Web Based Stationery Management System

web based Stationery Management System
This project is aimed at developing a tool for tracking the Stationery request for an organization
named HMT Technologies. Normally in any institution the request for the stationery is tracked via an
e-mail or via excels sheets or registers and this leads to tremendous wastage of resources. For
example: - there may be scenarios where the quantity kept in the godown or store of the item may
be more than needed and the supply of few items may be less than needed. This system will thus
help in reducing the wastage at the same time look into generating reports to give a high level view
to the higher management for the benefit of the organization.
Functional components of the project
There are registered people in the system. Some are approvers. An approver can also be a
requestor. In the organization, the hierarchy is Engineers/Managers/Business Managers/Managing
Director etc.
1. A person should be able to
 login to the system through the first page of the application

 change the password after logging into the system
 check the availability of the stationery items. (role based)
 apply for new stationery request, specifying the to dates and his/her superior’s
email id.
 see his/her current stationery applications and the status of the same that are
submitted to him/her for approval or cancellation.
 see his/her eligibility details (like how much money purchase request can be made
by his or her based on role)
 approve/reject the stationery applications that are submitted to him/her.
 withdraw his/her new stationery request application (which has not been approved
yet).
 cancel his/her stationery request application (which has been already approved).
This will need to be approved by his/her Superior
 get help about the Stationery Management system on how to use the different
features of the system
2. As soon as a stationery request is entered or a stationery request is cancelled /withdrawn

/approved /rejectied or password-changed, an automatic messege should be poped up to
the person and his superior giving details about the action.
3. The Manager must be able to login to the system and get the report for each stationery item
and the % cost incurred for that item. Also the report giving the total cost incurred with the
head count for each item and the cumulative cost associated with it.
4. Make a database of people at different levels with their roles and form a hirearchy of them,
like which role reports to which particular role. Decide on the various details of the people
and their roles that would be stored in the database (like employee/registration-number,
name, grade, location, system-login, password in cryptic form, etc)
5. Create the help-pages of the system in the form of Q&A. This will help you also when
implementing the system
6. Create other sub-systems like automatic notification, screens for various functions (like
Create, Update, Delete, cancel etc)
Database Fields Specification
Given below is the template for describing the database fields.
No. Field Name Range of valid values for Remarks

the field
1 Employee Number 1 to 1000 This is the key field of the database

as it is unique for an employee in
the organization. This will also
serve as the login for the system.
2 Name Up to 15 characters in Special characters like underscore

length. are not allowed.
3 Role Pre-defined set (like The reporting hierarchy is based

engineers/managers/etc) on the role of the person. For
example, an engineer reports to a
manager, a manager reports to a
business manager etc
4 Email Id Up to 25 characters in This field should also be unique for
length (including the a person because no two
domain name) employees in an organization can
have the same email id.
5 Superior’s Employee 1 to 1000 This is the employee

Number/Registration number/registration number of
Number the superior of this employee.
Other details about the manager
can be found in this same
database by using the employee
number as the key.
If this field is zero, it means the

employee is at the highest level in
the organization (MD/CEO etc)
2Stationery Table (list of stationeries with the cost and other details)
1. Amount-Employee-role threshold mapping table
2. Stationery request table (containing details of the stationery requests)
Note:- student can add more tables as per their requirement.

Web Based Stationery Management System

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web based Stationery Management System

Functional components of the project

1. A person should be able to

 login to the system through the first page of the application

2. As soon as a stationery request is entered or a stationery request is cancelled /withdrawn

Database Fields Specification

Given below is the template for describing the database fields.

No. Field Name Range of valid values for Remarks

1 Employee Number 1 to 1000 This is the key field of the database

2 Name Up to 15 characters in Special characters like underscore

3 Role Pre-defined set (like The reporting hierarchy is based

5 Superior’s Employee 1 to 1000 This is the employee

If this field is zero, it means the

1. Amount-Employee-role threshold mapping table

2. Stationery request table (containing details of the stationery requests)

Note:- student can add more tables as per their requirement.

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