University Institute of Technology, Burdwan University

CSE Department

Employee Information
System (EIS) Project
Report IT-771

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 Workgroup(Group-No.12):

Arindam Sarkar (2001010)

Anirban Deasi (20081020)

Indrani Pramanik (20081024)

Banani Mukherjee (20081038)

Anand Khatik (20081005)

Supervised by:

Mrs. Kasturi Dikpati

&
Mr. AP Rakhit

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 Acknowledgement

We are extremely obliged to Mrs. Kasturi Dikpati and Mr. AP

Rakhit change our project guide who has given us the opportunity
to work on this project. They have been a perpetual source of
inspiration in taking this project to such great heights on behalf of
the institution.
We are also thankful to our project members who have shown their
co-operation and have been mindful of the proper delivery of the
project.
Finally we would be grateful to the numerous authors, publishers
and Internet Service Providers which we have studied and done on
analysis upon them to come up with a thankful project like this
one.
Verified and approved by

……………………
Project Guide
U.I.T, BU

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 Table of Contents
1 Introduction.................................................................................................................................2
1.1 Purpose.................................................................................................................................3
1.2 Scope....................................................................................................................................4
2 Used Tools...................................................................................................................................5
2.1 VB.NET programming Language.........................................................................................5
2.2 MS Access 2007 database.....................................................................................................5
2.3 MS Visual Studio IDE 2010.................................................................................................5
3 Overall Description......................................................................................................................5
3.1 Product perspective...............................................................................................................5
3.2 User Characteristics..............................................................................................................6
3.3 Constraints............................................................................................................................6
4 Project stages...............................................................................................................................7
4.1 Project stages........................................................................................................................8
4.2 Feasibility study....................................................................................................................8
4.3 Information and data collection............................................................................................8
4.4 Information analysis.............................................................................................................8
4.5 System analysis.....................................................................................................................8
4.5.1 Existing System.............................................................................................................9
4.5.2 Proposed System............................................................................................................9
4.6 ERD design.........................................................................................................................10
4.7 DFD design.........................................................................................................................11
4.8 H/W & S/W Specification..................................................................................................12
5 Software Requirement Specification..........................................................................................11
5.1 Functional Requirement......................................................................................................11
5.1 Performance Requirement..................................................................................................17
6 Database development process..................................................................................................19
6.1 Tables of the database.........................................................................................................19
6.1.1 Employee Mangement Unit Table...............................................................................19
7 Archive subprogram description and first run............................................................................24
8 Project Testing...........................................................................................................................44
9 Conclusion……………………………………………………………………………………………………………………………..44

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 10 Bibliography…………………………………………………………………………………………………………………… 45

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 1 Introduction

The “EMPLOYEE INFORMATION SYSTEM (EIS)” has been developed to override

the problems prevailing in the practicing manual system. This software is supported to
eliminate and in some cases reduce the hardships faced by this existing system.
Moreover this system is designed for the particular need of the company to carry out
operations in a smooth and effective manner.

The application is reduced as much as possible to avoid errors while entering the
data. It also provides error message while entering invalid data. No formal knowledge is
needed for the user to use this system. Thus by this all it proves it is user-friendly.

1.1 Purpose

The purpose of EIS is to provide:

·         Finding ground level employee performance by the topmast manager.

·         Maintenance of profile details of the employees, and retrievals as and when

required.

·         Overall & detailed view of the organization hierarchy, which is very much
essential in making effective decisions.

·         Judging the potentiality of the employees.

·         Maintenance of the data when the organization has many branches spread over
wide geographical area.

·         Accessing one branch information from another branch.

·         Future planning issues based on the current HR information.

·         Employees success planning.

·         Vacancy situations and their priority /effect on the organizations performance.

·         Employee pays report, service report management.

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 1.2 Scope
 The proposed software will solve all the problems they are facing now. This software is
designed such way that it will generate the salary automatically every month in time. So
there not much worries.
 This software also equipped with to enter the attendance of each employee in the
organization, it help them to track each employee attendance, based on this we can
generate the salary.
 The software built to generate individual pay slip and summary of the payroll. It also has
option to generate the report for Provident Fund and ESI. So they can take the print out of
Provident Fund and ESI to submit to the department.
 This application allows the administrative department to collect accurate and
comprehensive employee information.
 It allows authorized users to access the system by typing a valid login name and
password.
 This application enables you to modify the records of existing employees.

2 Used Tools

2.1 VB.NET programming Language

Visual Basic .NET (VB.NET), is an object-oriented computer programming language that can be
viewed as an evolution of the classic Visual Basic (VB), which is implemented on the .NET
Framework. Microsoft currently supplies two major implementations of Visual Basic: Microsoft
Visual Studio 2010, which is commercial software and Visual Basic Express Edition 2010..

2.2 Microsoft Access 2007 Database

Microsoft Office Access, previously known as Microsoft Access, is a relational database
management system from Microsoft that combines the relational Microsoft Jet Database
Engine with a graphical user interface and software-development tools. It is a member of
the Microsoft Office suite of applications, included in the Professional and higher editions or sold
separately. In May 12 2010, the current version of Microsoft Access 2010 was released by
Microsoft in Office 2010; Microsoft Office Access 2007 was the prior version.

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 2.3 Microsoft Visual Studio 2010 IDE

Microsoft Visual Studio  is an integrated development environment (IDE) from Microsoft. It

is used to develop  console and  graphical user interface applications along with  Windows
Forms applications,  web sites, web applications, and  web services  in both native
code together with managed code  for all platforms supported by  Microsoft
Windows,  Windows Mobile, Windows CE, .NET Framework,  .NET Compact
Framework and  Microsoft Silverlight.

3 Overall Description

3.1 Product perspective

The application contains two subprograms, each subprogram related to the different
employees, and there is a centralized database located on the main computer on which the
software is running.

Module Description:
1. Admin Module
2. Employee Module

Admin Module:

Administrator controls the entire application. Administrator can add, delete, edit
and view all employee details and admin can create Employee Pay slip. Administrator
also manages the data related to organizations and businesses. Administrator generates
reports abased on various criteria. Administrator can also view attendance and service
reports for performance analysis.

Employee Module:

Employees must have valid login information to access the application. Each
employee can view the details of Attendance, Pay slip ,his/her profile, and service
reports.

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 3.2 User Characteristics

Every subsystem has its own users which allow them to control the data beyond their
constraints; also the system has the administrator account which belongs to the manager
of the organization who has the full privileges to control the data.

3.3 Constraints

1. The system user is only allowed to use English language.

2. Only the manager of the organization can add system users.
3. The system works only on the windows platform.
4. It is assumed that user of this software has a basic knowledge about computers.

4 Project stages

4.1 Project stages

Every workgroup or teamwork want to make a software application for a specific
environment, it should follow a lot of primary steps to complete the intended software.
Figure 2.2 shows the system development life cycle:

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 Figure 3.2 Traditional systems development life cycle

4.2 Feasibility study

We have achieved some important results as follows:

1. This project is helpful because the target environment does not use computers.
2. Because of the intensity of employees present in a large company and the slow
work in their proper management, due to manual management (EIS) will save
time and effort.

4.3 Information and data collection

Information and data is the first thing that we started to collect from many sources which
is related to human resource management information environment, such as the a
software company which we take it as a model for our work.

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 4.4 Information analysis
Information analysis was the second stage of our work, we learnt how to differ between
the data which will be entered daily monthly and annually, and also we knew the nature
of the employee management and pay reports.

4.5 System analysis

System analysis was the third stage of our work, we know and wrote everything about the
correlation between the different organizational units, the employee management
mechanism inside the organizational and structure of the various units.

Also we make an analysis for every unit tasks, and the details will be as follows:

4.5.1 Existing System

The company uses the Sanchez application which is a single user system to find the
employee information.

 The important and the most significant drawback is that the system is
manual. There are errors due to carelessness or oversight that may result in
loss to the data and as to the organization. For an organization, time is very
important factor.
 The employee information are stored in the Sanchez application which is
like a excel sheet. This makes it impossible to search for company
information in such a long table manually and to add a new query if the
searched query is not available.

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 4.5.2 Proposed System

The proposed system is designed to eliminate all the drawbacks of the existing system.
The system is part of a large HRMS Application and shall be responsible for maintaining
information about employees,
 positions,
 company benefits,
 departments,
 new recruit checklists,
 employee achievements,
 warnings,
 evaluation reports,
 education & training,
 administration,
 work changes and several ad hoc reports.
The major advantage of the proposed system is,

 It’s online, so that information is available anytime.

 High integrity and security.
 Ability to incorporate newly available data.
 It is user friendly
 Speed and accuracy is increased
 Fully automated.
 Security is associated with user authentication
 Duplication of information is curbed.

4.6 ERD design

After finishing the system analysis we start the construction of the Entity relationship
Diagram for the proposed system.

ER-Diagram (Entity Relationship Diagram) has three basic elements:

1. Entity types.
2. Relationships.
3. Attributes.

We have used Crow’s foot notation to represent our ERD.

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 Crow’s foot notation uses rectangles to represent entities, and a solid or cutted line to
represent the relationship between entities.

Figure 4.1 shows the ER-Diagram for the whole system.

ATTENDANCE

PROFILE
ATTEND
ANCE

PAY REPORT
VIEW
PROFILE
EMP_ID

SERVICE
REPORT
VIEW REPORT

EMP_ID
ADMINISTRATI
VE_ID

EMPLOYEE LOGIN ADMINISTRATION

ADMINISTRATI
VE_NAME
EMP_NAME

MANAGE
S
ATTENDANCE
SHEET

VIEW PROFILE EDIT ATTEN

EMPLOYEE ADMINISTRATION
LIST DANCE

EDIT
INDIVIDUAL
EDIT PAY
REPORT
REPORT

EDIT SERVICE
REPORT

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 4.7 DFD design
After finishing the ERD designing we start the construction of the Data flow Diagram for
the proposed system.

ADMINISTRATOR

EDIT EDIT EDIT EDIT

PROFILE PAY REPORT SERVICE REPORT ATTENDANCE
INFORMATION INFORMATION INFORMATION SHEET

EMPLOYEE
INFORMATION
SYSTEM

VIEW VIEW VIEW VIEW

PROFILE PAY REPORT SERVICE REPORT ATTENDANCE
INFORMATION INFORMATION INFORMATION SHEET

EMPLOYEE

FIG 4.2 LEVEL 0 CONTEXT DIAGRAM FOR EMPLOYEE INFORMATION SYSTEM

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 EDIT VIEW
ATTENDA ATTENDA
EDIT NCE NCE
DETAILS SHEET SHEET
VIEW DETAILS
UPDATE
DETAILS
ATTENDAN
ATTENDAN CE
CE PERFORMA
PERFORMA ATTENDANCE NCE
NCE SHEET SYSTEM
ENTER
SYSTEM
ATTEN
DANCE
SHEET

EDIT UPDATE VIEW

SERVICE DETAILS SERVICE
REPORT REPORT
SYSTEM SYSTEM
VIEW
EDIT DETAILS
DETAILS

SERVICE
REPORT
DETAILS
SERVICE
SERVICE
REPORT
REPORT
MANAGEMEN
MANAGEME
T
NT
SYSTEM
SYSTEM

ENTER SERVICE
INFORMATION

EDIT VIEW
PAY PAY
REPORT REPORT
SYSTEM SYSTEM
UPDATE
DETAILS
VIEW DETAILS

EDIT DETAILS
PAY REPORT
DETAILS

PAY PAY
REPORT REPORT
MANAGEME MANAGEME
NT NT
SYSTEM SYSTEM

ENTER PAY REPORT

INFORMATION

UPDATE

EDIT DETAILS VIEW

PROFILE PROFILE
SYSTEM SYSTEM

VIEW DETAILS

EMPLOYEE
EDIT DETAILS DETAILS

PROFILE PROFILE
MANAGEM MANAGEM
ENT ENT
SYSTEM SYSTEM

ENTER PROFILE
ENTER PROFILE ACCOUNT
INFORMATION

ADMINISTRATI
EMPLOYEE
ON

VALID EMPLOYEE DATA

VALID ADMINISTRATOR DATA

VALIDATE
INVALIDATE

ID PASSWORD
DETAILS

CHECK VALIDITY

RE LOGIN
LOGIN
LOGIN ERROR

ENTER ID

PASSWORD

FIG 4.3 LEVEL 1 DFD DIAGRAM FOR EMPLOYEE INFORMATION SYSTEM

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 4.8 H/W & S/W Specification

 HARDWARE REQUIREMENTS:
PIV 1GHz or above

512MB RAM

100MB Free Hard disk space

STD Color Monitor

 SOFTWARE REQUIREMENTS:

WINDOWS XP | Vista | 7

Visual Studio .Net 2010 Enterprise Edition

Visual Studio .Net Framework (Minimal for Deployment)

MS Access 2007 database

5 Software Requirement Specification

REQUIREMENT SPECIFICATION:

The software, Site Explorer is designed for management of web sites from a
remote location.

INTRODUCTION

Purpose: The main purpose for preparing this document is to give a general insight into
the analysis and requirements of the existing system or situation and for determining the
operating characteristics of the system.

Scope: This Document plays a vital role in the development life cycle (SDLC)

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 As it describes the complete requirement of the system. It is meant for use by the
developers and will be the basic during testing phase. Any changes made to the
requirements in the future will have to go through formal change approval process.

Developers Responsibilities Overview:

The developer is responsible for:

1) Developing the system, which meets the SRS and solving all the requirements of the
system?

2) Demonstrating the system and installing the system at client's location after the
acceptance testing is successful.

3) Submitting the required user manual describing the system interfaces to work on it and
also the documents of the system.

4) Conducting any user training that might be needed for using the system.

5) Maintaining the system for a period of one year after installation.

Functional Requirements:
OUTPUT DESIGN

Outputs from computer systems are required primarily to communicate the

results of processing to users. They are also used to provides a permanent copy of the
results for later consultation. The various types of outputs in general are:

 . External Outputs, whose destination is outside the organization.

 . Internal Outputs whose destination is within organization and they are the user’s
main interface with the computer.
 . Operational outputs whose use is purely within the computer department.
 . Interface outputs, which involve the user in communicating directly with

Output Definition

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 The outputs should be defined in terms of the following points:
. Type of the output

. Content of the output

. Format of the output

Location of the output

.Frequency of the output

.Volume of the output

.Sequence of the output

It is not always desirable to print or display data as it is held on a

computer. It should be decided as which form of the output is the most suitable.

For Example

. Will decimal points need to be inserted?

. Should leading zeros be suppressed.

Output Media:

In the next stage it is to be decided that which medium is the most appropriate
for the output. The main considerations when deciding about the output media are:

.The suitability for the device to the particular application.

.The need for a hard copy.

.The response time required.

.The location of the users

.The software and hardware available.

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 . The cost.

Keeping in view the above description the project is to have outputs

mainly coming under the category of internal outputs. The main outputs desired
according to the requirement specification are:

The outputs were needed to be generated as a hot copy and as well as queries to be
viewed on the screen. Keeping in view these outputs, the format for the output is taken
from the outputs, which are currently being obtained after manual processing. The
standard printer is to be used as output media for hard copies.

INPUT DESIGN

Input design is a part of overall system design. The main objective during the input
designs is as given below:

 To produce a cost-effective method of input.

 To achieve the highest possible level of accuracy.
 To ensure that the input is acceptable and understood by the user.

INPUT STAGES:

The main input stages can be listed as below:

 Data recording
 Data transcription
 Data conversion
 Data verification
 Data control
 Data transmission
 Data validation
 Data correction

INPUT TYPES:

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 It is necessary to determine the various types of inputs. Inputs can be categorized as
follows:

 External inputs, which are prime inputs for the system.

 Internal inputs, which are user communications with the system.
 Operational, which are computer department’s communications to the
system?
 Interactive, which are inputs entered during a dialogue.

INPUT MEDIA:

At this stage choice has to be made about the input media. To conclude about the
input media consideration has to be given to;

Type of input

 Flexibility of format
 Speed
 Accuracy
 Verification methods
 Rejection rates
 Ease of correction
 Storage and handling requirements
 Security
 Easy to use
 Portabilility

Keeping in view the above description of the input types and input media, it can
be said that most of the inputs are of the form of internal and interactive. As

Input data is to be the directly keyed in by the user, the keyboard can be considered to be
the most suitable input device.

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 ERROR AVOIDANCE

At this stage care is to be taken to ensure that input data remains accurate form the
stage at which it is recorded upto the stage in which the data is accepted by the system.
This can be achieved only by means of careful control each time the data is handled.

ERROR DETECTION

Even though every effort is make to avoid the occurrence of errors, still a small
proportion of errors are always likely to occur, these types of errors can be discovered by
using validations to check the input data.

DATA VALIDATION

Procedures are designed to detect errors in data at a lower level of detail. Data
validations have been included in the system in almost every area where there is a
possibility for the user to commit errors. The system will not accept invalid data.
Whenever an invalid data is keyed in, the system immediately prompts the user and the
user has to again key in the data and the system will accept the data only if the data is
correct. Validations have been included where necessary.

The system is designed to be a user friendly one. In other words the system has
been designed to communicate effectively with the user. The system has been designed
with popup menus.

USERINTERGFACE DESIGN

It is essential to consult the system users and discuss their needs while designing
the user interface:

USER INTERFACE SYSTEMS CAN BE BROADLY CLASIFIED AS:

1. User initiated interface the user is in charge, controlling the progress of the
user/computer dialogue. In the computer-initiated interface, the computer
selects the next stage in the interaction.

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 2. Computer initiated interfaces
In the computer initiated interfaces the computer guides the progress of the
user/computer dialogue. Information is displayed and the user response of the
computer takes action or displays further information.

USER_INITIATED INTERGFACES

User initiated interfaces fall into tow approximate classes:

1. Command driven interfaces: In this type of interface the user inputs

commands or queries which are interpreted by the computer.
2. Forms oriented interface: The user calls up an image of the form to
his/her screen and fills in the form. The forms oriented interface is
chosen because it is the best choice.
COMPUTER-INITIATED INTERFACES

The following computer – initiated interfaces were used:

1. The menu system for the user is presented with a list of alternatives
and the user chooses one; of alternatives.
2. Questions – answer type dialog system where the computer asks
question and takes action based on the basis of the users reply.
Right from the start the system is going to be menu driven, the opening menu displays the
available options. Choosing one option gives another popup menu with more options. In
this way every option leads the users to data entry form where the user can key in the
data.

ERROR MESSAGE DESIGN:

The design of error messages is an important part of the user interface design. As
user is bound to commit some errors or other while designing a system the system should
be designed to be helpful by providing the user with information regarding the error
he/she has committed.

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 This application must be able to produce output at different modules for different
inputs.
Performance Requirements:

Performance is measured in terms of the output provided by the application.

Requirement specification plays an important part in the analysis of a system.

Only when the requirement specifications are properly given, it is possible to design a
system, which will fit into required environment. It rests largely in the part of the users
of the existing system to give the requirement specifications because they are the people
who finally use the system. This is because the requirements have to be known during
the initial stages so that the system can be designed according to those requirements. It is
very difficult to change the system once it has been designed and on the other hand
designing a system, which does not cater to the requirements of the user, is of no use.

The requirement specification for any system can be broadly stated as given
below:

The system should be able to interface with the existing system

 The system should be accurate

 The system should be better than the existing system
The existing system is completely dependent on the user to perform all the duties.

6 Database development process

The goal of the database development process is to produce an operational database for
an information system.
To create database schemas, you can follow the process depicted in Figure 3.2

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23
 6.1 Tables of the database
6.1.1 Employees Management Unit tables:
Figure 6.1 Employee Table

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 Figure 6.2 Employee Pay report table

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 Figure 6.3 Employee Service report table

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 Figure 6.4 System Login Information table

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 Figure 6.5 Employee Attendance table

7 Archive subprogram description and first run

Archive has the following main tasks:

1. Manages attendance, login details, profile details, pay and service reports files for
all employees.
2. Saves the information for all employees.
3. Responsible for employees’ holidays and attendance.

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 The following screenshots will show the GUI for the first run of our Archive subsystem:

Figure 8.1 Main application startup

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 After sometime the login interface will appear as show in figure 8.2

Figure 8.2 Login interface

After authentication and being logged in successfully the main archive program will be
appear and you will be able manage the archive unit data.

The administrator is allowed to add new user, edit employee profiles,attendance,pay and
service report.

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 Figure 8.3 View all employees in the company interface.

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 Figure 8.4 Administrator create/edit employees details interface.

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 Figure 8.5 Individual Attendance interface

33
 Figure 8.6 All Employees Attendance interface

34
 Figure 8.7 Edit Employee Pay Report interface

35
 Figure 8.8 Edit employee service report interface

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 Figure 8.9 About the system interface

37
 Figure 8.10 About EIS software interface

Figure 8.10 EIS Help interface

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 Now login to user part of the system:

Figure 8.11 login interface

39
 Figure 8.11 User profile view interface

40
 Figure 8.11 User view pay report interface

41
 Figure 8.12 User view service report interface

42
 Figure 8.12 User attendance sheet interface

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 8 Project Testing
1) COMPILATION TEST:

 It was a good idea to do our stress testing early on, because it gave us time to fix
some of the unexpected deadlocks and stability problems that only occurred when
components were exposed to very high transaction volumes.

2) EXECUTION TEST:

 This program was successfully loaded and executed. Because of good

programming there was no execution error.

3) OUTPUT TEST:

 The successful output screens are placed in the output screens section.

9 Conclusion

 The project has been appreciated by all the users in the organization.
 It is easy to use, since it uses the GUI provided in the user dialog.
 User friendly screens are provided.
 The usage of software increases the efficiency, decreases the effort.
 It has been efficiently employed as a Site management mechanism.
 It has been thoroughly tested and implemented.

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 10 Bibliography

1. SOFTWARE ENGINEERING

By Roger.S. Pressman

2. VISUAL BASIC.NET Black Book

By Evangeleous Petereous

3. www.google.com

4. http://www.homeandlearn.co.uk

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