1. INTRODUCTION1.1 OVERVIEW OF THE PROJECT The project OFFICE AUTOMATION IN A DIGITAL STUDIO is for implementing a new system for performing office activities. Here it is used for the Classic color lab digital studio, mavoor road Calicut. For doing this information about office activities and details about customer orcder information are considered. At present its a manual system, implementation of this software will be a solution for all manual drawbacks.

1.2 OBJECTIVES OF THE PROJECTTHE MAIN OBJECTIVES OF THE PROJECT INCLUDE THE FOLLOWING:- The project must computerize the office activities. The project must be simple and user-friendly The project must be efficient than present system The program must provide proper securities to prevent unauthorized access Keeping a database to store all details of customers provide time saving By this software manual effort can be reduced1.3 BACKGROUND STUDY1.3.1 THE ORGANIZATION PROFILEThe Classic color lab was situated at Kozhikode in Kerala. The studio was established in 1995 April 2nd. The studio was founded by Mr P.Parameswaran. The studio has two branches. One branch is situated at central part of Calicut city and other one is near to the old busstand.The studio consists of seven staff members. The transactions in the studio are not computerized.

1.3.2 STUDY ON EXISTING SYSTEMThe present system of collecting, storing, calculating and preparing various pay slips are done manually. Files are kept fore the entities customer, account, customer details, deposit and the all the informations regarding the entities are kept in this file in this manual system. Preparing receipts is a tedious task .Keeping this in mind I have developed a new system and eliminate each and every one of them .By computerizing the existing system, all the hurdles faced in the transaction process are eliminated .The present system has some limitations, they are:Limitations in report generationExcess manpower is wastedChance of errorsDifficulty in correcting errorsPaper files may cause damageBased on the drawbacks and inadequacies of the existing system, the new system is designed which could rectify all the demerits of the existing system. For that discussion were carried out to choose the best package for developing new systems.

2. SYSTEM ANALYSIS2.1 STUDY OF PROPOSED SYSTEM2.1.1 DEFINING A PROBLEMLIMITATIONS OF EXISTING SYSTEM 1. Manual labour is tedious & time consuming. 2. updating of transactions are done directly. 3. Large volume of files are registers will occupy much space . 4. Manual information retrieval takes and efforts. 5. Chance of error expected in recordings and calculations. 2.1.2 SOLUTION DEVELOPMENT STRATEGIESOur office automation system software is not a mere product; its an emotion, a passion, and trust of the customer. Quality is the main criteria in a software .But maintaining the same quality is not an easy task because quality is the ultimate picture of the entire business. Good quality of a product depends on many factors eg: sound infrastructure, better management control etc. To maintain good quality the analyst must have a good knowledge of the entire flow of data and information within the organization. It can not be done without the help of a Business Related Software.The proposed system is wholly computerized thus making it user friendlier. The system is more efficient, reliable, accurate and fast. The advantages or benefits of the proposed system are: Instantaneous generation of reports is possible The time taken for overall process is reduced Details are stored in indestructible media Easy to use and reduces manual work With the help of GUI its user friendly Faster retrieval of records is possible Chances of errors are much low. Reduces paper work Better feedback Separate reports for ordinary and regular customer

2.2 SYSTEM SPECIFICATIONSystem speciation specifies the hardware and software configurations of the new system.2.2.1 HARDWARE SPECIFICATIONMicroprocessor : Intel Pentium-4 RAM : 512 MBProcessor Speed : 2.2 GHZHard Disk : 80 GBMonitor : 14 CRT ColorKeyboard : MultimediaCD Drive : 48 XMouse : Optical

2.2.2 SOFTWARE SPECIFICATIONFront End - VB6.0 Back End - MS Access.

2.2.3 FEATURES OF SOFTWARE USEDMicrosoft Windows 2000 This project work on Microsoft Windows2000 operating system and uses Visual Basic6.0 as its front end and Microsoft access as its back end .Windows 2000 is an operating system developed by Microsoft Corporation. This operating system provides a lot of software services, better disk management and faster disk access. Windows2000 combines the user-friendly interface and features of Windows -98 with the file system, networking, power and stability of Windows-NT and some improved features. This combination of features makes Windows2000 the most powerful and easy to use Windows ever made and should bring a unified look and feel to all windows based computers. Even inexperienced users use this operating system very easily.The look and feel of Windows has been improved to make it easier and faster for you to get your work done .Windows include many useful programs and accessories using the network are easier ever than with Windows 2000. Windows now supports the use of devices with greater storage capacity. Windows includes more ways to help you to get your work done faster. An improved version of Windows is windows 2000. Windows 2000 is found primarily on office PCs. It includes support for symmetric multiprocessing (SMP) with out two processors. SMP is a protocol that allows the operating system and application to run on multiple processors at the same time, improving performance on huge jobs.Features of windows 2000 include the following:- Improved setup and installation: Windows 2000 includes the new windows installer to make software installation easier. Improved internet features: New feature make it easier to blend workstations, servers, intranets and internet into one seamless unit. Improved networking: The networking features of Windows 2000 make it easier for administrators to setup and run a networkImproved disk management: Windows 2000 includes a more flexible method of dividing and accessing hard drive space, as well as adding drive maintenance programs like disk defragmenter that were missing in Windows NT.

Visual Basic6.0 Client/server computing in the corporate enterprise is changing rapidly. Global competition , new business methods, and technology advance all combine to make information management a critical factor in growth of stagnation of any business today.Visual basic is designed to give enterprise developers a state-of-art-the-art tool kit, coupled with visionary design strategy and concrete implementation guidelines for building robust , scalable, distributed applications from reusable and re-locatable components. The key to the new paradigm of client/server development is three-tiered architecture. By partitioning an applications task into three logical tiers of services, it becomes possible to encapsulate business rules ,data access and distributed processing tasks into shared , reusable components that can be physically located anywhere on the network , depending on the performance, maintenance and other considerations. This versatility is essential to maximizing development effort to meet the challenge of rapid change.Visual basic is one of the simplest and first developed graphical user interface package. In 1991 Microsoft released the first version of Visual basic. This was developed to provide an application environment for the windows operating system. From that time upto now five revisions of Visual basic has been developed and the latest one is the visual basic 6.Certain features that make VB a powerful development tool are : Data access feature allow you to create databases and front end application for most popular database formats, including MS access and other enterprise level databases.ActiveX technologies allow you to use the functionality provided by other applications, such as Microsoft Word word processor, Microsoft Excel spreadsheets, and other windows application and objects created using the professional or enterprise editions of Visual basic. Your finisher application is a true EXE file that uses a runtime dynamic link library that you can freely distribute. Microsoft has crafted Visual Basic to allow creation of dynamic link libraries and Active-x controls, which help the user to develop internet based applications. Visual Basic 6 has extended support for buliding the internet applications.

3. DESIGN AND DEVOLOPMENT PROCESS 3.1 DESIGN NOTATION3.1.1 DFD

OFFICEAUTOMATION SYSTEM USER CUSTOMER

UserLogin ProcessCustomer detailsRegularOrdinary Searching CustomerItem DetailsReport GenerationItem DtabaseDatabase 3.2 DESIGN PROCESS3.2.1 DATABASE DESIGNA database is a collection of interrelated data. All the informations of a particular system is stored in its database .The database management system handles all operations on database. DBMS can access, retrieve, and store data in database. The different table used our project are:

TABLES:1) Name: tbl_Account.Column NameData TypeDescription

fld_TransactionNoNumberTransaction number

fld_BillNoNumberBill number

fld_CustomerIDNumber Customer ID

fld_DateDate/TimeDate of ordering

fld_ParticularsTextParticulars

fld_ModeTextTransaction mode

fld_Amount

Number

Amount paid

2) Name:tbl_CustomerColumn Name

Data TypeDescription

fld_CustomerIDNumberCustomer ID

fld_OrdinaryorRegularTextOrdinary or Regular

fld_CustomerNameTextCustomer name

fld_AddressMemoCustomer address

fld_DateOfOrderDate/Time

Date of order

fld_DateOfDeliveryDate/TimeDate of delivery

fld_BillNoNumberBill number

fld_CoverNoNumberCover number

3) Name: tbl_ItemMasterColumn NameData TypeDescription

fld_ItemIdNumberItem ID

fld_ItemNameTextItem name

fld_RateOrdinaryNumberRate for ordinary customer

fld_RateStudioNumberRate foe studio

OptYes/NoOption

4) Name: tbl_NewuserColumn NameData TypeDescription

fld_IDNumberUser name ID

fld_NameTextUser name

fld_PasswordTextPassword

5) Name: tbl_OrderColumn NameData TypeDescription

fld_OrderNo

NumberOrder number

fld_CustomerID

NumberCustomer ID

fld_BillNo

NumberBill number

fld_ItemName

TextItem name

fld_Quantity

NumberQuantity

fld_Rate

NumberRate

fld_FilimNo

TextFilm number

6) Name: tbl_RegularCustomerColumn NameData TypeDescription

fld_CustomerIDNumberCustomer ID

fld_NameTextCustomer Name

fld_AddressMemoCustomer Address

fld_PhoneNoTextPhone Number

fld_StudioNameTextStudio Name

fld_EmailIDTextEmail ID

fld_DateTextDate of Delivery

fld_StatusNumberStatus

3.2.2 INPUT DESIGNInput design act as an interface between the operator and the software in a manner that the user must strike the actual data that is to be entered when saw this format. First the data that are needed for the calculations are collected. Then the input design to enter this type of data is created using the form and VB toolbox etc. The input design is the link that ties the computer in the world of its users .The user first enters the user ID and password and then he can go to the input screen, if he is a valid user. Here the input design includes forms for customer details and transaction details.

3.2.3 OUTPUT DESIGNComputer output is the important and direct source of information to the user. The objective of output is to create contents, all documents, results in an attractive manner. It help user to pass information to the users, provide permanent storage etc. The Office Automation in a digital studio generates receipts for particular transactions for each customer. Outputs can also be generated for the following: Play slip Delivery shedule Bills

4. TESTING AND IMPLEMENTATION4.1 SYSTEM TESTINGTesting is a process of executing a program with the interest of finding an error .A good test is one that has a high probability of finding the yet undiscovered error .Testing should systematically uncover different classes of errors in a minimum amount of time within a minimum amount of effort. Two classes of inputs are provided to the test process:a) A software configuration that includes a software requirement specification, a design specification and source code.b) A test configuration that includes a test plan and procedure, any testing tools that are to be used and test cases and their expected results. Testing is divided into three distinct operations: modular testing, integration testing and system testing. In the series of testing, the following steps are implemented.

4.1.1 UNIT TESTINGLEVELS OF TESTINGIntegration testingThough each program works individually, they should work after linking them together. This is also referred to as interfacing .Data may be lost across an interface ,one module can have an adverse effect on another subroutines after linking may not do the desired function expected by the main routine.Integration testing is a systematic technique for constructing program structure while at the same time, conducting test to uncover errors associated with interface. In the testing the programs were constructed and tested in small segments .Thus the errors are easier to isolate.Password testingIf the administrator have to enter the server side of the software he has to specify username and password .When the user enter the username and password, checking it with already registered username and password in the database will validate it .If it match then only the user is allowed to access the page .Otherwise he is denied access and thereby provides a strong security.Data Validation TestingData validation checking is done to see whether the corresponding entries made in different tables are done correctly. Proper validation checks are done in case of insertion and updating of tables, in order to see that no duplication of data has occurred. If any such case arises, proper warning message will be displayed. Double conformation is done before the administrator deletes a data in order to get positive results and to saw that no data have been deleted by accident. White Box testing is a test case design method that uses the control structure of other procedural designs to divide the test cases. Test cases derive that:Guarantee that all independent parts within a module have been exercised at least once.Exercise all logical decisions on their true or false sides.Exercise internal data structure to ensure their validity.After these each entire module was tested and the tested module was linked and integration testing is carried out.

4.2 SYSTEM IMPLEMENTATIONThe implementation plan includes a description of all the activities that must occur to implement the new system and to put it into operation. It identifies the personnel responsible for the activities and prepares a time chart for implementing the system. The implementation plan consists of the following steps.List all files required for implementation.Identify all data required to build new files during implementation.List all new documents and procedures that go into the new system.The implementation plan should anticipate possible problems and must be able to deal with them. The usual problems may be missing documents, mixed data formats between current files, errors in data translation, missing data etc.

4.3 IMPLEMENTATION PROCEDUREImplementation is the stage where the theoretical design is turned into a working system. The most crucial stage in achieving a new successful system & in giving confidence of the new system for the user that it will work efficiently.It involves careful planning, investigation of the current system & its constrains on implementation, design method to achieve the change over method, apart from planning. Two major tasks of preparing the implementation are training of the users & testing of the system.The implementation phase comprises of several activities. The required hardware and software acquisition is carried out. The system may require some software to be developed for this; programs are written & tested as a whole. The user then changes over to his newly tested system & the old system is discontinued.

5. CONCLUSIONThe system maintaining data consistency by avoiding adequate and timely information as and when needed. Menu driven programming and report facility gives us more flexibility and user friendly environment .We can get all the information about the ordinary and regular customers , sequentially, orderly and without any errors .The system is developed for the future use by adding new modules for future requirements .

6. SCOPE FOR FURTHER ENHANCEMENT

The project titled OFFICE AUTOMATION IN A DIGITAL STUDIO is developed for Classic color lab, calicut is flexible and allows for modification and further enhancements. It is interactive, simple and easy to understand, and a new person can easily enter details in the database. The system is developed in such a way to support further up gradation. It is possible to make required changes to the system according to the organizational requirements without corrupting the existing data and function within the cost and time schedule allowed by the company. This is the best project that can be developed on guarantee performance. But we can add further enhancements to the system by adding different functions and procedures to increase the processing of the system. Actually an enhancement refers to the changes in the organizational priorities, requirements or environmental factors. If the organization wants to add any more facilities or remove ex processes, it is easy and within scope itself also an OFFICE AUTOMATION SYSTEM can be re developed to support changes in specification of studio. The new system is compatible with changes to some extend in a limited and controlled way.

7. BIBLIOGRAPHY1. Gruewich Teach yourself vb 6.0 in 21 days Techmedia2. Petronstsos Mastering vb 6.0 BPB publications3. Scott Visual basic applications bible Comdex 4. www.wikipedia.org 5. www.microsoft.com 6. www.a1vbcode.com 7. www.coolguru.com

8. APPENDIX 8.1 SAMPLE FORMS.

REPORTS

8.2 SAMPLE CODINGOption ExplicitDim LoginCheck As Boolean

Private Sub MDIForm_Activate()If LoginCheck = True Thenfrm_Login.Show vbModalLoginCheck = FalseEnd IfEnd Sub

Private Sub MDIForm_Load() LoginCheck = TrueEnd Sub

Private Sub mnu_ChangeOptions_Click() frm_UserOptions.ShowEnd Sub

Private Sub mnu_New_Click() frm_CustomerMaster.ShowEnd Sub

Private Sub mnu_NewUser_Click() frm_UserOptions.ShowEnd Sub

Private Sub mnu_PhotoSize_Click() frm_PhotoSizeMaster.ShowEnd Sub

Private Sub mnu_Quit_Click() EndEnd Sub

Private Sub Toolbar1_ButtonClick(ByVal Button As MSComctlLib.Button) If Button.Index = 1 Then frm_PhotoSizeMaster.Show ElseIf Button.Index = 2 Then frm_CustomerMaster.Show ElseIf Button.Index = 3 Then frm_UserOptions.Show End If End SubOption ExplicitPublic Function getdbConn(dbConn As ADODB.Connection, dbNam As String) As Boolean Set dbConn = New ADODB.Connection On Error GoTo ErrorHandler With dbConn .CursorLocation = adUseClient .Mode = adModeReadWrite .Provider = "Microsoft.Jet.OLEDB.4.0" .Open dbNam End With getdbConn = True Exit FunctionErrorHandler: getdbConn = False End Function

Option Explicit Public dbConnection As ADODB.Connection Public dbName As String

Public Enum AsAction AsNone = 0 AsAddNew = 1 AsEdit = 2 AsDelete = 3 AsView = 4 End Enum

Option Explicit

Sub Main() GetdbPath If getdbConn(dbConnection, dbName) = True Then frmSplash.Show Else MsgBox "Database Not Found" End IfEnd Sub

Public Sub GetdbPath() dbName = App.Path & "\Databases\dbColorLab.mdb"End Sub

Option ExplicitDim n As IntegerPrivate Sub Form_KeyPress(KeyAscii As Integer) Unload MeEnd Sub

Private Sub Form_Load() lblVersion.Caption = "Version " & App.Major & "." & App.Minor & "." & App.Revision lblProductName.Caption = App.TitleEnd Sub

Private Sub Form_Unload(Cancel As Integer) MDIFormColourLab.ShowEnd Sub

Private Sub Frame1_Click() Unload MeEnd Sub

Private Sub Timer1_Timer()If n >= 100 Then Timer1.Enabled = False Unload Me Exit SubEnd If ProgressBar1.Value = n n = n + 2End SubOption ExplicitPublic CustomerID As IntegerPublic mvrAction As AsActionPublic CustomerType As StringPrivate OrderNo As Integer

Public Property Let Action(NewAction As AsAction) Load frm_Customer mvrAction = NewAction If NewAction = AsAddNew Then cmd_CusEdit.Enabled = False cmd_CusDelete.Enabled = False FrameOrderInfo.Enabled = False FrameOrderDetails.Enabled = False MSFlexGrid1.Visible = False cmd_CusClear_Click ElseIf NewAction = AsEdit Then If CustomerType = "Regular" Then ShowCustomerRecordRegular ShowOrderOfRegular ShowRegularAccount Else ShowCustomerRecordOrdinary ShowOrderRecords End If If CustomerType = "Regular" Then cmd_CusDelete.Enabled = True Else cmd_CusDelete.Enabled = False End If cmd_CusAdd.Enabled = False cmd_CusClear.Enabled = False Frame3.Enabled = False ElseIf NewAction = AsDelete Then If CustomerType = "Regular" Then ShowCustomerRecordRegular ShowOrderOfRegular ShowRegularAccount Else ShowCustomerRecordOrdinary ShowOrderRecords End If cmd_CusAdd.Enabled = False cmd_CusDelete.Enabled = True cmd_CusEdit.Enabled = False cmd_CusClear.Enabled = False cmd_NewRegular.Enabled = False FrameOrderInfo.Enabled = False FrameCustomerInfo.Enabled = False FrameOrderDetails.Enabled = True FramePayment.Enabled = False MSFlexGrid1.Enabled = True End If frm_Customer.Show vbModalEnd PropertyPrivate Sub ShowRegularAccount() Dim rsAccount As New ADODB.Recordset Dim sqlstr As String Dim Total As Double, Discount As Double, Payment As Double Dim ans sqlstr = "Select * from tbl_Account where fld_CustomerID=" & Val(txt_CustomerID.Text) With rsAccount .Open sqlstr, dbConnection, adOpenDynamic, adLockOptimistic While Not .EOF If !fld_Particulars = "Billed Amount" Then Total = Total + !fld_Amount ElseIf !fld_Particulars = "Discount" Then Discount = Discount + !fld_Amount ElseIf !fld_Particulars = "Payment" Then Payment = Payment + !fld_Amount End If .MoveNext Wend End With lblTotal.Caption = Total lblDiscount.Caption = Discount lblPaid.Caption = Payment lblBalance.Caption = Total - (Discount + Payment)End SubPrivate Sub FindNextCustomerID() Dim rsCustomer As New ADODB.Recordset Dim sqlstr As String sqlstr = "Select fld_CustomerID from tbl_Customer order by fld_CustomerID" With rsCustomer .Open sqlstr, dbConnection, adOpenDynamic, adLockOptimistic If Not (.BOF = True And .EOF = True) Then .MoveLast txt_CustomerID.Text = !fld_CustomerID + 1 Else txt_CustomerID.Text = 100 End If End WithEnd Sub

Private Sub FindNextBillNo() Dim rsBillNo As New ADODB.Recordset Dim sqlstr As String sqlstr = "Select fld_BillNo from tbl_Customer order by fld_BillNo" With rsBillNo .Open sqlstr, dbConnection, adOpenDynamic, adLockOptimistic If .BOF = True And .EOF = True Then txt_BillNo.Text = 100 Else .MoveLast txt_BillNo.Text = !fld_BillNo + 1 End If End WithEnd SubPrivate Sub FindNextCoverNo() Dim rsCoverNo As New ADODB.Recordset Dim sqlstr As String sqlstr = "Select fld_CoverNo from tbl_Customer order by fld_CoverNo" With rsCoverNo .Open sqlstr, dbConnection, adOpenDynamic, adLockOptimistic If .BOF = True And .EOF = True Then txt_CoverNo.Text = 100 Else .MoveLast txt_CoverNo.Text = !fld_CoverNo + 1 End If End WithEnd SubPrivate Sub ShowCustomerRecordRegular() Dim rsCustomer As New ADODB.Recordset Dim sqlstr As String sqlstr = "Select * from tbl_RegularCustomer where fld_CustomerID=" & CustomerID With rsCustomer .Open sqlstr, dbConnection, adOpenDynamic, adLockOptimistic Option_Regular.Value = True If .BOF = True And .EOF = True Then Exit Sub txt_CustomerID.Text = CustomerID txt_CusName.Text = !fld_Name txtPlaceOrStudio.Text = !fld_Address End With End SubPrivate Sub ShowCustomerRecordOrdinary() Dim rsCustomer As New ADODB.Recordset Dim sqlstr As String sqlstr = "Select * from tbl_Customer where fld_CustomerID=" & CustomerID With rsCustomer .Open sqlstr, dbConnection, adOpenDynamic, adLockOptimistic Option_Ordinary.Value = True txt_CustomerID.Text = CustomerID txt_CusName.Text = !fld_CustomerName txtPlaceOrStudio.Text = !fld_Address If CustomerType = "Ordinary" Then DTPicker_Delivery.Value = !fld_DateOfDelivery DTPickerOrder.Value = !fld_DateOfOrder txt_BillNo.Text = !fld_BillNo txt_CoverNo.Text = !fld_CoverNo End If End With End SubPrivate Sub ShowOrderOfRegular() Dim rsRegular As New ADODB.Recordset Dim sqlstr As String Dim Row As Integer MSFlexGrid1.Clear MSFlexGrid1.Rows = 1 MSFlexGrid1.Cols = 3 MSFlexGrid1.FixedCols = 0 MSFlexGrid1.FormatString = "No |^Order No | ^Order Date " sqlstr = "Select * from tbl_Customer where fld_CustomerID=" & CustomerID With rsRegular .Open sqlstr, dbConnection, adOpenDynamic, adLockOptimistic Row = 0 While Not .EOF Row = Row + 1 MSFlexGrid1.Rows = MSFlexGrid1.Rows + 1 MSFlexGrid1.TextMatrix(Row, 0) = Row MSFlexGrid1.TextMatrix(Row, 1) = !fld_BillNo MSFlexGrid1.TextMatrix(Row, 2) = !fld_DateOfOrder .MoveNext Wend End With End SubPrivate Sub ShowOrderRecords() Dim rsOrder As New ADODB.Recordset Dim sqlstr As String Dim Row As Integer MSFlexGridOrder.Clear MSFlexGridOrder.Rows = 1 MSFlexGridOrder.Cols = 6 MSFlexGridOrder.FixedCols = 0 MSFlexGridOrder.FormatString = "No|