The Y.S.S Management System is based on automation of the information which provides necessary help to the Core members of the organization. Every year, many new youngsters join the organization and it is required to store their information and manage organizational needs. It is the first step of our project team to simplify the process of storing new members in an effective and efficient manner. In second step our project team’s aim is to simply the Accounts related information, whether in storing, retrieving and modifying the organizational data. In this project administrator(s) can Modify, Add, Search or Delete a record. With the advent of computers, manual database system is replaced by computerized database system. It combines features of both computer hardware and software that means when we install the software for database manipulation own to computer, we get the computerized database system. Administrator(s) can also add or search information related to new or existing member. Organization can generate a report of the members very easily. Organization can search the information of the members very easily. Moreover, the chances of errors are less. This project has been structured to provide efficiently in operation and easiness in handling of database. When any information of the member gets changed, we have to only insert the new information in the database, which otherwise create much problem and much effort. This project has been structured to provide efficiency in operation and easiness in handling of database.
- The Working of the System should be Easily Understandable.
- The System should be fast & easy to use.
- The System Should be reliable. By reliable we mean that the results provided by the system should be accurate.
- The system should be accessible from anywhere on the network.
- WORKING OF THE EXISTING SYSTEM.
- WORKING OF THE PROPOSED SYSTEM.
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Every year, many youngsters joins Y.S.S Organization therefore organization requires to register those members and do other general tasks of maintenance of accounts. Then these functions are manually performed which enraptures a lot of manpower, time & other essential requirements.
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So it takes a lot of time in over all processing. Even manual searching & updation of the members record is very difficult & time consuming as one has to go through the whole records .The chances of errors in the data base are more especially when the information of any member gets changed or accounts related information is updated. In short, it is really time consuming and enraptures a lot of manpower. Since all the work is done manually so it has some flaws.
- Sometimes add new records is in abundant. It becomes difficult to store all the information, all the received application forms. So, data Storage becomes difficult, as the size of data grows large. As a result, access of data is a time consuming and error prone task.
- A lot of time is wasted while maintaining the records and it requires a lot of manual efforts. In order to search a particular record, the administrators has to go through all the records.
- If any information of the member gets changed, a new form has to be filled, which raises the cost of operation.
- The present manual system is more error prone due to the problems like loss of data, misplacement of records etc.
- The present System is not Easily Accessible as it is handled manually. Manual Checking of files is required to access the data which is both time consuming and cumbersome.
- In short, one can say that it is not an efficient and effective approach.
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Technology is used to make the problems simpler. The significance of the project lies in the utilization of the technology along with the power of computers to help the organization to get the work done efficiently and effectively. To overcome the above-mentioned Requirements this computerized Y.S.S Management system was proposed.
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In the Proposed System, the members of organization get electronically registered and if any information of the member gets changed, only the updation operation of the member record need to be performed.
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Administrator can view and update the details of the members, accounts related information if needed.
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He can also view all the details of members whenever he needs. Administrator can view all the information of the members of the organization.
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The Administrator has the facility to view as well as delete the information of any member. He also has the facility to update the new details of the members. Moreover he has the control over what, when and why changes are made by the Accountant, Cashier.
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The administrator also has the privilege to upload the pictures, view the picture details as well as delete the picture, details. Pictures are always related to organization. Only registered administrator has privilege to view the picture.
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The Accountant has the facility to check the finical needs of the organization and maintain the accounting database, moreover he has the overall hold on the finical consideration of the organization.
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The Cashier is responsible for the maintaining the database of the transactions (credits/debits) of the organization. His main function is to generate receipt for cash contributed to the organization and expenses by the organization.
- The various benefits of the proposed System are:
- More users friendly and interactive.
- Simple and easy to use.
- The Administrator(s) gets the updated information on time.
- Information can be kept for a longer time for the future needs.
- Considerable amount of time can be saved.
- No manual work is done which leads to less error prone system.
- Any Information can be modified if required.
- If the Administrator(s) has any doubts, he can check the records anytime.
- Searching of any record of the members can be done very easily.
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The software has been designed in a modular manner. There is a separate module for every function of the System. The Proposed system was very large in size due to various different and completely independent tasks the system had to perform, so different modules were identified and then the system was developed. The various modules of the system are shown on the next page:
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The different modules of the system are:
1.1 ADMINSTRATOR LOGIN
1.1.1 MEMBER RECORD
1.1.1.1 ADD NEW MEMBER
1.1.1.2 VEW ALL MEMBERS
1.1.2 EVENT ORGANIZER
1.1.2.1 ADD EVENT
1.1.2.2 VIEW EVENTS
1.1.2.3 MANAGE EVENTS
1.1.3 VIEW ACCOUNTANT
1.1.3.1 BALANCE SHEET
1.1.3.2 CASH REPORTS
1.1.3.3 EXPORT REPORTS
1.1.4 VIEW CASHIER
1.1.4.1 RECEIPT REPORTS
1.1.4.1.1 CONTRIBUTION
1.1.4.1.2 EXPENSES
1.1.4.2 EXPORT REPORTS
1.1.4.2.1 ALL RECORDS
1.1.4.2.2 CONTRIBUTION RECORD
1.1.4.2.3 EXPENSES RECORD
1.2 FORGOT PASSWORD
2.1 BALANCE SHEET
2.2 CASH RECORD
2.3 VIEW CASHIER
2.3.1 RECEIPT RECORD
2.3.1.1 CONTRIBUTION RECORD
2.3.1.2 EXPENSES RECORD
3.1 RECIEPT HANDLER
3.1.1 CONTRIBUTION RECEIPT
3.1.2 EXPENSES RECEIPT
3.2 RECIEPT RECORDS
3.2.1 CONTRIBUTION RECORD
3.2.2 EXPENSES RECORD
3.3 EXPORT REPORTS
3.3.1 ALL RECORDS
3.3.2 CONTRIBUTION RECORD
3.3.3 EXPENSES RECORD
- This section gives all the necessary help about the system and its modules.
- This section gives the information of the system and its developers.
- This Module allows only the Authorized user to access the Administrators Data.
- If the login data is correct then the various links used for performing various functions are activated.
- If the data enter by the administrator in login form is incorrect then, an error Message is displayed on the screen.
Form1.vs
Imports System.Data.OleDb
Imports System.DateTime
Public Class Form1
Private Sub Form1_Load(sender As Object, e As EventArgs) Handles MyBase.Load
SplashScreen.Hide()
'LOADING CALENDER
' Dim tmp As String
'con.Open()
'Dim command As New OleDbCommand("SELECT Date, Note FROM Feel where EventStatus ='T' order by Date ", con)
'Dim reader As OleDbDataReader = command.ExecuteReader()
'Do While (reader.Read())
'ListBox1.BeginUpdate()
'tmp = reader.Item("Date") & " " & reader.Item("Note")
'If reader.Item("Date") >= Now.Date Then
'ListBox1.Items.Add(tmp)
'ElseIf reader.Item("Date") < Now.Date Then
'End If
'ListBox1.EndUpdate()
'Loop
'reader.Close()
'con.Close()
End Sub
Private Sub MonthCalendar1_DateChanged(sender As Object, e As DateRangeEventArgs)
MonthCalendar1.BackColor = Color.Aqua
End Sub
Private Sub Button5_Click(sender As Object, e As EventArgs) Handles Button5.Click
usrint = 2
LoginForm.Focus()
LoginForm.Show()
End Sub
Private Sub Button3_Click_1(sender As Object, e As EventArgs) Handles Button3.Click
usrint = 1
LoginForm.Focus()
LoginForm.Show()
End Sub
Private Sub Button7_Click(sender As Object, e As EventArgs) Handles Button7.Click
About.Show()
End Sub
Private Sub Button6_Click(sender As Object, e As EventArgs)
Help.Show()
End Sub
Private Sub Button4_Click(sender As Object, e As EventArgs) Handles Button4.Click
usrint = 1
LoginForm.Show()
LoginForm.Focus()
End Sub
Sub EventRefresh()
'LOADING CALENDER
Dim tmp As String
con.Open()
Dim command As New OleDbCommand("SELECT Date, Note FROM Feel where EventStatus ='T' order by Date ", con)
Dim reader As OleDbDataReader = command.ExecuteReader()
Do While (reader.Read())
ListBox1.BeginUpdate()
tmp = reader.Item("Date") & " " & reader.Item("Note")
If reader.Item("Date") >= Now.Date Then
ListBox1.Items.Add(tmp)
ElseIf reader.Item("Date") < Now.Date Then
End If
ListBox1.EndUpdate()
Loop
reader.Close()
con.Close()
End Sub
Private Sub Form1_FormClosed(sender As Object, e As FormClosedEventArgs) Handles MyBase.FormClosed
SplashScreen.Close()
End Sub
Private Sub Label2_Click(sender As Object, e As EventArgs) Handles Label2.Click
End Sub
End Class
Module GlobalVar
Public usrint As Integer
Public p As Integer
Public con As New OleDbConnection("Provider=Microsoft.Jet.OLEDB.4.0; Data source=YSS_Dtb.accdb")
End Module
- This module provide the user with the option whether to Add New Record, View all Members or Search and Manage Records.
- In Manage Records Section, administrator can delete or update the record of the member.
- This Module helps the user to add new members Details.
- This Module Retrieves the information of the all members stored in the Database.
- This section allows the administrator to search any member’s record by his name.
- Administrator can refine his search by providing Unique Id, Name and Email of the member.
- A customize search is also provided to search the records according to their ease.
- This Module helps the administrator to add new Events, View Events and Manage Events.
- This Modules helps the Administrator to add new events by selecting the event date from calendar and adding a descriptive note to that date.
- This Section provided the user with the information of upcoming Events and helps to user to get ready for event.
- This updates are shown in the Listbox, total ten upcoming date of events which note is show in the Listbox.
- This section allows the Administrator to Update and Delete the Events.
- This sub module allow the Administrator with the knowledge of work done by Accountant.
- This provides the Administrator with the information of all the finical transactions that are being carried out by the organization.
- In this section the Administrator can view all the Money inflow and outflow to and from the organization.
- In this section the Administrator can view all the operations performed by the Cashier.
- In this section the Administrator can view records of receipts stored in the database.
- This section facilitates the Administrator to view all the list of Contributors and amount, time, date and year regarding the contribution.
- This section facilities the Administrator to view all the Expenses details.
- This sections help the administrator to Exports the required records as an Excel sheet.
- All sub section enables the Administrator to Export all the records (both Contribution Record and Expenses Record)
- Contribution Record section enables the Administrator to Export the required Contribution Records with full details associated with per contribution.
- Expenses Record section enables the Administrator to Export the required Expenses Records with full details associated with per Expenses.
- The Help section provides the Administrator when he is facing any problem.
- This section allows the administrator set a new password in case he forgets the present password.
- If the username, secret question and secret answer matches the record in the database then password is changed successfully.
- If the data enter by the administrator in form is incorrect then, an error message is displayed on the screen.
- This section allows the administrator (Accountant) to enter his username and password in the form that is displayed on the screen.
- If the login data is correct then the various links used for performing various functions are activated.
- If the data enter by the administrator in login form is incorrect then, an error message is displayed on the screen.
- This provides the accountant with the information of all the finical transactions that are being carried out by the organization.
- This section provides the user cash related record.
- This section provides the accountant with the facility of Exporting the reports of all the transactions in form of a excel sheet which is helpful for organization in many ways.
- This section helps the Administrator (Accountant) to view and export all the data related to Cashier module.
- This sub section helps the user to view Records related to Receipts.
- This section views record related to Contribution Records.
- This section views record related to Expense Records.
- This section allows the administrator (Cashier) to enter his username and password in the form that is displayed on the screen.
- If the login data is correct then the various links used for performing various functions are activated.
- If the data enter by the administrator in login form is incorrect then, an error message is displayed on the screen.
- This Section enables the Cashier with the facility of Receipt booking.
- All the Contributions (money) essential for smoothly running of organization are entered through this system.
- This section allows the user to store the information for received contribution from any member.
- This section allows the user of this system to store the information regarding the cash outflow (expenses) from the organization.
- This section enable the user to export the whole or required Database Related to the Receipt Records as an excel file.
- This section enables the user to export all the receipt related records (both Contribution Record and Expenses Record)
- Contribution Record section enables the Cashier to Export the required Contribution Records with full details associated with per contribution.
- Expenses Record section enables the Administrator to Export the required Expenses Records with full details associated with per Expenses.
- This section allows the administrator set a new password in case he forgets the present password.
- If the username, secret question and secret answer matches the record in the database then password is changed successfully.
- If the data enter by the administrator in form is incorrect then, an error message is displayed on the screen.
The minimum hardware and software used for the development of the software is as under:
- Operating System : Microsoft Windows 7 Ultimate
- IDE : Microsoft Visual Basic.Net 2012
- Language : VB.NET
- Database : Microsoft Access 2007,Microsoft Excel 2007
- Architecture : 64x bit
- Microsoft .Net Framework 4.0
- Microsoft Access 2007
- Microsoft Excel 2007
- Supporting Operating System Windows 7
- Architecture 64x bit
- Processor : Intel core I3 320 [email protected] 3.30Ghz
- RAM : 2.00GB
- Hard Disk : 500GB
- Monitor : HP
- Keyboard : HP
- Mouse : HP Optical
- Processor 1.6Ghz or faster
- Hard Disk 10GB or more
- RAM 1GB or more
- Any standard Monitor
- Any standard Keyboard
- Any standard Mouse