Tahasildar Office

swastik.

A
Project Report On
TAHASILDAR OFFICE (SETU)
(Demo)

SUBMITTED BY:-

Rajendra Natha Bhalekar

UNDER THE GUIDENCE OF

Prof. Bharathi Anbarasan

University of Mumbai
Bachelor of Computer Science.
Thim College, Thane
For
Academic year 2008-2009.

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PREFACE
Over the last few years, computer already had a considerable
impact on many aspects of our society. Medicine, Government, Banking,
Educational Institutions, Engineering, Railway and Airline Reservations
these are only some of the fields in which computers are already
playing a highly significant role. Over the next few years, there would be
a great increase in the application of computer and would have a wide
use of computers in our day-to-day life.
Computer science has existed as an independent discipline dealing
with the systematic processing of information for more than three
decades. In the years to come, the database system will become
increasingly widespread and increasingly important. The number of
systems installed or under development is growing at a considerable
speed.
This project is also a part of this trend and is very easy and flexible
to use. It is totally GUI based.

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ACKNOWLEDGEMENT
I wish to thank all those skillful persons who helped me to make
this project possible.
First and Foremost, I would like to thank My Parents, Staff members of
Thim College and Staff members of Bhiwandi Tahasildar Office
who helped me in getting all the requisite information for the project.
The technical review was done by Mrs. Bharathi Anbarasan
[Project Guide who helped us and guided us throughout my project].
Every Faculty has a part in this successful co-operation of my project.
However, Prof. Bharathi Anbarasan has helped me a lot in critical
situations whereas Prof. Sonali Saraf has played an important role in the
preliminary stages.
And, finally I wish to thank to all friends who helped me directly or
indirectly.

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Rajendra Natha Bhalekar

INDEX
Sr.No

Contents

PageNo.

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Organizational Overview
Description of Present System
Limitations of Present Existing System
The Proposed System
Advantages of the Proposed System
Software & Hardware Requirements
GANTT Chart
Context Analysis Diagram
Data Flow Diagram
Structured Chart of System
System Flowchart
ER-Diagram
Event Table
Menu Tree
Flowchart
Program List
Data Dictionary
Program Specification
Table List
Form Layout
Tree Diagram
Bibliography
Report List

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Report Layouts

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EXISTING SYSTEM
The present system works manually. The system maintains
information about all the Citizens who apply for the Certificate,
Most of the information is stored in registers.
When any enquiry is done, then every time they have to refer
registers which is very Time Consuming. The information of all the
Persons in the City is maintained viz. name, address, phone no.
Reports regarding to the Citizens Application forms or Important
Information or Documents are given to the Office Daily and Monthly.

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LIMITATIONS OF PRESENT SYSTEM:Although the present system is working properly, it has many
limitations. They are as follows: Most of the work is done manually.
Data is stored in registers, which is very tedious and inefficient.
Searching data from registers is time consuming.
Modification and updation of information manually will require
more time as all the related information present in other registers
also need to be updated.
Even though, some part of the system is computerized i.e. they are
stored in MS-Access databases, the updations done in any one
database does not reflect in other databases immediately.
Also, relying on registers is also inefficient. The durability of
registers would be less as the pages may get torn as time passes.

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PROPOSED SYSTEM :This project for the Tahasildar Office will prove very useful
since it is very much reliable and GUI based.
The front end of the system is in Visual Basic & back end is MSAccess.
Whenever the Person does an enquiry, an enquiry form will be
show to them.
The Persons details like name, Phone no, Address, E-mail etc. are
stored in Citizen Database.
Whenever, any modifications or deletions are done in the records,
they will be immediately reflected in the remaining related place.
Certificate Details & Citizen Details like name, address, contact no
are also maintained.
All the reports necessary for the entire system are generated. These
reports will be provided in a user-friendly manner.

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ADVANTAGES OF PROPOSED SYSTEM

The proposed system is completely automated hence very less space is
required. It gives very accurate result thus making the technology of one.
Less staff is required as to do same piece of work earlier done by team of
people. Thus it is both economically as well as operationally feasible.

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Software & Hardware Requirement

Hardware
Microsoft Windows XP professional
Processor:Intel(R) Pentium(R) 4CPU @1.70GHz
Memory:(RAM)256MB

Software
Front End:Microsoft Visual Basic 6.0
Back End: Microsoft Office Access

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GANTT CHART

1.0 Project Planning Phase

1) Project Search
2) Finalize Project
3) Requirement of Project
4) Scheduling of Project

Define
Time
Actual Time

2.0 Analysis Phase

1) Gather Information
2) Built Prototype
3) Data & Program Model

3. 0 Design Phase
1) Context Level DFD
2) System Design
3) Structured Chart,
System
Flowchart, All DFD
4) Form & Report
Designing
5) Project Coding

4.0 Implementation Phase

1) Model Testing with
Validation
2) System Integration
3) System Testing
4) Complete Documentation
5) Install Program

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15

17

20 22
7 7

29
7

5
8

7
8

11

14
8

29
8

12

26
9

20 25 29 10 15
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Certificate

Certificate Details

Enquiry

Person

Certificate
Details
Person Details
Person Documents

Setu
(Tahasildar)

Receipt Fees Details

Receipt Fees Pay
Receipt

Report Details
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Government

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Person Details
1.0

Person

Form Details

Application
Form

Person Database

Master
Form Database

Person Details

2.0

Person

Form Details

Enquiry
Genration

Enquiry Details
Enquiry master

Application
Form

Person

Application
Form

3.0

Submit
Form

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Submit transaction

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4.0
Application
Form

Except Form

Varification
Process

Reject Form

5.0
Except Form

Report

Goverment

Report
generation

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Reject Form

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Tahasildar System

Enquiry Department

Report Maintain
Department

Form verification
Department

A
Enquiry

Person Details
Details

Person

Database

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B
Form
Submit

Person Details
Receipt

Person

Database

C
Send Report

Details
Update Details

Database

Tahasildar Office

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Enquiry

Person
M

1
M
Application Form

Certificate
1
M
Person

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Event

Trigger

Source

Activity

Response

Destinati
on

Application
Form
Enquiry

Person come
for Form

Person

Application
Form
Are given

Application
Form
are accepted

Staff

Submit the
Application
Form

Person
submit the
form

Person

Submitted
the Form

Accept \
Reject

Staff

Submit
Documents
For Scan

Scan
Documents

Clark

Scan
Documents

Documents
Excepted

Staff

Receipt
generation

After Receipt
received

Person

Receipt fees
given
.

Receipt fees
accepted

Staff

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File

Change Password
NonCrimilayer Certi
Caste Certi

User

Submit Form

Age Nationality Ceri

Nomini Certi
Birth, Death Certi
Senior Citizen Certi
Income Certi

New Form
Verification Form
Except Form
Reject Form
Except Form

Records
Reject Form

Notepad

Utilities

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Calculator

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START

Read Person Info and

Application Form Info

Place Person Details for Certificate

Yes

Form
Except

Scan Documents

No

Reject Application Form

Receipt Generation

Send form for Verification

Yes

Able for
Certificat
e

No
Rezone Given

Report Generation

STOP
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Home Form
frmLogin
frmSplash
Age_Nation
Birth_Death
Form1
Form3
Form4
Form 5
Form6
Form7
Form8
frmAge_Nation
frmBirth_Death
frmCaste
frmIncome
frmNomini
frmNonCrimi
frmResident
frmSinearCitizen
Income
Nomini
Resi
Search
SeniorCiti

MDI Form
Login Form
Splash Form
Age, Nationality Certificate Form
Birth Death Certificate Form
Certificate Menu Form
Department form
NonCrimilayer Application Form
Caste Certificate Application Form
Scan Documents Form
Form Verification Form
Receipt Form
Age, Nationality Database Form
Birth, Death Database Form
Caste Certificate Database Form
Income Certificate Database Form
Nomini Certificate Database Form
Non Crimilayer Certificate Database Form
Domicile Certificate Database Form
Sinear Citizen Certificate Database Form
Income Certificate Application Form
Nomini Certificate Application Form
Domicile Certificate Application Form
Search Form
Senior Citizen Application Form

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1) Table Name: - Person Details Table

Field Name

Description

Type

Key

ID

Person ID

Number

Primary Key

Applicant name

Person Name

Text

Name in Certificate Required Name in

Certificate
Age
Age of Person

Text

Phone

Phone Number

Number

Email

Email Address

Memo

Village

Village

Text

Address

Address Of person

Text

Number

2) Table Name: - Login Table

Field Name

Description

Type

Key

ID

User ID

Number

Primary Key

User Name

User Name

Text

Password

User Password

Text

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3)Table Name: - Age_Nation

Field Name

Description

Type

Key

ID
Applicant name
Name in Certificate

User ID
Person Name
Required Name in
Certificate
Age of Person
Phone Number
Email Address
Village
Address Of
person
DocumentsSubmi
t
Documents
submit
Documents
Submit
Documents
Submit
Documents
Submit
DOB in Fig

Number
Text
Text

Primary Key

DOB in Words

Date

Age
Phone
Email
Village
Address
5/- Stamp
Affidavit
Ration Card
Living / Bonafied
Certificate
Residential
Certificate
Date of Birth(in the
figures)
Date of Birth(in the
words)

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Number
Number
Memo
Text
Text
Yes/No
Yes/No
Yes/No
Yes/No
Yes/No
Date

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Birth Village
Birth Taluka
Birth District
Birth State
Ration Card /
Passport /Election ID
NO
School / College
Name
Date Of Affidavite
Father Domicile
Certificate Serial NO
Father Domicile
Certificate Dated
Dom Certi Issued by
Exe/Metropolitation
Magistrate
Where were
Educated
Residing Year
Born Place of
Father/Husband
Father / Husband
Occupation
Why Requried

Name
Name
Name
Name
Number

Text
Text
Text
Text
Number

Name

Name

Date
Number

Date
Number

Father domicile
certificate
Name

Date

Place Name

Text

Years
Place

Number
Text

Name

Text

Rezones

text

Text

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DATA DICTIONARY

Field name

Data type

Date
Person ID
Person name

Date/Time
Number
text

Address
Phone no
Emailid
Date
Village

text
number
Memo
Date/time
text

Description
Id of Person
Name of
Person
Address of person
Phone no of person
Emailid of person
Date of sold
Person Village

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Program Name
Description
Assumption
Validation
File Accessed
Function

Program Name
Description
Assumption
Validation
File Accessed
Function

Program Name
Description
Assumption
Validation
File Accessed
Function

Login Form
This form will contain User name and Password
There are two users
USER NAME and PASSWORD must Correct otherwise
cant proceed
MS-Access
This Form has OK, Password Change, Next Command
Buttons

Age_Nation form
This form will contain details about the Age, Nationality Certificate
Application Form
There has at least one record in table
Id has Primary Key
MS-Access
This Form has
First,Next,Previous,Last,Add,Save,Modify,Update,Clear,Delete,Exit
Command Buttons

Birth_Death
This form will contain details about the Birth, Death Certificate
Application form
There has at least one record in table
Id has Primary Key
MS-Access
This Form has
First,Next,Previous,Last,Add,Save,Modify,Update,Clear,Delete,Exit
Command Buttons

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Program Name
Description
Assumption
Validation
File Accessed
Function

Program Name
Description
Assumption
Validation
File Accessed
Function

Program Name
Description
Assumption
Validation
File Accessed
Function

Program Name
Description
Assumption
Validation

NonCrimilayer
This form will contain details about the NonCrimilayer Certificate
Application form
There has at least one record in table
Id has Primary Key
MS-Access
This Form has
First,Next,Previous,Last,Add,Save,Modify,Update,Clear,Delete,Exit
Command Buttons

Nomini
This form will contain details about the Nomini Certificate
Application Form
There has at least one record in table
Id has Primary Key
MS-Access
This Form has
First,Next,Previous,Last,Add,Save,Modify,Update,Clear,Delete,Exit
Command Buttons

Caste
This form will contain details about Caste certificate Application
Form
There has at least one record in table
ID has Primary Key
MS-Access
This Form has
First,Next,Previous,Last,Add,Save,Modify,Update,Clear,Delete,Exit
Command Buttons

Form6
This form will contain how the Person Documents Scan
And Save
Only image file shown
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File Accessed
Function

Program Name
Description
Assumption
Validation
File Accessed
Function

Program Name
Description
Assumption
Validation
File Accessed
Function

This Form has Scan,Browser,next Command Buttons

Search
This form will Search the persons details
Do not have Primary Key
Access files
This Form has
First,Next,Previous,Last,Add,Save,Modify,Update,Clear,Delete,Exit
, More info,search, Command Buttons

Monthly Reports
This form will contain the monthly reports of Setu Office
There has at least one record in table
Do not have Primay Key
Crystal Report
This Form has First,Next,Previous,Last, Exit Command
Buttons

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Person Database
Field Name Description

Type

Id
Name
Address
Gender
Phone
Mobile

Number
Text
Memo
Text
Number
Number

Customer Id
Customer Name
Address
Gender
Phone No
Mobile No

Staff Master
Field Name

Description

Type

id
name
address
gender
department
age
doj
phone
mobile

Staff Id
Course name
Address
Gender
Department
Age
Date of Joining
Phone No
Mobile No

Number
Text
Memo
Text
Text
Number
Date/Time
Number
Number

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Program Name
Description
Assumption
Validation
File Accessed
Function

Income Certi. Application Form

This form will contain details about the Income
Certificate Application Form
No
Id has Primary Key
MS-Access
This Form has Next, Exit, Back Command Buttons
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Program Name
Description
Assumption
Validation
File Accessed
Function

Income Certi. Application Form

This form will contain details about the Income
Certificate Application Form
No
Id has Primary Key
MS-Access
This Form has Next, Exit, Back Command Buttons
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Program Name
Description
Assumption
Validation

Form6
This form will contain how the Person Documents Scan
And Save
Only image file shown ,Less than 10 and more than 5
Document Required
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File Accessed
Function

This Form has Scan,Browser,next Command Buttons

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This Form has Documents, Update, Delete, Refresh, Exit Command Buttons

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Program Name
Description
Assumption
Validation
File Accessed

Receipt Form

Function

This Form has Print, Back, Complete, Exit Command

Buttons

This form will contain the Receipt of Setu Office

No
have Primay Key
Crystal Report

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Varification Department
Form

Program Name
Description
Assumption
Validation
File Accessed
Function

Login Form
This form will contain User name and Password
There are two users
USER NAME and PASSWORD must Correct otherwise
cant proceed
MS-Access
This Form has OK, Password Change, Next Command
Buttons

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Application form Verification form

Verification Department

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Application form Status

This Form has First,Next,Previous,Last,Add,Save,Modify,Update,Clear,Delete,Exit

Command Buttons

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REPORT LAYOUTS
Rport (Monthly)

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Rport (Monthly)
Except Form Report

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Tree Diagram
Splash Form

Login Form
MDI Form
Master

Transaction
Reports
Termination

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Add [cmdadd_click()]
Modify [cmdmodify_click()]

Person master

Save [cmdsave_click()]
Update [cmdupdate_click()]
Cancel[cmdcancel_click()]
Delete[cmddelete_click()]
Exit [cmdexit_click()]
First [cmdfirst_click()]
Previous [cmdprevious_click()]
Next[cmdnext_click()]
Last [cmdlast_click()]
Add [cmdadd_click()]

Staff master

Modify [cmdmodify_click()]
Save [cmdsave_click()]
Update [cmdupdate_click()]
Cancel[cmdcancel_click()]
Delete[cmddelete_click()]
Exit [cmdexit_click()]
First [cmdfirst_click()]
Previous [cmdprevious_click()]
Next[cmdnext_click()]
Last [cmdlast_click()]

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Master
Add [cmdadd_click()]
Modify [cmdmodify_click()]

Certificate
master

Save [cmdsave_click()]
Update [cmdupdate_click()]
Cancel[cmdcancel_click()]
Delete[cmddelete_click()]
Exit [cmdexit_click()]
First [cmdfirst_click()]
Previous [cmdprevious_click()]
Next[cmdnext_click()]
Last [cmdlast_click()]

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Termination
Logoff
Exit

[log off_click()]
[exit_click()]

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BIBLIOGRAPHY

During the development of this Software I had referred the

following books and reference material
1)
2)
3)

Mastering Visual Basic 6.0.

Complete Reference Visual Basic 6.0.
Analysis and Design of Information System

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