management information system for govt. polytechnic mumbai

8/11/2019 Management Information System for Govt. Polytechnic Mumbai

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MANAGEMENT INFORMATION SYSTEM

PROJECT REPORT

Submitted in partial Requirement for the Diploma

In

INFORMATION TECHNOLOGY

By

ARJUN SHANKAR KRISHNAPPA (0407020)PAWAN DATTA CHOURE (0407008)

PRATIK HARISHCHANDRA GURAV (0407013)

AATISH KAMLAKAR DIVAKAR (0407010)

RAHUL SATISH BHOSALE (0407004)

Project Guide

Mr. Vinayak Ashok BharadiInformation Technology Department

Department of Information Technology

Government Polytechnic Mumbai

(2006-2007)


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ACKNOWLEDGEMENT

A project is creative work of many minds. A proper synchronization between individual

is must for any project to be complete successfully.

Through words are not enough to express our gratitude to all those who have contributed

in making this project, we thanks Mr.Aher ( HOD IT ) from the bottom of our heart for providing

his valuable suggestion as and when we approached him, He kept us informing time to time

about what we were supposed to do.

We thank MR .Vinayak Bharadi our project guide, for his exclusive guidance on the topic

we have work with. There were times when things seemed to be vast to be done and we wererunning short of energy and time but Vinayak Bharadi sir made us endures such times with his

words of encouragement we would also thank our Principle Mr.D.P Nathe, Miss.Vandana

Dhomse, Mr Dilip Vanjari & the Staff members of Information Department for their constantguidance.

We are grateful to our parents and friends for their constant inspiration and

encouragement.

Finally a few heartful words for all those who have stood along with us throughout theprocess and we believe that it is their support and presence that make us fit to work on this

project


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PREFACE

The role of the MIS in an organization can be compared to the role of heart in the body.The information is the blood and MIS is the heart. In the body heart works faster and supplies

more blood when needed. It regulates and controls the incoming impure blood, processes it and

sends it to destination in the quantity needed. It fulfills the needs of blood supply to human body

in normal course and also in crisis.

The MIS plays exactly the same role in the organization. The system ensures that an

appropriate data is collected from the various sources, processed, and sent further to all the needy

destinations. The system is expected to fulfill the information needs of an individual, a group ofindividuals, the management functionaries: the managers the top management.

With a good MIS support, the management of marketing, finance, production andpersonal becomes more efficient. The tracking and monitoring of the functional targets becomes

easy.

Every person in the organization is the user of the MIS. The people in the organization

operate at all levels in the hierarchy. A typical user is a clerk, an assistant, an officer, an

executive or a manager. Each of them has a specific task and role to play in the management ofbusiness. The MIS caters to the needs of all persons.


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ABSTRACT

The role of the MIS in an organization can be compared to the role of heart in the body.

The information is the blood and MIS is the heart. The system ensures that an appropriate data iscollected from the various sources, processed, and sent further to all the needy destinations.

Every institution has a lot of information system for important decision making and

functionalities. Our project provides with the different services for accessing information for

decision making and controlling other system functions.

Basically our system depends upon the information about various activities in the

institute. We have used the SDLC method; we have tracked the various difficulties in the

tiresome and bore work of management and design services to solve them.

Our main objective is to convert all paper processes in the institution to electronic form.

An educational institute always needs information and sharing of that information among varioususers. Hence, we have tried to provide various services through which the user can access and

update information as and when necessary. The service which we provide stands us out from theother projects. Services are: User authentication and security of information among different

hierarchy of the institution, remainders, popup, attendance, direct notice and report generation,

student search, online communication between employees and many more.

Software used: VB.NET, MS-Access and SQL server 2000.

Scope: In Colleges, for Intra Campus communication amongst the user communities and

other institutions. Used by college administrator, students and teachers for their different

managerial roles in the institution. It is used by the institutional administrators on a weekly ormonthly basis.


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INDEX

1. Overview of Management Information System

1.1 Introductions1.2 Goals, Targets of MIS

1.3 Importance & Necessity of MIS in education institute

2. Management Information System

2.1 Features

2.2 Objective

3 Project Idea3.1 Basic Plan

3.2 Scope

4. Technical Details

4.1 Block Diagram4.2 Data Flow Diagram

4.3 E-R Diagram

4.4 Flow Charts

5. Software

5.1 VB.NET

5.2 SQL Server 2005/2006

6 .Limitation

7. Applications

8. Future Expansion

9. Major forms in the project

10. Bibliography


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1. OVERVIEW OF MANAGEMENT INFORMATION SYSTEM

1.1 Introduction:

In the last few years, INFORMATION TECHNOLOGYhas emerged in the worldaffecting our personal, social and public life and has made a significant in the life.

Information Technology helps to optimize the use of scared resources through intelligent

information support for making, and helps further in its implementation by supporting

coordination effort without wasteful delays. Decision making has become very complex process

due to competitive environment, scarce resources, time pressure and unavoidable compulsions to

achieve goals.Information Technology has made decisive inroads in all walks of life: in offices,

factories, railway stations, airports, communication, entertainment, education, banking, hotels,

hospitals, transportation and shopping. It is being used extensively for decision making, ease ofoperations, communication, record keeping and for obtaining higher productivity from the

system in which it is put to use.It replaces old, outdated slow methods by fast ones. It allows you to handle big and

complex data and its structure with ease which was never possible earlier. It helps you the

solution without implementing them .The distance and access are no longer technical or

operational problems, as information stored anywhere can be used without its personaloperational.

The concepts of the MIS has evolved over a period of time comprising many different

facets of the organizational functions, MIS is required for all the organizations.

The initial concept of MIS was to process information from the organization and presents

it in the form of reports at regular intervals. The system was largely capable of handling the datafrom collection to processing. It was more impersonal, required each individual to pick and

choose the processed data and use it for his requirements. This concept was further modified

when a distinction was made between the data and information. The information is the analysisproducts of the data. DATA=RAW MATERIAL & INFORMATION=FINISHED

PRODUCT.

The MIS concept is necessary. It can describe and understood in many ways. It can also

known by the name of the Information and Decision system, the Computer-based Information

system.

It can define many ways at various places:

1)

The MIS is defined as a system which provides information support for decision makingin the organization.

2)

The MIS is defined as an integrated system of man and machine for providing the

information to support the operations, the management and the decision making function

in the organization.

3) The MIS is defined as a system based on the database of the organization evolved for the

purpose of providing information to the organization.

4) The MIS is defined as a Computer-based Information System.


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1.2 Importance & Necessity of MIS in Educational Institute:

There is a large hierarchy of authority to students, workers in educational institute.Respectively, There is a huge mountain of information to be handled in the institute. Hence,

there should be proper management of all information. There should be proper retrieval of

information & systematic addressable of requests security of important must be provided. Illegal

access must be denied. The management of the institute always faces problems on account of the

cost over-run, and time over-run and, therefore the expenses are always more than originally

budgeted. Hence, time & cost to access That information should be minimized. For all these, best

solution is MIS for the education institute. It means systematic management of all information

systems necessary for proper functionally of educational institute.

2. Management Information System

2.1 Feature:

Two level security, user and administration.

Intra Campus communication amongst the

User communities.

Single point of management and control

Queries and updating are through simple user Interactive forms.

Dynamic logical query generation

Centralized storage & manipulation of data

Research and analysis with different tabular

and graphical views.

Implementation of XML tools at the database

Interfaces for quick accessing of desired data.

Provide management information for decision making.

Provide easily accessible information for all appropriate.

Provide information that is accurate, consistent, timely, reliable, and complete.

Reduce administrative costs.


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Information on the teaching staff, teaching schedules, student attendance and performance

records.

Provides information about new management policies, fee structure, date of payment, newrules etc.

Helps management keep track of profiles and performance of all students and teachers in

the institutions.

Access to student information, including attendance, homework, and achievement will

enable parents to be more active partners in their childs education.

Real time information enables parents to address needs before they become a problem.

2.2 Goals, Objective, Targets of MIS:

The process of management begins with setting of goals, objectives and targets. The goals

are long-term aims to be achieved by the organization; objectives are relatively short-term

milestones to be accomplished, while the targets generally refer to physical achievements in the

organizations business. The goals, objective are so set that they are consistent with each otherand help to achieve each other. These are to be achieved within a stipulated time and failing to

achieve the same, means loss of business profit and image.

The goal of the MIS should be to provide the information which has a surprise value and

which reduces the uncertainty. It should simultaneously build the knowledge base in theorganization by processing the data obtained from different sources indifferent ways. The

designer of the MIS should take care of the data problems knowing that it may contain bias and

error by introduction of high level validations, checking and controlling the procedures in themanual and computerized systems. While designing the MIS, due regard should be given to the

communication theory of transmitting the information from the source to the destination.

A special care should be taken to handle a disturbance on the way to destination. The

presentation of information plays a significant role in controlling the disturbances which might

interrupt, while communicating information to the various destinations. The principles of

summarization and classification should be carefully applied giving regard to the levels of

management. Care should be taken in the process that no information is suppressed oroveremphasized.

2.3Objective:The following objectives have been identified in student information system (SIS

software):


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2.3.1. Integration of systems at the data, function and institution level,

The objective of Student Information System is to provide quality data in a timely fashionthrough systems that are completely integrated. This will provide opportunities for operational

efficiency and a base for decision support activities at various levels.

2.3.2. Collection of information at the sourceThe objective of this System is to provide facilities for authorized users to enter

information into the system directly, instead of passing the information (usually on paper) to

another individual at another location to enter into the system.

2.3.3. Balance local and institutional information requirements

The objective of SIS is to address the various administrative and academic objectives ofthe faculties, as well as, provide the necessary support for the institutional level activities

conducted by the Registrar's Office, Graduate Studies Office and Institutional Analysis and

Planning.

2.3.4. Less paper driven MIS systemsBy collecting data at the source and providing wider electronic access (particularly to

students and faculty), the intention of MIS system is to reduce the paper driven aspects of the

existing systems.

2.3.5. Streamline approval proceduresOften approval mechanisms become very routine in nature and may not meet the original

approval objective. The intention is to question the existing approval procedures, and where

possible develop less cumbersome procedures, perhaps employing exception processing and

electronic approval.

2.3.6. Better decision support systems

The objective of this system is to provide a well-integrated suite of data and onlinemodeling tools to support various decision-making processes around admissions, course and

exam scheduling, degree audit, space planning, grant estimation, etc.

2.3.7. Integration of systems with office automation tools

The intention of Management Information System (MIS) is not only to have data easily

portable to word processors, spreadsheets, etc., but to use these tools as an integral part of

applications. For example, admissions letters could be easily prepared in a word processor and

triggered from the admission decision process where the applicants name, address, program etc.are merged into the letter.

In addition, academic activities of student like student attendance, marks scored in tests

and class timetable are also captured in the Management Information System. The MIS is

integrated so that student, parents and faculties can share this vital information of student's

academic activities.


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3. PROJECT IDEA

3.1 Basic Plan:

The plan is to be carried out in the following steps-

3.1.1. MIS goals and objectives:It is necessary to develop the goals and objectives for the MIS which will support the

institution goals. The MIS goals and objectives will consider management philosophy, policy

constraints, institution risks, internal and external environment of the organization and the day-

to-day transactions. As discussed earlier our objective is to provide a centralized and efficient

management of the institution.

3.1.2. Strategy for the plan achievement:

The designer has to take a number of strategic decisions for the achievement of the MISgoals and objectives. They are:

a) Development Strategy: First of all we are developing the system for centralizedmanagement for a particular department of the institution. Later on we will networked the

whole campus or institutions departments into one system and make the system

accessible to every people from anywhere.

b) System development strategy: An approach to system development. We are following thecentralized processing system development strategy.

c)

Resource for system development: In-house versus external, customized development

versus the use of packages.

d) Manpower consumption: Analyst, programmable skills and know-how.

3.1.3. The architecture of the MIS:

The architecture of the MIS provides a system and a subsystem structure and their input,

output and linkages. It also provides a way to handle the systems or subsystems by way ofsimplification, coupling and decoupling of subsystems. It spells out in detail the subsystems from

the data entry to processing, analysis to modeling, and storage to printing.

3.1.4. The system development schedule:A schedule is made for the development of the system. While preparing the schedule due

consideration is given to logical system in the overall information requirements. Due regard is

also given to logical system development. For example, it is necessary to develop the accounting

system first and then the analysis.

Further, unless the systems are fully developed their integration is not possible. This

development schedule is to be weighed against the time scale for achieving a certain information

requirement linked to the institution plan. If these are not fully met, it is necessary to revise the

time scheduled and also the development schedule, whenever necessary.

3.1.5. Hardware and software plan:

Here we defined the various hardware and software we are going to use to develop thesystem. The details of the software are given in the next section.


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3.1.6. Ascertaining the class of information:

Ascertaining the information needs of the management for the business execution is acomplex task. The complexity can be handled if the information is classified on the basis of its

application and the user, which becomes the basis for the ascertainment.

Organizational Information:One can define the organizational information as the information required by a number of

personnel, departments and division or the functions in the organization. In our system we have

categorized the organization accordingly-

Administrator Module: Configuration of institution details

Configuration of degree, Course and Department details

Creating Institution affiliations and recognition Defining the number of Admission Seats

Addition of new Cities, States and Countries

AdmissionsModule: Creation of course.

Allocating subjects prescribed by University to a course.

Online/Offline student admission application forms.

Principal fixing Admission fees to be paid by student for admission to different courses,

as fixed by University and college.

Principal calling Students for Interview.

Student Pays Admission Fees to college, semester wise fees according to universityspecification.

Provision is available to enter details of payment like cheque details, dd details or cash

payments.

Approval of student admission to college

Reports of student list with Fees balance after due date.

Student Information: Scheduling Current and Next Year

Attendance & Attendance Shortage Report

Class wise and Student wise Time Table

Branch, Section, Batch Transfer Student Activities

Emergency Contacts

Test Score Tracking

Transcripts

Transportation Reports Enrollment Projection


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Exam Module:It has Exam Module, which eases examination dept to conduct university examination smoothly.

It keeps track of students registered for various subjects.

Exam application can be accepted from the students online.

On the day of examination, Exam Room allotment is done automatically by the based on

parameters set by the user.

Examination results can be entered so that parents can view the same via internet with

respect to their University Seat Number.

Faculty Module: Personal Time table as well as class wise time table can be viewed

Daily grade and attendance entry

Alternate class request, Test and Assignment Schedule and special class Schedule

Cumulative percentage of attendance monthly and totally.

Web-based for improved flexibility, access and maintenance

Principal Module: Validate Faculty

Selection of HOD/ Dean

Admission approval

Promotion and demotion of students

Option to view all the Section, Faculties, HOD, Student, Time tables, marks sheets etc.

Option to search Students

Option to search faculties engaged in the class.

Parent Internet Access:Family Access will allow family members to review their Students

Attendance Grades

Class schedules

Test schedules and marks view

Discipline records

Updated in real-time for accurate information

Dean/HOD User: Section creation and room assignment

Special event scheduling and academic calendar

Practical batch creation and student allocation Time table creation

Tracking faculty assignments

Academic Module: Section creation and practical batch creation.

Allotting students to sections and practical.

Section transfer and practical batch transfer.

Time table creation is simple.

Faculty can see personal time table as well as time table for whole institution.


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Regular, special and test class attendance entry from faculty.

Overall attendance view for all faculty, parent and student with cumulative monthly andoverall attendance.

Faculty can enter test and assignment marks.

Parents and students can view test and assignment marks.

Tracking of attendance shortage is automatic and alert message to those students and

parents.

Consolidated attendance report for each class can be taken at any time and date.

Student Alumni: Grades

Transcripts

Academic History

MU Approved Reports: Student consolidated attendance report

Student admission reports

Option to send A Form and B Form

Consolidated absentee statement

Abstract of Cloth cover bundles delivered

Other Reports to university:

Form - A, which shows the seat numbers of the present students and absent students.

Form - B, which takes the answer book number/drawing sheet number, student signature,

no. of additional sheets and total sheets used.

Subject slips which shows the total number of scripts required for each subject.

College level Reports: Statement showing number of students appearing for exam (Registered students report).

Report showing the exam timetable.

Seating arrangements report.

Day-to-day question paper requirement report.

Bus report which shows the seating arrangements graphically.

Functional Information:The Functional information is defined as a set of information required by the

functional head in conducting the administration and management of the function. Thisinformation is purely local to that function and by definition, does not have a use elsewhere.

This information is used by a manager to plan and control his function.

In our system various system modules require different functional information.

Financial department in administrative module of our system. Examination module heads

require different functional information for proper its functioning.

Knowledge Information:

The knowledge information creates an awareness of those aspects of business where themanager is forced to think, decide and act. Such information shows the trend of the activity or a


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result against the time scale. In our system there are weekly analyzers which will see the growth

of each module resulting in the tracking the growth of the whole institution.

Decision support Information:Most of the information required by the middle and the top management is for decision

making. The information does not act as a direct input to the decision making procedure or

formula but supports the manager in the efforts of decision making.

Information is used in a decision support system for model building and problem solving.

The support may act in two ways, one for justifying the need of a decision, and the other as an

aid to decision making.

We are providing a support management to the top and middle management people in the

institution to take their own decisions by providing them a closer look to the management and its

current progress.

Operational Information:This information is required by the operational and the lower levels of management. The

main purpose of this information is fact finding and taking such actions or decisions which will

affect the operation at the micro level. In our system the information required by various office

staff workers such as railway concession information.

Determining the information requirement:

There are four methods of determining the information requirements. They are:

Asking or Interviewing:

Here we ask some questions from the client. They are as follows:

What is the problem?

How many modules are in the institution?

What information is required by the various modules? What are the various transactions taking place in the institution?

And many more

o Determining from the existing system:

o

Analyzing the critical factorso Experimentation and modeling

Development of the system:

Having made the plan of the MIS, the development of the MIS calls for determining the

strategy of development. As discussed earlier the plan consists of various systems and

subsystems. The development strategy determines where to begin and in what sequence the

development can take place with the sole objective of assuring the information support.


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Implementation of the system:

The implementation of the system is a management process. It brings about organizationchange, it affects people and changes there work style the process evokes a behavior response

which could be either favorable or unfavorable depending upon the strategy of the systemimplementation.

Management of quality in the MIS:Information is a corporate resource, as important as the capital, labour, know-how, etc.

and is being used for decision making. Its quality, therefore, is required to be very high.

The quality of the parameters is assured if the following steps are taken.

The inputs is processed and controlled.

All updating and corrections are completed before data processing begins.

Inputs (transactions, records) are subjected to valid checks.

Authorization of all schemes for protection and security of the data files.

Checking of complete data processing.

Due attention is given to proper file selection. Back of data and files must be provided.

Regular system audit is conducted to ensure specifications of computer are not

violated.

Computer system processing is controlled through program process an accesscontrol.

Systems are developed with a standard specification of design & development.

Organization for the development of MIS:

Proper people organization is basic to the management of any activity or

function. The same thing is true for the development of the MIS. The principal of the

organization and structuring to the specific needs of the function is a prime necessity.

VISION:

To provide a central management of all information resources.

To provide quick addressable of requests of information.

To provide more information at less cost and time.

To provide easier interaction between various personnel of the organization.

Provide better services to students, faculty, staff, prospective students, parents, etc.

Provide meaningful, consistent, and timely data and information to end users.

Promote vision of senior management to address opportunities for change.

Update technology infrastructure for more effective and flexible delivery of new systems.

Promote efficiencies by converting paper processes to electronic form.All in all, to provide a more convenient environmental adaptable system that controls the

overall functioning of an institute in a more efficient and systematic manner.


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Various Approaches To Design MIS

Prototype approach:

When the system is complex, the development strategy is Prototyping of the System.Prototyping is a process of progressively ascertaining the information needs, developing

methodology, trying it out on a smaller scale with respect to the data and the complexity,

ensuring that it satisfies the needs of the users, and assess the problems of development and

implementation.

It consists of open systems with a high degree of uncertainty about the information needs.

It is necessary to try out the ideas, application and efficiency of the information as a decision

support. It is also necessary to control the cost of design and development before the scope of thesystem and its application is fully determined. Experimentation is necessary. Here, user of the

system wants to tryout the system before he commits the specification and the information

requirements. The system and application is highly custom oriented.

Examples:Airplane Industry, Marketing Industry, etc.

Life Cycle approach:

There are many systems or subsystems in the MIS which have a life cycle, that is, theyhave birth and death. Their emergence may be a sudden or may be a part of the business need,

and they are very much structured and rule-based. They have hundred percent clarity of inputs

and their sources, a definite set of outputs in terms of the contents and formats. These details

more or less remain static from the day the system emerges and remains in that static mode for a

long time. Minor modifications or changes do occur but they are not significant in terms ofhandling either by the designer or the user of the system. Such system, therefore, have a life and

they can be developed in a systematic manner, and can be reviewed after a year or two, for

significant modification, if any.

It mainly consists of the closed systems with little or no uncertainty about the

information needs. The system remains valid for a long time with no significant change. Thedesign would remain stable. No need to try out the application of the application of the

information as it is already proven. The system and application is universal and governed by the

principles and practices.

Examples:Pay roll, Share accounting system, etc.


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3. 2 SCOPE:

The Purpose and Scope of MIS Management Information Systems can be defined as 'The

combination of human and computer based resources that results in the collection, storage,retrieval, communication and use of data for the purpose of efficient management of operations

and for business planning'. Source: Kelly Management Information Systems are primarily

concerned with the delivery of information (both internal and external) to organizational

members from the shop floor workers to the management. The purpose of MIS is to help the

smooth running of the business by providing information on the firms data (such as accounting

figures) employees from different levels will then evaluate this information so that decisions can

be made to ensure that the business remains competitive and successful. MIS have been created

to support the whole range of business's administration and regulatory activities and can be seenin all parts of the world and in all types of industries both public and private sector.

5. TECHNOLOGY:

VB.NET

C#.NET

ASP.NET

Socket.NET

MS-ACCESS

SQL SERVER 2005

.Net framework 2.0

6. LIMITATIONS:

1. Our project MIS is basically meant for College but with further modification it can bedeveloped for Staff and data management in various industries

2.

One of the major limitations is that it is not a uniform system it needs to be changed

according to the user requirement3. MIS is not a Complete System it needs to be modified with the changes in the

surrounding

7. APPLICATION:

Financial Management Budget System (FMBS)

Time Labor Management System (TLMS)

Learning Management System (LMS)

Knowledge Management System (KMS)

Subsidiary Management

Risk Management


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8. FUTURE EXPANSION

MIS is a never ending field. Although it is not possible to catch MIS or stop at particularservice so we have included Report generation,Lan Mailing, Library System, Placement System,

Tutor Management, Course management /video Library & so on.

Overall we are trying to develop a centralized communication system, so that various

department can communicate & co-ordinate with each other.

9 Major forms in the project:

9.1 Loading Form:


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9.2 Login Form

9.3 Main form-Administrator


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9.4 Library- Books

9.5 Transaction of Books


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9.6 Placement

9.7 Student Registration


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9.8 Student I-card Info

9.9 Tutor Search


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9.10 Course Manager

9.11 Admission Report


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9.12 Progress Report


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10. BIBLIOGRAPHY:

1. Management Information Systems W. S. Jawadekar

2. Management Information Systems Laudan K.C.

Laudan .J. C.

3. Internet References

http://jmi.nic.in

Manish e-services

http://networking.ittoolbox.com

management information system for govt. polytechnic mumbai

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