Rayo TV Information Management System Amoud University Faculty of Computing and ICT BIT 312: BSC IT INDIVIDUAL PROJECT PROJECT DOCUMENTATION PROJECT TITLE: Rayo TV Information Management System Student Name Shukri Ahmed Samale Course Bachelor of Science in IT AD No 3229 Supervisor Name Mr. Victor Odambatafwa Omondi 1
Rayo TV Information Management System CERTIFICATE This is to certify that Rayo TV Information Management System embodies the original work done by Shukri Ahmed Samale during this project submission as a partial fulfillment of the requirement for the System Design Project of undergraduate degree of ICT Semester 8, of the Amoud University. Edwin Omondi Dean (ICT Faculty) Amoud University Mr. Victor Odambatafwa Lecturer Amoud University 2
Rayo TV Information Management System ACKNOWLEDGEMENT The satisfaction that accompanies that the successful completion of any task would be incomplete without the mention of people whose ceaseless cooperation made it possible, whose constant guidance and encouragement crown all efforts with success. I am grateful to my project guide Mr. Victor Odambatafwa for the guidance, inspiration and constructive suggestions that helpful me in the preparation of this project. I also thank my colleagues who have helped in successful completion of the project. Shukri Ahmed Samaale 3
Rayo TV Information Management System CONTENTS 1. Introduction 1.1 Purpose ------------------------------------------------------ 5 1.2 Scope ------------------------------------------------------ 5 1.3 Technologies used ----------------------------------------- 5 1.4 Overview ---------------------------------------------------- 6 2. Overall Description 2.1 Goals of Proposed System ------------------------------- 7 2.2 Background ------------------------------------------------- 8 2.3 Project Requirements ------------------------------------- 9 2.4 User Characteristics --------------------------------------- 9 2.5 Constraints -------------------------------------------------- 9 2.6 Definition of Problems ------------------------------------ 10 2.7 Alternative Solutions -------------------------------------- 11 3. Feasibility Study 3.1 Technical Feasibility --------------------------------------- 14 3.2 Economical Feasibility ------------------------------------ 16 3.3 Operational Feasibility ------------------------------------ 17 3.4 Schedule Feasibility ---------------------------------------- 17 4. Data Tables ----------------------------------------------------------- 18-24 5. Snapshots ------------------------------------------------------------ 25-52 `` 6. Conclusion ----------------------------------------------------------- 53 7. Bibliography -------------------------------------------------------- 54 4
Rayo TV Information Management System 1. Introduction 1.1) Purpose 1.2) Scope The Software is for the automation of Rayo TV Information Management System. It maintains two levels of users:- Administrator Level User Level The Software includes:- Saving and updating customer information. Saving and updating staff information. Preparing, saving and updating the different programs that the TV releases every day Billing and report generation. It can be used in any TV Station for maintaining Customer and Staff details and their test results. 1.3) Technologies to be used This project will be a desktop application to be developed in VB 6.0 having Microsoft SQL Server Management Studio 2008 as backend. Database Design (Ms SQL Server Management Studio 2008) Form Design (VB 6.0) Coding (VB 6.0) Testing (VB 6.0) Reporting Tool (Data Report) 5
Rayo TV Information Management System 1.4) Overview Project is related to Rayo TV Information Management System. The project maintains two levels of users:- Administrator Level-Manager User Level-Data Entry Operator Main facilities available in this project are:- Maintaining records of customers. Maintaining records of staffs. Maintaining different programs that the channel released. News Sports Films Songs Documentaries Other programs Providing billing details for customers. Maintaining backup of data as per user requirements (between mentioned dates). If user forgets his/her password then it can be retrieved by administrator. In this project collection of data is from different studios. Results of customers, staffs, and different programs will be automatically updated in the database. Related customer details report and billing reports can be generated as per user requirements. User or Administrator can search a customer s record by his/her name, number or their registration date. 6
Rayo TV Information Management System 2. Overall Description 2.1) Goals of proposed system 1. Planned approach towards working: - The working in the organization will be well planned and organized. The data will be stored properly in data stores, which will help in retrieval of information as well as its storage. 2. Accuracy: - The level of accuracy in the proposed system will be higher. All operation would be done correctly and it ensures that whatever information is coming from the center is accurate. 3. Reliability: - The reliability of the proposed system will be high due to the above stated reasons. The reason for the increased reliability of the system is that now there would be proper storage of information. 4. No Redundancy: - In the proposed system utmost care would be that no information is repeated anywhere, in storage or otherwise. This would assure economic use of storage space and consistency in the data stored. 5. Immediate retrieval of information: - The main objective of proposed system is to provide for a quick and efficient retrieval of information. Any type of information would be available whenever the user requires. 6. Immediate storage of information: - In manual system there are many problems to store the largest amount of information. 7. Easy to Operate: - The system should be easy to operate and should be such that it can be developed within a short period of time and fit in the limited budget of the user. 7
2.2) Background Rayo TV Information Management System A Rayo TV is a place where customers come up for different purposes. Rayo TV provide facilities like:- It makes advertisements for all business places. It releases news every night. Providing football matches/games every time. It releases different films and songs every day. Various operational works that are done in a Rayo TV are:- Recording information about the customers that come. Generating bills. Recording information related to receivers/smartcards given to customers. Keeping record of the customers. Keeping information about staffs. These are the various jobs that need to be done in a Rayo TV by the operational staff and Shareholders. All these works are done on papers. The work is done as follows:- Information about Customer is done by just writing the customer s name, age and gender. Whenever the customer comes up his information is stored freshly. Bills are generated by recording price for each facility provided to customer on a separate sheet and at last they all are summed up. Information of customers is generally recorded on the document, which contains Customer information. It is destroyed after some time period to decrease the paper load in the office. The records of customers that are paid the bill of the month are maintained in pre-formatted sheets, which are kept in a file. Information about various smartcards is not kept as any document. Cashiers and managers themselves do this job by remembering various smartcards. All this work is done manually by the receptionist and other operational staff and lot of papers are needed to be handled and taken care of. Cashiers have to remember various smartcards available for renewing the paid month and sometimes miss better alternatives as they can t remember them at that time. 8
Rayo TV Information Management System 2.3) Project Requirements Hardware Requirements Processor RAM Disk Space Pentium III, Pentium IV or higher Operating System 256 Mb or Higher 130 Mb Software Requirements Database Win-98, Win-XP, Win-7 or any other higher version Ms SQL Server 2.4) User Characteristics Every user should be Comfortable of working with computer. He must have knowledge in ICT or Business and public administration field. He must also have basic knowledge of English too. 2.5) Constraints GUI is only in English. Login and password is used for identification of user and there is no facility for guest. 9
Rayo TV Information Management System 2.6) Definitions of problems Problems with conventional system 1. Lack of immediate retrievals: -The information is very difficult to retrieve and to find particular information like- E.g. - To find out about the customer s information, the user has to go through various registers. This results in inconvenience and wastage of time. 2. Lack of immediate information storage: - The information generated by various transactions takes time and efforts to be stored at right place. 3. Lack of prompt updating: - Various changes to information like customer details are difficult to make as paper work is involved. 4. Error prone manual calculation: - Manual calculations are error prone and take a lot of time this may result in incorrect information. For example calculation of customer s bill based on various treatments. 5. Preparation of accurate and prompt reports: - This becomes a difficult task as information is difficult to collect from various registers. 10 10
Rayo TV Information Management System 2.7) Alternative Solutions 1. Improved Manual System:- One of the alternative solutions is the improvement of the manual system. Anything, which can be done by using automated methods, can be done manually. But the question arises how to perform thing manually in a sound manner. Following are some suggestions, which can be useful in the manual system. A more sophisticate register maintenance for various customer information, staff attendance and performance, different program details and a good system for writing bill amount employees and stock availed for the customers can be maintained at central place. Adequate staff may be maintained so that updates are made at the very moment at the same time. Proper person for proper work should be made responsible so that a better efficiency could be achieved. This needs a lot of work force. 2. Batch System:- Another alternative solution can be used of computer based batch system for maintaining the information regarding purchase details, customers and employees. A batch system refers to a system in which data is processed in a periodical basis. The batch system is able to achieve most of the goals and sub goals. But a batch system data is processed in sequential basis. Therefore batch system is not suggested. 11 11
3. Electronic System:- Rayo TV Information Management System This system (Rayo TV Information Management System) provides online storage/ updates and retrieval facility. This system promises very less or no paper work and also provides help to Manager and operational staff. In this system everything is stored electronically so very less amount of paper work is required and information can be retrieved very easily without searching here and there into registers. This system is been discussed here. 12 12
Rayo TV Information Management System 3. Feasibility Study Depending on the results of the initial investigation the survey is now expanded to a more detailed feasibility study. FEASIBILITY STUDY is a test of system proposal according to its workability, impact of the organization, ability to meet needs and effective use of the resources. It focuses on these major questions: 1. What are the user s demonstrable needs and how does a candidate system meet them? 2. What resources are available for given candidate system? 3. What are the likely impacts of the candidate system on the organization? 4. Whether it is worth to solve the problem? During feasibility analysis for this project, following primary areas of interest are to be considered. Investigation and generating ideas about a new system does this. Steps in feasibility analysis Eight steps involved in the feasibility analysis are: Form a project team and appoint a project leader. Prepare system flowcharts. Enumerate potential proposed system. Define and identify characteristics of proposed system. Determine and evaluate performance and cost effective of each proposed system. Weight system performance and cost data. Select the best-proposed system. Prepare and report final project directive to management. 13 13
3.1) Technical feasibility Rayo TV Information Management System A study of resource availability that may affect the ability to achieve an acceptable system. This evaluation determines whether the technology needed for the proposed system is available or not. Can the work for the project be done with current equipment existing software technology & available personal? Can the system be upgraded if developed? If new technology is needed then what can be developed? This is concerned with specifying equipment and software that will successfully satisfy the user requirement. The technical needs of the system may include: Front-end and back-end selection An important issue for the development of a project is the selection of suitable front-end and back-end. When we decided to develop the project we went through an extensive study to determine the most suitable platform that suits the needs of the organization as well as helps in development of the project. The aspects of our study included the following factors. Front-end selection: 1. It must have a graphical user interface that assists employees that are not from IT background. 2. Scalability and extensibility. 3. Flexibility. 4. Robustness. 5. According to the organization requirement and the culture. 6. Must provide excellent reporting features with good printing support. 7. Platform independent. 8. Easy to debug and maintain. 14 14
Rayo TV Information Management System 9. Event driven programming facility. 10. Front end must support some popular back end like Microsoft SQL Server Management Studio. According to the above stated features we selected VB6.0 as the front- end for developing our project. Back-end Selection: 1. Multiple user support. 2. Efficient data handling. 3. Provide inherent features for security. 4. Efficient data retrieval and maintenance. 5. Stored procedures. 6. Popularity. 7. Operating System compatible. 8. Easy to install. 9. Various drivers must be available. 10. Easy to implant with the Front-end. According to above stated features we selected Microsoft SQL Server Management Studio as the backend. 15 15
Rayo TV Information Management System The technical feasibility is frequently the most difficult area encountered at this stage. It is essential that the process of analysis and definition be conducted in parallel with an assessment to technical feasibility. It centers on the existing computer system (Hardware, Software etc.) and to what extent it can support the proposed system. 3.2) Economical feasibility Economic justification is generally the Bottom Line consideration for most systems. Economic justification includes a broad range of concerns that includes cost benefit analysis. In this I weight the cost and the benefits associated with the candidate System and if it suits the basic purpose of the organization i.e. profit making, the project is making to the analysis and design phase. The financial and the economic questions during the preliminary investigation are verified to estimate the following: The cost to conduct a full system investigation. The cost of hardware and software for the class of application being considered. The benefits in the form of reduced cost. The proposed system will give the minute information, as a result the performance is improved which in turn may be expected to provide increased profits. This feasibility checks whether the system can be developed with the available funds. The Rayo RV Information Management System does not require enormous amount of money to be developed. This can be done economically if planned judicially, so it is economically feasible. The cost of project depends upon the number of man- hours required. 16 16
Rayo TV Information Management System 3.3) Operational Feasibility It is mainly related to human organizations and political aspects. The points to be considered are: What changes will be brought with the system? What organization structures are disturbed? What new skills will be required? Do the existing staff members have these skills? If not, can they be trained in due course of time? The system is operationally feasible as it very easy for the End users to operate it. It only needs basic information about Windows platform. 3.4) Schedule feasibility Time evaluation is the most important consideration in the development of project. The time schedule required for the developed of this project is very important since more development time effect machine time, cost and cause delay in the development of other systems. A reliable Rayo TV Information Management System can be developed in the considerable amount of time. 17 17
Rayo TV Information Management System 4. Data Tables 1. Login Table:- Field Name Data Type Description UserName Varchar(50) User Name Password Text Password StaffID Text Staff Identification Number Roll Text Roll of Staff (Administrator or Limited account) 2. Attendance Table:- Field Name Data Type Description Date Datetime Today s date Status Varchar(50) Status( whether staff is present or absent StaffID Varchar(50) Staff Identification Number StaffName Varchar(50) Staff Name 18 18
Rayo TV Information Management System 3. Advertisement Table:- Field Name Data Type Description Sno text Serial Number Date Datetime Today s date Cusname Varchar(50) Customer Name Cusno Numeric(18,0) Customer Number Company_Name Varchar(50) Company Name Initial_Date Datetime The day that the advertisement starts Final_Date Datetime The day that the advertisement ends NumberofService Numeric(18,0) Number of Service TypeofAdvertisement Varchar(50) Type Of Advertisement Price money Price per Service Date1 datetime Date TotalAmount money Total Amount of money AmountPaid money Total Amount Paid Discount money Discount Balance money Balance AmountReceived money Amount Received NewBalance money New Balance TotalIncome money Total Income Description text Where the Description of the customer writes Receipt Varchar(50) Receipt Number 19 19
Rayo TV Information Management System 4. Expenses Table:- Field Name Data Type Description Sno text Serial Number Date Datetime Today s date Expenses Varchar(50) Expenses Description text Description (the way that the money uses) Amount Money Amount of money used 5. Performance:- Field Name Data Type Description StaffID Varchar(50) Staff Identification Number StaffName Varchar(50) Staff Name Title Varchar(50) Staff Title Date3 Datetime Today s date Performance text Staff Performance (Today is it good or not) 20 20
Rayo TV Information Management System 6. Programs Table:- Field Name Data Type Description Sno text Serial Number Date Datetime Today s date Cusname Varchar(50) Customer Name Cusno Numeric(18,0) Customer Number Program_Type Varchar (50) Type of Program Price money Price of Program Date1 Datetime Date AmountPaid money Amount of money Paid Discount money Discount Balance money Balance AmountReceived money Amount of money Received NewBalance money Balance TotalIncome money Total money that the company or organization received Receipt Varchar(50) Receipt 21 21
7. Salary Form: Field Name Data Type Description StaffID Varchar(50) Staff Identification Number StaffName Varchar(50) Staff Name SalPaid Varchar(50) Salary Paid SalMonth Varchar(50) Salary Month SalYear Varchar(50) Salary Year Advance Varchar(50) Advance Description Text Description Total Varchar(50) Total Amount Sal Varchar(50) Amount of Salary Date Date Date Sno Varchar(50) Serial Number 22
8. Service Table: Field Name Data Type Description ServiceNO Text Service Number ServiceName Varchar(50) Service Name Amountcharged Money Amount Charged Per service 9. Title Table:- Field Name Data Type Description Title Varchar(50) Staff Title 23
10. Staff Table: Field Name Data Type Description StaffID varchar(50) StaffName varchar(50) F I StaffNumber Numeric(18,0) P G Gender varchar(50) CU. MM Title varchar(50) Qualification Qual_Summary EnrollmentYear JobStatus Enroll_Date Salary varchar(50) varchar(50) Numeric(18,0) varchar(50) Date Money Experience varchar(50) 150-400 mg% NumberofYears Remarks Pre_Employer Picture varchar(50) varchar(50) varchar(50) Image 24
5. Snapshots 1. System Users: Administrator can use this to see/check the forgotten password, when the user (Limited Account) forgets his/her password by clicking Decrypt Password. 25 25
2. Add New User: This form is where you can add/register new user 26 26
3. Delete User: this form is where you can delete the users. 27 27
4. Login Form: This is where the user can write its username and password in order to use the system 28 28
5. Change Password: You can use this form to change your password. 29 29
6. Add New Staff: This is where you can add or register new staff. 30 30
7. Staff Attendance: This form is where you can check whether the staff is present, absent, or permission. 31 31
8. Staff Performance: This form is where the staff performance (good or bad) is recorded. 32 32
9. Staff Salary: This is where you can add the staff salary. 33 33
10. Add New Service: This is where you add new service (i.e. Advertisement, News, or other programs). 34 34
11. Add New Advertisement: This is where you can add or register new advertisement customers. Advertisement: Monthly Payment Programs are called advertisement. 35 35
12. Add New Program: This is where you can add or register new program customers. Program: Daily programs are called programs (It means one day a month or year). 36 36
13. Add New Title: This is where you can add or register a new staff title (i.e. Manager, Editor, Cashier, or Administrator). 37 37
14. Expenses: This is where you add or save the expenses of the company. 38 38
15. Edit Staff: This is where you can edit the information of staff you want to change or edit. 39 39
16. Edit Title: This is where you can edit the title name you want to change or edit. 40 40
17. Edit Expenses: This is where you can edit expenses you want to change or edit. 41 41
18. Edit Programs: This is where you can edit daily programs you want to change or edit. 42 42
19. Edit Advertisement: This is where you can edit advertisement you want to change or edit. 43 43
20. Edit Services: This is where you can edit the Service you want to change or edit. 44 44
21. Edit Salary: This is where you can edit salary you want to change or edit. 45 45
22. Remaining days: This is where the staff can see the remaining days of customers that have less than 5 days. 46 46
23. Advertisement Receipt: This is the advertisement receipt that the customers take it. 47 47
24. Programs Receipt: This is the program receipt that the customers take it 48 48
25. MDI: This the main page/form that you can see all forms and reports. 49 49
26. About: This form is where you can see the copyright of the system is for Rayo TV and more other information about system like system designer. 50 50
27. Advertisement Customer File: This is where you can see customer s information. E.g. How many times that this customer joins Rayo TV, how many times that Rayo made discount to this customer, etc. 51 51
28. Program Customer File: This is where you can see customer s information. E.g. How many times that this customer joins Rayo TV, how many times that Rayo made discount to this customer, etc. 52 52
6.Conclusion The project Rayo TV Information Management System is for computerizing the working in a Rayo TV. The software takes care of all the requirements of an average Rayo TV Studios and is capable to provide easy and effective storage of information related to customers that come up to the TV. It generates Customer reports, Staff Reports, and reports of different Programs that Rayo TV releases. It also contains printable receipts that the customers can take when they paid money of the program. The system also provides the facility of backup as per the requirement. 53 53
7. Bibliography 1. Mastering VB 6.0 2. SMS Rayo TV Information Management System. 54 54
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