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Contact Management System r

File Structure (Visvesvaraya Technological University)

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“Contact Management System”

A Mini Project Report Submitted to

Visvesvaraya Technological University, Belagavi,

To fulfil the requirements of Mini-Project on File structure18IS61

BACHELOR OF ENGINEERING IN

INFORMATION SCIENCE AND ENGINEERING

Submitted by

Name USN

RENUKA S 4VM19IS033

SWATHY R BHAT 4VM19IS042

Under the Guidance of

Prof. Gagana B R. Prof. Kruthika C.G.

Assistant Professor Assistant Professor
Department of Information Science Department of Information Science
and Engineering and Engineering

VIDYA VIKAS INSTITUTE OF ENGINEERING AND TECHNOLOGY

MYSURU – 570 028

2021-22

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VIDYA VIKAS INSTITUTE OF ENGINEERING AND TECHNOLOGY

MYSURU-570028

AFFILIATED TO VISVESVARAYA TECHNOLOGICAL UNIVERSITY,

BELAGAVI

DEPARTMENT OF INFORMATION SCIENCE AND ENGINEERING

CERTIFICATE

This is to certify that the Mini Project entitled “CONTACT MANAGEMENT

SYSTEM” carried out by Ms. Renuka Sand Ms. Swathy R Bhat in partial fulfilment Of Mini

Project on File Structures in Information Science and Engineering of the Visvesvaraya

Technological University, Belagavi during the year 2021-2022. It is certified that all

corrections/suggestions indicated for Internal Assessment have been incorporated in the Report

deposited in the departmental library. The Mini Project report has been approved as it satisfies

the academic requirements in respect of Mini Project prescribed for the File Structures

Laboratory.

Signature of the Guide Signature of the Guide Signature of the HOD

Prof. Gagana B R Prof. Krutika C G Dr. Sudarshan R
Assistant Professor Assistant Professor Professor &Head of
Dept.of IS&E . Dept.of IS&E Dept of IS&E
VVIET,Mysuru VVIET,Mysuru VVIET, Mysore

External Viva
Name of the Examiners
1.

2. Signature with Date

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ACKNOWLEDGEMENT

Any accomplishment achieved does not rest entirely on individual endeavors but on the
direction, inspiration, and support of intellectuals, guides, and teachers. Numerous
personalities, in their own aptitudes, have helped us in carrying out this project work. We
intend to take an opportunity to thank them all. At the very outset, we owe our gratitude
to our beloved Chairman, Sri Vasu V and Secretary, Sri Kaveesh Gowda V for their
encouragement and support in all our Endeavours. We would like to express our colossal
gratitude to Dr. Manjunatha T S, Principal, Vidya Vikas Institution of Engineering and
Technology, Mysuru, for his help and inspiration during the tenure of the course. We also
thank Dr.Sudarshan S, Professor and Head of Department of Information Science and
Engineering, Vidya Vikas Institute of Engineering and Technology, Mysore, for his
support.

We would like to extend my heartfelt gratitude to Ms Gagana B R and Ms KrithikaG

C, for the valuable guidance and advice. I would also like to thank her for her timely
guidance and useful suggestions, which helped us in completing the project work on time.

We also extend our sincere thanks to all the faculty members of Information Science and
Engineering, Vidya Vikas Institute of Engineering and Technology, Mysore, for their
constant encouragement and backing.

Thank you all.

Renuka S

Swathy R Bhat

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ABSTRACT

The purpose of Contact Management System is to automate the existing manual system by the help
of computerized equipment’s and full-fledged computer software, fulfilling their requirements, so
that their valuable data/information can be stored for a longer period with easy accessing and
manipulation of the same. The required software and hardware are easily available and easy to work
with

Contact Management System, as described above, can lead to error free, secure, reliable and fast
management system. It can assist the user to concentrate on their other activities rather to concentrate
on the record keeping. Thus it will help organization in better utilization of resources. The
organization can maintain computerized records without redundant entries. That means that one need
not be distracted by information that is not relevant, while being able to reach the information

The aim is to automate its existing manual system by the help of computerized equipment’s and full-
fledged computer software, fulfilling their requirements, so that their valuable data/information can
be stored for a longer period with easy accessing and manipulation of the same. Basically, the project
describes how to manage for good performance and better services for the clients.

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LIST OF CONTENTS Page no

Certificate II

Acknowledgement III

Abstract IV

Contents V-VI

CHAPTER 1: INTRODUCTION 8

1.1 Objective 8

1.2 Scope of the System 9

1.3 Modules of the existing system 9

1.4 Existing System 9

1.5 Proposed System 10

CHAPTER 2: LITERATURE SURVEY 11

CHAPTER 3: FESEBILITY STUDY 12

CHAPTER 4: SYSTEM REQUIREMENTS 13

3.1 Functional Requirements 13

3.2 Non-Functional Requirements 13

3.3 Software Requirements 13

3.4 Hardware Requirements 13

CHAPTER 5: SYSTEM DESIGN 14

4.1 Architectural 14

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CHAPTER 6: IMPLEMENTATION 15

6.2 Code for System 15-21

CHAPTER 7: SNAPSHOTS 21-24

CHAPTER 8: CONCLUSION 25

CHAPTER 9: REFERENCES 26

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LIST OF FIGURES

Figures Description Page

no
1.0 Overview of modules 13

1.1 Insert 22

1.2 Display 22

1.3 Search 23

1.4 Edit 23

1.5 Search 24

1.6 Delete 24

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CHAPTER 1

INTRODUCTION

The "Contact Management System" has been developed to override the problems prevailing in the
practicing manual system. This software is supported to eliminate and, in some cases, reduce the
hardships faced by this existing system. Moreover, this system is designed for the particular need of
the company to carry out operations in a smooth and effective manner.

The application is reduced as much as possible to avoid errors while entering the data. It also provides
error message while entering invalid data. No formal knowledge is needed for the user to use this
system. Thus by this all it proves it is user-friendly. Contact Management System, as described above,
can lead to error free, secure, reliable and fast management system. It can assist the user to
concentrate on their other activities rather to concentrate on the record keeping. Thus, it will help
organization in better utilization of resources.

Every organization, whether big or small, has challenges to overcome and managing the information
of Credential, Contact, Profile, Mobile, Emails. Every Contact Management System has different
Contact needs therefore we design exclusive employee management systems that are adapted to your
managerial requirements. This is designed to assist in strategic planning, and will help you ensure
that your organization is equipped with the right level of information and details for your future goals.
Also, for those busy executives who are always on the go, our systems come with remote access
features, which will allow you to manage your workforce anytime, at all times. These systems will
ultimately allow you to better manage resources.

1.1 Objective

The main objective of the Project on Contact Management System is to manage the details of
Contact, Credential, Telephone, Profile, Emails. It manages all the information about Contact,
Mobile, Emails, Contact. The project is totally built at administrative end and thus only the
administrator is guaranteed the access. The purpose of the project is to build an application
program to reduce the manual work for managing the Contact, Credential, Mobile, Telephone.
It tracks all the details about the Telephone, Profile, Emails.

Functionalities provided by Contact Management System are as follows:

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• Provides the searching facilities based on various factors. Such as Contact, Telephone,
Profile, Emails
• Contact Management System also manage the Mobile details online for Profile details,
Emails details, Contact.
• It tracks all the information of Credential, Mobile, Profile etc
• Manage the information of Credential
• Shows the information and description of the Contact, Telephone
• To increase efficiency of managing the Contact, Credential
• It deals with monitoring the information and transactions of Profile.
• Manage the information of Contact
• Editing, adding and updating of Records is improved which results in proper resource
management of Contact data.

1.2 Scope of the project Contact Management System

• It may help collecting perfect management in details. In a very short time, the collection will be
obvious, simple and sensible. It will help a person to know the management of passed year
perfectly and vividly. It also helps in current all works relative to Contact Management System.
It will be also reduced the cost of collecting the management & collection procedure will go on
smoothly. Our project aims at Business process automation, i.e. we have tried to computerize
various processes of Contact Management System.
• In computer system the person has to fill the various forms & number of copies of the forms can
be easily generated at a time.
• In computer system, it is not necessary to create the manifest but we can directly print it, which
saves our time.
• To assist the staff in capturing the effort spent on their respective working areas.
• To utilize resources in an efficient manner by increasing their productivity through automation.
• The system generates types of information that can be used for various purposes.
• It satisfy the user requirement
• Be easy to understand by the user and operator
• Be easy to operate
• Have a good user interface
• Be expandable
• Delivered on schedule within the budget.
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1.3 Modules of Contact Management System

• Contact Management Module: Used for managing the Contact details.

• Emails Module : Used for managing the details of Emails
• Mobile Module : Used for managing the details of Mobile
• Profile Module : Used for managing the Profile information

1.4 Existing System of Contact Management System

• In the existing system the exams are done only manually but in proposed system we have to
computerize the exams using this application.
• Lack of security of data.
• More man power.
• Time consuming.
• Consumes large volume of pare work.
• Needs manual calculations.
• No direct role for the higher officials.

1.5 Proposed System

• The aim of proposed system is to develop a system of improved facilities. The

proposed system can overcome all the limitations of the existing system. The
system provides proper security and reduces the manual work.
• Security of data.
• Ensure data accuracies.
• Proper control of the higher officials.
• Minimize manual data entry.
• Minimum time needed for the various processing.
• Greater efficiency.
• Better service.
• User friendliness and interactive.
• Minimum time required.

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CHAPTER 2
LITERATURE SURVEY

A literature review is an overview of the previously published works on a specific

topic. The term can refer to a full scholarly paper or a section of a article. Either way,
a literature review is supposed to provide the author and the audiences with a general
image of the existing knowledge on the under question.
Human memory is an everlasting research topic. In the late nineteenth century, Herman
Ebbinghaus conducted a series of long-term memory experiments quantifying the rate at a
which people forget [5], which proved the unreliable nature of human memory. Due to this
reason, researchers have taken much effort on human memory aids. Aiming at reducing the
impact of forgetfulness on social occasions, the bulk of computer-based memory aid tools have
been developed. The most popular method is to create lifelogs via several different approaches.
For instance, the ―Forget-me-not‖ project used physique sensors [6]; the ―Remembrance
agent‖ lever aged text-based methods [7]; Vemuri et al. developed an audio-based personal
memory aid tool [8]; the ―Wear Cam‖[9] and ―Sense Cam‖ [10] achieved via video-based
approaches. These research projects could solve the general memory problem in people’s lives,
e.g., forgetting what I did or what I was going to do. items in a data archive for future retrieval.
One principle to be followed here is that we should lighten the burden of users on memory cue
collection (i.e. Manual effort should be minimized) [5]. However, auto collection of memory
cues is nontrivial. It largely depends on the behaviors of the target user group and the
availability of data sources. In other words, for different user groups, the information that can
be collected is different. For example, for those who are active in social network sites (e.g.,
Twitter, Facebook), we can extract more information (e.g., friend lists, favorites) about them
from the Web. In what follows, we choose the contact name memory problem, and use the
academic community to illustrate the above issues. To enhance memory recall using memory
cues. We explore thefeature-specific nature of memory recall and propose ageneric
methodology to extract memory cues from heterogeneous, multi modal, physical/virtual data
sources. Specifically, we intend to do the following.

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CHAPTER 2
FEASIBILITY STUDY

After doing the project Contact Management System, study and analyzing all the existing or
required functionalities of the system, the next task is to do the feasibility study for the project.
All projects are feasible - given unlimited resources and infinite time. Feasibility study includes
consideration of all the possible ways to provide a solution to the given problem. The proposed
solution should satisfy all the user requirements and should be flexible enough so that future
changes can be easily done based on the future upcoming requirements.

A. Economical Feasibility: This is a very important aspect to be considered while developing a

project. We decided the technology based on minimum possible cost factor, All hardware and
software cost has to be borne by the organization. Overall, we have estimated that the benefits
the organization is going to receive from the proposed system will surely overcome the initial
costs and the later on running cost for system.

B. Technical Feasibility : This included the study of function, performance and constraints that
may affect the ability to achieve an acceptable system. For this feasibility study, we studied
complete functionality to be provided in the system, as described in the System Requirement
Specification (SRS), and checked if everything was possible using different type of frontend and
backend plaformst.

C. Operational Feasibility : No doubt the proposed system is fully GUI based that is very user
friendly and all inputs to be taken all self-explanatory even to a layman. Besides, a proper training
has been conducted to let know the essence of the system to the users so that they feel comfortable
with new system. As far our study is concerned the clients are comfortable and happy as the system
has cut down their loads and doing.

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CHAPTER 3
SYSTEM REQUIREMENTS

3.1 Functional requirements:

The functions which are required for a system to run.
1. login
2. employ management
3. employ repot
4. logout.

3.2 Non-functional requirements:

These are the conditions under which the system works to get the desired functionality such as the
efficiency, reliability, usability requirements. System analysis is a process of gathering and
interpreting facts, diagnosing problems and the information about the Contact Management System
to recommend improvements on the system. It is a problem-solving activity that requires intensive
communication between the system users and system developers. System analysis or study is an
important phase of any system development process. The system is studied to the minutest detail and
analyzed. The system analyst plays the role of the interrogator and dwells deep into the working of
the present system.

3.3 Hardware requirement:

Processor- Intel core i5.
Hard Disk – 2 GB.
RAM – 1 GB.

3.4 Software requirement:

Operating System: Windows 7 (or) Higher.
Coding Language: C++.
Tool: Turbo C++.

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CHAPTER 4
SYSTEM DESIGN

4.1Architecture:
In this phase, a logical system is built which fulfils the given requirements. Design phase of software
development deals with transforming the client’s requirements into a logically working system.
Normally, design is performed in the following steps:

Fig 1.0 overview of modules

The system contains the write and edit Module which is used to mainly to create the contact’s, the
delete contact Module and the read and search Module to show the contact’s .the figure explains
about the how the flow goes based on the creating and displaying the information.

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CHAPTER 5

Implementation
Implementation is the process of having system personal check out and provides new
equipment’ into use, train the user to install a new application and construct any files of data
needed to use it. There are three types of implementations. Implementation of computer system
to replace a manual system. To problem encountered are covering files, training user, creating
accurate files and verifying print outs for integrity. Implementation of a new computer system

CODE:
#include <iostream>
#include <conio.h>
#include <fstream>

using namespace std;

class contact{
private:
char fName[50], lName[50], address[50], email[50];
long long phNo;

public:
void createContact() {
cout<<"Enter your first name: ";
cin>>fName;
cout<<"Enter your last name: ";
cin>>lName;
cout<<"Enter phone: ";
cin>>phNo;
cout<<"Enter address: ";
cin>>address;
cout<<"Enter email: ";
cin>>email;

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void showContact() {
cout<<"Name: "<<fName<<" "<<lName<<endl;
cout<<"Phone: "<<phNo<<endl;
cout<<"Address: "<<address<<endl;
cout<<"Email: "<<email<<endl;
}

void writeOnFile() {
char ch;
ofstream f1;
f1.open("CMS.dat",ios::binary|ios::app);

do {
createContact();
f1.write(reinterpret_cast<char*>(this),sizeof(*this));
cout<<"Do you have next data?(y/n)";
cin>>ch;
}while(ch=='y');

cout<<"Contact has been Sucessfully Created...";

f1.close();
}

void readFromFile() {
ifstream f2;
f2.open("CMS.dat",ios::binary);

cout<<"\n================================\n";
cout<<"LIST OF CONTACTS";
cout<<"\n================================\n";

while(!f2.eof()) {

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if(f2.read(reinterpret_cast<char*>(this),sizeof(*this)))
{
showContact();
cout<<"\n================================\n";
}
}
f2.close();
}

void searchOnFile() {
ifstream f3;
long long phone;
cout<<"Enter phone no.: ";
cin>>phone;
f3.open("CMS.dat",ios::binary);

while(!f3.eof()) {
if(f3.read(reinterpret_cast<char*>(this), sizeof(*this))) {
if (phone==phNo) {
showContact();
return;
}
}
}
cout<<"\n\n No record not found";
f3.close();
}

void deleteFromFile() {
long long num;
int flag = 0;
ofstream f4;
ifstream f5;

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f5.open("CMS.dat",ios::binary);
f4.open("temp.dat",ios::binary);

cout<<"Enter phone no. to delete: ";

cin>>num;

while(!f5.eof()) {
if(f5.read(reinterpret_cast<char*>(this),sizeof(*this))) {
if(phNo!=num) {
f4.write(reinterpret_cast<char*>(this),sizeof(*this));
}
else
flag = 1;
}
}
f5.close();
f4.close();
remove("CMS.dat");
rename("temp.dat","CMS.dat");

flag==1?
cout<<endl<<endl<<"\tContact Deleted...":
cout<<endl<<endl<<"\tContact Not Found...";
}

void editContact() {
long long num;
fstream f6;

cout<<"Edit contact";
cout<<"\n===============================\n\n";
cout<<"Enter the phone number to be edit: ";
cin>>num;

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f6.open("CMS.dat",ios::binary|ios::out|ios::in);

while(!f6.eof()) {
if(f6.read(reinterpret_cast<char*>(this),sizeof(*this))) {
if (phNo==num) {
cout<<"Enter new record\n";
createContact();
int pos=-1*sizeof(*this);
f6.seekp(pos,ios::cur);
f6.write(reinterpret_cast<char*>(this),sizeof(*this));
cout<<endl<<endl<<"\t Contact Successfully Updated...";
return;
}
}
}
cout<<"\n\n No record not found";
f6.close();
}
};

int main() {
system("cls");
system("Color 3F"); // "Color XY", X - backgroung color, Y - text color

cout<<"\n\n\n\n\n\n\n\n\t\t\t * WELCOME TO CONTACT MANAGEMENT SYSTEM *";

getch();

while(1) {
contact c1;
int choice;

system("cls");
system("Color 03");

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cout<<"\nCONTACT MANAGEMENT SYSTEM";

cout<<"\n\nMAIN MENU";
cout<<"\n=====================\n";
cout<<"[1] Add a new Contact\n";
cout<<"[2] List all Contacts\n";
cout<<"[3] Search for contact\n";
cout<<"[4] Delete a Contact\n";
cout<<"[5] Edit a Contact\n";
cout<<"[0] Exit";
cout<<"\n=====================\n";
cout<<"Enter your choice: ";
cin>>choice;

switch(choice) {
case 1:
system("cls");
c1.writeOnFile();
break;

case 2:
system("cls");
c1.readFromFile();
break;

case 3:
system("cls");
c1.searchOnFile();
break;

case 4:
system("cls");
c1.deleteFromFile();
break;

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case 5:
system("cls");
c1.editContact();
break;

case 0:
system("cls");
cout<<"\n\n\n\t\t\tThank you for using CMS."<<endl<<endl;
exit(0);
break;

default:
continue;
}

int opt;
cout<<"\n\n..::Enter the Choice:\n[1] Main Menu\t\t[0] Exit\n";
cin>>opt;

switch (opt) {
case 0:
system("cls");
cout<<"\n\n\n\t\t\tThank you for using CMS."<<endl<<endl;
exit(0);
break;

default:
continue;
}
}

return 0;

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SNAPSHOTS

Fig 1.1 Insert

Fig 1.2 Display

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Fig 1.3 Search

Fig 1.4 Edit

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Fig 1.5 Search

Fig 1.6 Delete

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CHAPTER 7
CONCLUSION
Our project is only a humble venture to satisfy the needs to manage their project work.
Several user-friendly coding have also adopted. This package shall prove to be a powerful package
in satisfying all the requirements of the school. The objective of software planning is to provide a
frame work that enables the manger to make reasonable estimates made within a limited time frame
at the beginning of the software project and should be updated regularly as the project progresses.

• Made statement of the aims and objectives of the project.

• The description of Purpose, Scope, and applicability.
• We define the problem on which we are working in the project.
• We describe the requirement Specifications of the system and the actions that
can be done on these things.
• We understand the problem domain and produce a model of the system, which
describes operations that can be performed on the system.
• We included features and operations in detail, including screen layouts.
• We designed user interface and security issues related to system.
• Finally the system is implemented and tested according to test cases.

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CHAPTER 8
REFERENCES

[1]. Aberdeen Group Automating Success: The Choice Between Contac

Management System (January 2009).
[2]. L .Latchoumi, T.P, Parthiban “THE NEEDS OF UNIFORM INFORMATION
IN USING FILES”, Biomed Res, vol 28 , no 11 , pp.4749-4751,2017.
[3]. IEEE International Conferences on Computational Intelligence and Computing
Research (ICCIC), Chennai,2016, pp 1-5.
[4]. B.Guo, D. Zhang , D.Yang .”Read “ More from Business Cards: Towards a
Smart Social Contact Management System. In Proceedings of the 2011
IEEE/WIC/ACM International Conferences on Web Intelligence , Lyon ,France ,
2011

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