IGNOU Project Synopsis

MCSP - 232

CYBER CAFÉ MANAGEMENT SYSTEM

by

PRIYANKA K
2252094670

Under Guidance
of
Dr.G.Vijayalakshmi

Submitted to the School of Computer and Information Sciences,

IGNOU in partial fulfilment of the requirements for the award of
the degree

Master of Computer Applications (MCA)

2024

Indira Gandhi National Open University

Maidan Garhi
New Delhi – 110068.

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1. Project Title 06
2. Introduction 06

2.1. Objectives 06
3. Project Category 08
4. Tools/Platform 08

4.1. Software Platforms 08

4.2. Hardware Platforms 08

4.3. Tools 08
5. Problem Statement 09

6. Scope of the Solution 09

6.1. Advantages of the Project 10

7. Analysis 11

7.1. Data Flow Diagram 12

7.2. Entity-Relationship Diagram 15

7.3. Use Case Diagram -16

8. A Complete Database and Tables 17

9. Class Diagram 18
---19
10. Conclusion-----------------------------------------------------------------------------------------
11. Bibliography 20

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Cyber Cafe Management

System

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1. PROJECTTITLE:
This Project is titled as CYBER CAFÉ MANAGEMENT SYSTEM is a software package, which
can be used in cyber cafés for managing the clients’ computer efficiently. Now a day’s cyber
terrorism, which is mainly undergone through internet cafés, need to be tackled properly.
Thereby, it is indeed necessary to store the valid information of the user who comes for
internet access. The system being used, the time at which the user logs in and logs out
should be recorded systematically. In this modern era, a number of people access the
internet frequently by means of cyber cafes. For such frequent users, a prepaid account
shall be maintained and discounted rates may be charged from them.

2. INTRODUCTION: In this project an attempt is made to design a computer system for the
CYBER CAFÉ that
makes the management of recording user details, internet usage and billing much easier.
The objective of this software is to maintain the details of users, cabins and login history.
Through this system we provide facility of prepaid and post-paid accounts respectively for
Account Users and Walkthrough Users.
The Software powered by PHP assures clear and efficient services to the agency. This
easy-to-operate system helps to access and modify user details, provides efficient billing
facility. The software is designed to provide Reliable and error free information. The
database is driven by My SQL thus providing portability.

2.1. OBJECTIVES: Creating a Cyber Cafe Management System involves defining clear and
precise objectives to
ensure the system effectively meets the needs of both the business and its customers. Here
are some key objectives for a Cyber Cafe Management System:

1. User Account Management: The system will allow users to register and log in, manage
their profiles, and ensure secure authentication and authorization. This includes password
recovery options and user role management (e.g., admin, staff, customer).

2. Time and Session Management: The system will track the start, pause, and stop
times of user sessions. It will calculate usage time accurately, provide real-time
monitoring, and generate detailed session reports for administrative review.

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3. Resource Allocation and Monitoring: The system will manage the availability of
computers, handle reservations, and monitor system performance. It will track resource
usage to prevent overloading and ensure efficient utilization.

4. Security Management: The system will implement robust security measures to protect
against unauthorized access, malware, and data breaches. It will include data encryption,
secure user authentication, and compliance with data protection regulations such as GDPR.

5. Reporting and Analytics: The system will generate detailed reports on user activity,
revenue, and resource utilization on a daily, weekly, and monthly basis. Analytics will
help identify trends, optimize operations, and support decision-making processes.

6. Inventory Management: The system will maintain records of all equipment and
software licenses, track usage and availability, and manage procurement and
maintenance schedules to ensure optimal operation of the cyber cafe.

7. Customer Support and Service Management: The system will include a ticketing system
for issue resolution, a comprehensive FAQ section, and real-time support options such as
live chat or phone support to address customer inquiries and problems promptly.

8. Advertising and Promotions Management: The system will display ads on idle
screens, manage promotional offers and discounts, and handle loyalty programs to
attract and retain customers.

9. Multi-Branch Management: The system will provide a centralized dashboard to manage

multiple branches, standardize operations, and consolidate reporting. This feature will be
crucial for cyber cafes with multiple locations.

10. Integration with Other Systems: The system will integrate with accounting software,
customer relationship management (CRM) systems, and other third-party applications to
enhance overall functionality and streamline business processes.

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3. PROJECT CATEGORY: The Cyber Cafe Management System falls under the Software
Development categories,
with a strong emphasis on Business Management and Security and Privacy. This project
involves developing a comprehensive software solution to streamline and automate the
operational, financial, and customer service functions of a cyber cafe, ensuring efficient
resource allocation, secure data handling, and enhanced user experience. By integrating
aspects of Retail and Service Management and Customer Relationship Management (CRM),
the system aims to optimize business processes and improve overall service delivery.

4. TOOLS / PLATFORM:
Technologies used:
4.1. SOFTWARE PLATFORM:

Languages used:

a) Front-end:
 UserInterfaceDesign :HTML,CSS,JavaScript
 Server-side Programming Language : PHP

b) Back-end:
 Database : MySQL

4.2. HARDWARE PLATFORM:

 Processor :IntelCorei5
 Memory :1GBofRAM(min)
 Storage :100GBofSSD(min)
 ProcessSpeed :2.0.GHz

4.3. TOOLS:
 CodeEditor/IDE :VisualStudioCode
 Browsers :GoogleChrome,MozillaFirefox,MicrosoftEdge,Safari,Opera
 Development Server : XAMPP
 WebServer :Apache(includedinXAMPP),nginx/1.14.2(PHP8.2.18)
 DatabaseServer :MySQL8.0.18
 DatabaseTool :phpMyAdmin5.2.1

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5. PROBLEM STATEMENT: Cyber cafes face numerous operational challenges that hinder
their efficiency and
profitability. These challenges include manual tracking of user sessions, inefficient billing
processes, inadequate resource allocation, and insufficient security measures to protect
user data. Additionally, the lack of comprehensive reporting and analytics tools makes it
difficult for cafe managers to make informed business decisions. Customer service is often
compromised due to the absence of a streamlined support system, leading to dissatisfaction
and loss of clientele. There is also a need for effective management of multiple branches,
inventory, and promotional activities. A robust Cyber Cafe Management System is required
to address these issues by automating operations, ensuring data security, providing detailed
analytics, and enhancing overall user experience.
As a result, users frequently encounter challenges such as:

 Usersmightfinditdifficulttoregisterandloginiftheprocessisoverlycomplicated
or not user-friendly.
 Errorsintrackingthestart,pause,andendtimesofsessionscanoccur.
 Userscouldfaceproblemswithbilling,suchasovercharges,undercharges,or
difficulties in processing payments.
 Inefficientallocationofcomputersandotherresourcesmightresultin
unavailability or delays.
 Userswhoneedaccesstosessionreportsoractivityanalyticsmightfindit
challenging.

By identifying and addressing these challenges, the Cyber Cafe Management System can be
designed to provide a seamless, secure, and user-friendly experience, thereby enhancing
overall customer satisfaction and loyalty.

6. SCOPE OF THE SOLUTION:

The Expense Tracker Web Application aims to provide users with a comprehensive platform
for managing their finances effectively. The application will offer features such as:
 Simplifytheregistrationandloginprocesseswithuser-friendlyinterfaces.Includefeatures
for password recovery, profile management, and role-based access control to streamline
user interactions and enhance security.
 Implementautomatedtrackingofsessionstart,pause,andendtimes.Providereal-time
session monitoring, and generate detailed usage reports. Ensure accuracy to avoid billing
discrepancies and enhance user trust.
 Developanautomatedbillingsystemthatcalculateschargesbasedonsessiondurationand
additional services. Support multiple payment methods (cash, card, digital wallets) and
integrate with secure payment gateways. Provide users with clear invoices and transaction

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histories.
 Efficiently manage the availability and reservation of computers and other resources.
Implement a real-time monitoring system to optimize resource usage and minimize wait
times. Include alerts for resource overuse or underperformance.
 Incorporate robust security measures to protect user data and system integrity. Use data
encryption, secure user authentication, and regular security updates. Ensure compliance
with relevant data protection regulations (e.g., GDPR). Reporting and data visualization tools
for insights and analysis.
 Provide comprehensive reporting tools that generate detailed reports on user activity,
revenue, and resource utilization. Use analytics to identify trends, optimize operations, and
support data-driven decision-making. Allow users to access personal usage reports for
transparency.
 Maintain an inventory management system that tracks hardware, software, and
consumables. Monitor usage, manage procurement, and schedule maintenance to ensure
optimal performance and availability of resources.
 Implement a robust customer support system with a ticketing mechanism, FAQs, and real-
time support options (chat, phone). Ensure prompt resolution of user issues to enhance
satisfaction and loyalty.
 Manage in-cafe advertising and promotional activities effectively. Display ads on idle
screens, run promotional campaigns, and manage loyalty programs. Track the effectiveness
of these activities through analytics.
 Develop a centralized management system for multiple branches. Standardize operations
across locations, consolidate reporting, and enable remote management to ensure
consistency and efficiency.
Enable seamless integration with external systems such as accounting software, customer

relationship management (CRM) systems, and other third-party applications

6.1. ADVANTAGES OF THE PROJECT:

The Expense Tracker Web Application project offers several advantages that make it
valuable for both users and stakeholders. Here are some of the key advantages:

1. Increased Operational Efficiency: Efficient allocation and monitoring of resources

ensure optimal utilization, minimizing downtime and maximizing service availability.

2. Enhanced User Experience: Simplified registration, login, and navigation processes make
the system accessible and easy to use, improving the overall user experience.

3. Accurate Billing and Payment Processing: Accurate tracking and billing based on usage
time eliminate errors and disputes, ensuring users are charged correctly.

4. Improved Security and Data Protection: Implementation of data encryption, secure

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authentication, and regular security updates protect user data and system integrity.

5. Effective Customer Support: Integration of ticketing systems, FAQs, and real-time

support options (chat, phone) ensures prompt resolution of user issues, enhancing
customer satisfaction.

6. Multi-Branch Management: A centralized management system for multiple branches

ensures standardized operations, consistent service quality, and consolidated reporting.

7. Enhanced Marketing and Promotions: Displaying ads and running promotional

campaigns within the cyber cafe can attract more customers and increase revenue.

8. Integration with Other Systems: Integration with accounting software, CRM systems,
and other third-party applications ensures seamless business operations and improved
functionality.

By leveraging these advantages, the Cyber Cafe Management System can significantly
enhance the operational capabilities, security, user satisfaction, and overall profitability of
a cyber cafe, making it a valuable investment for business growth and sustainability.

7. ANALYSIS:
The Cyber Cafe Management System is designed to address significant operational
challenges such as inefficient manual processes, billing errors, and inadequate resource
allocation, which hinder the efficiency and profitability of cyber cafes. By leveraging modern
technologies for automation, security, and integration, the system enhances user
experience through an intuitive interface and transparent billing. Comprehensive security
measures ensure data protection and compliance with regulations, while detailed reporting
and analytics support informed decision-making. Financially, the system promises a strong
return on investment by reducing operational costs and increasing revenue through
improved efficiency and customer satisfaction, making it a strategically valuable addition to
the business.

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7.1. DATA FLOW DIAGRAM (DFDs):

All the projects are feasible given unlimited resources and infinite time. It is both
necessary and prudent to evaluate the feasibility of the project at the earliest possible
time. Feasibility and the risk analysis are pertained in many ways. If project risk is great

Zero Level DFD

Password
Payment Management
Management

Authentication Admin
Management Management

ccms New User

Management
Generate
Report

Computer Old User

Management Management

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First Level DFD

Computer Changing
Management Password
Management

Admin
Authorization
Management Management

Generate
Login
CCMS Report
Management

Password New User

Management Management

Search Users
Old Users
Management

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Second Level DFD

Check
Login to Roles of Add Computer
Admin system access

Update Computer

Delete Computer

Forgot Check
Password Credential

Add User

Manage New Users

Manage
Module
Manage Old Users

Generate User

Search Users

Update Profile

Change Password

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7.2. ENTITY-RELATIONSHIP (ER) DIAGRAM:

Structured analysis is a set of tools and techniques that the analyst.
To develop a new kind of a system:The traditional approach focuses on the cost benefit
and feasibility analysis, Project management, and hardware and software selection a
personal
considerations.

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7.3. USE CASE DIAGRAM:

A Use Case Diagram for the Expense Tracker Web Application project outlines the
interactions between users and the system. Here's a simplified version:

USE CASE DIAGRAM

Sign in

Dashboard

Manage Computer
(Add /

Manage User
(Add/ Update

Generate Reports

Update Own Profile

Change Password

Password
Recovery

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8. A COMPLETE DATABASE AND TABLE:

A database is a collection of interrelated data stored with minimum redundancy to serve
many users quickly and efficiently. The general objective is to make database access easy,
quick, inexpensive and flexible for the user. Relationships are established between the
data items and unnecessary data items are removed. Normalization is done to get an
internal consistency of data and to have minimum redundancy and maximum stability.
This ensures minimizing data storage required, minimizing chances of data
inconsistencies and optimizing for updates. The MySQL database has been chosen for
developing the relevant databases.
Cyber Cafe Management System Project (CCMS) contains 3 MySQL tables :

tbluser table Structure : This table store the login and personal details of user.

tblcomputers table Structure : This table store the computer and cabin details.

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tblusers table Structure : This table store the user personal and computer usage details

9.Class Diagram:
The class diagram shows a set of classes, interfaces, collaborations and their
relationships.

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10. CONCLUSION:

Cyber Cafe Management System has many powerful features and is certainly more than a
"simple" diagramming tool. With its support of MDA (Model Driven Architecture), it is
more aimed at people using UML in an intensive way and with some code generations
objectives than for simply drawing diagrams to document requirements. However, using
Cyber Cafe Management System just as a diagramming tool work fine, especially on
Windows as the tool is built with Delphi and might execute faster than the Java-based
tools. Modern world is computer world where the things have to be done promptly that
requires optimal resources and optimal methods. Due to this inevitable requirement,
computerisation of each and every sector in the main stream is must, so that it can be
held itself in the race. Few eye catching features of our project are its simplicity, accuracy,
and its user friendly interface. Our software incorporates all the features and facilities
provided by the Visual Studio software. This project has been developed to manage the
entire working of the Cyber Cafe. Our software simplifies and replaces all the manual
effort and the paper works done by the owner of the cyber to a completely electronically
environment, be it bill generation or customer creation and fulfilment of their needs and
customer satisfaction. Hence both the customer and the owner are at their ease. The
customer is serviced at his footsteps wherein he just types in the request and he is just a
click away. We would like to convey our sincere gratitude and thanks to all, who stood as
our backbone, in designing, formatting and helping us in executing this project
successfully.

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11.BIBLIOGRAPHY:

For PHP
 https://www.w3schools.com/php/default.asp
 https://www.sitepoint.com/php/
 https://www.php.net/

For MySQL
 https://www.mysql.com/
 http://www.mysqltutorial.org

For XAMPP
 https://www.apachefriends.org/download.html

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