Development of a web based Stationery Management System


Title of the project


Development of a web based Stationery Management System


Abstract of the project


This project is aimed at developing a tool for tracking the Stationery request for any Institution. Normally in any institution the request for the stationery is tracked via an e-mail or via excel 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.




Generic Technology keywords


            Databases, Network and Middleware, Programming


Specific Technology keywords


MS-SQL server, HTML, Active Server Pages


MS-SQL server, Java, JSP


Project type keywords


Analysis, Design, Implementation, Testing, User Interface



Functional components of the project


Following is a list of functionalities of the system. More functionalities that you find appropriate can be added to this list. And, in places where the description of a functionality is not adequate, you can make appropriate assumptions and proceed.


There are registered people in the system. Some are approvers. An approver can also be a requestor. In an organization, the hierarchy could be Engineers/Managers/Business Managers/Managing Director etc. In a college, it could be Lecturer/Professor/Head of the Department/Dean/Principal 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


  1. As soon as a stationery request is entered or a stationery request is cancelled /withdrawn /approved /rejectied or password-changed, an automatic email should be sent to the person and his superior giving details about the action. In case the amount of the request has exceeded the threshold, the approval mail must be sent to the superior for the same.


  1. The Manager must be able to login to the system and get the report (Simple HTML) 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.


Steps to start-off the project


There are couple of alternatives to implement such a system.


A. Microsoft platform: The system is developed using Active Server Pages as the

front end and SQL Server as the back end and VB as the middle layer ( Having all the business functionality).


B. Microsoft platform: The system is developed using Java Server Pages as the

front end and SQL Server as the back end and middle layer of pure java classes.


The following steps will be helpful to start off the project.


  1. Study and be comfortable with technologies such as
    1. Active Server Pages/HTML /Java Scripting (to make it browser independent)/ Java ( Middle layer comprising of all the business logic and the DB connection and other common components) and SQL server.
    2. JSP, Java/HTML/ VB script
    3. Some links to these technologies are given in the ‘Guidelines and References’  section of this document


  1. Decide on a stationery request policy (i.e., the amount of cost to be associated with the role of the employee etc).


  1. 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)


  1. Assign a mail-admin who will create mail-ids for the people in the intranet of  your lab or in the internet. These mail-ids will be used for sending automatic notifications and reports. The mail-admin will also take care of assigning the logins to the users of the stationery management system


  1. Create the front-page of the Stationery Management system giving a brief description about the system and a login box


  1. Create the help-pages of the system in the form of Q&A. This will help you also when implementing the system


  1. Create other sub-systems like automatic notification, screens for various functions (like Create, Update, Delete, cancel etc)




Hardware requirements




Alternatives (If available)


PC with 2 GB hard-disk and 512 MB RAM

Not Applicable





Software requirements



Alternatives (If available)


Windows 95/98/XP with MS-office



MS-SQL server



Oracle database system



JDK1.3,  java help docs.



IPlanet Webserver

IIS web server


Weblogic/ Application server

Apache tomcat


Manpower requirements


4 to 6 students can complete this in 4 – 6 months if they work fulltime on it.


Milestones and Timelines



Milestone Name

Milestone Description





week numbers (From – To) for the milestone.





Requirements Specification

Complete specification of the system (with appropriate assumptions) including the framing of stationery policy etc constitutes this milestone. A document detailing the same should be written and a presentation on that be made.


Attempt should be made to add some more relevant functionalities other than those that are listed in this document.


Technology familiarization

Understanding of the technology needed to implement the project.


The presentation should be from the point of view of being able to apply it to the project, rather than from a theoretical perspective.


Database creation

A database of atleast 100 entries of employees of all grades should be created. The number of mail-ids to be created need not be 100. It can be around 10 to 20. List of all the available stationery items and the cost associated with it.


It is important to finalize on the database at this stage itself so that development and testing  can proceed with the actual database itself.


High-level and Detailed  Design

Listing down all possible scenarios (like stationery request, creation,


Updation, cancellation, etc) and then coming up with flow-charts or pseudocode to handle the scenario.


The scenarios should map to the requirement specification (i.e., for each requirement that is specified, a corresponding scenario should be there).


Implementation of the front-end of the system

Implementation of the main screen giving the login, screen that follows the login giving various options, screens for each of the options (stationery request creation form, cancellation form etc).


During this milestone period, it would be a good idea for the team (or one person from the team) to start working on a test-plan for the entire system. This test-plan can be updated as and when new scenarios come to mind.


Integrating the front-end with the database

The front-end developed in the earlier milestone will now be able to update the  stationery request add new request and cancel the existing request. Other features like mail notification etc should be functional at this stage. In short, the system should be ready for integration testing.




Integration Testing

The system should be thoroughly tested by running all the testcases written for the system (from milestone 5).


Another 2 weeks should be there to handle any issues found during testing of the system. After that, the final demo can be arranged.


Final Review

Issues found during the previous milestone are fixed and the system is ready for the final review.


During the final review of the project, it should be checked that all the requirements specified during milestone number 1 are fulfilled (or appropriate reasons given for not fulfilling the same)



Guidelines and References (ASP tutorial) (SQL-server tutorial)


http://www.   ( Java)


http://  (Java)


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