KHULNA UNIVERSITY
Computer Science & Engineering
Discipline
Project Workbook
Project name : Stock Store Management System Of
Khulna University
Course No. : CSE-2212
Course Name : Information System Design Sessional
Submitted To :
Md. Aminul Islam
Lecturer
Computer Science and Engineering Discipline
Khulna University, Khulna
Submitted By:
Md. Mahmudul Hasan
Student ID : 200229
Computer Science and Engineering
Discipline
Khulna University, Khulna
Faisal Habib Raim
Student ID : 200223
Computer Science and Engineering
Discipline
Khulna University, Khulna
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Table of Contents
Project Overview
4
Project Description
5
Project Feature
6
Use Case Diagram
7
Context Diagram
8
Level 0 DFD
9
Figure 02: Level 0 DFD
9
PERT Analysis
10
Activity List
10
Gantt’s Chart
11
Feasibility Analysis
INTANGIBLE BENEFITS WORKSHEET
TANGIBLE BENEFITS WORKSHEET
One-Time COSTS WORKSHEET
RECURRING COSTS WORKSHEET
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14
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15
15
Break Even Analysis
16
Task Responsibility Matrix
18
Communication Matrix
19
Entity Relationship Diagram
20
Form Design
21
Dialogue Diagram
22
Interface Design
Mobile Interface
Desktop Interface
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23
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Supporting Document
1) SSR
2) Interview Scripts
First interview:
Second Interview:
3) Charter
4) Business Document
Stock Entry Form
Stock Entry Indent Book
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34
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38
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2
Project Overview
We are living in the era of modern civilization at its peak. Everything is updated to electronics or web form. But
the khulna university stock store is managed in an old -fashioned way which is not appropriate in this era. That is
why we want to update our current system to a new system where data can be handled perfectly with many more
facilities.
So in this project we will digitize full stock entry management.
Problem Statement:
Until now, the stock entry section used a manual process to complete the full work. It is not efficient because of
following reasons:
1) It is time consuming to finish the full work.
2) Data might be lost during the process which is horrible.
3) Too much effort is needed in the present process.
4) Data entry in certain tables or in forms is limited or can not be extended.
5) Showing data in some order or according to any queries is difficult.
6) Data entry with paper and pen is prone to errors.
7) Finding faults or errors is time consuming and tough within a short span of time.
8) Very hard to do different calculations by hand and calculators.
9) Making multiple copies of the original copy with a slight moderation process is lengthy.
These are the common problems with the existing system. There are many related problems such as, person
should present during the work.
Scope of the Project :
Our goal in this project is to develop a new fully responsive digital system where finishing the full work will be
less time consuming, data will be managed perfectly, work can be done with less effort, these tables and forms
should be extendable.
New planned systems should be data managed in such a way that support different types of queries and sort data
in many orders.
Proposed system will replace the existing system fully and work can be done online. It is also eco-friendly
because it will use less labor to do the work.
Schedule of Project :
Estimated time to complete the whole project is 6 months.
Firstly we divided total time span in following major sections:
● In initiation :- 10 Days
● For planning :- 20 Days
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●
●
●
●
●
●
To analyze :- 1 Month
To design whole project :- 25 Days
To implement :- 1 Month
Testing new system :- 15 Days
Setting new system :- 7 Days
Support :- Until 6 Months pass.
Project Description
Alternative:
1. Online web based system.
2. Purchasing the software from the existing market.
Selected System Configuration:
This is an online version of the existing physical system. Through which an online request for stock
entry can be made. After the approval from the discipline head and buyers committee the request is sent
to the stock entry section. There the request is checked and sent to the treasurer Sir. After the request is
approved then the information is sent to accounts for payment adjustment. Finally the information is
recorded. Because of being online the process is automated and can be performed 24/7. Also there is
scope to query the information of a particular period of time.
Input Information:
●
Approval
● Product Description
● Required amount
Tasks Performed:
● Through this system the responsible person for resource management of a discipline can easily
make a request online.
● And the discipline head as well as the buyers committee can approve the process online.
● Finally, after being monitored by the stock entry section the request is sent to the treasurer by the
system and saved in the record.
● Any query can be made for a particular time period or particular discipline easily.
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Project Feature
● Makes the Stock entry system faster through an online based system.
● There are separate viewing modules for different ends through which privacy
is maintained.
● All the data is accessed through a central database that facilitates the safer
storage of data.
● Any query can be made very easily through a modern database system.
● Any respective authority can see the data with only a click.
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Use Case Diagram
Figure : Use Case Diagram
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Context Diagram
Figure 01 : Context Diagram
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Level 0 DFD
Figure 02: Level 0 DFD
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PERT Analysis
Figure 03: PERT Analysis
Activity List
Figure 04: Activity list
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Gantt’s Chart
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Feasibility Analysis
● Due to the introduced system it is expected that one fourth work hour is required to
process a stock entry request.
● The persons currently working in the stock entry system are not well trained for the
online system. And it is possible to train them for the required data entry and
processing.
● Additionally one or two computer assistants are required to manage the database and
the whole process.
INTANGIBLE BENEFITS WORKSHEET
●
●
●
●
Employers face less hassle
More Accuracy
Accountability
Data Security
TANGIBLE BENEFITS WORKSHEET
a. Cost Reduction or
Avoidance
b. Error Reduction
20,000 Tk
c. Increased Speed
d. Improvement in
Management
e. Other
80,000 Tk
20,000 Tk
Total
0 Tk
4,000 Tk
1,24,000 Tk
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One-Time COSTS WORKSHEET
Development Costs
New hardware
New Software
Packaged
1,00,000 Tk
90,000 Tk
User Training
Site Preparation
Other
10,000 Tk
10,000 Tk
4,000 Tk
Total
3,000 Tk
2,14,000 Tk
RECURRING COSTS WORKSHEET
A. Application software maintenance
50,000 Tk
B. Incremental data storage required
5000 Tk
C. Incremental communication (line,messages,...)
1000 Tk
0 Tk
D. New software and hardware leases
5000 Tk
E. Other
__________________________________________________________________________________
Total
61,000 Tk
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Break Even Analysis
15
Break Even Analysis
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Task Responsibility Matrix
Project:
Stock Store Management System
Prepared By:
Faisal Habib Raim
Page: 1 of 1
Manager:
Faisal Habib Raim
Task ID
Responsibility Matrix
Task
Faisal
Mahmudul
A.
Collect Requirements
P
S
B
Develop Data Model
S
P
C
Develop Program Interface
P
S
D
Build Database
S
P
E
Design Test Scenarios
S
P
F
Run Test Scenarios
S
P
G
Create User Documentation
P
S
H
Install System
P
S
I
Develop Customer Support
S
P
Table 01: Project Task Responsibility Matrix
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Communication Matrix
Stakeholders
Documents
Format
Team Contact
Date Due
Team Members
Project Status
Report
Internet
Faisal
First Sunday
of month
Management Supervisor Project Status
Report
Hard Copy
Mahmudul
First Monday
of month
User Group
Project Status
Report
Hard Copy
Faisal
First Sunday
of month
Internal IT Staff
Project Status
Report
E-mail
Mahmudul
First Sunday
of month
IT Manager
Project Status
Report
Hard Copy
Faisal
First
Thursday of
the month
Contract Programmers
Software
Specification
E-mail
Mahmudul
First Tuesday
of the month
Training Subcontractor
Implementation
and Training
Hard Copy
Faisal
First
Wednesday of
the month
Table 02: Project Communication Matrix
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Entity Relationship Diagram
Figure : E-R Diagram
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Form Design
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Dialogue Diagram
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Mobile Interface
Interface Design
Mobile Interface
Desktop Interface
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Desktop Interface
Figure : Login page
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Figure : Office Staff Home Page
Figure : Office Staff Confirmation page
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Figure : Discipline Head Home page
Figure : Discipline Head Confirmation Page
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Figure : Stock Entry Execution Officer Home Page
Figure : Stock Entry Officer Forwarding Page
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Figure : Treasurer / Register Home Page
Figure : Treasurer/Register Confirmation Page
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Supporting Document
1) SSR
Khulna University
System Service Request
Requested By : Mohammad Ali / Sumon
Department : Junior Section Officer, Stock Store Management Department
Location : Khulna University, Khulna
Contact : Phone_no: 017XXXXXXXX
E-mail: ali9013@ku.ac.bd
PROBLEM STATEMENT :
Khulna University after being established in 1991 is now a renowned university in the country. Starting
with only 4 disciplines now it is accommodating 29 disciplines. And all those disciplines are having
different kinds of resources which are to be managed and upgraded on a regular basis. For this
maintenance a central stock store is there. Over the years the workload of this department increased in a
large amount. Moreover, the present paper dependent system is less accessible, time consuming and
vulnerable to mistakes. Additionally, to get the cost or amount and type of commodity list for a
particular time span is much more problematic.
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SERVICE STATEMENT :
So an inquiry of the current stock entry and asset management system of the university is to
be done to construct a new information system such that it will manage all possible information
of the university assets which can handle the stock entry request, any type of query and also
discipline assets in a faster and safer manner.
IS LIAISON : Md Anwar Hossain
SPONSOR : Amit Roy Chowdhury
-------------------------TO BE COMPLETED BY SYSTEMS PRIORITY BOARD—--------------------[ ]
Request approved
[ ]
Recommend revision
[ ] Suggest user development
[ ] Reject fo reason
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2) Interview Scripts
First interview:
Interview of the Stock Store Office Staff
Interviewee:
Interviewer:
Md. Sumon Mia
Junior Section Officer, Sock Store Department
Md. Mahmudul Hasan
Student ID: 200229
Location:
Old Administrative Building
1st floor.
Appointment Date: 16,September,2022
Start Time: 3:30 pm
End Time: 3:45pm
Objectives:
Remainders:
Information to fill up in stock entry form.
Approvement of the Treasurer.
Agenda:
Last year he completed his 7th
year in service.
Approximate Time:
Introduction
1 minute
Overview of Interview
1 minute
Topic 1 Questions
3 minutes
Topic 2 Questions
3 minutes
Topic 3 Questions
3 minutes
Topic 4 Questions
3 minutes
Conclusion
1 minutes
------------------------------------------------------------------------------------------------------Total: 15 minutes
General Observations:
Interviewee seemed a little bit nervous but positive in the interview. Seems he is well known
with the general stock entry system. But he covered up in a short duration.
Unresolved Issues, Topics Not Covered:
Need to know more about treasurer approval system.
Interviewee: Md. Sumon Mia
Date:
16th September, 2022
Questions:
Question No. 01:
Who requests for
Notes:
Answer
Discipline Head requests for stock entry.
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stock entry?
Sub-Question No. 01:
Did they provide
any document?
Sub-Question No. 02:
Whose sign is required in
that document?
They provide a photocopy of payment slip
and a stock entry form
Discipline head, buyer committee
And treasurer or registrar sir.
Observations
Seemed tense to answer. Less talkative.
Question No. 02:
What does a section officer
do after getting a request?
Sub-Question No. 01:
Does every discipline has
separate indent book?
Answer
After signing the form I send it to registrar or
treasurer sir for approval. After approval I write
the items from the stock entry form to the
of indent book respective discipline.
Yes, each discipline has separate
indent book.
Observations
Answered informally.
Question No. 03:
Answer
What is the activity that follows
Indent book entry page no is written on
after giving entry to the indent book? the photocopy and original copy of
Payment slip. Photocopy is kept and the
original copy is sent to the discipline for
accounts adjustment.
Observations
Nice try this time. Talk unexpectedly a lot. It
seemed, it is tedious process.
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Question No. 04:
What benefits you’ll get if the
system becomes online?
Answer
Accessible for respective authorities in fastest
possible time, reduce error possibility, data
safety ensured and advanced query system.
Observations
He told this with a chest full of hope
which this type of system is much required
.
for the office staffs like him.
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Second Interview:
Interview of the Stock Store Office Staff
Interviewee:
Interviewer:
Md Anwar Hossain
Computer Science and Engineering Discipline
Faisal Habib Raim
Student ID: 200223
Location:
Academic Building No. 1
2nd floor.
Appointment Date: 16,September,2022
Start Time: 3:30 pm
End Time: 3:45pm
Objectives:
Information about how to request about an stock entry
Approvement of the Discipline Head.
Remainders:
He is in service for many years.
Agenda:
Approximate Time:
Introduction
1 minute
Overview of Interview
1 minute
Topic 1 Questions
3 minutes
Topic 2 Questions
3 minutes
Topic 3 Questions
3 minutes
Topic 4 Questions
3 minutes
Conclusion
1 minutes
------------------------------------------------------------------------------------------------------Total: 15 minutes
General Observations:
Interviewee seemed a little bit uneasy and uncomfortable to interrupt in working hours.. Seems
he is well known with the request to a stock entry system. But he covered up in a short
duration.
Unresolved Issues, Topics Not Covered:
Need to know more about Discipline Head’s approval system.
Interviewee: Md. Anwar Hossain
Date:
16th September, 2022
Questions:
Notes:
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Question No. 01:
When do you need to do stock
entry?
Sub-Question No. 01:
Who buy the new product
for discipline?
Sub-Question No. 02:
What they do in stock
entry process?
Answer
When we need to buy some new goods or
ornaments for our discipline we need update our
stock entry book with the central approval where
we spend our given yearly budget.
A committee of teachers, office staffs and
executive engineer buy new product for us with
consultation with our discipline head.
Actually they initiate the process of stock entry by
submitting the payment slip and a request to start
processing new stock entries.
Observations
Well known about the system and eager to answer
these questions. Positive for the interview.
Question No. 02:
Answer
What is your rule in submitting Actually I am in the buyer committee sometimes
a new stock entry process?
others do. I fill the form and ask for
discipline head permission whether to
submit a request for the stock entry
department.
Observations
Little bit ashamed to answer his duty.
Question No. 03:
What the discipline
head do in this process?
Sub-Question No. 01:
Does he has to do any other
jobs? If so what’s that?
Sub-Question No. 02:
What is indent books?
Why it is required to inform
discipline head about that?
Answer
Head sir gave the permission to finalize. He is
required to send the request to stock entry
department.
When the stock entry process ended he got
confirmation message with indent book page
number and line numbers.
Indent book is notebook where buying goods
information like quantity, price is saved. We
have to know on which page that information
written and we save that. It’s the process.
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Observations
All of these questions were answered
informally.
Question No. 04:
What benefits you’ll get if the
system becomes online?
Answer
I will be happy. Cause it will reduce a lot of
trouble also reduces hazards or pen paper work.
Observations
He smiled as he already got the new system.
3) Charter
Khulna University
Project Charter
Project Name :
Stock Store Management System
Project Manager : Faisal Habib Raim
Customer:
Project Sponsor: Amit Roy Chowdhury
Project Start/End(projected) :
Project Overview:
This project will implement a stock store and discipline asset management system. The stock entry and
approval from the treasurer will be automated as well as the records for the discipline assets. This will
ensure fast communication between the involved sectors, accountability, reduce errors and facilitate an
advanced query system.
Objectives :
● Reduce data entry errors
● Provide more accessibility of the stock information
● Specific query can be done within less effort and time
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● Provide more data safety
Key Assumptions :
●
●
●
●
System will be built in house
Web browser will be the interface
System will access central database
Both administrative bodies as well as the discipline will be able to edit and view the data.
Stakeholders and Responsibilities :
Stakeholder
Role
Responsibility
Signature
Faisal Habib Raim
Project Manager
Collecting
Requirements,
Develop programme
interface, Create user
Raim
documentation, install
system
MD. Mahmudul Hasan
Project
Developing Data
Model, Build database,
Design and run test
scenarios, Customer
support
Hasan
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4) Business Document
Stock Entry Form
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Stock Entry Indent Book
38
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