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SOCIAL
COUNSELING
MANAGEMENT
SYSTEM

Submitted By:
[12.] =-----------–[Gupta Kaushal Mahesh]
[15.] =--------------- [Jadhav Sanil Pratap]
[51.] =----–[Mhatre Mangesh Nandkumar]
Note:

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SCMS = Social Counseling Management System

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INDEX
Sr. No. Topic Page

1. Project Scope 3

2. System Requirements 4

3. Entity Relationship Diagram 6

4. Database Design

a. Table Structure 7

b. Constraints 9

c. Relationships 12

5. List of Processes 13

6. Data Flow Diagram 14

7. Limitations 19

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PROJECT SCOPE

• “B HUMAN” is basically an organization which deals with people for


Social Counseling.
• The Organization consists of various employees and a manager
(administrator) to manage them with a number of counselors who actually
conduct the counseling sessions.
• Least stationary is used since most of the work is done by the system.
• When an employee logs in the system his and the other employee,
counselor attendance is automatically updated.
• The employee’s and the counselor have limited access to the system
which is controlled by the administrator/manager.
• Checking the schedule of counselors available for the sessions can be
easily done, as a simple query would do this which was previously done
by checking the individual counselor’s time table.
• The system will be able to save the details of the previous counseling
sessions as well, which previously was not possible.
• When the counselor log’s into the system his schedule for the
day appears on his screen.

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SYSTEM REQUIREMENTS

The present system is the manual system. As everybody knows that the
manual work is always easily understood and can be easily operated but is very
tedious and time consuming. The management of organization should be proper
and systematic. So, we are developing this system to save time and to work
faster as well as introduce new concepts for the said SCMS.
Before this software, record maintenance was in the form of handwritten
documents but when a search for long time back record was needed then it used
to be a headache as well as time consuming for the company so the best way to
handle this situation is to use this management software to improve the
company’s performance.

The processes which are done manually as follows:


1) The entry of employee/counselor detail is done manually.
2) The registration of customer is done manually.
3) The payment record was also manual.
4) The attendance record was manual as well.
5) The process of checking the availability of customer was manual.
6) For all above tasks the usage of working persons was more, which
increases cost.
7) Data security was not proper.
8) Data redundancy.

This software is capable to keep track of entire company’s working and


performance due to the following modules:

Sr.no Module Name Module Description


1. Login This module will be used for giving access or entry
to manager, counselor or employee to software
and database depending upon their login.

2. Payment This module will be used for tracking the payments


made to the organization by the customer who
register themselves at the organization by paying
the registration fee and also the appointment fee
when they take an appointment. Both the fees
together being the inward payments to the
organization.

3. Employee This module will be used for keeping and


maintaining all the details of the employee and
counselor like name, address, designation,
experience, salary..., etc working or related with
the organization.
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4. Registration This module will be used for keeping record of


people that are already registered and currently
being registered with the organization for various
purposes like future references and other uses.
This detail includes name, address, registration-id,
contact number, etc.

5. Appointment This module will be used for creating appointment


sessions of the customer’s with the counselor for
counseling and will also simultaneously check the
availability of counselor and other probabilities and
possibilities.

6. Counseling This module will be used for keeping record of


counseling sessions between the counselor and the
customer as well as the suggestions provided to
the customer in previous sessions for future
references or sessions.

7. Attendance This module will be used for keeping the track of


attendance of the employees and counselors as
well for internal record purposes.

The minor hardware and software requirements for the proposed software

HARDWARE SOFTWARE

Pentium IV (minimum) MS-Access


Ram –128 MB (minimum) MS-Excel
H.D .space-4xGB MS-Word
CD ROM DRIVE-52x (optional) Windows OS

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ENTITY RELATIONSHIP MODEL

Submits
Customer Employee Attendance
Goes for does

Generates
Registration Payments

Creates

Appointment

Confirms

Conducted by
Counseling Sessions Counselor

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DATABASE DESIGN

Table Structure
TABLE: EMPLOYEE
Column Name Data type Length Constraints
Emp_id Number 6 Primary key
Emp_name Varchar2 50 Not null
Emp_address Varchar2 200 Not null
Emp_mob_num Number 10 ------------
Emp_notes Varchar2 200 ------------
Emp_join_date Date/Time ---------- Not null
Emp_age Number 3 Not null
Emp_designation Varchar2 50 Not null
Emp_sex Varchar2 1 Not null
Emp_email_id Varchar2 50 -------------
Emp_pass Varchar2 10 Not null

TABLE: COUNSELOR
Column Name Data type Length Constraints
Cou_id Number 6 Primary key
Cou_name Varchar2 50 Not null
Cou_address Varchar2 200 Not null
Cou_mob_num Number 10 ------------
Cou_notes Varchar2 200 ------------
Cou_join_date Date/Time ------------- Not null
Cou_age Number 3 Not null
Cou_designation Varchar2 50 Not null
Cou_sex Varchar2 1 Not null
Cou_email_id Varchar2 50 ------------
Cou_pass Varchar2 10 Not null

TABLE: CUSTOMER
Column Name Data type Length Constraints
Cus_id Number 6 Primary key
Cus_name Varchar2 50 Not null
Cus_address Varchar2 200 Not null
Cus_mob_num Number 10 ---------------
Cus_notes Varchar2 200 ---------------
Cus_reg_date Date/Time -------------- Not null
Cus_age Number 3 Not null
Cus_sex Varchar2 1 Not null
Cus_email_id Varchar2 50 ----------------

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TABLE: REGISTRATION
Column Name Data type Length Constraints
Reg_id Number 10 Primary key
Emp_id Number 6 Foreign key
Cus_id Number 6 Foreign Key
Pay_id Number 10 Foreign key
Reg_notes Varchar2 200 ----------------

TABLE: PAYMENTS
Column Name Data type Length Constraints
Pay_id Number 10 Primary key
Reg_id Number 10 Foreign key
Pay_amount Number 10 Not null
Pay_date Date/Time -------------- Not null
Pay_type Varchar2 20 Not null
Pay_notes Varchar2 200 ----------------
Pay_for Varchar2 20 Not null

TABLE: APPOINTMENT
Column Name Data type Length Constraints
App_id Number 10 Primary Key
Reg_id Number 10 Foreign key
App_time Date/Time ------------- Not null
Emp_id Number 6 Foreign key
Cou_id Number 6 Foreign key
App_notes Varchar2 200 ----------------

TABLE: COUNSELLING_SESSION
Column Name Data type Length Constraints
Ses_id Number 10 Primary key
Ses_notes Varchar2 200 ---------------
App_id Number 10 Foreign Key
Ses_pre_id Number 10 ----------------
Ses_question Varchar2 200 Not null
Ses_solution Varchar2 200 Not null

TABLE: ATTENDANCE
Column Name Data type Length Constraints
Emp_id Number 6 Foreign key
Att_of_emp Varchar2 3 Not Null
Cou_id Number 6 Foreign Key
Att_date Date/time ------------- Not null

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Constraints
TABLE: EMPLOYEE
Column Name Constraints Description
Emp_id Primary key It identifies each attribute in employee table
Emp_name Not null It cannot be null employee have name
Emp_address Not null It cannot be null employee have address i.e.
temporary or permanent
Emp_mob_num ------------ Some employees may not have mobile number
Emp_notes ------------ Some extra information can be added if necessary
like his extra qualifications
Emp_join_date Not null It cannot be null as employee will join on some date
Emp_age Not null It cannot be null as employee have their age (by
birth)
Emp_designation ------------ Some employee may be given a job but yet to be
decided which position or designation to assigned to
him/her
Emp_sex Not null It cannot be null as employee have their sex
Emp_email_id ------------- It is possible that some employee may not have their
email id
Emp_pass Not null It cannot be null as every employee will have their
password

TABLE: COUNSELOR
Column Name Constraints Description
Cou_id Primary key It identifies each attribute in Counselor table
Cou_name Not null It cannot be null Counselor have name
Cou_address Not null It cannot be null Counselor have address i.e.
temporary or permanent
Cou_mob_num ------------ Some Counselor may not have mobile number
Cou_notes ------------ Some extra information can be added if necessary
like his extra qualifications
Cou_join_date Not null It cannot be null as Counselor will join on some date
Cou_age Not null It cannot be null as Counselor have their age (by
birth)
Cou_designation Not null Some Counselor may be given a job but yet to be
decided which position or designation to assigned to
him/her
Cou_sex Not null It cannot be null as Counselor have their sex
Cou_email_id ------------ It is possible that some counselor may not have their
email id
Cou_pass Not null It cannot be null as every counselor will have their
password

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TABLE: CUSTOMER
Column Name Constraints Description
Cus_id Primary key It identifies each attribute in Customer table
Cus_name Not null It cannot be null Customer have name
Cus_address Not null It cannot be null Customer have address i.e.
temporary or permanent
Cus_mob_num ------------- Some Customer may not have mobile number
Cus_notes ------------- Some extra information can be added if necessary
like his extra qualifications
Cus_join_date Not null It cannot be null as Customer will join on some date
Cus_age Not null It cannot be null as Customer have their age (by
birth)
Cus_sex Not null It cannot be null as Customer have their sex
Cus_email_id ------------- It is possible that some customer may not have their
email id

TABLE: REGISTRATION
Column Name Constraints Description
Reg_id Primary key It identifies each attribute in registration table
Emp_id Foreign key It refers to Employee table(which employee did the
registration)
Cus_id Foreign Key It refers to Customer table(which customer did the
registration)
Pay_id Foreign key It refers to the Payments table(payment details of the
registration)
Reg_notes ------------ Some extra information related to the process of
registration can be added if necessary

TABLE: PAYMENTS
Column Name Constraints Description
Pay_id Primary key It identifies each attribute in payment table uniquely
Reg_id Foreign key It refers to registration id(the payment received is for
which customer and registration)
Pay_amount Not null It cannot be null as amount has to be paid
Pay_date Not null It cannot be null as payment will be done on some
day or date
Pay_type Not null It cannot be null as it specifies how the payment was
made(e.g. Cash, DD, etc);
Pay_notes ------------- Some extra information related to the process of
payment can be noted down
Pay_for Not null It cannot be null as here the payment for which i.e.
registration or appointment is specified

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TABLE: APPOINTMENT
Column Name Constraints Description
App_id Primary Key It identifies each attribute in appointment table
uniquely
Reg_id Foreign key It refers to the registration table as to which
customer has taken the appointment
App_time Not null It cannot be null as it specifies what time / date the
appointment has been scheduled
Emp_id Foreign key It refers to the employee table so that which
employee fixed the appointment process can be
traced
Cou_id Foreign key It refers to the Counselor table so that which
counselor has been appointed in the appointment can
be known
App_notes -------------- Some extra information related to the process of
Appointment scheduling can also be noted down

TABLE: COUNSELLING_SESSION
Column Name Constraints Description
Ses_id Primary key It identifies each attribute in Counsellin_session
table uniquely
Ses_notes ------------- Some extra information related to the process of
Counseling Sessions can be noted down
App_id Foreign Key It refers to Appointment table so that which
appointment has booked the session can be known
Ses_pre_id ------------- It can be null as a customer would have come for the
first time will not have a previous session id
Ses_question Not null It cannot be null as some problem will definitely be
there
Ses_solution Not null It cannot be null as some solution will definitely be
given

TABLE: ATTENDANCE
Column Name Constraints Description
Emp_id Foreign key It refers to the employee table
Att_of_emp Not Null It cannot be null as employee will either be present
or absent
Cou_id Foreign Key It refers to the counselor table
Att_date Not null It cannot be null as date will be there to the day on
which attendance is taken

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Relationships
Left Entity Right Entity Relationship Description
Customer registration One to one One customer can do exactly one
registration and one registration can
have exactly one customer
Employee Attendance One to many One employee will fill the attendance
for many other employees and
counselors
Employee Registration One to One employee can do many
zero/many registrations or no registration at a
given period of time
Registration Payments One to many One registration can generates many
payments in form of registration fee
and multiple appointment fee
Registration Appointment One to many Registration is mandatory but
appointment isn’t so one registration
can bring many appointments with it.
Appointment Counseling One to One One appointment can have exactly
Sessions one counseling session and one
session can be fixed in only one
appointment
Counseling Counselor Many to one One counselor is present in one
Sessions session but various sessions can have
the same counselor

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LIST OF PROCESSES

Sr. Process Name Description


no
1. Login Security is very important feature of any software.
This reason leads to basic features like login but.
Only for organization’s employees and counselor and the
Administrator. By providing a username
And password the person logging in will be able to access the
Software system. In case the username, password is incorrect
The person logging in will not be allowed into the system.
2. Addition, This process deals with Adding an employee & counselor,
modification and Modifying an employee & counselor detail or deleting information
deletion. related to the employee & counselor or entire employee is managed
here and the rights for this are assigned especially to the
Administrator of the system.
3. Registration Of This process is related to intake of customer information to the
Customer System by the employees. It also checks for complete
Registration of the customer.
4. Availability of This process is especially for checking the availability of the
Appointments counselor at the particular time when the customer has asked for. If
not then other suitable combination can be used
5. Counseling Sessions This process is actually and mainly the query solving process where
the customer meets the counselor and they together share the
problem and solutions

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DATA FLOW DIAGRAM

Filling Attendance
Receiving Appointment

Checking availability
Registration
Login

Employee

Conducting Sessions

Access Checking Schedule

Add Customer
Getting information S ocial
Login

Fixing Appointment details Counselor


Updating Attendance Table Counseling Access

Checking Attendance Management Getting information

Updating Sessions Details


A/M/D Counselor
A/M/D Employee
Login
System

ADMINISTRATOR
Access
Update Employee Table
Update Counselor Table
Getting details

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Level 1 DFD:

Login id and password 1.0 Request


Admin
Admin Validate/Reject Confirmation Employee
Login

Login id and password 2.0 Request


Employee
Employee Validate/Reject Confirmation Employee
Login

Login id and password 3.0 Request


Counselor
Counselor Validate/Reject Confirmation Counselor
Login

Employee Info 4.0 Add/ modify/ delete


Employee
Admin Acknowledgement Updated Information Employee
Management

Counselor Info 5.0 Add/ modify/ delete


Counselor
Admin Acknowledgement Updated Information Counselor
Management

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Counselor/Employee Info 6.0 Request


Attendance
Admin Report Attendance generation Attendance
Checking

Customer info 7.0 Add/ modify


Customer
Employee Ack & reg_id Updated Information Customer
Registration

Acknowledgement

Appointment request time Availability of counselor


8.0
Employee Fix Appointment Checking & Updated Info Appointment
giving
appointment

Customer Info 9.0 Check for previous sessions


Conducting
Counselor Session Concludes Updated info Counseling
Counseling
Session
Sessions

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LEVEL 2 DFD

Employee Info 4.1 Add Employee


Add
Admin Acknowledgement Employee id Employee
Employee

Employee Id & Info 4.2 Modify


Modify
Admin Acknowledgement Updated Information Employee
Employee

Employee Id 4.3 Delete


Delete
Admin Acknowledgement Updated Information Employee
Employee

sss
Add Counselor
Employee Info 5.1
Add
Admin Acknowledgement Counselor Id Counselor
Counselor

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sss
Modify Counselor
Counselor ID & info 5.2
Modify
Admin Acknowledgement Updated Information Counselor
Counselor

sss
Delete Counselor
Counselor ID 5.3
Delete
Admin Acknowledgement Updated Information Counselor
Counselor

sss
Add customer
Customer info 7.1
Add
Employee Updated Info & Ack Customer ID Customer
Registration

Acknowledgement

sss
Modify Customer
Customer ID & info 7.2
Modify
Employee Acknowledgement Updated Information Customer
Registration

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LIMITATIONS

• Basically this system is semi-automated so there has to be some


limitations, which comes in the form of human errors.

• Once an appointment taken cannot be cancelled.

• Noobs cannot use the system as he/she must have basic knowledge
of computer usage

• The system cannot recover the data that will be lost due to power
failure or system failure during a process being executed or
unsaved.

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