JAIPUR NATIONAL UNIVERSITY

MCA-II Year (IV Semester)

MIS REPORT MILITARY CANTEEN AUTOMATION SYSTEM

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Submitted to:

INDEX
S.NO. 1. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. TOPIC COVERING LETTER PREFACE INTRODUCTION APPLICATION AREA / FEATURES OF MILITARY CANTEEN AUTOMATION SYSTEM SYSTEM / SUB-SYSTEM INCLUDED / END USER INPUTS TO THE PROJECT OUTPUTS OF THE PROJECT METHODOLOGY REQUIREMENT SPECIFICATION SYSTEM ANALYSIS DATA DICTIONARY FORM LAYOUT REPORT LAYOUT SECURITY AUDIT & CONTROL / ACCEPTENCE TEST GENERATION VALIDATIONS SYSTEM REQUIREMENT SYSTEM CODE CONCLUSION PAGE NO. 1 6 7 8 9. 10 11 12 TO 16 17 TO 20 21 TO 30 31 TO 32 33 TO 42 43 TO 49 50 51 52 53 TO 75 76

PREFACE
A Military Canteen Store Department is an important organization for the Defence Services to provide quality goods with definite price advantage to Defence Personnel & their families. It is headed by an officer of the rank of Major General

with its head office at Mumbai. It has a number of regional offices & depots all over India. It has to deal with various kinds of data and information related to its customers & suppliers . Management & maintenance of data & information is not a easy task. It requires a lot of time, efforts, accuracy & managing large files & registers. A large amount of paper work is time consuming and error prone. The aim of this automated computer based Military Canteen Automation System is to provide complete & versatile solution to help the management to work efficiently and fulfils its requirements. It makes the task simple, quick & error free.

Project Objective
In today's context every organization wants to save its time & money. As far as the competition of current time is considered, it becomes very necessary to serve the best to your consumers or customers with whom you are interacted.

This desire and need of the best service leads to something different aspect of the system. The following system is made up for the military canteen store, mainly to maintain their entries regarding their customers, items, sales, orders etc. This helps a canteen department in coping with the situations generated due to inadequacy of time and quality results. It was always in my mind while making this automated military canteen system that a military canteen is a place where many people come to interact; so there must be a fast approach and access towards records & data. The important functions of military canteen are: Concluding contract with suppliers. Stocking of canteen department with adequate stocks Ensure sale of stock to units as per their demands Introduction of items & new items from inventory Fixing of whole sale & retail rates

FEATURES OF MILITARY CANTEEN AUTOMATION SYSTEM

Generates indent-cum-invoice for purchase of stock from canteen store department Depot. Updation of stock in database on receipt of goods from Depot

 Sale of Stock i.e. billing of customers & updation of database Insert records in database on introduction of new items. Insert records in customer database Delete records from database on deletion of items from Inventory. Delete records from customer database if desired Modify database on Cost revision etc. Daily Sales Transaction Reports Fixing of whole sale & retail rate of per unit Sales summary Reports View particulars of an item

System/Sub-system Included
Inventory Management System Transaction Management System Customer Information System Stock Information System Report Generation System

APPLICATION AREA
The Military Canteen Automation System works as a mediator between items, customers and management. Operator of the system can maintain a detailed record

of customers, items, and purchases & sales in the military canteen on the basis of wholesale & retail rates per unit. The system also produces bills and daily/monthly/date wise sales reports.

End User
The system is very easy to operate and can be used by the military Canteen Management. It can be operated by anybody who has a computer. He can easily learn to use the system and utilize all benefits provided by system. It is useful for those who want their transactions and data computerized for getting good & quick access

INPUTS TO THE PROJECT

The initial inputs to the system would be taken from the records that are being maintained by the military canteen department. As the system becomes operational & automated it would take the details of all the transactions made through the system as inputs. The Project would take the following input from the Users, Databases and OS: All the details of the existing inventory will have to be entered into the system to automate inventory management. All the details of the existing customers will have to be entered into the system to automate customer management Enrolment Request Details of management decisions in terms of fixing wholesale & retail rates of various items. Details of transactions Changes & Updating in Customer details Changes & Updating in Item details Customers Item Request & Item Information

OUTPUTS OF THE PROJECT

The system displays various types of information & allows updating the information with the help of various forms. The system allows searching of customers & inventory records on the basis of given details. The system generates periodic Bill Details & tells about the current status of various items. Project provide the following Reports: Daily Sales Summary Monthly Sales Summary Date wise Sales Summary Customer Bill Purchases or orders details

REQUIREMENT SPECIFICATION

CURRENT SYSTEM AND ITS DEFICIENCIES

Problems poses by manual System are:

SPACE CONSTRAINTS: It may not be possible to record all the desired information at the same place. e.g. Large no of register maintenance needed. As the information grows large no of registers having data also increases.

MEMORY LAPSE: To easily access the record from within many registers some alternate method is also needed, which keep track on each register containing information. MAINTAINING COPIES: It is not easy to maintain the multiple copies of the database, because all are maintained manually.

INDEXING: It is not possible to index the information stored in the manual helpline database. SEARCHING: Finding any record from manual helpline database is not so easy and is time consuming. As the no of records increases the average time required for the search also increases. REPORT GENERATION: People need reports, like list of products, list of caller's who inquired about a certain products, list of sub-categories etc it will take much efforts as well as time to perform the job manually. The solution to the above problem lies in computerized system, which is faster, more accurate and reliable, With such a system it will become very easy to store large amount of records, perform searching and sorting in an efficient manner and the user will not have to bother about activities that can be automated.

PERFORMACNE OF PROPOSED SYSTEM

The proposed system is intended to be user friendly, automate and fast, easy to maintain and use, and would require minimum knowledge of working with computers. The System employs efficient search technique for easy and fast searching. It allows the user to take hard copies of business and no of consumers and customers contacted us within certain period of time. Features of the new system:-

OPERATIONAL CONSTRANTS
The prospective users during survey expressed the need for quick response time, password protection features and facilitates to index in multiple ways. They also wanted an attractive and intuitive user interface to work with. They wanted a system that would provide visual cues so that they wouldn't have to study the details always.

FEASIBILITY ANALYSIS
The proposed system is technically feasible as the software required for developing it and s/w and h/w required for using it would be easily available. The proposed system is operationally feasible because it requires minimal knowledge of working with computers for using it. The user can easily learn how to use the system from the user manual.

COST BENEFIT ANALYSIS

The cost of using the system cannot directly be compared with the benefits of using it, because the cost is tangible and the benefits are largely intangible. The cost involved in using the system constitutes mainly have the following: The cost involved in purchasing a computer system, if it is not

already available. An average computer system (PENTIUM IV, 256 MB RAM, 40 GB HD, Printer) would cost around Rs. 25,000/= approx.
The cost involved in purchasing and installing the "Military Canteen

Automation System" s/w on a computer system (approx. Rs 10,000/-). The expenditure involved in the maintenance of h/w and s/w is approx Rs 2000 per annum.

 The cost of stationary and other resources, such as electricity is

approx. Rs 1000/- per month.

BENEFITS OF USING THIS SYSTEM

The benefits of using this system are as follows: It is easier to maintain registrations and enquiry within seconds. It helps in saving time and money, which is a valuable asset for customer as well as organization. The proposed system support easy retrieval, update and removal of student details etc.

By saving time and increasing productivity, We can actually save on manhours and every added man-hour can generate more profit.

FLOW DIAGRAM OF THE SYSTEMS

START | NAVIGATION PASSWORD WINDOW | YES------- PASSWORD CORRECT------NO | | MAIN MENU APPEARS RETURN FROM PROGRAM | | | | | | | | Updation Billing Indenting Daily Sales Sales of dbase** of Customers of stock Transaction Report Summary##

| | | | (urc_updating) (urc_bill) (urc_indent) (urc_dsr) (urc_ss) | | _________________________________________________________________ ____| | | | Stock Balance Details of Item Exit (urc_stk_bal) (urc_details) ** Updation of Stk in Dbase (Submenu) | | | | | Delete Items Modify Item Update Return from dbase parameters stock in hand to main menu (urc_del) (urc_mod) (urc_update)

| Add Items to dbase (urc_add)

| Daily Sales Summary (urc_dss)

## Sales Summary (Submenu) | | Monthly Sales Summary (urc_mss)

| Datewise Sales Summary (urc_dwss)

CONTEXT DIAGRAM OF THE SYSTEM

CUSTOMER

Seek Info

Place Order

SUPPLIER

Provide Info
Military Canteen Automation

Receive Invoice

Bill

Provide Reports

CUSTOMER

Request Items

Seek Reports

FIGURE 0 (TOP LEVEL DFD)

Customer
enrolement bill request request item seek item info provide item info

BILLING PROCESS 3.0

ITEM INFO PROCESS 2.0

CLIENT PROCESS 1.0

Supplier
place item order reports details items report

Manager

Management
seek new item invoice &

PURCHAS E PROCESS 4.0

STOCK UPDATION PROCESS 6.0

REPORT GENERATION PROCESS 5.0

LEVELLED DFD (CLIENT PROCESS)

CUSTOMER

enrolment- request

CLIENT PROCES S 1.0

customer details

Customer Database

LEVELLED DFD (ITEM INFO PROCESS)

Customer
seek item info provide info of items

ITEM INFO PROCES S 2.0

Item Details

Items Database (csd.dbf)

LEVELLED DFD (BILLING PROCESS)

Customer
request items Bill

BILLING PROCESS 3.0 details details Item_no customer_id transaction sales details details

Customer Database

Items Database

Transaction Database

Sales_sum Database

LEVELLED DFD (PURCHASE PROCESS)

csd.dbf

Supplier

invoice & items send order

PURCHAS E PROCESS 4.0

acquired item details required item details

Items Database (csd.dbf)

LEVELLED DFD (REPORT GENERATION PROCESS)

Management
seek reports provide reports

REPORT GENERATION PROCESS 5.0

required transaction details

sales summary details

acquired transaction details Transaction Database Sales_sum Database

LEVELLED DFD( STOCK UPDATION PROCESS PROCESS)

Manager
item info

STOCK UPDATION PROCESS 6.0

item details

Item Database (csd.dbf)

SYSTEM REQUIREMENT

Hardware Requirement Intel Pentium-II Processor or Higher Capacity 128 MB RAM or Higher 20 GB Hard Disk or Higher Printer Software Requirement
Microsoft Windows 9X / 2KX / XP / Vista / 7.

Microsoft Visual FoxPro 6.0 or above MS Office

CONCLUSION

This overall Conclusion of all this is that Time Saving & Efficiency is a must in any work today. The Software helps in maintaining the same for an Institution through its highly sophisticated features and reliability. It's a good start but some more genuine features will be added in this in near future. Obtaining the belief of the people is the primary goal for me. Although it is checked thoroughly and carefully, I welcome all suggestions and corrections in order to make useful Software.

Thank You!