G.L.

T TEA TRADER
ORGANISATION PROFILE
G.L.T Tea Trader was established in 3rd June, 2001, and we pride ourselves on providing customers with high-quality products and personal service. Providing good service means taking the time to listen on what their taste. We will work with you every step of the way to make sure you receive the services you need, we maintain strict confidentiality. When G.L.T Tea Trader started their shop there were much competition in this field and only limit shops were there. The increase in demand for the products makes the industry a successful business.

G.L.T Tea Trader was founded by (Late) Gopalan nambiar and with his experience and knowledge regards to the experience in chips items for about 5 years .With his dedication and hard work for the organization the business went successful in Niligiris. The organization is been carried out by son S,Balaskrishnan after his death. Due to the success of the G.L.T Tea Trader in Coonoor has motivated the proprietor to start the other two branches in the year 2005 and 2007. G.L.T Tea Trader creates and promotes delicious, truly healthy, organic beverages. We strive to grow with the same honesty we use to craft our products, with sustainability and great taste for all. The future plan of the Tea Trader is to extend their business across Tamil Nadu .

G.L.T Tea Trader has grown into a multi-product organization. Infrastructure for growth has always been viewed as a priority at the Tea Trader. With modern manufacturing facilities spread over of 2 states. With a strong commitment to customers and product quality and being cost competitive, G.L.T Tea Trader stands poised to meet new challenges. G.L.T.and runs a very successful business and thus maintain the goodwill and reputation that of the Coonoor.

The climatic conditions in the hills of Niligiris provide ideal conditions for the production of high quality orthodox tea. Another advantage compared to Niligiris tea is that the bushes are young and produce better quality leaves. Because of the premium price paid to orthodox tea, sold domestically mostly in souvenir packages suited for tourists.

PROJECT PROFILE

The project entitled Dealers Sales System carried out to completely automate the all day to day activities in the dealers sales department. The relevant information regarding sales and stock of products can be effectively maintained, with respect key aspects such as the price of the product, quantity, stock details, etc. This system facilitates to know the availability of the stock details and dealers details. This software helps to print the bill to the dealers and helps to maintain the daily stock details.

The front end used to enhance this system is Visual Basics 6.0 and the back end used is Ms- Access 2003 which brings in both the concept of security and ease of use.

The modules of this project are as follows:

SYSTEM STUDY

EXISTING SYSTEM

The existing system in Uncle Chips is done manually. They are currently maintaining their records manually. So the current system is not computerized and it has many drawbacks.

The main problem with the day to day maintenance of the administration system of Uncle Chips is that, more handwritten entries are involved in the maintenance work which can be done a single computer.

In the manual system Uncle Chips need to maintain all records in paper. Later it leads to confusion. As paper stock involved in the manual maintenance is high, stocking of unnecessary paper, leading piles of waste paper.

Instant retrieval of data is not possible and business decisions based on the day to day operations of the company is delayed, as today it is fast changing world, using manual system will be a big disadvantage in the business while handling competitors.

The above result in these factors leads to formulate a new system for Uncle Chips, which could help the company in all aspects to make things easier, faster and efficient than the existing manual system.

Drawbacks of the existing system; 1. Enormous amount of time consumption for doing things. 2. Instant retrieval of data pertaining to project management cannot be done 3. Cost transactions are done manually, and this leads to double work as separate entries have to done 4. Reports cannot be generated.

5. Operations are time consuming.

6. Whenever a need of search arises the process evolves search through the paper. 7. Readability of records is constrained. All the records may not be handled or written by the same person. So the format will be different resulting in loss. 8. Paper records are easily damaged with time. The life time of paper records are very less that it easily gets damaged. It faces the risk of loss of data. 9. Manually systems need more manpower for its functioning than computer systems. 10. Expenditure is high in terms of salary and time.

PROPOSED SYSTEM
The aim of proposed system of Uncle Chips 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. The existing system of Uncle Chips has several disadvantages and many more difficulties to work well. The proposed system tries to eliminate or reduce these difficulties up to some extent. The proposed system of Uncle Chips helps the user to work user friendly and he can easily do his jobs without time lagging.

Advantages of proposed system are that the system is very simple in in design and to implement. The system of Uncle Chips requires very low system resources and the system will work in almost all configurations. It has got following features: 1. Ensure data accuracy. 2. Minimize manual data entry. 3. Minimum time needed for the various processing. 4. Greater efficiency. 5. Better service. 6. Minimum time required. 7. Database security is provided.

Final outcome of proposed system

The main goal of the proposed system is to remove deficiency of the existing system by providing the good quality and secure information to the management. Qualities of good information are; 1. Accuracy 2. Complete 3. Trustworthy 4. Timely 5. Up to date 6. Relevance 7. Brief 8. Significance : : : : : : : : Ensure correct input and processing rules. Include all data. Do not hide unpleasant information. Give at the right time. Include all the data up to present time. Understand user needs. Summaries relevant information Use attractive format and graphical charts

The information should be presented immediately when it is needed and where it is required. It is also essential to present the information in an attractive format, which a user can immediately understand. Considerable time has been spent to design the format of the report besides their content.

Existing documentation have been verified; modified data flow has been prepared. Alternative solution examined, new procedures have been implemented and new requirements have been recommended to install the proposal system.

SYSTEM ENVIRONMENT

HARDWARE SPECIFICATION

Processor Memory Size Hard Disk Monitor Keyboard Printer Mouse CD Drive

: : : : : : : :

Pentium IV 512 MB RAM 500 GB 17 Color Monitor 104 Keys HP 1000 Laser Logitech Optical Mouse LG 52X Max

SOFTWARE SPECIFICATION

Operating System Front End Back End

: : :

Windows XP Professional Visual Basic 6.0 Microsoft Office Access 2003

SOFTWARE USED

FRONT-END: VISUAL BASIC6.0

Visual Basics makes use of Graphical User Interface (GUI) for crating robust and powerful applications. The GUI as the name suggests, uses illustrations for text which enable users to interact with Visual Basic is an ideal programming language for developing sophisticated professional application from an application. This feature makes it easier to comprehend things in a quicker and easier way.

Coding in GUI environment is quite a transition to traditional, linear programming methods where the user is guided through a linear path of execution and is limited to a small set of operations. In a GUI environment, the number of options open to the user is much greater, allowing more freedom to the user and developer. Features such as easier comprehension, user friendliness, faster application development and many other aspects such as introduction to ActiveX technology and internet features make Visual Basic an interesting tool to work with.

Features of Visual Basics

Based on BASIC (Beginners All Purpose Symbolic Instruction Code language) Learning time is minimal because VB is based on BASIC language which is considered to be one of the known and simplest languages available.

Programming Objects and Events

A typical window subdivision presents one or more screen full of objects with which the user can interact in order to determine the flow of a program. In the simplest visual sense programming objects are the application forms and objects or list boxes, drop- down controls, checkboxes, radio buttons, scroll bars etc. Any such

graphical interface contains forms and controls remain silent until the user initiates an event in the form of a key press or a mouse click. Once the event occurs the user expects each object to function in a predictable way. For e.g., menu option selection opens a dialogue box or a series of key stokes are captured and displayed in text control. This type of object printed event driven programming is required for the development of windows application. Visual Basic provides a development

environment in which working with such objects and events becomes a structured process. It is a Common Programming Language for all Microsoft office applications. Almost all the MS office applications support Visual Basic for applications by sharing and reusing the code across applications. A quick and easy way to develop application. The tools provided by VB can help in reducing development time. Visual Basic is gaining popularity as a prototyping rule because it is possible to develop Applications using the tools available like Quick Editing, Testing and Debugging. A Visual Basic environment includes extensive debugging tools.

Visual Basic Database architecture

A Visual Basic database application consists of three components.

User

interface and application code is what the user interacts with. It contains forms that display the data and enable the user to view or updating. It also includes data access objects DAOs and methods to request database service like adding or deleting records or performing queries.

Database engine is contained in a set of dynamic link library files and is linked to the VB program at runtime. The engine is responsible reading, writing and

modifying the database. It also handles indexing, locking, security and referential integrity issues in the database. It contains a query processor to handle SQL queries. The database engine is located between program and files.

Objects: Data objects are used within a Visual Basic program to manipulate databases, as well as the data tables and indexes within the databases. Data objects are the representations of the physical database, data tables, fields, index and so on.

Every VB program that accesses data tables uses data objects. Even if only data aware controls are used (for example, the data control and bound input controls) and are not writing programming code, still Visual Basic objects are used. The primary data object used in Visual basic programs is a record set object. This is the object that holds the collection of data records used in VB programs. There are three types of record set objects. They are; 1. Dynamic type record set objects. 2. Table type record set objects. 3. Snapshot type record set objects.

Modules: Code in Visual Basic is stored in modules. modules, namely; 1. Form module. 2. Standard module. 3. Class module.

There are three types of

Simple applications can consist of single form and all codes in the applications reside in the form module. As the applications get larger, additional forms are added. If there is a common code, which needs to be executed in several forms a separate module can be created containing the common codes. The separate module is called the standard module. Each type of module can contain Declarations comprising

constants, types, variables, DLL procedure declaration, Procedures comprising pieces of code that constitute sub procedures and property.

Multiple Document Interface (MDI)

A Multiple Document Interface is used for opening many windows at the same time. All the current windows are contained in the parent window, which provides a workspace in the application. Visual Basic application can have only one MDI form which contains all the child forms. An MDI parent is a window that acts as the

background of an application, and is the container for other MDI child forms. The main feature of an MDI application is that it allows you to display multiple documents at the same time, with each document displayed in its own window.

Features of MDI Child Form

At runtime, the child forms take on the following characteristics; 1. All child forms are displayed only within the MDI forms internal area. 2. When a child form is minimized, its icon appears on the MDI form. 3. When the child form is maximized, its caption is displayed in the MDI forms title bar along with the caption of the MDI form. 4. If the child has a menu, it is displayed on the MDI forms menu bar.

BACK-END: MICROSOFT OFFICE ACCESS 2003

MS-ACCESS is a powerful multi-user RDBMS developed by MICROSOFT CORPORATION. It can store and manipulate large amount of information and repetitive tasks such as maintaining user, instructor logins, and questions, and answers, marks awarded to the students. Data can be processed and meaningful reports can be generated easily.

MS-ACCESS provides most of the features available in the high RDBMS products like Oracle, Sybase, Ingress etc., and Visual Basic keeps Access as its native database always called JET (Joint Engine Technology). SQL, which means Structured Query Language, is widely used to retrieve data from one or more tables other than the wizard available in Access.

Data in Access is organized in the form of tables. Within tables records are arranged according to a common reference value known as primary key or the key field. The value in the key field is different for every record and thus helps in uniquely identifying records. Since the value of the table can be replicated across other tables, there should be a way to maintain a relation between the two tables. This

relation is implemented through the concept of foreign key. Foreign key in a table is a field, which links that table to another table. Database in Access has the extension . mdb.

Access Database

The database in Visual Basic .NET is handled by Microsoft access, which is a partial Relational Database Management System (RDBMS). The data handling will be powerful and also it can be able to handle large volumes of data. A database is a collection of information that's related to a particular subject or purpose, such as tracking customer orders or maintaining a music collection. If your database isn't stored on a computer, or only parts of it are, you may be tracking information from a variety of sources that you have to coordinate and organize yourself.

For example, suppose the phone number of a customer is stored in various locations: in a card file containing customer phone numbers, in room information files in a file cabinet, and in a spreadsheet containing booking information. If a customer's phone number changes, we might have to update that information in all three places. In a database, however, we only have to update that information in one place the customer's phone number is automatically updated wherever we use it in the database.

Features of MS-ACCESS

1. Windows based application. 2. Large data management capacity. 3. Importing, exporting and linking external files. 4. Wizards and builders. 5. Macros. 6. Built-in security.

Designing and creating a Microsoft access database

Microsoft access is an application used to create computer databases. It is equipped with all the tools you will need to start a project, to end it, and to distribute it. Thats the interface side. The creativity side will come from you. That is, you must design what type of product you want to create, how it will be used, who will use it, and where it will be used.

Designing a Database
Before creating a database, you should plan and design it. For example, you should define the type of database you want to create. You should create, in writing, a list of the objects it will contain: Employees, customers, products, transactions, etc. for each object, you should create a list of the pieces of information the object will need for its functionality: name(s), contact information, profession, etc. you should also justify why the object needs that piece of information. You should also define how the value of that piece of information will be given to the object.

Creating a Database
A database is first of all a window file. It is mainly created from Microsoft access. If you have just started Microsoft access, to create a database, under file, click new. You can then use one of the links in the main (middle) section of the interface:

To create a blank database, in the middle section, under available templates, click blank database.

To create a database using one of the samples, under available templates, click a category from one of the buttons, such as sample templates. Then click the desired buttons.

Microsoft access always suggests a name for the database. You can accept or change it. Use the file name textbox for this purpose. By default, Microsoft access suggests that the database be created in the documents folder. If you want it located in another folder, you can click the browse button. This would open the File New Database dialog box where you can select an existing folder or create a new one using the new folder button. Once you have specified the name of the database and its location you can click Create. After specifying the name, click Create.

Defining the problem

Requirement determination should be conducted to analyze the current existing system that the organization is using and the improvements that are to be made for better operations. System studies results in finding out details of the existing methodologies that are being followed and that whether developments is to be made. These studies consider both the existing and proposed system.

SYSTEM DESIGN AND DEVELOPMENT

FUNDAMENTAL DESIGN

The most creative and challenging phase of the development process is system design. The term design describes a final system and the process by which it was developed. It refers to technical specification that will be applied in implementing

the candidate system. It also includes the construction of program and program testing.

First step is to determine how the output is to be produced and in what format. Sample of the output and input are also presented. Second input data and master files have to be and meet the requirements of the proposed system. The operational phases are handled through program construction and testing included the list of program needed to meet the system objectives and complete document.

Finally, details related to justification of the system and estimate of the impact of the candidate system on the user and organization are Documented and evaluated by management as a step of implementation.

Logical design

The logical flow of a system and define the boundaries of a system. It includes the following steps; 1. Reviews the current physical system Its data flows, file content, volumes, frequencies, etc. 2. Prepares output specifications That is, determines the format, content and frequency of reports. 3. Prepare input specifications Format, content and most of the input functions. 4. Prepares edit, security and control specifications. 5. Specifies the implementation plan. 6. Reviews benefits, cost, target, dates and system constraints.

Physical design

Physical system produces the working systems by defining the design specifications that tell the program exactly what the candidate system must do. It includes the following steps; 1. Design the physical system.

2. Specify input and output media. 3. Design the database and specify action procedures. 4. Design physical information flow through the system and a physical design walk through. 5. Plan system implementation. 6. High level requirements proposals. 7. Feasibility study. 8. Requirements engineering. 9. Architectural design.

INPUT DESIGN

Design is a multi step process that focuses on data structure, software, architecture, procedural details and interface between modules. System design is the first step in the design phase. It may be defined as: The process of applying various techniques and principles for the purpose of defining a devise, a process or a system in sufficient detail to permit its physical realization. Using one of a number of design methods the design step produces a data design, an architectural design and a procedural design, preliminary design is concerned with transformation requirements to data and software architectures. Detail designs focus on refinements to architectural representation that lead to detailed data structures and algorithmic representation for software. The data design transforms the information domain model created during analysis into the data structures that will be required to implement the software. The architectural design defines the relationship among major structural components in to a procedural description of the software. The functions to be performed by an individual program that make up the computer component of the information system are identified. Input design is the process of converting user inputs into computer based format. The project requires a set of information from the user to prepare reports. In

order to prepare report when-organized input data is needed. In the system design phase, the expanded DFD identifies logical data flow, data stores and destination. Input data is collected and organized into groups of similar data. The goal behind designing input data is to make the data entry easy and make it free from logical errors.

OUTPUT DESIGN

Outputs are the most important and direct source of information to the user and to the management. Efficient and eligible output design should improve the systems relationship with the user and help in decision making. Output design generally deals with the results generated by the system i.e. reports. These reports can be generated from stored or calculated values. There is an output display screen for showing the compressed/ decompressed file or folder details (original file size compressed/ decompressed file size, distinct characters).

DATABASE DESIGN
The database design is a two level process. In the first step, user requirements are gathered together and a database is design which will meet these requirements as clearly as possible. This step is called Information Level Design and it is taken independent of any individual Database Management System (DBMS).

In the second step this information level design is transferred into a design for the specific DBMS that will be used to implement the system in question. This step is called Physical Level Design.

A database is a collection of inter-related data with minimum redundancy from the server to the user to access quickly and efficiently. Database has been designed using Microsoft Access 2003, which is used to keep all data in the database management system, and then the information is stored accordingly. Proper care is taken is designing the database to achieve the objectives listed below.

1. Data Integrity. 2. Data Consistency. 3. Data Independence.

Data table design DATA FLOW DIAGRAM

The several design notations i.e., symbols are used to define the dataflow of the system. There are;

Type Flow Line

Symbol

Description It indicates the flow of data.

Circle

It indicates the process.

Rectangle

It indicates the external entity.

Double line

It indicates data store.

SYSTEM TESTING

After the developing phase has been completed successfully the next step is System Development. The main activity in this phase is coding. Adequate care has to be taken while coding is being produced. Adequate comments are one of the very important considerations. The coding must be easily understandable as well as effective and efficient. Indentation must be provided wherever necessary. The coding can be proceeded module by module.

The development of software involves a series of production activities where opportunities for injection of human fallibilitys are enormous. Because of human

inability to perform and communicate with perfection, software development is accompanied by quality assurance activity.

SOFTWARE TESTING TECHNIQUES

The test case design methods applied are; 1. White box testing. 2. Black box testing.

White box testing

Using this method it was assured that all the independent paths were exercised at least once. All the logical decisions on their true and false sides were executed. All the loops were executed at their boundaries.

Black box testing

Using this method incorrect and missing functions were rectified and corrected. Interfacing errors, performance errors, initialization errors and termination errors were also found using this technique.

A strategy for software testing integrates software test case design techniques into well-planned series of steps that result in the successful construction of software. Any testing strategy must incorporate test planning, test case design, test execution and the resultant data collection and evaluation.

LEVELS OF TESTING Unit testing

Unit testing comprises the set of tests performed by an individual developer prior to integration of the unit into larger system. The system is illustrated as

Coding & debugging --- Unit testing--- Integration testing

The unit testing considerations that were taken into account are; 1. Interfacing errors. 2. Integrity of local data structures. 3. Boundary conditions. 4. Independent paths. 5. Error handling paths.

Validation testing

Validation test is carried out to verify whether the software functions in a manner that expected by the customer. So ALPHA testing was done to ensure validity.

System testing
System testing involves two kinds of activities: integration testing and acceptance testing. Strategies for integrating software components into a functioning product include the bottom-up strategy and the sandwich strategy. Careful planning and scheduling are required to ensure that modules will be available for integration

into the evolving software product when needed. The integration strategy dictates the order in which modules are written, debugged and unit tested.

Acceptance testing involves planning and execution of functional tests, performance tests and stress tests to verify that the implemented system satisfies its requirements.

Integration testing
Bottom-up integration is the traditional strategy used to integrate the components of a software system into functioning whole. Bottom-up integration consists of unit testing, followed by subsystem testing, and followed by testing of the entire system. Modules were tested in isolation from one another in an artificial environment known as test harness, which consists of the driver programs and data necessary to exercise the modules. Top-Down integration starts with the main routine and done or two immediately subordinate routines in the system structure. After this top-level skeleton has been thoroughly tested, it becomes the test harness for its immediately subordinate routines. Top-Down integration requires the use of program stubs to stimulate the effect of lower-level routines that are called by those being tested.

Sandwich integration is predominately top-down, but bottom-up techniques are used on some modules and sub-systems. This mix alleviates many problems encountered on pure top-down testing and retains the advantages of top-down integration at the subsystem and system level.

Acceptance testing
Acceptance testing involves planning and execution of functional tests, performance tests and stress tests in order to demonstrate that the implemented system

satisfies its requirements. In addition to functional and performance tests, stress tests were performed to determine the limitations of the system.

Typically acceptance tests will incorporate test cases developed during unit and integration testing. Additional test cases are added to achieve the desired level of functional, performance and stress testing of the entire system. Tools of special importance during acceptance testing included a test coverage analyzer, a timing analyzer and a coding standards checker.

MAJOR OBJECTIVES OF TESTING

The major objectives of testing are; 1. To test for the functionality of each unit and application system, as a whole. 2. To test for the interface aspects between programs within the application system. 3. To test for the integration aspects of the application system with other application system, if other application systems are already implemented and accepted.

SYSTEM MAINTENANCE

Once the software is fully developed and implemented, the company starts to use the software. The company also grows and more divisions can be attached to the company, or the database of the company can grow in size. So after sometime the software, which has been installed, needs some modification. If the software needs modification all the steps needed to develop new software has to be executed.

The need has to be studied, the design has to be made and coding has to be done. Then the new module has to be connected to the existing software modules.

Once the software is working perfect also we have to do routine testing and any new bug is found out, immediately it has to be fixed. No software ever developed

will be bug free forever. When a new situation arises, the software can create an error, but if its found out and repaired the software will not be causing more problems.

Always maintenance has to be done on the software, for to make the software work perfectly without any errors. Maintenance can be classified as corrective, adaptive or perceptive.

Corrective maintains means repairing processing or performance failures or making changes because of previously uncorrected problems or false assumptions.

Adaptive maintenance means changing the program function. Perceptive maintenance means enhancing the performance or modifying the programs to respond to the users additional or changing needs. Maintenance covers a wide range of activities, including correcting coding.

SYSTEM IMPLEMENTATION

The implementation phase of software development is concerned with translating design specifications into source code. The primary goal of

implementation is to write source code and internal documentation so that conformance of the code to its specifications can be easily verified, so that debugging, testing and modifications are erased. This goal can be achieved by making the source code as clear and straightforward as possible. Simplicity, clarity and elegance are hallmarks of good program.

The implementation team should be provided with a well-defined set of software requirements, an architectural design specification and a detailed design description. Also, each team member should understand the objectives of implementation.

Once the physical system has been designed in detail, the next stage is to turn the design into a working system and then to monitor the operation of the system to ensure that it continues to work efficiently and effectively.

The major tasks involved in implementation are; 1. Computer system testing. 2. Training the organization staff. 3. Full system testing and making necessary changes as directed by the user. 4. Changeover. 5. Maintenance.

IMPLEMENTATION PROCEDURE
Implementation is the stage of the project when the theoretical design is turned into a working system. If the implementation stage is not properly planned and controlled, it can cause chaos. Thus it can be considered to be the most crucial stage in a successful implementation of a new system and making the new system effective.

User training
To work with the new system no new training is required. Anyone familiar with the GUI environment can work easily, since on line status, messages are given with system. It requires no pre experience or training. The new system can be implemented for the complete set of requirements for the user. If the new system is implemented the reports generated are consistent enough for the organizational requirements. In the new system, outcomes are highly reliable. The system can accomplish all the organizational requirements efficiently. Thus the view system is complete, consistent, feasible and efficient.

Open documentation

Documentation is one of the important steps in the design process and this is the only material that will show how the user should run the system. Documentation gives the user the technical know-how to use and administer the system. Documentation is the key to implementation. Having the above facts in mind a lot of care was taken in documentation at every stage of the project. By reading these documents the logics involved in the programs will be crystal clear to the programmer in future. These documents will be of extensive use for debugging if any bugs are detected in future.

FUTURE SCOPE

The Dealers Sales System software has been developed in such a way that it can accept modifications and further changes. The software is very user friendly and in future any changes can be done easily.

The software restructuring is carried out. Software restructuring modifies source code in an effort to make it amenable to future changes. In general, restructuring does not modify the overall program architecture. It tends to focus on the design details of individual modules and on local data structure defined within modules.

The programming techniques used in the design of the system provides scope for further expansion and implement of changes which may occur in future.

CONCLUSION

The new computerized system was found to be much faster and reliable and user friendly than the existing system. The system Dealers Sales System has been designed and developed step by step and each module has been developed and tested individually to obtain the necessary required output in the desired form. The project has been done as user friendly software for easy handling of transaction. The system developed has been designed and run to satisfy the requirements and needs of the organization as well as the end users. The system reduces the manual work of booking process. The entire system is documented and can be easily understood by the end users. The forms are very user friendly and also easy to handle.