MATERIAL MANAGEMENT SYSTEM

SYSTEM DESIGN AND DEVELOPMENT

CHAPTER-3

SYSTEM DESIGN AND DEVELOPMENT

Systems design is the process of defining the architecture, components, modules,
interfaces, and data for a system to satisfy specified requirements. Systems design could be seen
as the application of systems theory to product development. There is some overlap with the
disciplines of systems analysis, systems architecture and systems engineering . If the broader
topic of product development "blends the perspective of marketing, design, and manufacturing
into a single approach to product development," then design is the act of taking the marketing
information and creating the design of the product to be manufactured. Systems design is
therefore the process of defining and developing systems to satisfy specified requirements of the
user.
Until the 1990s systems design had a crucial and respected role in the data processing
industry. In the 1990s standardization of hardware and software resulted in the ability to build
modular systems. The increasing importance of software running on generic platforms has
enhanced the discipline of software engineering.
Object-oriented analysis and design methods are becoming the most widely used
methods for computer systems design. The UML has become the standard language in objectoriented analysis and design. It is widely used for modeling software systems and is increasingly
used for high designing non-software systems and organizations.
System design is a critical phase of the system life cycle. Poorly designed system often
do not achieve the intended goals . The proper design of inputs ,outputs,and interfaces play a key
role in system success. The goal of the design phase is to create an interface that is intuitive,
logical, and easy to use while achieving the operational goals for the system. System context
diagrams are the diagrams used in the systems design to represent the more important external
factor that interact with the system at hand. The objective of a system context diagram is to focus
attention on external factors and the events that should be considered in developing a complete
set of system requirements and constraints.
SKASC

ICT

MATERIAL MANAGEMENT SYSTEM

SYSTEM DESIGN AND DEVELOPMENT

3.1 FILE DESIGN

3.1.1 Front End
PHP is a server scripting language, and is a powerful tool for making dynamic and
interactive Web pages quickly.PHP is a widely-used, free, and efficient alternative
to competitors such as Microsoft's ASP.
PHP is an acronym for "PHP Hypertext Preprocessor"
PHP is a widely-used, open source scripting language.
PHP scripts are executed on the server.
PHP costs nothing, it is free to download and use.
It is powerful enough to be at the core of the biggest blogging system on the web
(WordPress)!
It is deep enough to run the largest social network (Facebook)!

It is also easy enough to be a beginner's first server side language!

PHP Files :
PHP files can contain text, HTML, CSS, JavaScript, and PHP code.
PHP code are executed on the server, and the result is returned to the browser as
plain HTML.
PHP files have extension ".php".
PHP can generate dynamic page content.
PHP can create, open, read, write, delete, and close files on the server.
PHP can collect form data.
PHP can send and receive cookies.
PHP can add, delete, modify data in your database.

SKASC

ICT

MATERIAL MANAGEMENT SYSTEM

SYSTEM DESIGN AND DEVELOPMENT

PHP can restrict users to access some pages on your website.

PHP can encrypt data.
PHP Advantage :
PHP runs on various platforms (Windows, Linux, Unix, Mac OS X, etc.).
PHP is compatible with almost all servers used today (Apache, IIS, etc.).
PHP supports a wide range of databases.
PHP is free. Download it from the official PHP resource: www.php.net.
PHP is easy to learn and runs efficiently on the server side.

3.1.2 Back End

My SQL
MySQL is a database system used on the web
MySQL is a database system that runs on a server
MySQL is ideal for both small and large applications
MySQL is very fast, reliable, and easy to use
MySQL supports standard SQL
MySQL compiles on a number of platforms
MySQL is free to download and use
MySQL is developed, distributed, and supported by Oracle Corporation
MySQL is named after co-founder Monty Widenius's daughter.
The data in MySQL is stored in tables. A table is a collection of related data, and
it consists of columns and rows.
Databases are useful when storing information categorically.
Customers
Orders

SKASC

10

ICT

MATERIAL MANAGEMENT SYSTEM

SYSTEM DESIGN AND DEVELOPMENT

To start using PHP, we can:

Find a web host with PHP and MySQL support
Install a web server on your own PC, and then install PHP and MySQL.
Powerful RDBMS : MY SQL is an powerful relational data base management
system.

3.2 INPUT DESIGN

Input design is the process of converting a user oriented description of the inputs
to a computer based business system into a program oriented specification.
The objectives of the input design:

To produce a cost-effective method of input.

To achieve a highest possible level of accuracy.

To ensure that input is acceptable to and understood by the user staff.

Input Stages:
Several activities have to be carried out as a part of the overall input process.
They include

Data Recording Collection of data at its source.

Data Description Transfer of data to an input form

Data Conversion Conversion of the input data to a computer acceptable

medium.

SKASC

Data Verification Checking the conversion

11

ICT

MATERIAL MANAGEMENT SYSTEM

SYSTEM DESIGN AND DEVELOPMENT

Data Control Checking the accuracy and controlling the flow of data to the

computer.

Data Transmission Transmission or transferring the data to the computer.

Data Validation Checking the input data by program when it enters the computer

Data Correction Correction the errors that are found at any early stages

system.

3.3 OUTPUT DESIGN

The output design is an ongoing activity almost from the beginning of the
project, and follows the principles of form design. Effects and well define an output
design improves the relationship of system and the user, thus facilitating decisionmaking. A major form of output is a hard copy from the printer, however soft copies are
available.The types of output used in the system are:

Internal outputs - Whose destination is within the organization and is the users

main interface with the computer.

Interactive outputs - This involves the user in communicating directly with

the computer.
External outputs - Whose destination is outside the organization and which
require special attention since they project the image of the organization.

SKASC

12

ICT

MATERIAL MANAGEMENT SYSTEM

SYSTEM DESIGN AND DEVELOPMENT

3.4 DATABASE DESIGN

The data base that has been used for this project is MySQL. MySQL is used
because,
Security is a major issue for any site. MySQL Server allows the administrator to
grant access or deny access for users. The MySQL Server has a specific section of the
application where users are added to the permissions. MySQL Server allows
administrators to specify which tables and stored procedures are able to access and query.
This limits what records and user information can be queried, which protects the
business's customer information.
First of all, as this project is somewhat a most needed concept, we have to keep it
safe from unwanted usage. So the application should allow only the authorized persons to
access. This application is designed with a default admin. Admin has the rights to create,
delete users, to update users detail and to grant rights for the created users. Those users
and their details are saved and checked for validation from the table named
REGISTRSTION. So each and every user is validated from the database before he is
allowed to use our application. The two main fields in this REGISTRATION to check
validations are a) username and b) password.

TABLE NAME: ITEM MASTER

SKASC

13

ICT

MATERIAL MANAGEMENT SYSTEM

SYSTEM DESIGN AND DEVELOPMENT

PRIMARY KEY: item_code

Field name
item_name
item_code
item_weight
item_category
drawing_rev_date
item_make
drawing_rev_no
production_type
drawing_size
item_product

Type
varchar(500)
varchar(500)
varchar(500)
varchar(500)
varchar(500)
varchar(500)
varchar(500)
varchar(500)
varchar(500)
varchar(500)

Description
Name of the item
Code of the item
Weight of the item
Category of the item
Drawing revision date
Item make
Drawing revision number
Production type of item
Size of the item
Item product

TABLE NAME: SUPPLIER MASTER

PRIMARY KEY: supplier _code

SKASC

14

ICT

MATERIAL MANAGEMENT SYSTEM

Field name
supplier_name
supplier_code
supplier_type
supplier_address1
supplier_address2
supplier_address3
city
state
country
pincode
phone
fax
email
webaddress
bank

SKASC

SYSTEM DESIGN AND DEVELOPMENT

Type
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(500)
varchar(50)
int(50)
int(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)

ac_no

varchar(50)

nature_of_ac
payment_bank
payment_terms

varchar(50)
varchar(50)
varchar(50)

15

Description
Name of the supplier
Code of the supplier
Type of the supplier
Address1 of the supplier
Address2 of the supplier
Address3 of the supplier
Suppliers city
Suppliers state
Suppliers country
Suppliers pincode
Phone number
Fascimile
Email id
Web address
Name of the bank
Supplier bank account

number
Nature of account
Payment bank of supplier
Terms of supplier

ICT

MATERIAL MANAGEMENT SYSTEM

SYSTEM DESIGN AND DEVELOPMENT

TABLE NAME: PURCHASE ORDER PREPARATION

PRIMARY KEY: purchase_no
FOREIGN KEY : supplier_code , item_code
Field name
purchase_type
purchase_no
supplier_name
supplier_code
item_name
item_code
item_uom
item_make
item_product
item_received_qty
purchase_qty
item_balance_qty
item_rate
purchase_value
item_discount_amt
item_discount
purchase_net_amt

Type
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)

purchase_packing_ amt varchar(50)

item_rate_qty
purchase_value
item_discount_amt
purchase_packing_amt
purchase_AHE_cess
tax %
tax_amount
purchase_item_total

SKASC

varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)

16

Description
Purchase type
Purchase order number
Supplier name
Supplier code
Name of the item
Code of the item
Uom of item
Make of the item
Product of item
Received quantity
Purchase quantity
Balance quantity
Item rate
Value of purchase
Discount amt
Discount %
Purchase amount%
Packing amount%

Item rate
Purchase value
Item discount amount
Packing amount
Purchase AHE CESS
Tax%
Tax amount
Total amount

ICT

MATERIAL MANAGEMENT SYSTEM

SYSTEM DESIGN AND DEVELOPMENT

TABLE NAME: GOODS RECEIPT NOTE

PRIMARY KEY: NIL
FOREIGN KEY : supplier_code , purchase_no
Field name

purchase_no

varchar(50)

item_bal_qty

varchar(50)

supplier_name

varchar(50)

supplier_code

varchar(50)

item_received_qty
item_rejected_qty

SKASC

Type

varchar(50)
varchar(50)

17

Description
Purchase number
of an item
Item balance
quantity
Supplier name
Code of the
supplier
Received
quantity
Rejected quantity

ICT

MATERIAL MANAGEMENT SYSTEM

SYSTEM DESIGN AND DEVELOPMENT

TABLE NAME: JOB ORDER PREPARATION

PRIMARY KEY: job_no
FOREIGN KEY : supplier_code , item_code
Field name
job_type
job_no
supplier_name
supplier_code
item_name
item_code
item_uom
item_make
item_product

SKASC

Type
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)

item_received_qty

varchar(50)

job_qty
item_balance_qty
item_rate_qty

varchar(50)
varchar(50)
varchar(50)

job_value

varchar(50)

item_discount_amt
item_discount
job_net_amt

varchar(50)
varchar(50)
varchar(50)

job_packing_ amt

varchar(50)

item_rate_qty
job_value
job_packing_amt

varchar(50)
varchar(50)
varchar(50)

job_AHE_cess

varchar(50)

tax
tax_amount
job_item_total

varchar(50)
varchar(50)
varchar(50)

18

Description
Job type
job order number
Supplier name
Supplier code
Name of the item
Code of the item
Uom of item
Make of the item
Product of item
Received

quantity
Job quantity
Balance quantity
Item rate
Value of
purchase
Discount amt
Discount %
Job net amount
Job packing
amount
Rate of the item
Job value
Packing amount
AHE cess
amount
Tax %
Tax amount
Job total amount

ICT

MATERIAL MANAGEMENT SYSTEM

SYSTEM DESIGN AND DEVELOPMENT

TABLE NAME: MATERIAL TRANSFER NOTE

PRIMARY KEY: MTN_ no
FOREIGN KEY : supplier_code , job_no
Field name
job_no
item_bal_qty
supplier_name
supplier_code
MTN_no

Type
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)

item_received_qty varchar(50)
item_rejected_qty

varchar(50)

Description
Job order number
Item balance quantity
Name of the supplier
Code of the supplier
Mtn number
Item received quantity

Rejected quantity

TABLE NAME: JOB ORDER RECEIPT NOTE

PRIMARY KEY: nil
FOREIGN KEY : supplier_code , job_no,MTN _no

Field name
job_no
SKASC

Type
varchar(50)
19

Description
Job order number
ICT

MATERIAL MANAGEMENT SYSTEM

item_bal_qty
supplier_name
supplier_code
MTN_no
item_received_qty
item_rejected_qty

SYSTEM DESIGN AND DEVELOPMENT

varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)
varchar(50)

Item balance quantity

Name of the supplier
Code of the supplier
Mtn number
Item received quantity
Rejected quantity

TABLE NAME: REGISTRATION

PRIMARY KEY: username
Field name
username
password
email
emp_id
usertype

Type
varchar(500)
varchar(500)
varchar(50)
varchar(50)
varchar(50)

Description
Username
Password
Email id of the user
Employee id
Type of an user

3.5 SYSTEM DEVELOPMENT

MODULES OF MATERIAL MANAGEMENT ARE :

USER MODULE
NAVIGATION MODULE
ITEM MASTER
SUPPLIER MASTER
TRANSACTION
REPORTS

USER MODULE:
The login module allow the user/admin to login to the application as this project has
been developed for a single user.
SKASC

20

ICT

MATERIAL MANAGEMENT SYSTEM

SYSTEM DESIGN AND DEVELOPMENT

MAIN MODULE:
The navigation module helps to navigate to different parts of the application ,it
provides menus to move/navigate from one from to another.

ITEM MASTER:
In this module includes item name ,code, weight,uom,drawing size,item make,
category.

SUPPLIER MASTER:
It includes the details of customers such as, supplier name, address ,webaddress,email
id, SB a/c no,SBname, supplier transporting,tax type,supplier tax type.

TRANSACTIONS :
Purchase order:
purchase order preparation
Goods Receipt Note(GRN)
Job Order preparation(JO)
Material Transfer Note(MTN)
Joborder Receipt Note(JRN)
PURCHASE ORDER PREPARATION:

SKASC

21

ICT

MATERIAL MANAGEMENT SYSTEM

SYSTEM DESIGN AND DEVELOPMENT

It includes purchase order details with the quantity and amount. The purchase
order

form

includes

supplier

name

,supplier

type:,no,po

date,

make,product,code,uom,purchasqty,rate,value,discount%,insurance%,packing%,duty

item

no,
%,cess

%,ahe cess%,tax%,total.
GOODS RECEIPT NOTE:
Incase of any pending purchase order from the supplier ,we will be using GRN.
This module

form includes supplier name, PO NO,PO DATE,doc.type,doc.date, doc.no, code,

balance qty,received qty .

JOB ORDER PREPARATION:
Incase of ordering the product making during the inconvenience or over job order
to the other product manufacturers .we will be using this form. It includes job order details with
the quantity and amount. The job order form includes supplier , type:,job order no,,job order date,
item no, make,product,code,uom,job qty,rate,value,discount %,insurance%,packing%,duty %,cess
%,ahe cess%,tax%,total.

MATERIAL TRANSFER NOTE(MTN):

This module helps when the product is given as job order for the third party. This
form incudes MTN no,industry name,location,date, uom,jo qty.

JOB ORDER RECIPT NOTE :

This module is needed when the job order is in taken to provide the receipts its
very helpful.the form includes code,name, received qty, balance qty, packed qty,vehicle no, date,
no.of.carton boxes.

REPORTS:
This module helps to know about the raw material available to make the product
overall.By checking the stock availability in the company the admin decide whether to buy
the item (raw material) from the supplier ore not to make the original product.
SKASC

22

ICT

MATERIAL MANAGEMENT SYSTEM

SKASC

SYSTEM DESIGN AND DEVELOPMENT

23

ICT