GCMSM

Government College of Management

Sciences Mansehra

DIPLOMA OF INFORMATION
TECHNOLOGY

Submitted By:

STUDENT NAME:

Sadiqu Ur Rehman (339638)

Haider Ali (339639)

Shahab Malik (339640)

Session: 2023-2

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 DEDICATION

This work is dedicated to our Parents and Teachers for their support and guidance at all
stages. We also dedicate this work to all class fellows and friends. We also dedicate this
work to our Institute.

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 ACKNOWLEDGEMENT

Starting with thanks to almighty Allah who is the creator of whole universe. We are very
thankful to our Parents who shaped our life and made us what we are today, to our
teachers who have been our source of inspiration, and the loved one who care for us.
Thanks to our project supervisor Mr. Idrees for giving us the opportunity to research
under his supervision and give us guidance through this years as a DIT students. We
deeply thank our project supervisor and we would like to express special thanks.

We are also thankful to our friends for their enthusiasm and support during this project.
We thank our entire class colleagues, friends and family members who worked on this
project for their valuable support and as well as those who wish to remain anonymous.

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 ABSTRACT
School management system is access database project. This project explains about
implementing a software tool for schools to manage student’s marks, details of parents
and other contact information along with class he is studying and total present and absent
days in month and week.

Adding few features to this application like printing marks cards through this application
can be a good option. This project can be used as mini project for students. At present the
school management and it’s all procedures are totally manual based. It creates a lot of
problems due to wrong entries or mistakes in totaling etc. This system avoided such
mistakes through proper checks and validation control methods in checking of student
record, fee deposit particulars, teachers schedule, examination report, issue of transfer
certificates etc.

I met personally to the principal and manager and discuss about the computerization of
manual school management system. This system registers a student and confirms its
admission in school. When a student registers in school a S.R. No (unique ID) is allotted
to student. Student record is based on his/ her S.R. No he objective of developing such a
computerization system is to reduce the paper work and safe of time in school
management. There by increasing the efficiency and decreasing the work load. The
project provides us the information about student record, school faculty, school timetable,
school fee, and school examination result and library management. The system must
provide the flexibility of generating the required documents on screen as well as on
printer as and when required.

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 PROJECT IN BRIEF

ProjectTitle NCS Database Management

Organization National College of Sciences MANSEHRA

DevelopedBy Rabia, Mahpara, Huma & Iqra
SupervisedBy Idrees

StartingDate July,2023

CompletionDate August,2023

ToolsUsed
MS Access 2010

MS Word 2010

Snipingtools

OperatingSystem
MicrosoftWindows7 Ultimate

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 TABLE OF CONTENTS
CHAPTER 1......................................................................................................................II
MS ACCESS INTRODUCTION....................................................................................II

Introduction......................................................................................................................2

Creating Database............................................................................................................2

Tables...............................................................................................................................2

Creating Table in Design Mode Steps.............................................................................2

Record..............................................................................................................................2

Field.................................................................................................................................2

Forms...............................................................................................................................2

Creating Forms................................................................................................................2

Sub Form.........................................................................................................................2

Adding design controls....................................................................................................2

Combo Box......................................................................................................................2

Queries.............................................................................................................................2

One Table Query..............................................................................................................2

Reports.............................................................................................................................2

Reports.............................................................................................................................2

Creating reports...............................................................................................................2

Printing and saving reports in Print Preview...................................................................2

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CHAPTER 2.......................................................................................................................2
EXISTING SYSTEM & PROPOSED SYSTEM............................................................2

Existing system................................................................................................................2

Proposed System..............................................................................................................2

Advantages of Proposed System.....................................................................................2

CHAPTER 3.......................................................................................................................2
(NCS) NATIONAL COLLEGE OF SCIENCES MANAGEMENT SYSTEM...........2

HOME PAGE OR HOME FPRM:..................................................................................2

HOME FORM DISPLAY:..............................................................................................2

Introduction of College and its location:.........................................................................2

Message from Managing Director (MD).........................................................................2

Message from Principal...................................................................................................2

STUDENT REGISTRATION TABLE:..........................................................................2

Student Registration Form:..............................................................................................2

STUDENT REGISTRATION REPORT:........................................................................2

TEACHER REGISTRATION TABLE:..........................................................................2

TEACHER REGISTRATION FORM:...........................................................................2

TEACHER REGISTRATION REPORT:.......................................................................2

TABLE OF EXPENCES:................................................................................................2

FORM OF EXPENCES:..................................................................................................2

REPORT OF EXPENCES:..............................................................................................2

MONO GRAMS:.............................................................................................................2

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GROUP PHOTO:..............................................................................................................2
.............................................................................................................................................2
THANKS TO ALL............................................................................................................2
FOR WATCHING OUR PROJECT...............................................................................2

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 LIST OF FIGURES

Figure 1 MS Access.............................................................................................................2

Figure 2 Creating DB...........................................................................................................2

Figure 3 Tables....................................................................................................................2

Figure 4 New Form..............................................................................................................2

Figure 5 Layout View..........................................................................................................2

Figure 6 Save As..................................................................................................................2

Figure 7 Sub form................................................................................................................2

Figure 8 Add Existing Fields...............................................................................................2

Figure 9 Field List...............................................................................................................2

Figure 10 All Lists...............................................................................................................2

Figure 11 New Field Added................................................................................................2

Figure 12 Combo Box.........................................................................................................2

Figure 13 Adding Combo....................................................................................................2

Figure 14 Wizard.................................................................................................................2

Figure 15 No Of Columns...................................................................................................2

Figure 16 Combo Box Wizard.............................................................................................2

Figure 17 Store Value..........................................................................................................2

Figure 18 CB Wizard...........................................................................................................2

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Figure 19 Add List...............................................................................................................2

Figure 20 View....................................................................................................................2

Figure 21 Final List.............................................................................................................2

Figure 22 Query Window....................................................................................................2

Figure 23 Query Design.......................................................................................................2

Figure 24 selecting a table to use in the query.....................................................................2

Figure 25 Selecting fields to add to the query.....................................................................2

Figure 26 Zip Code..............................................................................................................2

Figure 27 The Run Query command...................................................................................2

Figure 28 Query Save As.....................................................................................................2

Figure 29 Reports................................................................................................................2

Figure 30 Orders Query.......................................................................................................2

Figure 31 The Report command..........................................................................................2

Figure 32 Resizing fields in the report................................................................................2

Figure 33 Save As Report....................................................................................................2

Figure 34 Filtering Report...................................................................................................2

Figure 35 Delete..................................................................................................................2

Figure 36 Reports................................................................................................................2

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 CHAPTER 1

MS ACCESS INTRODUCTION
Introduction

MS Access is a database management tool that enables one to have good command of
data collected. The program enables one to retrieve, sort, summarize and report results
speedily and effectively. It can combine data from various files through creating
relationships, and can make data entry more efficient and accurate.

Microsoft Access (MS Access) enables one to manage all important information from a
single database file. Within the file, one can use:
 Tables to store your data.
 Queries to find and retrieve specific data of interest.
 Forms to view, add, and update data in tables.
 Reports to analyze or print data in a specific layout.
 Data access pages to view or update, the data.

In MS Access, data is stored once in one table, but can be viewed from multiple
locations. When the data is updated in a Table, Query or Form, it is automatically
updated everywhere it appears

1 Figure 1 MS Access
Creating Database

A new database is a container that will hold all of the tables, form, reports, queries,
macros, and modules that you create. In Access 2010, you can create a new database by
clicking the “File” tab in the Ribbon. Then click the “new” command. Then select the
“Blank database” choice in the “Available Templates” section. In Access 2007, you can
create a new blank database by simply clicking the “Blank Database” button in the “New
Blank Database” section of the “Getting Started with Microsoft Access” welcome screen.
In the “Blank Database” pane that appears at the right side of the screen, you can enter a
name for the database into the “File Name:” text box. If you want to change the default
folder where the database file will be stored, you can click the small folder button at the
right end of the “File Name:” text box in order to launch the “File New Database” dialog
box. Use this dialog box to give the new database file a name and also select where you
want to save the file. When you are ready, click the “OK” button to close the dialog box.
Then click the “Create” button to create the new database file. Once that is done, the new
blank database will appear in the main Access interface.

Figure 2 Creating DB

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Tables

One way to create tables in Access is by creating the tables in “Design View.” To create
tables in Access in “Design View,” click the “Create” tab in the Ribbon. Then click the
“Table Design” button in the “Tables” group. Doing this then shows the new table in the
tabbed documents area. In “Design View,” you will not see the actual data stored in your
table. You will only see a representation of the structure of the table. This gives you more
control over the properties of the fields versus using “Datasheet View” to create a table.
This window is divided into two panes. First, there is the “design grid” at the top, where
you enter field names and data types. Then there is the “properties” section beneath it. In
the “design grid” at the top of the table design view, there is a small box at the far left end
of each field. This is the “row selector” button. You can click this small square to select
the entire row. You need to do this frequently in Access, so note the location of this
object now.

Figure 3 Tables

In “Design View,” you create tables in Access by typing the field names into the “Field
Name” column. Field names must be unique within a table, and should be brief, yet
descriptive. You should also consider not placing spaces within the field names. If you
want, you can adopt a convention such as capitalizing the first letter of each word in a

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field name, or using the underscore character instead of a literal space between words in a
field name. Also, the order of fields in this column is the order they appear from left to
right in “datasheet view” of the table. “Datasheet view” is the view that lets you see the
actual data in the tables.

Next, for each field you create when you create tables in Access, you must assign it a
data type. To do this, use the drop-down that appears when you click into the “Data
Type” column to the right of the field name. When you create tables in Access, each field
in the table must have a data type assigned to it. This tells Access what kind of data you
will be storing in the field. “Short Text” is default data type for new fields in Access 2013
or later. In relational databases, the more varied kinds of data types that exist within a
table, the quicker it is to index and query those tables. So, feel free to change the type, as
needed. Review the various data types you can assign to fields in tables.

Data Types in Access

Short Text Contains text, or a Long Text A longer version of a text

combination of text, numbers, and other field. Maximum length is 65, 535 characters.
information. Maximum length is 255
characters in length. When you create tables
in Access in “Design View,” this is the
default field type assigned to new fields.

Number Can contain only numeric Date/Time Contains a date or time code.
data on which you want to perform Useful for Date/Time calculations.
calculations, NOT phone numbers or zip
codes. As you do not perform calculations
with these numbers, they are text fields.

Currency Similar to the Number data AutoNumber Assigns a unique numeric ID

type in function, but formatted as currency. to all records entered in the table. Useful as a
Uses fixed point calculation, which is faster primary key field.

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than the floating point calculation used in
Number fields.

Yes/No Stores Logical data types: “Yes/No,” OLE Object Connects to objects in
“True/False,” “On/Off,” “-1/0.” Used when Windows applications. You can use OLE
only two possible values in a field can exist. Object data types for ActiveX objects,
pictures, calendars, and other types of files.
Only used in Desktop database files.

Calculated Allows you to create a Hyperlink Contains a hyperlink to an

calculated field, which contains a value that is address on the World Wide Web.
derived by performing a function on other
table fields using an expression that you
create.

AttachmentAllows you to attach any type of Image Used to store picture data. Only used
supported file, such as images, or in web apps.
spreadsheets, for example. Provides greater
attachment flexibility than the OLE Object
field and also uses storage space more
efficiently than OLE fields do.

Lookup Wizard… Guides you through

setting up a lookup field, which will then
contain values from another table, query, or
values that you enter by hand. Useful for
combo boxes and list boxes in forms.

Creating Table in Design Mode Steps

1. To create tables in Access using “Design View,” click the “Create” tab in the
Ribbon.

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 2. Then click the “Table Design” button in the “Tables” group.

3. A new table then appears in the tabbed documents area.

4. Type the name of a field into the “Field Name” column.

5. Then press “Tab” on your keyboard to move to the next column to the right.

6. Then use the drop-down menu in the “Data Type” column to assign the field a
data type.

7. Press “Tab” on your keyboard to move to the “Description” column.

8. If desired, type a description of the data stored in this field.

9. Then press “Tab” on your keyboard to move down to the next row.

10. Repeat steps 4 through 9 until you have created all of the necessary table fields.

11. Click the row selector at the left end of the row that contains the field you want to
set as the “primary key” for the table.

12. Click the “Design” tab within the “Table Tools” contextual tab in the Ribbon.

13. Then click the “Primary Key” button in “Tools” group.

14. Click the “Save” button in the Quick Access toolbar.

15. Then type a name for the new table into the dialog box that appears.

16. Then click the “OK” button.

Tables are the data storage facilities in MS Access. Each table contains rows called
records and columns called fields.

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Record

A record is a collection of facts about a particular animal or event. Each record in a table
should be unique. To distinguish one record from another, tables can contain a primary
key field.

Field

A field is a single kind of fact that may apply to each animal or event. For example, date
of birth is a field in a table on animal information.

The fields in a database have settings that determine the - type of data they can store,

-how the data is displayed,

-what can be done with the data.

For example, field settings can ensure that birth dates are entered with two numbers for
the month, two numbers for the day, four numbers for the year, and slashes in between:
01/04/2006.

Forms

A form is a type of a database object that is primarily used to enter or display data in a
database. Most forms are bound to one or more tables and queries in the database. A
form's record source refers to the fields in the underlying tables and queries.

A form:

- Focuses on one record at a time

- Can display fields from more than one table - Can also display pictures and other
objects

- Can contain a button that prints, opens other objects, or otherwise automates task

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Data entry forms can be created either using a form wizard or in the design view. Once a
table with fields is available, it is easy to create a form using the wizard:

Click on the forms tab

Double click on the create form by using a wizard.

This will lead you through a series of steps until you finish creating the form.

The form created is linked to the table and information entered in the fields of the form is
stored in the table.

A form need not contain all the fields from each of the tables or queries that it is based
on.

Creating Forms

Access makes it easy to create a form from any table in your database. Any form you
create from a table will let you view the data that's already in that table and add new data.
Once you've created a form, you can also modify it by adding additional fields and design
controls such as combo boxes.

To create a form:

1. In the Navigation pane, select the table you want to use to create a form. You do
not need to open the table.

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 Figure 4 New Form

2. Select the Create tab on the Ribbon, and locate the Forms group. Click the Form
command.

3. Using the Form command to create a form from the Customers table

Figure 5 Layout View

4. Your form will be created and opened in Layout view.

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Figure 6 Save As

5. To save the form, click the Save command on the Quick Access toolbar. When
prompted, type a name for the form, then click OK.

Sub Form

If you created a form from a table whose records are linked to another table, your form
probably includes a sub form. A sub form is a datasheet form that displays linked records
in a table-like format. For instance, the sub form included in the Customers form we just
created displays linked customer orders.

We probably don't need to include this sub form because we just want to use the
Customers form to enter and review contact information. If you find that you don't need a
sub form, you can easily delete it. Simply click it and press the Delete key.

Figure 7 Sub form

However, sub forms aren't always useless. Depending on the content and source of your
form, you might find that the sub form contains useful information, as in the example

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below. In our Orders form, the sub form contains the name, quantity, and price of each
item contained in that order, which is all useful information.

Adding additional fields to a form

To add a field to a form:

Select the Form Layout Tools Design tab, then locate the Tools group on the right side of
the Ribbon.

Click the Add Existing Fields command.

The Add Existing Fields command

Figure 8 Add Existing Fields

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The Field List pane will appear. Select the field or fields to add to your form.

Figure 9 Field List

If you want to add a field from the same table you used to build the form, double-click
the name of the desired field.

Selecting a field from the source table

To add a field from a different table:

Click Show All Tables.

Click the plus sign + next to the table containing the field you want to add.

12
Double-click the desired field.

Figure 10 All Lists

Selecting a field from another table

The new field will be added.

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 Figure 11 New Field Added

You can also use the above procedure to add fields to a totally blank form. Simply create
a form by clicking the Blank Form command on the Create tab, then follow the above
steps to add the desired fields. It can also help to find information about any missing
person.

Some key features are listed as follows:

 Primary advantage is the improvement in the speed of the operations of the

finding peoples which are missing.

 Very much less space is required for electronic record keeping, saving space

 Giving updated information quickly to the users.

 Real-time wireless network connection between server and users.

 Fast queuing of data.

Adding design controls

Design controls set restrictions on the fields in your forms. This helps you better control
how the data is entered into your forms, which in turn helps keep your database
consistent.

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Combo Box

A combo box is a drop-down list you can use in your form in place of a field. Combo
boxes limit the information users can enter by forcing them to select only the options you
have specified.

Combo boxes are useful for fields that have a limited number of possible valid responses.
For instance, you might use a combo box to ensure people only enter a valid PK. while
entering an address, or that they only choose products that already exist in your database
while placing an order.

To create a combo box:

In Form Layout view, select the Form Layout Tools Design tab and locate the Controls
group.

Select the Combo Box command, which looks like a drop-down list.

Figure 12 Combo Box

The Combo Box command

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Your cursor will turn into a tiny crosshairs and drop-down list icon. Move the cursor to
the place where you want to insert the combo box, then click. A yellow line will appear
to indicate the location where your combo box will be created.

In our example, the combo box will be located between the City field and the Add to
Mailing List? Field.

Figure 13 Adding Combo

Selecting the location of the new combo box

The Combo Box Wizard dialog box will appear. Select the second option, I will type in
the values that I want, then click next.

Figure 14 Wizard
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Data source options in the Combo Box Wizard dialog box

Type the choices you want to appear in your drop-down list. Each choice should be on its
own row.

In our example, we are creating a combo box for the Add to Mailing List? Field in our
form, so we'll enter all of the possible valid responses for that field. Users will be able to
select one of three choices from our finished combo box: No, Yes-Weekly, and Special
Offers Only.

Figure 15 No Of Columns

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Choosing how many columns to include in the combo box's drop-down list and typing
the options that will appear in that list

If necessary, resize the column so all of your text is visible. Once you are satisfied with
your list, click next.

Figure 16 Combo Box Wizard

Resizing the column that will appear in the combo box

Select Store that value in this field, then click the drop-down arrow and select the field
where you want selections from your combo box to be recorded. After making your
selection, click next.

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 Figure 17 Store Value

Selecting the field that will be affected by the combo box - choices made while using the
combo box will be recorded in this field

Enter the label, or the name that will appear next to your combo box. Generally, it's a
good idea to use the name of the field you chose in the previous step.

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 Figure 18 CB Wizard

Click Finish. Your combo box will appear on the form. If you created your combo box to
replace an existing field, delete the first field.

In our example, you might notice that we now have two fields with the same name. These
two fields send information to the same place, so we don't need them both. We'll delete
the one without the combo box.

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 Figure 19 Add List

Deleting the field which the combo box replaces

Switch to Form view to test your combo box. Simply click the drop-down arrow and
verify that the list contains the correct choices. The combo box can now be used to enter
data.

Figure 20 View

If you want to include a drop-down list with a long list of options and don't want to type
all of them out, create a combo box and choose the first option in the combo box wizard,
I want to get the values from another table or query. This will allow you to create a drop-
down list from a table field.

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 Figure 21 Final List

Queries

A query is a derived item in the database meant to answer specific questions that relate to
theinformation in the database. Queries are handy during data processing.

To find and retrieve just the data that meets conditions that you specify, including data
from multiple tables, create a query. A query can also update or delete multiple records at
the same time, and perform predefined or custom calculations on your data.

A query requests data from the database. At its simplest, a query merely fetches all data
from a single table. But as you create more complex (and more typical) queries, you can
assemble exactly the data you want (i.e. unique sets of data that you require at any given

22
time). Queries can also be used to execute mathematical and logical functions to obtain
certain information in the database.

Queries are derived from and linked to tables or other queries. (Due to these linkages,
they tend to largely inflate the size of the database and should thus only be used to
execute the intended functions, and stored only if updated information is to be retrieved)

Figure 22 Query Window

There are various types of queries for different uses:

 Select queries- used for extracting specific information from a large multi-
information table. They can also be helpful in merging related information from
different tables.
 Make-Table queries- used for making sub tables from the main table(s) and
queries.
 Update queries- important in adding information in the fields of a Table.
 Append queries- used to copy records from one table/ query to another.
 Delete query- to PERMANENTLY remove unwanted content from the table.
NOTE: delete query should not be used unless one surely will not require the
information to be deleted.

What are queries used for?

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Queries are a way of searching for and compiling data from one or more tables. Running
a query is like asking a detailed question of your database. When you build a query in
Access, you are defining specific search conditions to find exactly the data you want.
Queries are far more powerful than the simple searches or filters you might use to find
data within a table. This is because queries can draw their information from multiple
tables. For example, while you could use a search in the customers table to find the name
of one customer at your business or a filter on the orders table to view only orders placed
within the past week, neither would let you view both customers and orders at once.
However, you could easily run a query to find the name and phone number of every
customer who's made a purchase within the past week. A well-designed query can give
information you might not be able to find out simply by examining the data in your
tables.

When you run a query, the results are presented to you in a table, but when you design
one you use a different view. This is called Query Design view, and it lets you see how
your query is put together.

One Table Query

One-table queries

Let's familiarize ourselves with the query-building process by building the simplest query
possible: a one-table query.

We'll run a query on the Customers table of our bakery database. Let's say our bakery is
having a special event, and we want to invite our customers who live nearby because they
are the most likely to come. This means we need to see a list of all of the customers who
live close by — and only those customers.

If you think this sounds a little like applying a filter, you're right. A one-table query is
actually just an advanced filter applied to a table.

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To apply a simple one-table query:

Select the Create tab on the Ribbon, and locate the Queries group.

Select the Query Design command.

Figure 23 Query Design

Access will switch to Query Design view. In the Show Table dialog box that appears,
select the table you want to run a query on. Click Add, then click Close. We are running a
query about our customers, so we'll add the Customers table.

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 Figure 24selecting a table to use in the query

The selected table will appear as a small window in the Object Relationship pane. In the
table window, double-click the field names you want to include in your query. They will
be added to the design grid in the bottom part of the screen.

In our example, we want to mail invitations to customers who live in a certain area, so
we'll include the First Name, Last Name, Street Address, and City, State, and Zip Code
fields. We aren't planning on calling or emailing our customers, so we don't have to
include the Phone Number or Email fields.

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 Figure 25Selecting fields to add to the query

Set the search criteria by clicking the cell in the Criteria: row of each field you want to
filter. Typing criteria into more than one field in the Criteria: row will set your query to
include only results that meet all of the criteria. If you want to set multiple criteria but
don't need the records shown in your results to meet them all, type the first criteria in the
Criteria: row and additional criteria in the or: row and the rows beneath it.

For this one-table query, we'll use very simple search criteria.

We want to find our customers who live in a city called Raleigh, so in our City field,
we'll type "Raleigh". Typing "Raleigh" in quotation marks will retrieve all records with
an exact match for Raleigh in the City field.

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Some customers who live in the suburbs live fairly close, and we'd like to invite them as
well. We'll add their zip code, 27513, as another criteria. Because we want to find
customers who either live in Raleigh or in the 27513 zip code, we'll type "27513" in the
or row of the Zip Code field.

Figure 26 Zip Code

Setting the search criteria so that the query will find records with either "Raleigh" in the
City field or "27513" in the Zip Code field.

After you have set your criteria, run the query by clicking the Run command on the
Query Tools Design tab.

Figure 27The Run Query command

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The query results will be displayed in the query's Datasheet view, which looks like a
table. If you want, save your query by clicking the Save command in the Quick Access
toolbar. When prompted to name it, type the desired name, then click OK.

Figure 28 Query Save As

Reports

If you need to share information from your database with someone but don't want that
person to actually work with your database, consider creating a report. Reports allow you
to organize and present your data in a reader-friendly, visually appealing format. Access
2010 makes it easy to create and customize a report using data from any query or table in
your database.

Reports give you the ability to present components of your database in an easy-to-read,
printable format. Access 2010 lets you create reports from both tables and queries.

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 Figure 29 Reports

Reports

Reports give you the ability to present components of your database in an easy-to-read,
printable format. Access 2010 lets you create reports from both tables and queries.

Creating reports

To create a report:

Open the table or query you want to use in your report. We want to print out a list of last
month's orders, so we'll open up our Orders Query.

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 Figure 30 Orders Query

The query we'll use in our report

Select the Create tab on the Ribbon, and locate the Reports group. Click the Report
command.

Figure 31The Report command

Access will create a new report based on your object.

It's likely that some of your data will be located on the other side of the page break. To
fix this, resize your fields. Simply select a field, then click and drag its edge until the field
is the desired size. Repeat with additional fields until all of your fields fit.

31
 Figure 32Resizing fields in the report

To save your report, click the Save command on the Quick Access toolbar. When
prompted, type a name for your report, then click OK.

Figure 33 Save As Report

Just like tables and queries, reports can be sorted and filtered. Simply right-click the field
you want to sort or filter, then select the desired sorting or filtering option.

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 Figure 34 Filtering Report

Deleting fields

You might find that your report contains some fields you don't really need to view. For
instance, our report contains the Zip Code field, which isn't necessary in this list of
orders. Fortunately, you can delete fields in reports without affecting the table or query
where you pulled your data.

To delete a field in a report:

Click any cell in the field you want to delete.

Press the Delete key.

33
When you delete a field, be sure to delete its header as well. Simply select the header and
press the Delete key.

Figure 35 Delete

Printing and saving reports in Print Preview

While you can print reports using commands in backstage view, you can also use Print
Preview. Print Preview shows you how your report will appear on the printed page. It
also allows you to modify the way your report is displayed, print it, and even save it as a
different file type

34
 Figure 36 Reports

35
 CHAPTER 2

EXISTING SYSTEM & PROPOSED SYSTEM

36
The study of the existing system is necessary because in this way, we become familiar
with the existing system and we come to know how it works and what modifications do
we want to make in the existing system.

Existing system

PROBLEMS WITH EXISTING SYSTEM

• Lack of security of data.

• More man power.

• Time consuming.

• Consumes large volume of pare work.

• Needs manual calculations.

• No direct role for the higher officials.

• Damage of machines due to lack of attention.

To avoid all these limitations and make the working more accurately the system needs to
be computerized.

Proposed System

The aim of proposed system is to develop a system of improved facilities. The proposed
system can overcome all the limitations of the existing system. The system provides
proper security and reduces the manual work.

37
Advantages of Proposed System

The system is very simple in design and to implement. The system requires very low
system resources and the system will work in almost all configurations. It has got
following features

• Security of data.

• Ensure data accuracy’s.

• Proper control of the higher officials.

• Reduce the damages of the machines.

• Minimize manual data entry.

• Minimum time needed for the various processing.

• Greater efficiency.

• Better service.

• User friendliness and interactive.

• Minimum time required.

38
 CHAPTER 3

(NCS) NATIONAL COLLEGE OF SCIENCES

MANAGEMENT SYSTEM

39
HOME PAGE OR HOME FPRM:

For to create a home form or home page the following steps should be follow

 First of all open MS-ACCESS software.

 First of all open menu bar and click on insert menu from menu bar.

Figure 37EMPTY FORM

 Click on form design and open new blank form.

40
 At the top of the form write the name of the form.
 Insert the button from design menu as many you want to insert.

Figure 38INSERT BUTTON

41
 Write the name on button from dialog box.

 Give the location to your button.

 Select the category and location from table.

Figure 39SELECT LOCATION

42
 After selection location click on next button and then click on finish.

Figure 40FINISH FORM

43
HOME FORM DISPLAY:

This is all and all about a complete home form given in diagram.

Figure 41HOME FORM DISPLAY

44
Introductionof College and its location:

National College Of Sciences is the leading boys science college in Mansehra It is

established in April 2011, at the commencement of new classes for session 2016-17,
College is shifted to its new building, Located at Dhangri Chowk near FEF School Shar-
e-Resham, Mansehra. At a Picturesque Lush green spot and easily approachable from all
sides. The institution offer clean and healthy environment.

45
Message from Managing Director (MD)

Education is the greatest weapon to bring a positive change in the life of man but it takes
lives to make lives. The greatest of teachers who were able to produce the greatest of
people, in every field of life spent their whole lives for the cause of education. I am very
lucky that greatest part of my life has been spent in serving the same cause of education. I
have had the honour of serving this cause as a teacher for more than thirty year. In these
long years, I served in some of the best private institutions. "If you ever dare to be a
teacher, dare to be a learner twice". I am very Reateful to all, who have shown great trust
in NCS, right from its beginning. In fact, this trust provided us with such a great response
that we were not able to accommodate all them. Our entrance exams and competition got
so tough that we had to drop many talented students who were keen to take admission
here. This situation made me realize that we need to increase our capacity to
accommodate such students. May ALLAH help us in binging the most positive change in
society the cause of trueeducation

46
.

Message from Principal

National college of sciences Mansehra offers an ideal environment towards

developing and enriching the lateen facilities of students for their individual
and collective uplift. The dynamic institutions was launched in the year 2011
and within very short span of time reached at the climax of success and
prosperity. It produced extra ordinary results for its four session and
majority of the students are selected in the top most engineering universities,
medical colleges and as well as commissioned officer in pak Army. National
college of sciences is male oriented institute with commitment to produce
diamonds form carbons. This is the institutions where education is not only
based upon the requirements of present era but future is given top priority.
May ALLAH guide and bless you all.

47 Figure 43PRINCIPAL
STUDENT REGISTRATION TABLE:

There are following step to create a new student registration Table which are
as under:

 First of all i click on create manue from manue bar, after that a sub
manue open in front of me like this.

 Click on table design, when i click on table design a fresh table is

open in front of me like this.

48
Figure 44Student Registration table

 Now number wise I fill the column and rose like this. At first I give
the I.D then write the student name and all and all information about
student, shown in given table

49
Figure 45Complete fill table

And at the end save the student registration table

50
Student Registration Form:

 For To create a student registration form Following steps should be

followed
 First of all i click on create manue from manue bar, after that a sub

manue open in front of me like this.

Figure 46Form View

51
 Click on Form design, when i click on table design a fresh table is open
in front of me like this.

Figure 47Empty Form Page

52
 Now Fill the form by using Labels and text box shown in figer

Figure 48Make form patron

 Now select the data from form wizard

53
Figure 49Selection
 Insert a button at the end of the form and then save the form
 Now my form is almost complete now open the form like this and fill they form

Figure 50Complete form

54
STUDENT REGISTRATION REPORT:

 For To create a student registration Report the Following steps

should be followed
 First of all i click on create manue from manue bar, after that a sub

manue open in front of me like this.

Figure 51Manue Bar

 Now go to report Wizard and click on report Wizard option. When
you click on Report wizard a dialog is appear.
 Now select the table


Figure 52Report Wizard

55
 Then Select the Items and press next like this


Figure 53Selection

 Now press next

56
 Now select columnar , tabular, justified, Like this

Figure 54Lay out

 And now click on finish

57
 Now open the report and see the report
 This is student Registration report

Figure 55Student Report

58
TEACHER REGISTRATION TABLE:

There are following step to create a new Teacher registration Table which is
as under:

 First of all i click on create manue from manue bar, after that a sub
manue open in front of me like this.

Figure 56Manue bar

 Click on table design, when i click on table design a fresh table is

open in front of me like this.

59
Figure 57Table View

 Now number wise I fill the column and rose like this. At first I give
the I.D then write the Teacher name and all and all information about
Teacher, shown in given table

60
 Now save the Teacher registration table and fill it like this

 Now save the Teacher registration table and fill it like this

 At the last click on save button to save the record.

 And at the last close the table.

61
TEACHER REGISTRATION FORM:

 For To create a Teacher registration form Following steps should be

followed
 First of all i click on create manue from manue bar, after that a sub

manue open in front of me like this.

Figure 58Teacher registration form

62
 Click on Form design, when i click on table design a fresh table is open
in front of me like this.

Figure 59Empty Form

63
 Now Fill the form by using Labels and text box shown in figure

Figure 60 Form Design View

64
 Insert a button at the end of the form and then save the form
 Now my form is almost complete now open the form like this and fill they form

Figure 61complete Teacher registration form

Now save the data and close the form.

65
TEACHER REGISTRATION REPORT:

 For To create a Teacher registration Report the Following steps

should be followed

 First of all i click on create manue from manue bar, after that a sub
manue open in front of me like this

Figure 62Manue bar

 Now go to report Wizard and click on report Wizard option. When

you click on Report wizard a dialog is appear.
 Now select the table

66
Figure 63 Report Lay Out

 Now select the data and press next

Figure 64 Selection

67
 Now select columnar, tabular, justified, like this.

Figure 65Report Wizard

 then press next

 At the last click on finish button.

68
 A complete report is shown in front of you as given in diagram

Figure 66teacher registration report

 At the end close the report.

69 Figure 67Report close View

TABLE OF EXPENCES:

There are following steps to create a new table of expenses

 First of all open manue bare

 Click on table design

 Create a new table like this

Figure 68Table Design

70
 Now fill all the given fields as you want to fill given in diagram

 After then save the table

Figure 69Save table view

71
 And at last open the table and see him and then close them.

Figure 70Expense Table View

72
FORM OF EXPENCES:

 To create an expense form first of all click on insert manue.

 After then open form dialog.

 Now click on form design.

Figure 71Form design

73
 Make a form by self by using labels and text boxes.

 At the top of the form write the name of form.

Figure 72make the form

74
 After then save him and then close the form.

Figure 73 save the form

75
 Now open the form, from form wizard.

 Select the correct table for witch you want to make a form.

Figure 74Tableselection for form

76
 Then select the items name and press next.

 And at the last click on finish button.

Figure 75Items selection

77
 Now go to window and open your form you make.

Figure 76Form view

78
REPORT OF EXPENCES:

 First of all open MS-access software

 Open manue bar

 Click on create manue from manue bar

 Now click on report wizard

Figure 77Report Wizard

79
 When you click on report wizard a dialog is open in front of you like this

 Then you select a table for which you want to make a report

Figure 78Table selection For report

80
 Select the items from block and click on next button

 Then select the layout of report

 And at the last click on finish option.

Figure 79Report lay out

81
 Now go to report, open them and see them.

Figure 80Complete report

82
MONO GRAMS:

Figure 81 KHALID HOUSE

83
 Figure 82 QASIM HOUSE

Figure 83 ALI HOUSE

84
GROUP PHOTO:

85
 THANKS TO ALL

FOR WATCHING OUR PROJECT

86