A Minor Project

On
COMPUTER SHOP SERVICE MANAGEMENT

BACHELOR OF COMPUTER APPLICATIONS

Session ……….

By
…………………….
4………..5

Under the guidance

of
Mr. …………..

PT. MAHAVIR PRASAD TRIPATHI MAHAVIDYALAYA

(430)
AFFILIATED TO
MAHATMA GANDHI KASHI VIDYAPITH, VARANASI
(A Uttar Pradesh State University)

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 INDEX

TITLE OF THE PROJECT 3

INTRODUCTION 4

OBJECTIVES 5

TOOLS/LANGUAGES TO BE USED 6

SYSTEM REQUIREMENTS 7

PROJECT CATEGORY 8

INPUTS OF THE PROJECT 9

OUTPUTS OF THE PROJECT 11

SYSTEM DESIGN 13

MODULES DESCRIPTION 17

REPORT GENERATION 18

FUTURE SCOPE 19

LIMITATIONS 23

CONCLUSION 24

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TITLE OF THE PROJECT

3
 INTRODUCTION

The rapid growth of technology has led to an increasing demand for

efficient and streamlined business solutions. In a competitive market,
computer shops face the challenge of managing product inventory,
handling customer service requests, and tracking sales while maintaining
quality service. To address these needs, the Computer Shop Service
Management System offers a comprehensive, web-based solution to
simplify and automate the shop's operations.
This system is built using JSP (Java Server Pages) for the front-end and
MySQL as the database, ensuring a dynamic, user-friendly interface
with robust data management capabilities. It provides a centralized
platform for managing tasks such as product cataloging, inventory
tracking, service request handling, and customer record maintenance.
With role-based access control, the system ensures that administrators,
technicians, and customers can interact with the platform according to
their specific needs and permissions.
The project is designed to enhance efficiency by minimizing manual
processes and reducing operational overhead. Customers can browse
products and raise service requests online, while administrators can
assign tasks to technicians and monitor progress in real-time.
Additionally, the system generates detailed reports to support data-
driven decision-making, helping the business optimize its operations.
The Computer Shop Service Management System is a scalable and
secure solution that improves productivity, enhances customer
satisfaction, and supports the overall growth of the business. By
integrating technology into traditional operations, the system lays the
foundation for a modern, efficient, and customer-focused approach to
managing a computer shop.

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 OBJECTIVES

This project deals with the management and transaction criteria of the
Computer Shop Management System. Shop is a place where the work
is to sale the hardware prepare bill, maintain purchasing and stock in
shop and keeps their records, and prepare reports. The aim is to
automate its existing manual system by the help of computerized
equipments and full-fledged computer software, fulfilling their
requirements.
The main objectives behind the development of this project are as
follows:
1) To assist the staff in capturing the effort spent on their respective
working areas.
2) To utilize resource of the institution in an efficient manner by
increasing their productivity through automation.
3) To keep and manipulate suppliers
information. 4)To keep and manipulate
hardware details
5)To provide facility to sale at shop and prepare customer bill.
6)To make enquiry of a particular sale.
7) To maintain the purchase and stock at shop.

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 TOOL/LANGUAGES TO BE USED

Frontend: JSP (Java Server Pages), HTML, CSS.

Backend: Java (Servlets), JSP.
Database: MySQL.
Server: Apache Tomcat.

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 SYSTEM REQUIREMENTS

 Hardware Requirements:
o Processor: Intel i3 or higher
o RAM: 4 GB or more
o Hard Disk: 50 GB free space

 Software Requirements:
o Operating System: Windows/Linux
o Server: Apache Tomcat
o Database: MySQL
o Programming Language: Java (JSP and Servlets)

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 PROJECT CATEGORY

The Computer Shop Service System belongs to the following

categories:

1. Software Development: Building a software application to

manage shop operations easily.
2. Web-Based Application: A system accessible through a
web browser using JSP technology.
3. Database Management System: Uses MySQL to store and
manage data like customers, products, and services.
4. Retail and Service Management: Focuses on handling product
sales and technical service requests for a computer shop.
5. Management Information System: Provides reports and insights
to help the shop owner make better decisions.
6. Automation System: Reduces manual work by automating tasks
like billing, inventory tracking, and service updates.

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 INPUTS OF THE PROJECT

The Computer Shop Service System requires various types of data

inputs to perform its functions efficiently. These inputs are entered by
users such as administrators, employees, or customers. Below is a list of
the key inputs:

1. Customer Details

 Name
 Contact information (phone number, email)
 Address
 Login credentials (username, password)

2. Product Details

 Product ID (unique identifier)

 Product name
 Category (e.g., laptops, accessories, software)
 Price
 Quantity in stock
 Supplier information

3. Service Requests

 Customer ID or name
 Type of service (e.g., repair, installation)
 Description of the issue or request
 Expected completion date

4. Transaction Details

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  Invoice number
 Customer name or ID
 List of products or services purchased
 Payment method (cash, card, online)
 Total amount
 Payment status (paid or pending)

5. Admin Inputs

 Adding or updating product and service details

 Creating user accounts for staff or technicians
 Viewing and managing reports or system logs

6. System Inputs

 Login credentials for authentication (admin, staff, customers)

 Filters for reports (e.g., date range, product category)

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 OUTPUTS OF THE PROJECT

The Computer Shop Service System generates several outputs to

provide information and insights for customers, shop employees, and
administrators. These outputs ensure smooth operations and enhance
user experience. Below are the key outputs:

1. Customer Outputs

 Service Status: Updates on the progress of repair or service

requests.
 Invoice or Receipt: A detailed invoice for purchased products or
completed services.
 Payment Confirmation: Notification for successful payments or
pending dues.
 Account Information: Customer profile details and transaction
history.

2. Product Outputs
 Product Details: Display of available products, their descriptions,
and pricing.
 Stock Availability: Notifications about in-stock or out-of-stock
products.

3. Service Outputs
 Service Details: Information about available services and their
costs.
 Completion Notification: Alerts when a requested service is
completed.
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  Technician Assignment: Information about the
technician assigned to a service request.

4. Admin Outputs

 Sales Reports: Summary of daily, weekly, or monthly sales

performance.
 Inventory Reports: Status of stock levels and alerts for low-stock
products.
 Customer Activity Reports: Insights into customer purchases and
service requests.
 Financial Summaries: Detailed reports on revenue, expenses, and
profits.

5. System Outputs

 Login Authentication: Messages for successful or failed login

attempts.
 Error Messages: Notifications about invalid inputs or
system errors.
 Notifications: Alerts for due payments, promotions, or
system updates.

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 SYSTEM DESIGN

This section contains all the design details of the project.

a. Data Flow Diagram (DFD)

Include the DFD that shows the flow of data through the system. This
will represent how data moves between the customer, the system, and
the shop.

 Level 0: High-level overview.

 Level 1: Breakdown into sub-processes like service requests,
billing, inventory management.

b. Entity-Relationship Diagram (ERD)

Draw an ERD to show the relationships between entities like Customer,
Service, Repair, and Invoice. This diagram should capture the database
structure.

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 CONTEXT-LEVEL DFD (LEVEL 0)

System User Management

Sales Management

Login Computer shop Warranty Management

Management service
management

Brand Management

Computer Management

Computer Shop

ZERO LEVEL DFD – Computer Shop Service Management

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 LEVEL 1 DFD

Computer Management
Computer Generate Computer Repor
Manageme

Sales Management Generate Sales Report

Brand Management Computer shop service management Generate Brand Report

Warranty Management Generate Warranty Repor

System Management Check User Login Details

System User Management Generate System User Rep

First Level DFD – Computer Shop Service Management

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Entity-Relationship Diagram(ERD)

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 MODULES DESCRIPTION

The Computer Shop Service System is divided into several modules,

each responsible for a specific aspect of the shop's operations. Below is
a description of the key modules:
 Customer Management Module: Handles customer registration,
profile updates, and service requests.
 Product Management Module: Manages inventory with features for
adding, updating, and tracking products.
 Service Management Module: Manages repair and installation
services, tracking their progress and status.
 Invoice and Billing Module: Automates invoice generation and tracks
payment statuses.
 Payment Management Module: Handles payments with multiple
methods and maintains payment history.
 Admin Management Module: Allows administrators to oversee user
roles, products, and services.
 Reporting and Analytics Module: Provides reports on sales,
inventory, and customer activity.
 Notification and Alerts Module: Sends alerts for payments, service
updates, and promotions.
 Security and Authentication Module: Ensures secure login and role-
based access control.
 Backup and Recovery Module: Provides regular backups and recovery
options for data security.

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 REPORT GENERATION

The Computer Shop Service System has a report generation feature

that helps shop owners and employees track and manage various aspects
of the business. These reports provide important details about sales,
stock, services, and customers, which makes it easier to make decisions
and run the shop smoothly.

There are several types of reports in the system:

 Sales Report: This shows the total sales over a specific period
(daily, weekly, or monthly). It lists the products and services
sold and the payment methods used. It helps track sales trends
and identify popular products or services.
 Inventory Report: This shows the current stock of items in the
shop. It alerts when products are running low and need to be
restocked, ensuring the shop always has enough products
available.
 Service Report: This tracks the services provided, such as repairs
or installations. It shows which services are completed, which are
pending, and the cost of each service.
 Customer Activity Report: This tracks what each customer has
bought and what services they have used. It shows how much a
customer has spent and helps shop owners understand customer
behavior.
 Financial Report: This gives an overview of the shop’s financial
health, showing income from sales and services, as well as
outstanding payments. It helps with budgeting and financial
planning.
 Technician Report: This tracks the performance of technicians.
It shows how many services they’ve completed and how long
each service took, helping to assess their efficiency.

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 FUTURE SCOPE

The Computer Shop Service System has significant potential for

expansion and enhancement in the future. As technology evolves and
customer needs change, the system can be updated and improved to
remain relevant and effective. Below are the possible areas for the future
scope of the system:

1. Integration with E-commerce Platforms

In the future, the system can be integrated with popular e-commerce

platforms to enable online product sales. This would allow customers to
browse and purchase products directly through the system’s interface,
extending the shop’s reach beyond physical store visits and increasing
revenue potential.

 Online Store: Integration with an online store will allow

customers to make product purchases directly.
 Order Fulfillment: The system can manage inventory updates and
process orders online.
 Payment Gateways: Integration with secure payment gateways
for seamless transactions.

2. Mobile Application Development

As mobile usage continues to rise, a mobile app for the system could be
developed. The app can be used by customers to request services, track
their orders, view invoices, and make payments directly from their
smartphones.

 Customer Engagement: Mobile notifications for service status

updates, product promotions, and discounts.
 Service Tracking: Customers can track their service requests and
inventory status in real time.

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  Push Notifications: For reminders regarding payment deadlines or
service availability.

3. Advanced Reporting and Analytics

To enhance decision-making and improve business operations, advanced
reporting and analytics tools could be added to the system. This would
provide the shop owners and managers with in-depth insights into sales
performance, customer preferences, inventory turnover, and financial
data.

 Real-Time Analytics: Track sales, customer behavior, and

inventory movements in real time.
 Performance Dashboards: Generate performance reports for
better business planning.
 Predictive Analytics: Use historical data to predict future trends,
such as customer demand and inventory requirements.

4. Integration with CRM and ERP Systems

For large-scale operations, the system can be integrated with Customer
Relationship Management (CRM) and Enterprise Resource
Planning (ERP) systems to better manage customer relationships, sales,
inventory, and overall business operations.

 CRM Integration: To improve customer service, manage leads,

track interactions, and build stronger customer relationships.
 ERP Integration: To manage all business resources like
inventory, orders, and financial data in a centralized platform.

5. Artificial Intelligence (AI) and Chatbots

The system can be enhanced with AI and chatbots to offer automated
customer support and personalized service recommendations.

 AI-Powered Support: Chatbots can handle customer inquiries

regarding services, product availability, and billing details 24/7.

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  Personalized Recommendations: AI algorithms can suggest
products and services to customers based on their past behavior
and preferences.

6. Cloud-Based Solution

Shifting the system to a cloud-based infrastructure will offer greater

flexibility, scalability, and accessibility. This would allow the system to
be accessed remotely by authorized personnel, enhancing the efficiency
of managing multiple locations or franchises.

 Data Backup and Recovery: Cloud storage ensures data security

and easy recovery.
 Remote Access: Managers and staff can access the system from
any location, allowing for greater mobility.
 Scalability: Cloud hosting allows the system to easily scale as the
business grows.

7. Multi-Language and Multi-Currency Support

As businesses expand internationally, offering multi-language and
multi-currency support would be beneficial for attracting customers
from different regions.

 Global Expansion: This feature would make the system suitable

for international customers.
 Currency Conversion: Customers could make payments in their
local currency.

8. Enhanced Security Features

As the system handles sensitive customer information and payment data,

future developments could include enhanced security features to
protect data and transactions.
 Data Encryption: Encrypt customer data to prevent unauthorized
access.

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  Two-Factor Authentication: Implement two-factor authentication
for user accounts, adding an extra layer of security.
 Regular Security Audits: Periodic reviews of the system's
security measures to identify and address vulnerabilities.

9. Subscription and Loyalty Programs

To increase customer retention and loyalty, the system could introduce

subscription services for regular customers or a loyalty program to
reward repeat customers.

 Subscription Plans: Offer subscription services for regular

maintenance or discounted products.
 Loyalty Points: Reward customers with points that can be
redeemed for discounts or free services.

10. Integration with POS (Point of Sale) Systems

Integrating the system with a Point of Sale (POS) system will

streamline checkout processes, automate billing, and ensure that product
sales are directly linked to the system's inventory.

 Real-Time Inventory Updates: Ensure inventory levels are

automatically updated when products are sold.
 Efficient Checkout: Speed up the checkout process for customers.

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 LIMITATIONS

1. Dependency on Technology: The system relies on technology, and

any technical issues like server downtime or bugs can disrupt
operations.
2. Internet Connectivity: A stable internet connection is essential
for the system to function properly. Poor connectivity can cause
delays and hinder service access.
3. Initial Setup and Maintenance Cost: The cost of setting up and
maintaining the system can be high, especially for small
businesses.
4. User Training and Adoption: Staff and customers need to be
trained to use the system effectively. Resistance to change can
cause inefficiencies.
5. Limited Customization: The system may not cater to all unique
business needs, and customizing it can be costly and time-
consuming.
6. Security Risks: Storing sensitive customer data makes the
system vulnerable to cyber-attacks, requiring robust security
measures.
7. Overdependence on System: Relying too much on the system
means that any failure can cause operational disruptions.
Backup plans are necessary.
8. Limited Offline Functionality: The system requires an internet
connection to function, making it unusable during network
outages.

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 CONCLUSION
The Computer Shop Service System provides an efficient and automated
solution for managing a computer shop’s daily operations. It helps
streamline key processes such as customer management, product
inventory, service requests, and billing, ultimately improving the overall
efficiency of the business. The system enhances customer satisfaction by
allowing them to track services, make payments, and view invoices
easily.

However, there are some limitations, including its reliance on

technology, internet connectivity, and the need for regular maintenance.
Additionally, staff training and the system’s potential vulnerability to
security risks must be considered to ensure smooth operations.

Despite these challenges, the system offers significant advantages and

has great potential for future growth. It can be further enhanced with
features like mobile applications, cloud integration, and advanced
reporting tools. When implemented effectively, the system can help the
computer shop improve its operational efficiency, reduce human errors,
and ultimately lead to better customer service and increased profitability.

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