DATA FLOW DIAGRAMS OF THE CURRENT SYSTEM:
An overview of the two major components of the manual system has been illustrated below.
Context Diagram:
STUDENT ADMISSION, FEES AND ATTENDANCE
Student
Secretary
Attendance
Register
Student details
and fees
Accounting report,
Attendance Report
Process
Student’s
Information
Student
serial no.
Student’s
Attendance
Updated
student list
Managing
Director
Student’s
Register
Student
Receipt, class
routine
The student’s fees collection and admission involve information from both the student and the
clerk. The student provides his/her personal details through an admission form along with the choice
of the course, its admission fee and monthly fees in cash. The clerk, after getting the admission
form, determines the student’s serial number in the institute, which is basically a combination of the
student’s batch and roll number.
EMPLOYEE’S PAYMENTS PROCESSING
Employee’s
Register
Salary Amount
Employee Id,
Name & Address
Process
Employee
Information
Pay slip
Total Salaries paid
Teacher/
Staff
Accounts
Depart.
This simply involves the paying out of the teacher and staff’s salaries according to the employee’s
register. When the payment is made, a payment slip known as the “pay slip” is given to the employee
and the details of the payment is recorded in the accounts register.
Detailed Data Flow Diagram:
STUDENT’S ADMISSION
Student’s
Admission
Form
Student name,
address, telephone,
educational
backgrounds, money
Process
Student
Information
Amount paid,
student’s name,
course name,
date, signature
Money receipt
Student
Course register
Course code,
course admission
fees
Details
Student’s register
Amount
paid
Accounts register
During the admission of a new student at C E S, the student is required to fill-in an admission form.
The admission form contains all the student details and the selection of the course that the student
is taking. The student is also required to pay the admission fees of the course at the time of
admission- the amount to be paid as admission fees is looked up from the course register. The clerk
takes down all the student details on to the student’s register. He also has to write out a money
receipt on acceptance of the admission fees. The details of admission fees payments are recorded in
the accounts register.
STUDENT’S ATTENDANCE REPORT
Daily
Find percentage
Attendance
attendance out of
Present/
total class days of
Student’s Attendance
Absent
each student
Register
Name of
Students &
Percentage
Attendance
List of student’s
attendance
List of student’s
with below
percentage
attendance
The course teachers take the daily attendance of students on an attendance register, marking “P” for
present and “A” for absent. Whenever the clerk is asked for an up-to-date attendance report of
student of a particular course, the clerk has to go through the course’s attendance register and find
out the total number of classes. Then he has to find the number of days that each student has
attended the class of that course and then express in terms of percentage. If the clerk is also asked to
create an additional report of students with say less 40% attendance, then the clerk will have to make
a sub list using the existing report by writing down the names of student in the main report with
below 40% attendance.
STUDENT’S FEES
Student
Code &
Student
Process Student
code and fees
Amount
Paid and for
what
Accounts Register
Money
Course code
and Name
Student and Fees
Registers
Name, course,
month &
amount
Month of
payment
Fees Slip
Student & fees
Register
When a student comes to pay his/her fees, the student has to identify himself/herself by either the
student code. Using this code the clerk finds out what course the student has and what amount
he/she is supposed to pay. The clerk then writes out a money receipt slip for accepting the fees and
gives it to the student. The clerk also has to record the details of the payment on the fees, accounts
and student register.
ACCOUNTING REPORTS
Total incomes
from different
courses and
expenditures
Accounts Register
Process Income
and Expenditure
information
Monthly
Report
Incomes,
expenditures
and profits.
Yearly
Report
The two accounting report that are produced at the end of each month and a year. It contains
figures of total incomes, total expenditure and gross profit for a month and a year. The clerk has to
go through each line of the accounts register to find the money received and money paid out in bills,
salaries and other expenditures.