A PROJECT SYNOPSIS ON

SOCIETY MAINTENANCE SYSTEM

By

Neena Rawat
COURSE: MCA 6th Semester
ROLL NO.: 16050103018
CENTER: NOIDA

Submitted
In Partial Fulfillment of the Requirements for the Master in Computer Application
(MCA)
Of
Amity University
 TABLE OF CONTENTS

CHAPTER PAGE NO.

1.0 EXECUTIVE SUMMARY
1.1 INTRODUCTION 3
1.2 OBJECTIVE 4
1.3 METHODOLOGY 5
1.4 ANALYSIS 5
1.5 CONCLUSIONS 6
2.0 ORGANISATION PROFILE 7
3.0 PROJECT OVERVIEW
3.1 INTRODUCTION 9
3.2 OBJECTIVE 11
3.3 METHODOLOGY 13
3.4 PROJECT GUIDE DETAILS 19
 CHAPTER 1.0

EXECUTIVE SUMMARY

1.1 INTRODUCTION

The concept of Co-operative Group Housing Society and DDA housing Society is
gaining momentum in the modern India especially in cities. This is mainly due to
migration of majority of population from villages and small towns to cities in pursuit of
better employment wherein the space availability is limited to accommodate so many
immigrants independently. In a Co-operative Housing Society complex, considerable
number of flats is built in a relatively small area of the land. The flats are built after
obtaining necessary clearances from concerned authorities.

The built in flats are maintained by the society without interference from outside
authorities. For this purpose, a managing committee is formed from among its
members. There are certain common facilities in the society complex for its members
such as lifts, generators, common lights etc. Lawns are developed to have good
ambience and also for maintaining ecology. Some people are employed for day to day
maintenance such as sweeping, plumbing, electricity, water, gardening, caretaking etc.
Apart from these, the society complex is guarded round the clock by security. This
expenditure is to be borne by the members of the society. For this purpose, members
pay monthly maintenance charges to the society. Therefore, it is imperative for the
society to maintain accounts and these are regularly audited.
1.2 OBJECTIVE

The general practice followed by housing societies for maintaining their accounts is
making entries in registers (hard copies). The details of payments received from
members are entered in one register, day to day receipts and expenditure entries are in
other register, and the information related to members are in another register. Some
other registers are also maintained for other purposes.

Maintaining all these registers is cumbersome. Also there is every chance of ending
up with missed entries at the end of the day. Moreover, adding missed entries or
making corrections to the recorded entries is quite difficult and it gives wrong
impression to the members and auditor.

Hence it is felt to develop a system where all information is available at one place,
any information can be retrieved in fraction of time, and also the society can have
flexibility if required to add new entries or make correction to the existing entries at
any point of time.

The objective of this project is to develop a system in order to ease the society from
above mentioned troubles and mishandling of registers. Perhaps this project would
help the housing society in effective and systematic record keeping.

In this project, a computer based system is developed for the use of Radhika
Apartments, a DDA made housing society located in Sector 14, Dwarka, New Delhi.
However, this developed system can be is used for any housing society.

1.3 METHODOLOGY
 For this project, ASP.NET/VB.NET is used as a front end tool and SQL Server
2005 as the back end tool.

Forms for member details, tenant details, payments due from members, electricity
billing of individual flats and expenditure such as salary to employees (Security
personals) electricity and water bill payments to concerned authorities, diesel
purchase, any other miscellaneous expenditure are generated using ASP.NET. These
forms are linked to different tables in the database which has been developed using
SQL Server 2005.

1.4 ANALYSIS

Before starting this project, interaction with managing committee of the Radhika
apartments was made to learn more about existing record keeping. The difficulties in
the existing record keeping system were understood and so the time taken for
generating and record keeping. Thus emerged a strong desire to develop a computer
based system for record keeping. The information requirements of the Radhika
apartments are also learnt.

As discussed above, different forms for member details, tenant details, payments due
from members, electricity billing of individual flats and expenditure such as salary to
employees, electricity and water bill payments to concerned authorities, diesel
purchase, any other miscellaneous expenditure are generated using ASP.NET. The
functioning of these forms is best explained in the subsequent chapter. And these
forms are linked to different tables which are developed using SQL Server 2005.
 Some data is inputted in the forms for the purpose of verifying the accuracy of the
generated database. These data are compared with the output stored in different
databases. No errors are noticed in this process.

Generally, the completion of all entries of a financial year in the existing record
keeping and their analysis take couple of months. Whereas the generation of data
using this computer based system and the data analysis is very fast and hardly takes
couple of days.

1.5 CONCLUSIONS

1. The housing societies need to maintain accounts regularly as there would

be cash in-flow in the form of payments from its members and cash out-flow in the
form of expenditure for maintaining the society.

2. The existing record keeping in housing society is very cumbersome as

this is done using registers and the society has to maintain so many registers for this
purpose.

3. A computer based system is developed here to ease the problems faced

by housing societies in maintaining the records and accounting.

4. Computer based system is fast and accurate in generating and keeping

the records.
 CHAPTER 2.0

ORGANISATION PROFILE
Radhika Apartments is owned by DDA (Delhi Development Authority). It is a
housing society formed by the DDA, New Delhi.

Delhi Development Authority (DDA) constructed these flats in 1998.At the fag end
of construction, the flats were allotted to members in the early 2000 via a public
draw lottery system and the possession of flats was given to individual members in
early 2000 itself.

The society was formed by the members of the society for maintaining all the
facilities, funds and getting them audited regularly at the end of every financial
year. However, the quantum of accounts varied from time to time. The quantum of
accounting was less till 2005 and then started increasing year by year after
possession till 2007. It is at its peak as almost all flats are full.

The society has many four-storey blocks. Each block has 24 flats and there are
total 990 flats. Beautiful lawns are developed over the years in the front and back
of the society.

Society appointed a caretaker, an Electrician, a Plumber, a gardener, a sweeper and

10 security guards at its premises on regular basis and pays salary to them. Society
deposits ground rent half yearly in DDA. Apart from these, there would be small
miscellaneous expenditure related to stationery, staff welfare, conveyance etc.

To meet above mentioned expenditure, the society collects fixed maintenance

charges from its members. It also collects share of ground rent of individual
member deposited in DDA. The consumption of electricity in individual flats is
recorded monthly and the members are charged accordingly.

Every year, the society appoints a panel of members as its Managing committee,
consisting of a President, Vice-President, Secretary, Treasurer and five other
executive members. They are responsible for the smooth functioning of the
different activities and the well-being of the society. They perform their duties on
voluntary basis.

The Managing committee are responsible in maintaining various records such as

Members information list, tenants information list, salaries paid to the employees,
collection of electricity bills and maintenance charges from the members, paying
ground-rent, electricity, and various other payments to the contractors for the
maintenance of lift, generator, etc. and purchasing stationery for the office of the
society.
 CHAPTER 3.0

PROJECT OVERVIEW

3.1 INTRODUCTION

The concept of Co-operative Group Housing Society is gaining momentum in the

modern India especially in cities. This is mainly due to migration of majority of
population from villages and small towns to cities in pursuit of better employment
wherein the space availability is limited to accommodate so many immigrants
independently. In a Co-operative Housing Society complex, considerable number
of flats is built in a relatively small area of the land. The flats are built one over the
other. In a Co-operative Group Housing Society, several people join together to
form a housing society and register it with concerned authorities. They are referred
as members of the housing society. The flats are built after obtaining necessary
clearances from concerned authorities.

The built in flats are maintained by the society without interference from outside
authorities. For this purpose, a managing committee is formed from among its
members. There are certain common facilities in the society complex for its
members such as lifts, generators, common lights etc. Lawns are developed to have
good ambience and also for maintaining ecology. Some people are employed for
day to day maintenance such as sweeping, plumbing, electricity, water, gardening,
caretaking etc. Apart from these, the society complex is guarded round the clock by
security. This expenditure is to be borne by the members of the society. For this
purpose, members pay monthly maintenance charges to the society. Therefore, it is
imperative for the society to maintain accounts and these are regularly audited.

It is a general practice for housing societies to maintain their accounts in hard

bound registers. They have to maintain different registers for different activities.
Moreover, for each passing year new set of registers have to be generated and
maintained. In this way, after certain period of time, the society would end up with
so many registers and not sufficient place to keep them. Moreover, managing them
with respect to place and safety is another aspect which worries the society time
and again. The housing society rules formed by the concerned government
authority do not permit the housing societies to weed out the old records since
during any dispute or otherwise, the concerned government authority has every
right to demand for previous years (old) records to judge the functioning of the
society. Therefore, it is imperative for a housing society to retain/store their old
records. Not only above, generating accounts using hard bound registers is quite
cumbersome and takes considerable time to make entries in registers.

In order to ease out the difficulties being faced by housing societies in maintaining
accounts and records as stated above, an effort is being made here to develop a
computer based system which can generate the income and expenditure details of a
housing society and thus would help the managing committee to review and
prepare a balance sheet. This should also help the society during auditing of its
accounts.

In this project, the computer based system is developed for the use of Radhika
Apartments, a DDA group housing society located in Dwarka, New Delhi.
However, this system can be used by any other housing society as its developed
modules are common to all housing societies except the front screen wherein the
society name is inscribed.
3.2 OBJECTIVE

As discussed above, the general practice followed by housing societies for

maintaining their accounts is making entries in registers. The details of payments
received from members are entered in one register called member ledger separately
for each member. Day to day receipts and expenditure entries are made in Ledger
book and Cash book. The information related to members such as membership
number, correspondence address, phone numbers etc. are entered in Member
register. Above mentioned are the major registers. Apart from these, some other
registers are also maintained for other purposes.

Maintaining all these registers is cumbersome. Also there is every chance of ending
up with missed entries at the end of the day. Moreover, adding missed entries or
making corrections to the recorded entries is quite difficult and it gives wrong
impression to the members and auditor as if the entries are manipulated.

Hence it is felt to develop a system where all information is available at one place,
any information can be retrieved in fraction of time, and also the society can have
flexibility if required to add new entries or make correction to the existing entries
at any point of time.

This is an era of Information Technology. Its significance is vital in our lives

because it presents finite opportunities for growth and development. In order to
make the work easy and handy, the present day’s infrastructure and modern
techniques will help in a better way. The computer can be used to manage the
system more accurately, efficiently and economically. Computer can process any
information much faster than humans and can therefore help to increase the flow of
work and timing availability of information.

Computer is used as it possesses the following advantages:

 Data storage capacity is large.

 Database system is safe as backups can be taken easily; and any portion of the
database can be retrieved at any time.
 Less time is required for entry and retrieval.
 Human error of compilation and analysis are reduced.
 Data is more reliable and accurate.
 Data can be more easily accessed on the computer.
 Decision making can be quick and easier.

The objective of this project is to develop a computer based system in order to ease
the society from above mentioned troubles and mishandling of registers. This
system shall contain screens for entering the data and the database for recording
the entered data so that the database can be opened at any time and view the
details. Also, if required it should contain provision for making corrections to the
existing data and also delete the unwanted data. Perhaps this project would help the
housing society in effective and systematic record keeping.

3.3 METHODOLOGY
For this project, ASP.NET is used as a front end tool and SQL Server 2005 as the
back end tool.

The following computer tools are used during development of this computer based
system.

TOOLS/ENVIRONMENT USED

HARDWARE

Processor - Intel Dual Core (Toshiba Laptop)

Hard Disk Drive - 120 GB
RAM - 512 MB
CD-ROM Drive - SAMSUNG CD-ROM SC 152C
Keyboard - HID Keyboard
Mouse - LogiTech USB First/pilot scroll mouse

ENVIRONMENT USED

Platform - MS WINDOWS VISTA

Front End Tools - ASP.NET
Back End Tools - SQL Server 2005

The various technologies used in the development of this computer based system
are well described in the following paragraphs.

DESCRIPTION OF THE TECHNOLOGIES USED

ASP.NET:
ASP.NET is a unified Web development model that includes the services necessary
for you to build enterprise-class Web applications with a minimum of coding.
ASP.NET is part of the .NET Framework, and when coding ASP.NET applications
you have access to classes in the .NET Framework. You can code your applications
in any language compatible with the common language runtime (CLR), including
Microsoft Visual Basic, C#, JScript .NET, and J#. These languages enable you to
develop ASP.NET applications that benefit from the common language runtime,
type safety, inheritance, and so on.
ASP.NET includes:
 A page and controls framework
 The ASP.NET compiler
 Security infrastructure
 State-management facilities
 Application configuration
 Health monitoring and performance features
 Debugging support
 An XML Web services framework
 Extensible hosting environment and application life cycle management
 An extensible designer environment

ASP.NET Page Development Cycle:

In general terms, the page goes through the stages outlined in the following table.
In addition to the page life-cycle stages, there are application stages that occur
before and after a request but are not specific to a page. For more information, see
ASP.NET Application Life Cycle Overview for IIS 7.0.
Page request
The page request occurs before the page life cycle begins. When the page is
requested by a user, ASP.NET determines whether the page needs to be parsed and
compiled (therefore beginning the life of a page), or whether a cached version of
the page can be sent in response without running the page.
Start
In the start step, page properties such as Request and Response are set. At this
stage, the page also determines whether the request is a post back or a new request
and sets the IsPostBack property. Additionally, during the start step, the page's
UICulture property is set.
Page initialization

During page initialization, controls on the page are available and each control's
UniqueID property is set. Any themes are also applied to the page. If the current
request is a postback, the postback data has not yet been loaded and control
property values have not been restored to the values from view state.

Load
During load, if the current request is a postback, control properties are loaded with
information recovered from view state and control state.
Validation
During validation, the Validate method of all validator controls is called, which
sets the IsValid property of individual validator controls and of the page.
Post back event handling
If the request is a post back, any event handlers are called.
Rendering
Before rendering, view state is saved for the page and all controls. During the
rendering phase, the page calls the Render method for each control, providing a
text writer that writes its output to the Output Stream of the page's Response
property.

Unload
Unload is called after the page has been fully rendered, sent to the client, and is
ready to be discarded. At this point, page properties such as Response and Request
are unloaded and any cleanup is performed.

SQL Server 2005:

Microsoft SQL Server 2005 (code named "Yukon") extends the performance, reliability,

availability, programmability, and ease of use of SQL Server 2000. SQL Server 2005

includes several new features that make it an excellent database platform. It also
includes many enhancements and new features compared with previous releases.

Database developers need to be aware of the functionality available in SQL Server 2005

to plan business solutions which can take maximum advantages of the features

available with this technology. They also need to learn how to use the new development

environments to while developing solutions.

SQL Server 2005 is more than a database management system. It includes multiple

components and services that make it a comprehensive platform for enterprise

applications.

Component Description

The SQL Server relational database engine is at the heart of SQL

Relational Server 2005 and provides a high-performance, scalable, secure
Database Engine environment for storing, retrieving, and modifying data in relational
or Extensible Markup Language (XML) format.

These services are the basis of a powerful business intelligence

Analysis Services solution that supports online analytical processing (OLAP)
applications and data mining.

Data
An engine for building data import and export solutions and for
Transformation
performing transformations on data as it is transferred.
Services (DTS)

A framework for solutions in which subscribers are sent

Notification
notifications when specific events occur. Notifications can be
Services
generated efficiently and sent to multiple device types.

Reporting Services Services that extract data from SQL Server and generate reports.

A queuing mechanism for reliable, transactional message based

Service Broker
communication between software services.

Native HTTP When installed on Microsoft Windows Server 2003, SQL Server
Support 2005 can respond to requests made to Hypertext Transfer Protocol
 (HTTP) endpoints. This native support for HTTP makes it possible
to build Web service interfaces for SQL Server without requiring
Microsoft Internet Information Services (IIS).

A scheduled task engine that automates database maintenance

SQL Server Agent
and manages tasks, events, and alerts.

The CLR is hosted in SQL Server, making it possible to implement

.NET Common
database solutions using managed code written in a .NET
Language
language such as Microsoft Visual C# or Microsoft Visual Basic
Runtime(CLR)
.NET.

A set of technologies for copying and distributing data and

Replication database objects from one database to another and then
synchronizing between databases to maintain consistency.

Enables fast and flexible indexing for keyword-based query of text

Full-Text Search
data stored in a SQL Server database.

Many database developers often have administrative duties or need to know

administrative features in order to create an application. The following table describes
some of the enhanced administrative features in SQL Server 2005.

Administrative
Description
Feature

SQL Server 2005 components are installed through a single setup

program based on the Microsoft Windows Installer (MSI), making
deployment and maintenance easier than in previous releases of
Improved product SQL Server. The installation routine includes rigorous consistency
installation checks that provide crucial information about system compatibility
and known issues that might affect the installation. These
enhancements help ensure that your database applications can be
deployed in a stable and secure environment.

Centralized SQL Server 2005 includes the SQL Server Management Studio
administrative administration tool, a centralized user interface for managing
tools database servers, Analysis Services, SQL Server CE solutions, and
Reporting Services servers. The tool provides version-control
support. Having a centralized tool for database development and
maintenance makes it easier for developers and database
 administrators (DBAs) to collaborate on a solution.

Security in SQL Server 2005 has been improved significantly. A new

hierarchical organization of securable facilitates managing the
permissions assigned to security principals throughout the system,
New security
and all permissions are grantable. Administrators can now apply
architecture
password policies to SQL Server logons. The enhanced security
features of SQL Server 2005 help make it possible to build highly
secure database applications.

Support for clustered installations has been enhanced with

improved multiple-instance support and now supports eight node
clusters. Also, a new technique called database mirroring has been
High-availability
introduced for maintaining a hot standby server, which can be
support
configured to take over automatically in the event of the principal
server failing. These techniques can be used to ensure that your
database application meets its availability requirements.

System enhancements to SQL Server 2005 include the ability to

add physical memory without restarting the server, the ability to take
advantage of the support Microsoft Windows Server 2003 provides
System for Address Windowing Extensions (AWE) and the use of physical
enhancements memory beyond 32-bit limits, and the ability to adjust CPU affinity
dynamically without restarting the SQL Server service. These
enhancements make SQL Server 2005 a highly scalable platform
on which you can develop enterprise-level solutions.

3.4 PROJECT GUIDE DETAILS

I will be completing this project under the supervision of Himanshu Khatri.

Himanshu is a Microsoft Certified Solution Developer for .Net. He has nine years of
Software Development experience specializing in Web and Client/Server technologies.
He has multi-tier application development experience using C# , VB.NET, COM+, Visual
Basic, ASP and SQL Server and is proficient in back-end database programming
(Stored Procedures, triggers) using SQL Server.
He has worked extensively on designing and architecture of various applications in
Microsoft domain and has excellent understanding of Microsoft Patterns and practices.

He is proficient in analyzing issues and in finding quick and effective solutions; has
demonstrated analytical abilities in all the areas of Software development and
Business/Functional/Technical Requirement Analysis.

He is a persuasive communicator with good presentation skills. He has worked in Hong

Kong and UK and has a good working experience of onsite-offshore Project Execution

Models.

Signatures of Project Guide Date