VISUAL BASIC

Microsoft released visual basic in 1991. Since its first release visual basic has evolved into a major development environment that covers aspect of programming, form educational application to data base. Microsoft has made VB extremely by gearing all its good features to the window environment. Visual basic is an event driven language intended to implement project or application containing multiple tasks in window environment. Visual basic can serve as an ideal front end tool for the client to interact. It has got connectivity mechanisms for all types of data bases situated far and wide in a network and so it can cater to the needs of a large body of clients. Using the latest active X technologies, it can integrate the functionalities provided by other application like word excel and other windows. Its internet capabilities provide easy access to document and application across the internet. Above all it embodies the object oriented technology, which is the cutting edge technology for all the present day developments in the software world. The final application is a true EXE file and so can be freely distributed. The two main themes in developing applications with visual Basic are:  Visual design  Event-driven programming To design user interface of the application you dont program in Visual Basic, you must first decide how the application interact with the user. In other words, you must decide how each control reacts to user actions, such as the click of mouse, keystrokes, and so on, and you must program these reactions. This is called Event-driven programming, because the application does not determine the flow, instead events caused by the user determines the flow of application. You program the application to react to various external conditions [events], and the users actions determine the application flow.

MICROSOFT ACCESS
Microsoft Corporation, which is the largest producer of software in the world, in the 90s, introduced the concept of office suit. Microsoft Office is combination of software, such as Microsoft World, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, and Microsoft Access etc.

MS-ACCESS is relational database system. A relational database is a database that allows you to group its data into one or more distinct tables that can be related to one another by using fields common to each related table. These relationships can then be used to perform complex searches and produced detail reports. It takes care of most of our database requirements. It allows us to store and organize information in sets of tables, which can be displayed in the form of columns and rows to look like a table or index card.

SYSTEM ANALYSIS
System Analysis refers into the process of examining a situation with intent of improving it through better procedures and methods. System design is the process of planning a new system to either replace or compliment an existing system.

Client Sends request Confirms approval

SAMS

Sends info Employee log file

Send Client info

Sends approval/ rejection info Server

Data updation

Data retrieval

Sends EMP leave info Employee excel sheet Gets EMP leave info

EMP detail, Attendance detail Leave detail

Database

Fig: Block Diagram

But before any planning is done the old system is thoroughly understand System Analysis refers into the process of examine and requirements determined. System analysis is therefore the process of gathering and interesting facts, diagnosing problems and using the information to recomment improvements in the system or in other words, system analysis means a detailed explanation or description. Before computerization a system under consideration, it has to be analyzed. We need to study how it functions currently, what are the problems, and what is the requirements hat the roused system should meet.

The main components of making software are:

1. System and software requirements analysis 2. Design and implementation of software 3. Ensuring, verifying and maintaining software integrity

FEASIBILITY STUDY
 Technical Feasibility: Minimum requirements for the system are as follows Software: Visual Basic 6.0, MS Access 2003,MS Excel 2003. Hardware: Desktop Computer/laptop, Keyboard, Mouse. Environment: Windows XP. Since these requirements can be met easily, therefore the system is technically feasible.

 Economical Feasibility: Since the amount required running this system is not more than the expenses of the older method of attendance system therefore the system is economically feasible too.

 Operational Feasibility: It determines how willingly the proposed system is accepted by the users. The areas we studied show the following results: a) Current working methods are acceptable to the users. If they are not, users may welcome a change that will bring about a more operational and useful system. b) The users have been involved in the planning and development of the project. Early involvement reduces the chances of resistance to the system and change in general, and increases the likelihood of successful projects.

TOOLS & TECHNOLOGY USED

 Hardware Specification:Technology Processor RAM Hard Disk Space Standard Output Tools Pentium II onwards 512 MB 120 GB Monitor

 Software Specification:Technology Interface Designing Back End Database Tools Visual Basic 6.0 Microsoft Word 2003 Microsoft Access 2003

Back End Spreadsheet Microsoft Excess 2007 Operating System Windows XP

PURPOSE
 The proposed project will be used in marking attendance of all the employees, sitting in the companys local office/building.  It keeps track of employees attendance, absent, leaves and relevant applications, useful especially for salary system of the company.  It also keeps the track of attendance record and helps for employee salary management system.

SCOPE OF THE PROJECT

 Information is organized in the database and we can present the information in various forms by filtering it on various criteria.  By our system ,we can save a lot of time as well as man-power and provide service towards the Smart Attendance Management System.  Fast and efficient communication with the server.  Software can run on client/server architecture where offices/departments are connected through VPN (Virtual Private Network) or Internet with the server, located in the local city.

PROBLEM DESCRIPTION
The definition of our problem lies in manual system and a fully automated system. Manual System: The system is very time consuming and lazy. This system is more prone to errors and sometimes the approach to various problems is unstructured.

Technical System: With the advent of latest technology, if we do not update our system, then our business results in losses gradually with time. The technical system contains the tools of latest trend i.e. computers, printers, fax, Internet etc. The systems with technology are very fast, accurate, user-friendly and reliable.

NEED OF ATTENDANCE SYSTEM:

A few factors that directed us to develop a new system are given below:A. Faster System B. Accuracy C. Reliability D. Informative E. Application and Cancellation from anywhere to any place

SAMS

Leave

New employee creation

Attendance

To create this software, we followed various steps. Problem description was the main step in first phase of our project life cycle. We must clearly understand the problems with existing system and companys requirements i.e. what the company expects with the new proposed system. In order to complete this step, a study of existing system was made. To find out all problems with the existing system, we carried out interviews with employees at various levels in the organization. We discussed every point and at every movement to clear out the actual problem with the current system and defined the actual requirements, needs and expectations of company with new system.

While carrying out this study, we come with following problems of the current system: Manual attendance was performed, which was not under control of the central city office of the company.  Due to the system, there was a possibility of fraud, that if the employee is the manager of the branch, he will mark his 100% attendance.  Hence inaccuracy was always present in this system.  It was also harder to manage it.  Information retrieval was also difficult.  Slow, due to information collected from various branches/departments, filtering and eventually salary distribution.  It would also produce losses for the company.

We decided to overcome these problems by giving following facilities and operations to perform with a new system:  Employee has to log in the system using his/her id and password, assigned to him, which will provide security to the system.  To mark the attendance, employee has to log in attendance mark form and at leaving time, he also has sign out of the system, which will protect from fraud.  It will show employees entire details, relevant to the attendance system, so that he/she can also give a correction request manually.

TEAM SIZE
Two members are involved in this project. Our role in this project is mainly to disseminate the information regarding the different activities done in the company. Also enhance the information about the facilities provided to employees and to the staff of the company. We are involved in every part of this project. It is a team effort and display proposed system with objectives.

CONTENTS
1. INTRODUCTION OF PROJECT 1.1. PURPOSE 1.2. SCOPE OF THE PROJECT 1.3. PROBLEM DEFINITION 1.4. NEED OF THE PROJECT 1.5. TEAM SIZE 2. INTREODUCTION OF MICROSOFT VISUAL BASIC 6.0 3. INTRODUCTION OF MICROSOFT OFFICE ACCESS 2003 4. FEASIBILITY STUDY 4.1. ECONOMIC FEASIBILITY 4.2. TECHNICAL FEASIBILITY 4.3. OPERATIONAL FEASIBILITY 5. SYSTEM ANATYSIS 6. TOOLS AND TECHNOLOGY USED 7. SYSTEM DESIGN 7.1. DATAFLOWDIAGRAM 7.2. BACKEND (TABLES) 7.3. FRONTEND (FORMS) 8. TESTING AND DEBUGGING 9. CONCLUSION 10. BIBLOGRAPHYWEBLIOGRAPHY 11. FUTURE ASPECT

BIBLIOGRAPHY
BOOK TITLE BOOK AUTHOR

Black Book of visual Basic Visual Basic 6 from the GROUND UP System Analysis and design

Steven Holzner Garry Cornell Dennish, Wixom, Roth

ACKNOWLEDGEMENT
On the successful completion of our project entitled SMART ATTENDANCE MANAGEMENT SYSTEM, we would like to express our sincere gratitude to everyone who helped us throughout in the making of this report. We are sincerely thankful to Prof. I.K. SHARMA (HEAD OF UCCS & IT), Miss SAPNA PAREEK, the project in charges for being the constant source of help, knowledge and encouragement and Mr. Prashant sir to guide us throughout the making of our project . Those gave the best approaches for making this project. Also I want to thank my partner for cooperating me in completing this project.

Project Members:-

JYOTI AGARWAL

PREFACE

The project on Smart Attendance Management System is developed for making a well Organized Attendance Management System which is very essential for maintaining employees presence. It is developed around the present system and all the fallacies have been removed. Forms, menus, and tabs are developed in such a way that it is more users friendly and the limitation of present has been emitted out of the maximum extent. Project has been developed in Visual Basic, which provides greater flexibility in operations and MS-Access is used at back end which provides flexible data management. This project provides better linkage between the different modules and by the use of graphical tools like menus, buttons and tabs; it is more easy to use. It provides an uninterrupted flow of information and control along with adequate security. User can easily understand the project without many efforts. This project has provided us an opportunity to have practical experience which has increased my sphere of knowledge to a great extent. This project is a keen effort to obtain the expected results and fulfill all the requirements and needs to the user.

TESTING OF SOFTWARE

The purpose of system testing is to identify and correct errors in the overall system. As important as this phase is, it is one that is frequently compromised. Typically the project is behind schedule or the user is eager to go directly to conversion. In system testing performance and acceptance standard are developed. Substandard performance or service interruptions that result in system failure are checked during the test. The following performance criteria are used for system testing: A. TURNAROUND TIME B. BACKUP C. FILEPROTECTION D. HUMAN FACTOR

Steps Of System Testing

A. Program Testing B. String Testing C. System Testing D. System Documentation E. System Acceptance Testing

CONCLUSION

The project of Smart Attendance Management System is to give best facilities to the employees of the Attendance system availing this facility, and help the management to take their observation from MIS point of view.

 Easy To Interface
The forms are simple and information presentation resembles to the manual form. Thus it is very helpful for the administrator to work with the software.

 Validity Of Data
User is mainly concerned about the validity of data he is entering. There are checks at every stage of data entry so that the error in data entry may not occur.

 Updating Of Data
It provides the facility to modify the repository of data.

 Record Traversal
Facility is being provided for record traversal mechanism to each form.

 Better Report Generation Facility

This could be best for upper level management or from managerial point of view. It gives smooth and effective report to the management.

 Elimination of Repetition
Using this package we need not to specify the field name again and again, so here is no redundancy of data.

UNIVERSITY CENTER FOR COMPUTER SCIENCE

& INFORMATION TECHNOLOGY

CERTIFICATE
This is to certify that the project entitled |SMART ATTENDANCE

MANAGEMENT SYSTEM |submitted by JYOTI AGARWAL and MEENAL GOYAL 3rd SEM (MCA) students of UCCS & IT, has been carried out under our super vision. The project is submitted in fulfillment for the 3rd semester of MCA.
The students were punctual, hardworking and the general conduct of the students during the project was also good.

MISS SAPNA PAREEK

(Project in Charge)

CLINT FORM (SIGN IN FORM)

(FRONT FORM)

This form is log on form. Employee enters his/her salary code & password, and then clicks on Sign In button & SAMS starts, if the entered information is correct, otherwise application ends.

SAMS MAIN MENU FORM

Firstly SAMS main menu form opens. In this form employees personal details are shown. This form shows current employees name, his personal details regarding the attendance system, current date & login time. At this time Sign Out button is disabled.

NEW EMPLOYEE CREATION

When new employee creation tab is clicked, a form is displayed, in which, all fields are fill by employee. Then click at submit button opens client dialog box, which confirms us for the submission of the form.

REQUEST QUEUE

This form opens at the server site in response to the new employee creation request, issued at client site. Each row of the Request queue form contains each and every request which are/were issued by various employees under the server. Here, until the request is pending, its shown in red color and as soon as its processed, its shown in purple color.

NEW EMPLOYEE CREATION AT SERVER

When the administrator selects new employee creation request, then New Employee Creation form opens at the server. Administrator makes change in the weekly offs and then submits or rejects.

NEW EMPLOYEE CREATION RESPONSE

When an administrator submit new employee information, then at client site a client dialog box is displayed, which displays employees personal details & ID, Password generated by the system.

ATTENDANCE MARK

In SAMS main menu, click on attendance tab opens attendance mark form. If the employee wants to mark his attendance then he clicks ok, otherwise cancel. The click on OK button opens a dialog box, which confirms us to mark the attendance. The click at Yes button also enables Sign out button, so that employee can sign out of the system.

ATTENDANCE REGULARIZATION

If employee wants to regularize his attendance, then he clicks on attendance regularization tab, which opens the above form. This is filled & submitted. Then a client dialog box opens & confirms us to take the action. At server site, again the request is added to the request queues list.

ATTENDANCE REGULARIZATION REQUEST

When an administrator selects attendance regularization request, above form gets displayed. In this form, server checks all dates through the calendar & accepts or rejects the request.

ATTENDANCE CONFIRMATION

When the administrator accepts or rejects the regularization request, then employee confirms his request from this form, which can be viewed, only if a regularization application has been made.

LEAVE APPLICATION

Click on leave tab opens leave application form. It shows all details about employees leaves, yearly and weekly offs. If employee wants to take, then he fills all fields and submits. This click again opens a client dialog box, for confirmation of leave application submission. This request is again added to the request queue at server site.

LEAVE APPLICATION REQUEST

When the administrator selects leave application request, the above form is opened. In this, the administrator can make changes as per calendar dates then accept or reject the request.

LEAVE CONFIRMATION

As the administrator accepts or rejects the request then employee sees confirmation through click on leave confirmation tab. This displays a confirmation message & dates.

LEAVE CANCELLATION

This form is used, if the employee wants to cancel his leave, affiliated by the company previously and is has still not been added in the leaves taken account. Firstly employee has to click on Get details button, in order to view his due leaves details. Then he selects the required leave row. Then click at submit button opens confirmation box. Click at Yes submits the request and at server site, the request is processed automatically.

SIGN OUT TO SAMS

When the employee goes from the office, then actually click at sign out button marks his attendance according to his working hours in the office. This work is done automatically at server site.

DATABASE DESIGN (BACKENDTABLES)

DATABASE DESIGN
In this application, we have a database, which uses four table and two queries are, which give proper working to the application. These tables are made in Ms-Access. Tables are: Layout of Tables: 1. Employee Personal Information Table:

This Table Contains:

EMP_ID: Contain employee Id in attendance system. EMP NAME: Employees first name LAST NAME: Employees last name DOB: Employees date of birth ADDRESS: Employees permanent address GENDER: Gender of the employee DESIGNATION: Post of the employee PIN CODE: Pin code of employee FATHERS NAME: Employee fathers name CITY : City of employee

PHONE NO: Employee phone no.

POST_CODE : Post code of employee

2. Employee Attendance Information Table:

This Table Contains:

EMP_ID: Contain employees Id in attendance system EMP NAME: Employees first name LOG_IN_TIME: Employees current login time LAST_LOG_IN: Last login of employee in the attendance system LOG_OUT_TIME: Employees logout time ABSENTS: Total absents of employee TOTAL_ATTENDANCE: Total attendance of employee WEKLY_OFF: Employees weekly offs

3. Employee Leave Allowed Table:

This Table Contains information about the leaves granted to the employee according to different posts

Contents of this table:

POST_CODE: Employee post code CASUAL_LEAVE: Casual leaves of employee MATERNITY_LEAVE: Maternity leaves of employee LOP: Lop leaves of the employee PRIVILEGE_LEAVE: Privilege leaves of employee SICK_LEAVE: Sick leaves DESIGNATION: Employee post

4. Employee Leave Taken Table:

This Table Contains:

EMP_ID: Employee salary code POST_CODE: Employee post code CASUAL_LEAVE: Casual leaves of employee MATERNITY_LEAVE: Maternity leaves of employee LOP: Lop of employee PRIVILEGE_LEAVE: Privilege leaves of employee SICK_LEAVE: Sick leaves

DATA CONTENT OF TABLES:

1. Employee Personal Information Table:

2. Employee Attendance Information Table:

3. Employee Leave Allowed Table:

4. Employee Leave Taken Table:

FRONT-END FORMS

TESTING

DFD:

 Context Diagram
Sign out request New employee info Attendance regularization request
Leave Cancellation Request Leave Application Request Attendance Login Request Reads Client Attendance info

0 SAMS

Reads Client Leave info Reads new client info Sends client attendance regularization response Sends client leave application response Sends new account creation response

Server

Client

Log In Request Personal info Response Attendance Response Leave Response

 Level 0 diagram:
Sign out request Attendance regularization request New employee details
Leave Cancellation Request Leave Application Request Attendance Login Request Client personal info

Client

Log In Request Personal info Response Attendance Response

Client SAMS
Attendance regularization info New employee creation request Time of Sign out

Leave application details Attendance info

Leave confirmation info

Client password and Id

Leave Response

Attendance Login request

Leave cancellation info

Adds employee leave detail Attendance database D1

Writes attendance info Adds new employee detail

Reads Client Attendance info

Adds attendance detail Employee excel file

D2 Adds leaves detail Employee excel file creation Employee leave detail

2 Server SAMS

Reads Client Leave info Reads new client info Sends client attendance regularization response Sends client leave application response Sends new account creation response

Server

Removes applied leave

SAMS operations

Employee Log file

D3

Verifies pending leave

Verifies Password and Id

 Level 1 DFD of Client SAMS

Sign out time Sign out request New employee details

Log In Request Personal info Response

1.1 Employee information

Client password and Id New employee creation request

Client personal info

Attendance Login

1.2 Attendance Process

Attendance info

Client

Attendance regularization request

Attendance regularization response

Attendance regularization info

Attendance Login request

1.3
Leave Application Request Leave Cancellation Request Leave Response

Leave application details

Leave Process

Leave cancellation info

Leave confirmation info

 Level 1 DFD of Server SAMS

Employee Log file

D3

SAMS operations

SAMS operations

SAMS operations

New employee creation request

Attendance regularization info

Leave application details

New employee details

SAMS operations

Client password and Id

Client Personal info Response

Attendance Login Request

Sign out time

Leave Cancellation Request

2.2 2.1 System Log In process Attendance Log In process

Verifies personal leaves Verifies pending leaves Removes applied leave

2.3 Leave cancellation process

Employee excel file creation

2.4 Request Queue

Adds attendance detail

Adds new employee detail

Verifies password and Id Writes attendance info

Adds leave detail

Employee excel file

D2

Attendance Database D1

Reads Client Attendance info

Reads Client Leave info

Reads new client info

Sends client attendance regularization response

Sends client leave application response Sends new account creation

Server

Adds employee leave detail

Leave confirmation info

Attendance info

FUTURE ASPECT OF THE SYSTEM:

 This system is based on static IP address of the server system. Hence it pauses a restriction over the type of network connection at server side. So this system can be enhanced to use dynamic IP address of server.  Since this system does not store any information at anywhere, while processing the operations, so in case if clients system goes down, he will not get to know about the response of his application. In such a case, a manual confirmation will have to be done. Hence we can enhance this system to respond the client bilaterally i.e. the server system generates an e-mail too to the client for confirmation.

A project Report on

Smart Attendance Management System (SAMS)

Submitted to:

University Center for computer Science & IT

Submitted by:

Meenal Goyal
M.C.A. 3RD SEM Session: 2010-2011

Jyoti Agarwal

SYSTEM DESIGN

WEBLIOGRAPHY
WEBSITE DESCRIPTION

www.msdn.microsoft.com

An online source for help on visual basic An online tutorial, which provided us basic knowledge about Winsock control and client-server aspect of vb6. A VB discussion forum provided us the threads about connecting and creating data and excel files through VB6. A website, providing basic tutorial of ADODC.

www.oflameron.com

www.vbforums.com

www.timesheetsmts.com