Working Data Entry Management System Computer Science Essay

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The project in a phrase is nothing but a simple working data entry management system. The backend used for this windows based application is Microsoft Access which plays the important role as a database and was created in MS Visual Studio2005 using language. Each and every window will be designed keeping in mind the requisite data to be stored in the database.

The project deals with the necessary information a college would require to collect and store after admission has been granted to a fresh candidate. The chapters following up, detail about the tools that have been used.

The objective of this project is to provide a management system for college purpose which saves in the details about a student in all the necessary aspects as per it would be important for the point of view of college requirements. Each screen or window will be designed in such a way that each data entered will be stored in the database so as to refer or to convert them to various reports in order to view the details of the student, class or branch whenever required to.

The main purpose served is to handle the information of a new student that would be required to identify later on during his or her complete course of study in the college or university.

1.3 Project Description

As specified above the project deals with various windows designed for storing information.

The back end tool that has been chosen to serve this purpose is MS Windows Access Database. The tables required for access is created in the database. Each table constitutes its respective fields and after each entry made in the windows, the saved information is stored in the various fields in the table as per the coding that will be written.

The front end tool used is MS Visual Studio 2005 which is used for designing the windows in style and a user friendly format to assist the user to easily store information. Various buttons and commands are provided so as to guide the working and performance of each data entered about the respective student.

The language used is which is an object oriented programming language. framework is used in Visual Studio which would specify the rules on how the data is going to be working within each and every screen and how it will affect the database. [1]

A method that emphasize on data rather than the importance of process is Object Oriented Programming. The approach in cooperated here is the top-down one. This approach throws its light on the use of data items that are self figured. The prominence is on differentiating the data items as dynamic elements which can enact performances on and for them. Finally it elaborates the behavior of the system as it is established through the vital communication of the data items.

Polymorphism, Inheritance and use of data types define the fundamental nature of the object-oriented approach


This chapter basically provides a brief view into the project. The topics discussed here are further dealt with in detail in the coming chapters. Each chapter in this report deals with one or more core concepts involved in the development of the application program.

Further chapters will be detailing about the visual studio,, windows access, designing the database, tables and windows/forms. The initial step towards the management system and its concepts shall be discussed as well.



2.1 Introduction

As we all are aware, Windows Access is one of the main applications present in the office package provided by Microsoft. This particular work form depicts itself as a relational database management system.

The requirement of a database is to store and track data for managing any particular system or scheme of work. The usage of relational database management is to build a relation between data using tables and its individual fields.

2.2 Collecting data and arranging in specific format

Identifying the necessary tables and its fields is the first step towards handling a database. Next would be determining the primary keys or unique keys to extract required and correct information needed from the huge database. Lastly the need of these fields come into picture as the primary key of one table will be the foreign key to another thus establishing a relation between two tables as well as deriving combined datas..

Managing data using Access has numerous advantages over Excel liking reducing the work load and minimizing occurrence of errors. The basement for a strong and useful database depends on the tables; its fields and the relationship build between them. [3]

2.3 Starting with tables

After deciding with the tables, the next step is actually creating them from scratch. Tables are collectively stored in a database which is named initially followed by naming of tables which is done after analyzing the design view. In this view we can observe "field name" where in user can name the field according to his or her understanding. These field names will be used later to be accessed through codes via the front end tool. Each of these fields are assigned their respective data types like text, number, date etc according the data needed to be stored in the field.

Table properties include assigning further definition of the type of the field, the format in which the data should appear, if null values are allowed and further more. Once the fields, its data types and properties are finalized and created we can assign for the primary keys marking the completion in the creation of table.

The tables that have been decided for this project include student personal details, student address details and student school and grade details.

2.4 SQL

Retrieving, updating and deleting data are the main or vital functionalities that come into picture once a database is created and data has been entered into the tables. For this need we make use of Structured Query Language which comprises of simple syntaxes in order to collect the data from database. [2]

With an idea of how to master a few syntaxes all major queries can be identified using this language. The vital need of this is to track down the only rows of data needed among the huge stacks of data that will be stored in the database. This would be needed for purposes like clarification, identification, confirmation and even updating of existing data.

2.5 Summary

This chapter briefly describes about the usage of Microsoft Office Access as a database that would be serving its purpose for the project planned to work on. It will be storing all the information of a new student in the tables that will be created here. Using appropriate SQL commands we can enable ourselves to append, edit, update and delete records as mentioned above. Maintaining data in such a manner is very advantageous as it helps to keep all the data in an orderly and systematic fashion, hence easily access the data using appropriate SQL codes.



3.1 Introduction

Visual Studio serves as the front end tool for running the desired applications. Various windows are created in this interface, which are the ones viewable and workable by the user. The forms or screens are made as user friendly as possible to ensure that the user can identify the working without any external assistance. The major feature of this front tool is that it supports the usage of various languages comprising of C, C#, C++, VB.NET, ASP.NET etc which are all integrated languages within visual studio.

Once the coding has been made for each buttons on the screen and after the functionality is checked, it is made to run, which the application is made available to the user. The user will only be dealing with this particular part and will have no focus on its working behind. The user might only be in need of the SQL familiarity in order to clarify or check with the data entered.

3.2 Programming Language

Visual Basic .NET (VB.NET) can be implemented on the Microsoft .NET Framework.. NET is an extension of Visual Basic programming language with many new features in it. VB .NET supports Multithreading. A threaded application allows the programmer the flexibility to do a number of different things at once.[5]

Microsoft Visual Studio 2005 serves as the tool for developing VB.Net applications. This front end too equips the usage of various languages by means of code editor and debugger. The language used in developing this software is VB.Net. MS Visual Studio 2005 serves as the tool for development.

The Database was created in MS Access with individual tables containing information with regard to each component. For instance the 'StdPersonalInfo' table contains the personal information of the student who has been registered for the course. Similarly, many other tables were designed to accommodate data about all the necessary information to be collected of the student.

Data entry management system is a Windows-based application. Every Window/form was individually designed and programmed in accordance with the user's requirements. Every form has two views. The first view is called the 'design' view. Here an empty from is displayed. There is a toolbox provided by the MS Visual Studio form where the developer can drag and drop controls on to the form. The toolbox is a very useful feature as it makes the developer's coding job lighter. The code for every control on a form gets automatically generated. [2]

The second view is called the 'code' view. The code for every window gets inputted here. Though, the code for the controls of the form gets printed here, the developer still has program all the functions and methods required to make the application work. For instance, the code for a button will get generated once the button has been put on a form. But the action that the button is going to perform needs to be coded by the developer.

Thus the tools that have been analyzed to be best for this project is Microsoft Visual Studio as the front end with VB.Net as the language in accordance with Microsoft access as the back end tool to play the role of a strong database. Hence a connection is placed between both the tools with appropriate codes using VB.Net as the language interface.

3.3 Summary

Visual is a powerful language that can create fully functional applications and components that can be shared with others. Visual Basic is very popular for its friendly working (graphical) environment. MS Visual Studio has built in code editor that prompts up whenever the programmer enters a code with error. This feature helps the programmer realize the mistake before running the program.



Database has been designed in MS Access in a file called student.mdb. The database consists of 3 tables -

StdPersonalInfo (Student Personal Information)

StdAddressInfo (Student Address Information)

StdSchoolInfor (Student School Information)


This table will hold all the personal details of the student who will be given new admission. This table includes fields such as name of the student, date of birth and age, gender, names of parents, stream chosen and id no.

The primary key for this table is set as student's name. The table is left empty with no data initially. Data is stored only when it is entered by the user thus making it a data entry system. Data will be made to retrieve in the screen as and when the name of the student is entered.

Identification Number (Id No) is an automatically generated number produced as and when a student is registered. Information of a new student is entered if and only if student is finalized to be given admission. This will also be an unique key which will be owned by each student.


This table provides the residency address as well as contact details of the student and his or her parent(s). The address fields are country of residence, city, state and The contact details that would be collected are the phone numbers and email ids of both student and parent.

Here again the primary key will is chosen to be the name of the student. The form has been designed in such a manner that both the personal, address and contact information are together. Thus when and entry for a new student is made and the data is saved, two tables are affected. They are the StdPersonalInfo and StdAddressInfo as in a new row will be inserted filling in fields on that particular student.


For this table a different screen has been maintained. Here also the primary key is the student name. This table stores data about the students' school, the syllabus taken, and their individual percentages on three different subjects which are physics, chemistry and mathematics. Along with this a field has been kept for aggregate score.

The further procedure or steps which comprises of the fees structure, scholarship validity etc is dealt with this aggregate, which is not discussed in this report.

Apart from these tables there will also be other tables that will be designed managing the fee structure of the student as well, which will determine if the student is liable for scholarship depending upon the aggregate value that will be generated. [1]


Database design's backbone is estimating or deciding the tables required, its fields and primary keys. These fields will be referred on the screens that will be designed, according to which data entered will be stored in the database for future reference.

Thus as the above tables have been created, and since being a data entry system there is no default values or data to be entered. Since the required work on tables have been completed, we can move on to the part of starting with visual studio by beginning with naming the project and designing form or windows under it with the tables that have been designed.



The data entry management software is a windows-based application designed with multi forms (windows).So far, three windows have been developed to serve the user.[4]

5.1 Student Details Form

The first form (Form1) requires the user to enter details concerning the project. The form has been portioned into three subdivisions for easy view ability and understanding of the user. The three divisions are personal information, address information and contact information. All the labels cover up the fields of the first two tables.

Personal information has labels such as name, date of birth, gender, father's and mother's name and id no. Address information's labels are country of residence, state and city along with number. Finally the contact information comprises of labels such as the residence number, parent phone number and email id, similarly the student phone number and email id.

Beside each of these labels, textboxes have been provided where the user can input the relevant information. In this form, two buttons are displayed. The 'Save' button will save the details inputted by the user and display it in the report. Therefore, every user must click the save button soon after entering details in the textboxes. The 'Cancel' button will simply close the program.

The form also has a menu strip at top of the window. Menu strip was designed and incorporated in every windows form of the project. It appears at the top of every window. Menu strips makes the program user-friendly. There are three options in the menu strip File, Tools, Report which will help us to switch between the windows forms.

In the file option of the menu strip there are two buttons which are new project and exit. New project will take us to the new order and the exit will end the program.

5.2 School Information Form

The second form designed was the School information form. Here the user enters all details about the student's previous school details that is required for the project.

The labels include school of the student, the syllabus followed, individual marks in 3 different subjects. These are all user input labels. No combo boxes have been yet used for both the screens. Como boxes are those which will have a drop down option which are a fixed set of values out of which the user will have to choose.

This form has 3 buttons, named as- 'Save', 'Cancel' and 'Aggregate'

The 'Save' button functions the same as the previous form's save button. Upon clicking this button DB details get printed on to the report.

'Cancel' button will close the program abruptly and all the information entered gets lost.

'Aggregate' button will shoot up a new window on the screen. The new window has been designed exactly the same as a normal window. The main purpose of this is to calculate the total for each student's marks on 3 subjects on a combined basis. Hence by clicking on 'Aggregate' button the user can easily view the total marks attained by the student in percentage value. Its after this is generated that the fee structure of the student is decided.

Figure 5.1 : Screenshot of Main form

Figure 5.2 : Screenshot of DB form



Data entry management system is a Windows-based application using the language VB.Net. MS Visual Studio 2005 serves as the tool for development. The Database for the estimation software was developed on Microsoft Office Access file. Database is composed of multiple tables each of which contains many records of relevant information.

Once fully developed, this management software will be of immense use to colleges and other institutions. This software will be used by the administration and accounts department. Currently, the project would cover on the student details and eligibility assurance. This would cover up the needs of an administration department on a small scale basis. Further steps would include creating screens and tables required for the accounts department management.