsIntroduction

This will allow the user to do purchases, sales, return inwards and return outwards and it will automatically update the database.

InputsBook NumberTransaction TypeTransaction Quantity

Processing Once the user presses enter

Check the Book NumberIf Book No is blank

Prompt “Book No cannot be blank”Else if Book No does not exists

Prompt “Item does not exists”Else if

Display Book Title and Stock BalanceEnable the update button

When user clicks on update buttonIf transaction type is ‘Purchases’ or ‘return inwards’

Update database (Stock balance=Stock balance + transaction qty)Prompt “transaction completed”

If transaction type is ‘sales’ or ‘return outwards’Update database (Stock balance=Stock balance - transaction qty)Prompt “transaction completed”

Outputs Update databaseMessage box to indicate the transaction was completed

SearchIntroduction

This allows user to search books available on the database by category, title, number or author.

InputsSearch typeBook category

ProcessingWhen user clicks ‘Search’If search type is by number, title, author or category

Search databaseDisplay book title, category, author and price

Outputs Book titleCategoryAuthorPrice

Generate reportsIntroduction

This provides user to generate the stock valuation report.

InputsClick print report

Processing When user clicks on the print button

Print report

Outputs A printed report of the stock valuation

Handle usersIntroduction InputsProcessOutputs

Handle itemsIntroduction InputsProcessOutputs

External Interface Requirements

User InterfacesThe system users are

The book shop management as the system administratorsBook shop cashiers as the normal users

System administratorsThe administrator logs on to the system by inserting administrator user name and password. Administrator can do any transaction as well as editing all details inside the database such as adding, editing and deleting a new user or adding, editing and deleting items.

System usersSystem users are the ones who at the cashier and do transactions with customers. The users have to enter the user name and password and click on ‘Login’ button. If user makes any mistake the system will ask for the correct username and password until he enters the correct one. When the user wants to do any transaction user has to click on the menu icon on the main menu. Then the transaction window will open. User has to enter the Book No and press enter. Then user has to select the transaction type and the quantity. Then click on the update button. Then the system will automatically update the database according to the transaction type.

Hardware InterfacesThe Book Shop System is having the following hardware. Book shop main computer Other pc’s

Software Interfaces System will interact with the system database to record all transaction data.

Performance Requirements The response time for menu changes will be not more than 3 seconds. The time for search for a book will not more than 3 seconds. The time to print the stock valuation will not be more than 3 seconds. The time taken to update the database or get information from the database

will not be more than 2 seconds. The time taken to prompt message boxes will not more than 2 seconds.

Design Constraints The system is based on menu driven interfaces. Menu selection will be

done by using the mouse and the key board keys. Confirmation messages on taken actions, input acceptance and error

conditions will be displayed after each input. Error messages will be displayed at the time of detection of input errors and

the system errors.

AttributesQualities of the product

ReliabilityThe system is thoroughly tested at the time of delivery so that computational errors are minimized.

MaintainabilityTo make ease of maintain the system to the Book shop administrators the user manual and the system manual is provided at the delivery. Each module is designed independently so that at any change of a request can be modified easily.

SecurityOnly the administrators have the authority to edit details in Users and Items tables. No one can enter the system without a username and a password. Normal system users cannot access the Administrators login. All deleting actions are notified by a message box asking to confirm deletion.

Appendix B

E.R. Diagram

3.

1

1

1

1

Participate

Employee

Transactions

Does

Supplier

Customer

Supplies

Books Buys

Participate

1

1

1

1

1

1

…Designing…

4.1 Architectural design The system architecture can be centralized or decentralized (distributed). This system is designed to be centralized. That is we have chosen the repository model as the system architecture for the system.

It is an efficient way to share large amounts of data. There’s no need to transmit data explicitly from one subsystem to another. Also, activities such as backup, recovery, access control are centralized. They are the responsibility of the repository manager. Tools can focus on their principle functions rather than be concerned with these issues. Moreover, it is straightforward to integrate new tools given that they are compatible with the agreed data model.

However, it may be difficult or impossible to integrate new subsystems as their data models do not fit with the repository format. Also, evolution may be difficult as large volume of information is generated according to an agreed data model. Translating this to a new model will certainly be expensive. In addition, different subsystems may have different requirements for security, recovery, and back up policies. The repository model forces the same policy on all subsystems.

.

4.2 Procedural design

Context diagram

Budget

Reports

List of books

Receipt

Payment details

Order details

Employee details

Payment details

Book details

Request for a book

Automated book shop

Customer

Management

Supplier

Supplier

Customer

Management

Flow chart 01

Flow chart for Login

Flow chart for transactions

Flow chart for handle users

4.3 Data base design

My Sql was the software used to create the database. The database contains two tables namely Items and the Users.

Items Table

Users Table

Field Name Data type LengthEmployee_ No Var char 05Employee Name Var char 20Employee ID Var char 05Password Var char 06Employee Address Var char 50

Field Name Data type LengthBook No Var char 10Book Name Var char 30Author Var char 20Price Var char 05E.O.Q Number 05Stock Balance Var char 05Category Var char 20Store Location Var char 10

4.4 Interface design

Visual basic 6.0 was used to design and implement the user interfaces.