design and implementation of a shared data management …

DESIGN AND IMPLEMENTATION OF A SHARED DATAMANAGEMENT SYSTEM

USING PHP, MYSQL, WAMP SERVER AND VISUAL BASIC 6~O

CASE STUDY: MAKERERE COMPETENT HIGH SCHOOL

BY

MR. ALIKIRA RICHARD

REG: BCS/10995/61/DU

AND

MS0 SU’AD SALAH NOUR

REG: BCS/124151611DF

SUPERVISOR: MS0 ANN ROSE ACHOLA

A project report submitted to the school of computer studies inpartial fulfillment for the award of a bachelor’s degree in Computer

Science of Kampala International University

Date of Submission: 7TH APRIL 2009

DECLARATION

I ALIKIRA RICHARD registration number BCS/10995/61/DU and SUAD SALAH NOUR

Of registration number BCS/12415/61/DF declare that this content in this report has been as aresult of our own effort and solemnly swear that no part of this report has appeared in any otherpublications apart from books and the internet that were used for study and reference purposes. Ithas never been presented in any institution of learning.

Signed:

Mr.ALIKIRA RICHARD

REG. BCS/10995/61/DU

STUDENT 1 1Date

Signed:

MS. SUAD SALAN NOUR

REG.BCS/1241 5161/DF

STUDENT

Date .

Signed:

/~.

MS. ANN ROSE ACHOLA

SUPERVISOR

Date~

DEDICATION

I ALIKIRA RICHARD, dedicate this piece of work to: Daddy( Ateenyi), Mummy (Adyeeri),Kusiima (Ateenyi),Kahinda (Abwooli),Pamela (Adyeeri),and Jacob (Ateenyi),Fred (Ateenyi)and Byarugaba(Amooti and Ateenyi),Rachael, and Ms Achola (Supervisor) and those notmentioned, you have been very instrumental in my academic life may the almighty GOD blessyou.

I SUAD SALAH NOUR, Praise is due to Allah who made it possible for this project to becompleted. I would like to dedicate this project to my parents, brothers, sisters, mySupervisor(Ms Achola) and friends who have granted their knowledge, wisdom towards thesuccess of this project.

ACKNOWLEDGEMENT

We are grateful to the management of Makerere Competent High School for allowing to carryout our study from their school for without your favor it should have been a problem to us .Mostespecially to all those that spared some time and answered our questionnaires you enabled us tocome up with a real life project our success will always be attributed to you.

Thanks to our supervisor Ms ANN ROSE ACHOLA for your cooperation and guidance rightfrom managing IT software Projects for the knowledge you passed to us probably accounted for90% that’s why our project did not slip.

To all members of ARAL IT SOLUTIONS ALIKIRA, NOURA ,SUAD, SAADO, MASIKA,MERCY, and HINDA that may we live to achieve our dream of taking our IT Solutions groupto a highest level.

TABLE OF CONTENTS

CHAPTER ONE

INTRODUCTION 1

1JBAcKGR0uND 11.2 STATEMENT OF THE PROBLEM 21.3 Oi~wcTIvEs OF THE STUDY 2

1.3.1 Main objectives 21.3.2 Spec~fIc objectives 2

1.4 RESEARcH QUESTIONS 31.5 SCOPE OF THE STUDY 31.6 SIGNIFICANCE OF THE STUDY 41.7 JUSTIFICATION OF THE STUDY 41.8 CONCEPTUAL FRAME WORK 5

CHAPTER TWO 7

LITERATURE REVIEW 7

2.1 INTRoDUCTIoN 72.2 SCoPE OF THE LITERATURE REVIEW 72.3 DATA MANAGEMENT SYSTEM 7

2.3.1 Benefits ofdatabase environment 82.3.2 Approach to database management 8

2.4 ADVANTAGES OF USING COMPUTER BASED DATABASES 92.5 AREA OF APPLICATION 10

2.5.1 Accuracy and completeness ofdata 102.6 DATA COLLECTION TECHNIQUES 11

2.6.1 Interview 112.6.2 Questionnaires 122.6.3 Document analysis 12

2.7 DEVELOPMENT METHODOLOGY 13

CHAPTER THREE 15

METHODOLOGY 15

3.1 INTRODUCTION Is3.2 ORGANIZATION UNITS THAT WERE STUDIED 153.3 THE POPULATION THAT WAS USED IN THE RESEARCH 153.4 SAMPLE SELECTION 153.5 RESEARCH PROCEDURE THAT WAS USED 163.6 HOW DATA WAS COLLECTED 163.7 TOOL USED IN COLLECTION OF DATA 163.8 DEVELOPMENT METHODOLOGY (SYSTEMS DEVELOPMENT LIFE CYCLE) 163.9 DEVELOPMENT TOOLS 173.10 USER REQUIREMENTS 17

iv

CHAPTER FOUR. 18

DATA PRESENTATION, ANALYSIS, DESIGN AND IMPLEMENTATION 18

4.1 INTRODUCTION 184.2 DATA PRESENTATION 18

4.2.1 The age distribution ofrespondents 184.2.2 The gender ofrespondents 184.2. 3education level ofrespondents 194.2.4 Occupation ofrespondents 194.2.5 Duration spent at the school 204.2.7 Respondent’s view about the efficiency ofthe current system 214.2.8 The current student’s enrolment of the school 224.2.9 Responses on whether the school has the capacity to fund this project 234.2.10 Findings on the level ofcomputer literacy in the school 234.2.11 Findings on what respondents believe will be the impact ofthe proposed system on the cost ofoperation(administration) 244.2.12 list ofrespondents 24

4.3 SYSTEM ANALYSIS 254.4 FEASIBI~rz’y STUDY 254.5 W~.&ia’~ESS~ OF THE CURRENT SYSTEM 254.6 SYSTEM SPECIFICATION 25

4.6.1 System requirements 254.6.2 Resources required 26

4.7 DESIGN OF THE SYSTEM 274.8 PHYSIcAL DESIGN OF THE DATABASE 294.9 SYSTEM IMPLEMENTATION 314.10 INPUT IMPLEMENTATION 33

4.10.1 Student recordform 344.10.2 Accounts recordform 344.10.3 Staffmembers record rackingform 344.10.4 Results recordform 35

4.11 SYSTEM TESTING 384.12 USER TRAINING 384.13 SYSTEM CONVERSION 38

CHAPTER FIVE 39

LIMITATIONS, RECOMMENDATIONS AND CONCLUSIONS 39

5.0 INTRODUCTION 395.2 SUGGESTIONS TO THE ABOVE PROBLEMS; 395.3 RECOMMENDATIONS 405.4 CONCLUSION 40

APPENDIX I 41

APPENDIX II

APPENDIX III 46

APPENDIX IV 72

V

LIST OF ABBREVIATIONS

DBMS data Management System

DBA Database Administrator

ID Identification

MCHS Makerere Competent High school

SQL Structured Query Language

PHP Hypertext Preprocessor

VB visual basic

JAD joint Application development

RAD Rapid Application Development

SDLC system development life cycle

vi

ABSTRACT

Data management systems have a great impact on the day to day activities of most organizations.They among others they provide improved data accessibility, data integrity, security ofinformation and so on.

Today, the trend in most organizations has shifted from the traditional way of storing data to amodem and organized way. Because of this, Makerere Competent High School could not be leftbehind and it fully shares the advantages of database systems.

This system has enabled MCHS to keep track of student records, permits fast access to to studentinformation, easy back up of data and a lot of space has been saved. It has further improved onthe security of the school’s data as to access data from a given department one must beauthenticated by use of a unique password.

VII

Shared Database Management System For (MCHS)

CHAPTER ONE

IntroductionDatabase management system, refers to the software that handles all access to the database.Conceptually what happens is the following:

The user issues an access request, using some particular data sublanguage (Microsoft access).

The DBMS intercepts that request and analyses it.

The DBMS inspects, in turn,(the object version of) the external schema for that user, thecorresponding external/conceptual mapping, the conceptual schema, the conceptual/externalmapping, and the storage structure definition.

The DBMS executes the necessary operation on the stored database.

Of all office 2000 applications, access probably wins the award for the most changes. Access isalso the only office 2000 application that gets anew file format-Unicode format. You can stillformat before you can redesign forms, reports and other elements. Also access fully supportsVisual Basic for Applications (VBA). When you write and edit VBA code in this version ofaccess, you’ll use the same visual basic editor as word, excel and other office applications. Ofcourse old-style access macros will continue to work, (Bott and Leonhard, 1999, p.21).

1.1 Background

Database management system, is one of the most important branches of information technologythat allows sharing of information. Coupled with programming, the two enable programmers todevelop applications for various organizations and this has offered benefits like improved dataintegrity, reduced cost of operation, and improved security. A network refers to theinterconnection of devices to allow sharing of resources.

This technology has been used since the early 1970’s in the US department of defense under theproject Arpanet that was funded by the US department of defense. Since that time, it has beenembraced and used by other parts of the world to be enable them share resources like printers,soft wares, data, send Emails and many others (Post and Anderson, 2000). It has spread to Africaand that is why, we nowadays have many internet service providers, telecommunicationcompanies. In Uganda, data management systems are used in banks, higher institutions oflearning, and schools like Makerere competent High School among others.

Research Report 1 BY ALIKIRA RICHARD & SUAD SALAH NOUR


This research project was based on problems associated with the traditional way of keeping,manipulating and sharing data. Traditional systems come with a lot of problems. Such problemsinclude; data redundancy, high cost of operation, data insecurity et al these have been reduced bythis study..

Makerere Competent High school (M.C.H.S), is a school that started its operation in 1997January 20th, with a population of about 130-140 students in two classes of Senior one andSenior two under the management of Mr. Bisoborwa Simon a brother to the director Lt. FredBaguma. The staff consisted of about eight teachers three of whom were qualified with diplomaand the rest were senior six graduates. It has one secretary who at the same time works as abursar

The school sat its first O’Level UNEB in 2000 with 80 candidates, 12 of whom passed in firstgrade, 26 in second, majority in third grade, and a few 4th grades. At that time, classes were madeout of timbers. In 2001, the management bought a five acre piece of land where it constructedpermanent classes, dormitories and as of now, the school has over 900 students both 0 and Alevel, 17 teaching staff numbers and 9 non-teaching staff. M.C.H.S has four departments that is;Academics, Accounts, Students’ affair, and the administration. It operates a file based system forits data storage and thus it is prone to high cost of operation, data redundancy, insecurity et al.

1.2 Statement of the problem

Organizations Makerere Competent High school inclusive, due to the increasing workcomplexity and uncertainty, the crucial task is to improve data storage and customer satisfactionby provision of high quality data and service in the most reliable way.

In addition the above, there are reports of poor storage of data, a lot of data redundancy, lack ofdata integrity, high cost of data maintenance, and higher rate of data dependency, reduced dataquality and deteriorating data management capability and this is the reason why we carried outthis study.

Based on the problems stated above, the purpose of the study was to evaluate the effect ofimplementing a data management system in Makerere Competent High School in Hoima Ugandaand its entire schools.

1.3 Objectives of the study

1.3.1 Main objectives

The main objective was to develop and implement a data management system to enable dataaccessibility and sharing of resources in order to reduce the cost of operation.



1.3.2 Specific objectives

The specific objectives of the study were;

To assess the role of shared data management systems on data security at Makerere CompetentHigh School.

To examine the role of shared data management systems on data /information integrity.

To evaluate the role of shared data management systems on reduced data redundancy and cost ondata storage.

1.4 Research Questions

Below are the research questions that guided our study;

What are the roles of shared data management system on data security at Makerere CompetentHigh school?

What are the roles of shared data management systems on information/data integrity at MakerereCompetent High School?

What are the roles of shared data management systems on reduced data redundancy and cost ofstorage of data at Makerere Competent High School?

1.5 Scope of the study

The study covered how to design and implement a sharable database system for MakerereCompetent High School. It further covered the technology required to access the database via alocal area network.

The study was carried out in the departments of accounts where the bursar gave informationconcerning student’s payments, administration where the director and headmaster gave the futureplans about the school, to enable the system work for a long time, and information on whetherthe school is capable of supporting the project. From the department of education, the dean ofstudents gave information about admission requirements, subjects offered, and how the reportcards must look like. Finally, the dean student’s affairs provided information about the differentstudents at the school. Such data included; whether the school has day and boarding students,students with special needs, games played, places of birth, Age, religion and any other importantinformation.

Lastly, accompanying information was collected from the other staff member using a sample offour teachers was taken. Eight students were also interviewed out of ten as earlier planned. Theeight students expressed the inconveniences they face with the current (old system).



1.6 Significance of the study

With this system, departments are now capable of sharing data more efficiently.

The cost of operation has reduced and the school now is making more profits.

The school is in position to produce high quality documents like report cards from a printer andno longer a type writer.

A lot of time is saved through the use of the new system, and data integrity has been achieved.

Data can now easily be accessed.

Students are served more efficiently.

We have completed our graduation project and we have acquired skill in systems development.

1.7 Justification of the study

The study addressed problems like; redundancy, insecurity, high cost of operation and a lot oftime is now saved.

The study demonstrated that computer science can replace most of the human labor and actuallydo things in a more efficient way.

The study was important because it enabled the researcher to acquire skills of data analysis, anddevelopment and implementation of database system and this can be our source of income



1.8 Conceptual frame work

Perhaps the most important component any organization is data and thus it has got to be used(handled) with care.

The diagram above shows an abstract view of the project under study. All the four differentdepartments can view four different interfaces; namely student’s registration form, teacher’sregistration form, accounts form, and results form. Each department is allowed to use two forms

Student affairs

(Deputy)

Academic Server/Head off Accounts

(Cashier)



except the head teacher (administrator) who has the privilege to view all the interfaces and thedatabase.

The headmaster works as the system’s administrator. A network printer was connected onto theserver computer (headmaster’s computer) to ensure that all documents being printed areapproved and authorized by the headmaster.

Departments of academics, student’s affairs are not allowed to change anything in the databaseunless they log in using the headmaster’s account which is only known by the headmaster. Thisis so to ensure security of the school’s information. The accountant! cashier permitted to edit thedatabase on condition that he logs on using the administrator’s account.

A client/server LAN is used to connect all the school’s computer on which the system runs, andall machines are using windows XP. All system users’ log onto the network using their secretaccounts and passwords and these passwords are changed periodically by the administrator tokeep them secret to only their official users.

When a user want’ to access the database, he/she make written request to the administrator whoplans and helps them access the database.

The database was created using mysqi from wamp server. Users manipulate the data via a visualbasic interface.

On all the machines, there is a shared document folder and this allows them to share data Thisfolder is protected by a password set by the administrator.



CHAPTER TWO

LITERATURE REVIEW

2.1 Introduction

The aim of this chapter is to explore the in depth of the concept of a shared computer baseddatabase system. The purpose is to find out and suggest procedures that are recommended tobuild and operate such a system. This information has been mainly extracted from publisheddatabase system books, internet and previously published journals and dissertations for example(Long, 1989), Hutchinson et al, 2000) et al.

2.2 Scope of the literature review

The literature about the system to be developed will duel so much on information systems thatmake use of databases (Long, l989,p.24.9), knowledge from books about how to set and operatenetworks and in particular Ethernet cabled LANs. The review has put into consideration relatedsystems that have previously been developed. It digs deep into how databases can be designed,how an interface can be created, and how such system can be put into use and maintained.

It also covers problems anticipated and how they can be troubleshot.

It further looks at how the client /server network can be set up and the technology that can beused to share the different resources. It also covers the kind of computers and other devices thatcan be reliably used in setting up a network that will enable sharing of the database.

It suggests the different areas where such a system can be applied and the problems that such asystem cable used to solve. The review further tackles the different techniques that ca be used incollection of data, how to analyze the data, how to develop the system itself by suggestingvarious methodologies and tools that can be used (Laudon, 2002).

Finally it looks at different development tools such as different operating systems, programminglanguages, DBMS, servers et al.

2.3 Data management system

According to Long (1989), Data management, encompasses the storage, retrieval, andmanipulation of data. Many existing information systems were designed using traditionalapproaches to data management but the trend has shifted to the use of database approach todevelop new information systems. The database is the resource for all computer basedinformation systems. A database, “Is a collection of files that are in some way logically relatedso that data redundancy is minimized” (Long, 1989, p.249).



2.3.1 Benefits of database environment

Greater access to information the structure of an integrated database provides enormousflexibility in the type of reports that can be generated and type of online inquiries that can bemade.

Better control. A database management system allows data to be centralized for improved datasecurity. By centralizing data, advanced data structures can be used to control redundancy. Datastructures,” refers to the manner in which the data elements and records are related to each other”(Long, 1989, p.259).

More efficient software development and programming techniques are more readily availableand data are independent of the application programmes.

2.3.2 Approach to database management

According to Long (2002), there are three fundamental approaches to design database systemnamely;

Hierarchical approach,

Network DBMS approach and

The relational DBMS approach.

Hierarchical DBMS approach

Although network and relational DBMS technologies are considered superior to the hierarchicalDBMS technology, the hierarchical approach remains the most commonly used.

This is more as a result of momentum than choice. Information management system ahierarchical product was by 1968 the game on shelves and this made it become more popular. Itcan be run on today’s hardware.

It does not have the scope of features of more sophisticated network and relational DBMS’.Never the less, all new developments in the area of database management system use network orrelational technologies.

Hierarchical DBMS is based on three data structures, actually an uprooted tree turned upsidedowm They are easy to understand and conceptualize.

Network or CODASYL DBMS



This approach to data management carries the hierarchical approach to the next level ofsophistication by permitting children to have more that one parent. This approach minimizesredundancy and therefore allows for more queries to be made.

Relational DBMS

The relational approach to database management systems has been gaining momentum throughthe 1980’s. In contrast, to the network DBMS, here data are accessed by content rather than byaddress. This approach uses the computer to search the database for the desired data rather thanaccessing data through a series of indices and physical addresses, as with both hierarchical andnetwork DBMS.

Here the data structures are defined in logical rather than physical attempts .Until recently;relational DBMS have been slow to be effective in the real world, especially in transactionoriented environments.

However, for applications where the transaction value is low and the need for flexibility is high,relational DBMS out perform network DBMS because “relational structure provides greaterflexibility in accessing information”. And provide companies with greater opportunities toincrease productivity.

2.4 Advantages of using computer based databases

Reduced data redundancy: in file management systems, some of the same data files arerepeated in different files; in databases, by contrast the information appears just once butinformation is made available to different users moreover concurrently and this lowers down theexpenses of space.

Improved data integrity: reduced redundancy increases the chances of data integrity. Data thatis accurate, consistent, and up to date because each updating change is made in only one place.

More programs independent: with a database, the program and file formats are the same, sothat one programmer or even several of them can spent less time maintaining files.

Increased user productivity: Database management systems are fairly easy to use, so that userscan get their requests for information answered without having to resort to technicalmanipulations.

Increased security: Although various departments may share data in common in, access tospecific data information can be limited to selected users. Thus, through the use of passwords, astudent’s financial, medical, and grade information in a school is made available only to thosewho have a legitimate need to know.

Although there are clear advantages to having databases, there are still some disadvantages;



Cost issues: installing and maintaining a database is expensive particularly in a largeorganization.

Data vulnerability issues: although a database can be restricted access, it’s always possibleunauthorized users will get passed the safeguards.

Privacy issue: A database may hold may hold unsanctioned information that may be used forunintended purposes this puts peoples lives at a risk.

(Hutchinson and Sawyer, 2000)

2.5 Area of application

Database management systems are applied in all corners of development. It is mainly used infinancial institutions for example; bank of Uganda, Centenary, stanbic name it all. It is also usedin higher institutions of learning et al.

In hospitals say Mulago, Hoima referral hospitals et al.

2.5.1 Accuracy and completeness of data

Databases including public databases such as; Lexis, Dialog, and Dow Jones News/Retrieval canprovide you with more facts and faster facts but not always better facts. Penny Williams,professor of broadcast journalist at Buffalo state College in New York and formerly a televisionanchor and reporter, suggests there are five limitations to beat in mind when databases forresearch. And these are;

You can’t get the whole story. For some purposes, databases are only a foot in the door.

It’s not the gospel: Just because you see some thing on the computer screen it doesn’t mean all isaccurate. Numbers, names, and facts may need to be verified in other ways.

Know the boundaries: One database service doesn’t have it all.

Find the right words: you have to know which key words to use when searching a database fordata.

History is limited: Most public databases, Davis says, have information going back to 1980, anda few into the 1 970s, but have information earlier.

2.5.2 Analysis and design

Once data is gathered, the researcher needs to present it any away that can easily be interpreted.Many analytical tools or modeling tools are available. Modeling tools enable the analyst to come



up with pictorial representation of a system. Examples are CASE tools, dataflow diagrams, flowcharts, connectivity diagrams, grid charts, decision tables and many others.

CASE tools: (computer aided software engineering) is software program that automate manyactivities in the SDLC and are also used to analyze various aspects of a system.

Data flow Diagrams: A data flow diagram also known as process model, graphically shows theflow of data through a system that is, the essential processes of a system along with inputs,outputs, and files. (Hutchinson et al, 2000, chapter.9. 12).

System flow charts: Also called the system flow diagram a system flowchart diagrams the majorinputs, outputs, and processes of a system. In some cases a systems flow chart can be used inplace of DFD; in other cases it is useful to supplement.

Grid charts; this shows the relationship between data on input documents and data on outputdocuments.

Decision tables: This shows the decision rules that apply when certain conditions occur and whatactions to take. That is, it provides a model of a simple, structured decision-making process. Itshows which conditions must occur in order for particular actions to occur.

2.6 Data collection techniques

2.6.1 Interview

“An interview is an oral administration of a questionnaire or an interview schedule”, (Olive andAbel, 1999, p.83). Interviews are face to face encounters. To obtain accurate information throughinterviews, a researcher needs to obtain maximum cooperation from respondents. Thus, one mustestablish a friendly relationship prior to conducting an interview. Interviews, offer the followingadvantages:

They provide in depth data which is not possible to get using a questionnaire.

It is possible to obtain data required for specific objectives.

The researcher can clarify on certain questions and thus they are more flexible compared to othermethods.

Unlike questionnaires, the interviewer can get more complete and honest information.

High response since the respondents can refuse to answer completely.

However, demerits such as high cost, need for high level of interpersonal skill, bias, smallsample size, responses being influenced are always expected.

Research Report ii BY ALIKIRA RICHARD & SUAD SALAH NOUR


Like questionnaires, interviews are also of two types that is structured interview and unstructured interview where, structured questions usually categories and the interviewer simplychecks the respondent’s response while unstructured questions , the interviewer asks questions ormakes comments intended to lead the respondent towards giving data to meet the studyobjectives.

2.6.2 Questionnaires

Questionnaires are commonly used to obtain important information about the population. Eachitem in the questionnaire is developed to address specific objective. And therefore, aquestionnaire must be well thought of so as to avoid cases such as;

Confusing respondents as to the nature of information required.

Also a bad questionnaire discourages respondents to the extent of discarding the questionnaireand this may leave out important information required in the study.

Questionnaires can be two types that are; open ended and closed ended questionnaires.

Closed ended questionnaires carry with them the following advantages:

They are easier to analyze since they are in an immediate usable form.

They are easier to administer since each question is followed by possible answers and they areeconomical in terms of space, time, and money.

However, they are more difficult to construct and normally responses the limited andrespondents compelled to answer according to the researcher’s choice.

Open ended questionnaires on the other hand give the respondent complete freedom to answerthe way he/she wants, permit greater depth of response, and it is easy to formulate compared toclosed ended questionnaire, and really gives ones feelings about a given study.

However, there’s a tendency of respondents giving information that does not answer thequestions at hand and responses are difficult to analyze and can be time consuming andexpensive compared to closed ended questionnaires.

The fact that we will be interested in specific data from respondents, we recommend that closedended questionnaires be used to make it easy for us to analyze the data.

2.6.3 Document analysis



The first document the analyst should seek out is the organization’s organization chart to enablehim study and understand flow of authority and information.

The analyze may further read document that describe the problem at hand such documents caninclude; documentation of the current system, constitution, enrolment records, accountingrecords, brochures showing fees structures and any other relevant reports. All these can enablethe analyst to get a view of the kind of information to be used and reports to be printed and manyothers, (Whitten, Bentley, and Dittman, 2001).

Given all the above data collection techniques, the researcher must look at the exact problem tobe addressed and the prevailing conditions and thereafter choose out which method to use orwhere possible he/she can as well choose to integrate all of them.

2.7 Development Methodology

System analysis and design is a six phase problem solving procedure for designing aninformation system and improving it. The six phases make up what is system development lifecycle. The system development life cycle (SDLC) is defined as “The step by step process thatmany organizations follow during systems analysis and design” (Williams, et al, 1999, p.4.76).

The number of phases may vary from one company to another, and even the name of the processmay differ (application development cycle, structured development life cycle, for instance).Thesix phases of systems analysis and design may be said to be as follows:

Preliminary investigation: Conduct preliminary analysis, propose alternative solutions, anddescribe the costs and benefits of each solution. Submit a preliminary plan withrecommendations. If you are doing a systems analysis, and design, its safe, even preferable toassume that you know nothing about the problem at hand. In the first phase, it’s your job tomainly ask questions, do research and try to come up with a preliminary plan.

Systems analysis: gather data; analyze the data using tolls of written documents, interviews,questionnaire, observations, and sampling. Analyze the data using CASE tools, data flowdiagrams, systems flow charts, connectivity diagrams, grid charts, and decision tables and write areport.

Systems design: make a preliminary design and then a detailed design. Using CASE tools,prototyping tools and project management software among others. Do a detailed design, definingrequirements for output, input, storage, and processing and system controls and backup finallywrite a report?

Systems development: Acquire the hardware and software and test the system. In the make or buydecision, you decide whether you have to create a program or have it custom written or buy itmeaning simply purchase a system software package. if you decide to create anew program, then



the question is whether to use the organization’s own staff programmers or higher outsidecontract programmers(Outsource it). Which ever way you go, the task could take many months.Having made a decision, the hardware to run it must be acquired or upgraded or buy newhardware.

Systems implementation: convert the hardware, software, and files to the new system and trainthe users. Convert using any of the following conversions; parallel, phased or pilot. Compilefinal documentation and train the users.

Systems maintenance: audit he system, request feedback from its users, and evaluate itperiodically.

Research Report i 4 BY ALIKIRA RICHARD & SUAD SALAH NOUR


CHAPTER THREE

METHODOLOGY

3.1 Introduction

This chapter is giving the methodology that was used to develop a shared database system. Itcovers the following key areas of project development organization units that were studied, thepopulation that was used, sample size, research instruments, how data was collected ,analyzed toget the user requirements., development of the system, design techniques and tools that wereused.

3.2 organization units that were studied

The organization that was studied is Makerere Competent High school, a privately ownedsecondary school found in Hoima district (Uganda). This school was chosen because its size hasgrown very fast and the file based system that is currently used has become inefficient. That iswhy the researcher choose to come with a more efficient database system. There databasesystem can store, manipulate information, and provide means for retrieval. It also allows reportsto be printed. These reports include accounts reports such as receipts, report cards; student’s andstaff member’s whereabouts among others.

The areas that were studied include: the administration, accounts, academic affairs, and students’welfare, and the reports that the school prints.

3.3 The population that was used in the research.

The population that was studied includes:

Administration: the director of the school, headmaster, bursar and four other teachers wereinterviewed. A total of ten students were interviewed. Information that was collected from themwas how they measure the growth rate of the school, and their future expectations about theschool.

From the accounts department (bursar’s office), the information collected include; fees structure,the maximum number of installments that a student is allowed to cover school dues, and themeans of payment that is used by the school.

3.4 Sample selection

The researchers used random sampling to select respondents from the students and teachershowever, for the head teacher and bursar it was by virtue of the positions that they hold. In eachof the departments, at least one respondent was taken and interview was the main data collectiontool that was used.



Ten students of the previously suggested 20 were interviewed. This was because at the time theresearch was conducted, students had gone for holidays and the data collection tool used wasquestionnaire method.

3.5 Research procedure that was used

Prior to the study, a letter was submitted to Makerere competent high school seeking permissionto carry out the study. That letter was accompanied by a letter from the faculty. This was done inorder to establish a good relationship with the school in addition to showing the urgency of thestudy. A week after the delivery of the letter the researcher made a telephone call seeking toknow whether the request had been granted. The feedback was good and allowed the researchersto go ahead with the study. A date convenient for both the researcher and he school was agreedupon.

3.6 How data was collected

Data was gathered from the sample given above. The major techniques were interviews withlimited questionnaires and document analysis. The choice of the method depended on theinformation needed and the time available for the various respondents.

From the head teacher, interviews were used exclusively, from the bursar, both interviews anddocument analysis were used, and from the rest of respondents, questionnaires were usedexclusively. Interviews were conducted one on one where as for those that used questionnaires,they were given four days to complete the documents. After that period of time, the researcherscollected the documents that were later taken for analysis.

3.7 Tool used in collection of data

The tools that were used to collect information are interview guide that accounted for 45%,questionnaire that accounted for 30, document analysis accounted for 20% where as observationthat was used least accounted for 5% of the study.

3.8 Development methodology (Systems development life cycle)

The following steps were used to develop the system under study.

Preliminary investigation: this phase was conducted for the purpose of determining the cost ofoperation on the old system and the cost expected for the new system. The problems with the oldsystem were identified through interviews and questionnaires. Finally, a suggestion to developcomputerized system was made and a report was submitted to management.

Systems analysis: the data gathered from the above phase was arranged and prioritized. From thefindings of the study, a system’s specification was made statin what the system should do tomeet the schools goals.



Systems design: logical design for the system that meets the user requirements was made. Thiswas done by use of a sequence diagram.

Systems development: the designers of the system agreed that visual basic would be used for theinterfaces and mysqi for the database. A more detailed design was made by use of a classdiagram, the hardware to be used was also suggested and a computer with at least 933MHZ ofprocessor speed, 512 of RAM, 40 GB of disk space was agreed upon and used.

Systems implementation: the database and interfaces were designed and tested. this phases wasiterative not until the system could behave as it had been specified.

Systems delivery,

The system was delivered to the school for testing and acceptance.

3.9 Development tools

The system was developed on Pentium III computer with speed of 933MHZ,512 of RAM,and 40GB of disk space running windows XP service pack 2 and Microsoft office 2003.

The database was created using mysql, php all from wampserver 2.10.1 version software.

The interfaces to the database tables were created using visual basic 6.0.

3.10 User requirements

Below are the user’s requirements that the system meets;

It allows the user to enter student’s data into the database.

It allows the user to retrieve the data from the database.

It provides an authentication service by use of user name and password.

It allows the user to print out reports.

It allows the user to easily search for specific data from the database.



CHAPTER FOUR

DATA PRESENTATION, ANALYSIS, DESIGN AND IMPLEMENTATION

4.1 Introduction

This chapter presents the out comes from the study that we carried out. In the study, we usedinterviews and questionnaires as the major techniques.

4.2 Data presentation

4.2.1 The age distribution of respondents.

The findings on the age distribution are presented in the table below.

Table 1: table showing age distribution of respondents

Age Frequency Percentage

<20 7

20<30 6

3 0<50 2

50>above 0%

Total 15 100%

Source: Primary data

Majority of the respondents were in the range of 15 to 20.This was so because the study wasaimed at getting ideas of the students about the system and the fact that the school is secondaryschool, majority are with in that range.

4.2.2 The gender of respondents

Below are the findings on the sex of respondents

Table2:Table showing the gender of respondents.

Gender Frequency Percentage%

Male 10 66.7%

Female 5 33.3%



Total 15 100% 1Source: Primary data

The majority of the respondents were male. This implies that there are more male than there arefemale at Makerere competent High school.

4.2.3education level of respondents

Table3: Table showing education level of respondents

Frequency percentage

Degree 1 6.66%

Diploma 4 26.67%

S.6leavers 2 13.3%

BelowS.6 8 53.3%

Total 15 100%


The majority 53.3% of respondents were below S.6.This is because the main focus was put onstudents and that is why respondents whose academic standard below s.6 dominated.6.665%have degrees, 26.67% had diplomas, 13.3% were s.6 leavers but acting as assistantteachers.

4.2.4 Occupation of respondents

Table4: Table showing the occupation of respondents

Occupation Frequency Percentage

Teaching staff 6 40%

Student 8 53.3%

Non teaching staff 1 6.7%

Total 15 100%

Source: primary data



53.3 5%of the respondents were students these are the majority and is accounted for by the factthat the study was mainly focused on them.

4.2.5 Duration spent at the school

Years Frequency Percentage

1-2 6 40%

3-5 7 46.7%

5-above 2 13.3%

Total 15 100


46.7% of the number of respondents had been in the school for a period in the range of 3-5 thesewere preferred because the researcher believed that they understand the school better comparedto those who have been in the school for just a short time. These were followed by 40% whichaccounts for those who have stayed for 1-2 years and only 13.3% had stayed for more than 5year this low percentage can be accounted for by factors such as labor turn over whereemployees will always seek for greener pastures.

4.2.6 Respondents’ view about the growth of the school.

Table6: Table showing the rate of growth of the school

Rating Frequency Percentage

Excellent 1 6.6%

Good 9 60%

Average 4 26,6%

Poor 1 6.6%

Total 15 100%


60% of the respondents agreed that the school’s growth rate is good, only 6.6% said that thegrowth rate is in the extremes of poor and excellent respectively. However, in my own view, I



would say its growth rate is average because having started in 1998 with a population of about130 students in two classes and now added two more classes with the rising to about 302 afterten years and given the introduction of free secondary education in government aided schools,the growth rate is average.

4.2.7 Respondent’s view about the efficiency of the current system

Table7: Table showing the efficiency of the current system


Excellent 1 6.6%

Good 4 26.6%

Fair 4 26.6%

Poor 1 6.6%

Don’t know 5 33.3%

Total 15 100%


The majority 33.3% of the respondents did not know any thing about the system; this is soprobably because of the low literacy level in peoples understanding of information systems.26.6% tied between the current system being fair and good where as 6.6% also tied between thesystem being excellent and poor. From observation of the findings, current system is average andtherefore there’s need to come up with a system whose majority efficiency rating will be good toexcellent.



4.2.8 The current student’s enrolment of the school

Table 8: table showing the school’s student’s enrolment

Gender Frequency Percentage

Male 122 39.5%

Female 187 60.5%

Total 309 100%

Source: Secondary data

60.5% of the students are women. I think this strongly agrees with the previous census ofUganda where it was found out that majority of Ugandans are women.

4.2.9 Responses on whether the school has the capacity to fund this project

Table 9: Table showing peoples views about the school’s ability to fund the project.


Agree 9 60%

Fair 1 6.6%

Disagree 0 0%

Not decided 5 3 3.4%

Total 15 100%

Source: Primary

60% of the respondents agree that the school can fund the project. They give reasons like theschool already operates a computer lab with five computers. However, 3 3.4% have no side thiscould be because they don’t understand the requirements of the proposed system.



4.2.10 Findings on the level of computer literacy in the school.

Table 10: Table showing the level f computer literacy in the school.

Responses Frequency Percentage

Excellent 0 0%

Good 1 6.6%

Average 12 80%

Poor 2 13.4%

Total 15 100%


Majority with 80% strongly agree that the computer literacy is only average. Many gave reasonslike they can use computers but they actually don’t understand the way computers work, no onebelieves that the level is excellent, oniy 6.6% believe that the level is good where as 13.4% saythat the level is poor. Giving a reason that they never even seen what a computer is. This couldbe because the small computer lab owned by the school is only restricted for use by staffmembers and those in higher classes.

4.2.11 Findings on what respondents believe will be the impact of the proposed system on the

cost of operation (administration)

Table 11: Table showing the effect of the proposed system on the cost of operation.

Responses Frequency Percentage

Good 9 60%

Bad 2 13.3%

Not decided 4 26.7%

Total 15 100%




60% believe the effect will be good. However, they could not justify how good and why .theyonly look at having computers a good thing.26.7% were not decided because they don’tunderstand anything to do with computers where as 13.5% say the effect will be abad one simplybecause computers are expensive.

4.2.12 list of respondents

Table 12 : Table showing a list of respondents

Name Duty held at Gender Age Duration spentschool at the school

Kugonza Sam Student M 16 2

Kato Badru Bursar M 47 10

Kiiza Moses Teacher M 39 3

Asiimwe Godfrey Teacher M 25 4

Wamani Bosco Student M 17 1

Nyakato Beatreace Student F 16 2

Kahwa Bendict Teacher M 24 4

Wobusinge Christine Teacher F 25 3

Kyasiimire Preem Student F 17 3

Atuhura David Head teacher M 27 6

Twesigonwe Benard Student M 16 2

Ssekandi Joseph Student M 17 3

Katusiime Juliet Student F 15 2

Atuhura Mary Student F 16 1



4.3 System analysis

According to Mugenda 0 and Mugenda A [101, system analysis is a problem solving techniquethat decomposes a system into its component pieces for the purpose of studying how well thosecomponents work and interact to accomplish their purpose. It is this part of the development lifecycle that identifies both functional and non-functional requirements that are required for thecurrent or the system to be constructed to work efficiently.

4.4 Feasibility study

This is where the problems with the manual system and requirements for the current system wereweighed to see whether the researcher was in position to solve them. This was looked at fromthree different perspectives. That is to say operational, technical, and economic perspectives.

Technical feasibility was aimed at finding out whether the researcher had potential to design asystem would solve the problems that were identified in the old system. It was found out that theresearcher had skills in all the tools that were required to develop the system.

Operational feasibility was aimed at studying the environment where the current system works.This was important to ensure that the non functional requirements of the system would beapplicable these included; availability of space, electricity and safety of the system equipments.

Economic feasibility was put in place to determine whether the management of Makererecompetent had the ability to fund the project.

4.5 Weaknesses of the current system

From what was gathered, it was clears that most of the problems with the old system originate dfrom inefficiency in record tracking, storing, retrieval and manipulation when required. A lot oftime was normally wasted while trying to carry out all these and hence there was need for a newsystem that would solve problems of data redundancy, time wasting, reduce search time, alloweasy data manipulation, with ability to sort information, print out reports among others

4.6 System specification

4.6.1 System requirements

These are statements of services that must be provided by the system in order for the user toachieve his/her objectives .These further extend to the conditions that are necessary for thesystem to perform efficiently. These can be grouped into two namely functional and nonfunctional requirements. Functional requirements vary from system to system however nonfunctional requirements tend to be almost uniform for systems of all type. Examples of such



requirements include; efficient utilization of system resources, time to load, RAM required, diskspace occupied, usability, maintainability to mention but a few.

Functional requirements of the system

It should be able accept input from the user

It must provide away of keeping the system secure by use of apasword.

The system must allow the administrator to access information entered by other users of thesystem.

The system should be able the user to search the database using a key word. This can be by forexample entering a student’s registration number, name or any other data.

The system must only accept unique information in the database.

It must provide a way for the user to select and print out reports.

It must allow the user to easily backup data.

No-functional requirements

The system must be able to install with ease.

The system must not occupy more than500MB of disk space.

It must be easy to learn and use.

The system must be able to easily load.

The system failure rate must not be more than ten minutes a week.

The user must able to use the system without errors after five hours of training.

A well aerated room is a must.

The following tools must be used Microsoft visual basic,sql and windows xp.

The system must be platform independent.

4.6.2 Resources required

Hardware

Any computer with speed not less than 400MHZ ,minimum RAM of 128MB and atleast 1GB offree disk space. An eight port switch, printer, 150 meters of network cables, four network cards,and four un interruptible power supplies.



Software

A windows operating system

Visual basic software

Mysqi DBMS

Mslql database connector.

4.7 Design of the system

Class diagram for the system

Sequence diagram for the system



Class diagram showing the system

Results

________________ Names: StringSubjectAccounts Class: Integer

Name:Fname :string string Mathematics: Integer

Lname: String English: Integer

Class:Integere Physics: Integer

IdNo: String ‘ Student Chemistry: integer

TeacherClearance status: Fname: Biology: IntegerBoolean Fname:String String Agriculture: Integer

Amount paid: Lname: Lname:History: IntegerDouble string string

Geography: IntegerBalance: Double IdNo:String IdNo: String

Commerce: IntegerAccNo:String Salary: Class:

CRE: IntegerReturns balance() Double Integer

Gives clearance() Position: Gender: Accounts: IntegerString Boolean Printsreport()

DOA: date Religion: Storesresults()

StringTeaches () _____________

Registers()Manages ()I Offercourse()



4.8 Physical design of the database

Below is the structure of tables that are in the database. Tables that are in the database are;

Accounts table, results table, staff table, student table, subjects table

ACCOUNTS Table description

Field Type NULL Key Default

ACCNO varchar (30) NO PRI NOT NULL

Sir name varchar(30) Yes null

Other name varchar(30) Yes null

Class varchar(30) yes null

Clearance status Varchar(30) Yes Null

Amount Double Yes Null

Balance Double Yes null

STAFF Table discrimination


Staff id Varchar(30) No Pri

Sir name Varchar(30) Yes Null

Other names Varchar(30) Yes Null

Position Varchar(30) Yes Null

Salary Double Yes Null

Date of Date Noappointment

Additional duties Varchar(50) Yes Null



USERS Table description


Password Varchar(lO) No Pri

User name Varchar(30) Yes Null

Owner Varchar(30) Yes null

RESULTS Table description


Sir name varchar(30) Yes Null

Other name varchar(3 0) Yes Null

Class varchar(30) yes Null

Math Float Yes Null

English Float Yes Null

Physics Float Yes Null

Chemistry Float Yes Null

Biology Float Yes Null

Agriculture Float Yes Null

History Float Yes Null

Geography Float Yes Null

Religious educ. Float Yes Null

Commerce Float Yes Null

Accounting Float Yes Null

Office practice Float Yes Null



SUBJECTS Table discrimination


Subject code Varchar(1O) No Pri

Department Varchar(30) Yes Null

Teacher in Varchar(30) Yes nullcharge

4.9 system implementation

This part of the system development life cycle is concerned with the actual construction of theproposed system, testing to see that it does what it is supposed to do, delivery the system into dayto operation, user training and finally commissioning of the system into operation.

The system was designed using Mycroft’ s visual basic because of its user friendly interfaces andthe ease that it provides in linking with the database. Mysql was used to create the database. Thiswas chosen because it is more secure compared to Ms Access and easier to use compared toOracle. Mysql ODBC connector was used for making link between Visual basic interfaces andthe Mysqi database. Six different fonns were created plus sixth MDI form.

After the system has loaded, it provides a login form in which the user enters his/her user nameand password in order for the system to open. This was actually not manually designed becauseit automatically comes with visual basic and the only thing we did was configuring it to ourdesired user name and password.



The system starts with splash form

The splash form calls or loads the general login form

The login form loads the MDI form or the main form

The main form loads individual log in forms for all the different forms see below



4.10 Input implementation

4.10.1 Student record form

This form was created to enable the dean of students/registrar to track information concerningeach student. It allows the user to input data, move through data, search the database and allowsprinting of a selected record when required. Login form for the accounts section

~Eas~wo: f~

This login form loads the students form

FI~Repc~t

SILJDENTID ~ fii~i~ ~DD

OTH~ME

~ELETE

CLASS 3/2

NEXTOFK~N

HOME ~v1L1ASE

JL~~~1 flRSTJ~~J~

4.10.2 Accounts record form

This was created to enable the bursar to track information concerning student’s payments. Itallows entry of amount paid and calculates the balance remaining. It allows the user to search for



a particular record from the database. It provides an option for updating the record as may berequired.

j~ser Name Jhs?asswofd

~ ~This leads you to accounts interface with the data base.

— — — ——

>~TUDEHTJD

~ ~L4M~

~TH~j NAME

I ~a1auHrp~Jo~

~sL~L~J

4.10.3 Staff members record racking form

This was created to help in tracking staff member’s information. Like previous forms, it alsoprovides functionalities like update, save, search, edit and many others.

Login form for staff registration form

Name’

~asswo~t



This loads the staff registration interface to the database

-

~H~c~ H0&bM~oF~auALnyEOucoNj~cat~ h1~u~a 7~cm from I4oi~aT~wnI

5TAFF~ I5UF*~4~E

JT~N4~4E DELUE fDOCTOR

~4F?O~NTh~ETET

L~c1~NAL

L~J~

4.10.4 Results record form

This was created to help the academic affairs department in keeping record of results obtained bystudents from different subjects and also to enables them to easily prepare report.

Login form for academics department (student’s results)

ie~N~m~ jhichs

f~uword

_____J ‘?F

This loads the results form



F~e Report

MAKEREBE COMPETEWr HIGH SCHOOL HOME OPGUALf~Y~DUC/VflQN(~øoatød a~ Buhirnba 7J~r~ fi~orp I~rn~ Thwr~

STUDENT ID SIR NAME OTHER NAME

~1 ~~~—

ENTER STUDENT~S RESULTS HERE

MATHEMAflCS

ENGLISH HISTOF~

RELIGION

COMMERCE

CHEMISTRY j~ AECOUNTING

BIOLOGY OFFiCE ~ç~____~ ~AGRICULTURE

j NEXT~



10.5 Input form for system users.

Login form for users

jj~e~ Name:

~Easswo~d:

This loads the user’s formF~ R~porL

0 ~01USER NAME

OWNER

us~J

10.6 Input form for subjects

Login form for the subjects interface to the database

This loads the interface form for subjects



4.11 System testing

Testing is aimed at finding out whether the system fully meets its requirements. In this project,testing was divided into two namely; unit and system testing. Under unit testing, emphasis wasput on individual tables in the database, individual GUTs to test for user friendliness, and thenetwork. After this test was passed, we integrated the system and tested it as a whole to see thatthe system work well all together. Simulated data was used to test the working of the system.

4.12 User training

The users have not been trained; though this task was supposed to come after testing this was sobecause the system has not been delivered to its end users.

4.13 System conversion

The fact that the relationship between paper work and computer systems is little, we recommendparallel conversion strategy. This is a conversion strategy where both systems are kept runningfor some a certain period of time until the new system endorsed as a perfect system. This has anadvantage that in case the new system contains some un identified errors, the old system canalways be resorted too. This strategic has also been recommended because from the research wecarried out, we found out that most of the likely users of this system don’t understand it hencethe need for them to first get experienced and thereafter they can do away with the old system



CHAPTER FIVE

LIMITATIONS, RECOMMENDATIONS AND CONCLUSIONS5.0 Introduction

This part of the report concludes the report on our study. It has out lined recommendations onhow to use the system, suggests ways of over coming the limitations that researchersencountered and we finally out line the methods and tools that we found useful in our study.

5.1 limitations

In the study the following were limitations.

Limitations to the study.

There were many limitations to the study these include;

Lack of funds this was evident when it came to printing questionnaires. Instead of the previouslysuggested 50 copies only 25 were printed.

°The response was poor. This can be seen from the fact that out of the 25 questionnaires thatwere distributed, only 12 were returned and out of the ten respondents scheduled for interviewsonly five attended.

°Ambiguity in requirements. Most of the respondents were totally green about what a computercan do.

oTransport means were not good because researchers had to travel approximately 145 miles toHoima where Makerere competent high school is located.

°Language barrier was another problem in away that most of the interviews were carried in thelocal language (Runyoro) which one of the researchers could not understand.

oFinally cooperation among the researchers was poor as one was always either late or gave an

excuse for not attending development sessions.

oThe schedule was not followed correctly. This was as a result of holidays in which researcherswere forced to stay apart.

5.2 Suggestions to the above problems;

Funds should be put aside before the start of the study.

More time should be dedicated to requirement collection.

Clients need to be sensitized about the domain of the system.

Research Report 39 BY AUK~RA RICHARD & SUAD SALAH NOUR


There’s need to understand project members whenever working on an important project.

5.3 Recommendations

The researcher recommends that in addition to suggestion given above, whoever picks interest inworking on related projects should have a clear understanding of the problem, develop a clearunderstanding of development tools like questionnaires, interviews, observation, documentanalysis, and many others. He/she needs to know which tool is appropriate given the availablecircumstances for example.

Interviews could be the only if the researcher has enough time, when qualitative information isrequired, and when the number of respondents is not very large.

Questionnaires could be used in situations where the respondents are geographically scattered,and when the sample size is very large compared to the available time.

Observation could also be used especially in cases where problems of language barrier exist.However, this will yield good results when it is used along with another data collection method.

I recommend that the system development life cycle be used as the main developmentmethodology. Because it is easier to follow than other methodologies like proto typing, JAD,RAD which require special tools. In addition those other methodologies like prototyping requireusing of special tools which can be expensive or even hard to use.

Whenever a project is to be taken up, a well detailed schedule is needed to guide the researcherthrough out the study

5.4 Conclusion

Finally, the study has not been easy as out lined in the limitations section above and the biggestproblem was lack of funds and the researcher had to go an extra mile in doing research to acquireskills that were necessary for the success of the project.

On the good side of it all, the researchers have acquired skills in project management and at leastresearchers can make claims of having a minimal experience designing database systems. Mostexiting is that the researchers are through with their graduation project.

Note:

No part of this report should be reproduced with out permission from ARAL-ITSOLUTIONS

Research Report 4Q BY ALIKIRA RICHARD & SUAD SALAH NOUR


APPENDIX I

STUDEWS DATA REPORT

STUDENT ~D SURNANE OTHER NANE

OJAHBO ALBERT

EIL~i Zoom~OO% ~~~ SCIENCE

STUCEW ID PHYSIDS CHEMISTRY BIOLOGY MATh

S1J0C1 ~S 78 90 89/

~y

V

~

~J~ii~~L!i zoom~Z~

AGE CLASS HOENE VILLAGE

23 3/2 NABU9

stOOD Ylercy P&ucy

stOOD tsinpoms Joseph

27

22



L1~L!~i Zoom Th~j

ACCOUNTS REPORT

ACCOU~N0 5UR:~4ME OThERNA~E CLASS ~OUH~PAID8~LAUCE

~

~

STUDEWS~ CM~ REPORT

STUDEW !O SURNAME OThER NAME AGE CLASS HOE~1E VUJAGE

SSTSEE OJAMBO ~L8ERT 23 NABU1

st099 tsingoma Joseph 22 Kansanga

—

~~z~_r ~1~L~siL~ Zoom~ I

~J-J

AR~S RESULTSS~UW ~D K~SORY GEOSRAPHY GRE COMMERCE

STUOOI 87 79 98 90

P~g~o: j~jjJTj~jjfjj ~J ~J



APPENDIX II

Codes that were used to create tables in the database.

-- http://www.phpmyadmin.net

-- Host: localhost

-- Server version: 5.0.45

-- PHP Version: 5.2.5

-- Database: ‘competent’

-- Table structure for table ‘accounts’

CREATE TABLE ‘accounts’ (‘ACCNO’ varchar(30) default NULL,

‘SIR NAME’ varchar(30) default NULL,

‘OTHER NAME’ varchar(30) default NULL,

‘CLASS’ varchar(3 0) default NULL,

‘AMOUNT PAID’ double default NULL,

‘BALANCE’ double default NULL

) TYPEInnoDB;

CREATE TABLE ‘results’ (‘STUDENT_ID’ varchar(20) NOT NULL,

‘SIR_NAME’ varchar(30) default NULL,

‘OTHER_NAME’ varchar(30) default NULL,

‘CLASS’ varchar(30) default NULL,

‘MATHEMATICS’ float default NULL,

‘ENGLISH’ float default NULL,

‘PHYSICS’ float default NULL,

‘CHEMISTRY’ float default NULL,

‘BIOLOGY’ float default NULL,

‘AGRICULTURE’ float default NULL,



‘HISTORY’ float default NULL,

‘GEOGRAPHY’ float default NULL,

‘COMMERCE’ float default NULL,

‘CRE’ float default NULL,

‘ACCOUNTING’ float default NULL,

‘OFFICE PRACTICE’ float default NULL,

‘TOTAL’ double default NULL

) TYPEInnoDB;

Table structure for table ‘staff

CREATE TABLE ‘staff (‘STAFF ID’ varchar(30) NOT NULL,



‘POSITION’ varchar(50) default NULL,

‘SALARY’ double default NULL,

‘DATE_OF_APPOINTMENT’ varchar(20) default NULL,

‘ADDITIONAL_DUTIES’ varchar(50) default NULL,

PRIMARY KEY (‘STAFF_ID’)

) TYPE=InnoDB;

-- Dumping data for table ‘staff

-- Table structure for table ‘student’

CREATE TABLE ‘student’ (‘STUDENT_ID’ varchar(30) NOT NULL,



‘AGE’ int(1 1) default NULL,



‘CLASS’ varchar(30) default NULL,

‘NEXT OF KIN’ varchar(30) default NULL,

‘HOME VILLAGE’ varchar(30) default NULL,

PRIMARY KEY (‘STUDENT ID’)

) TYPE=InnoDB;

Table structure for table ‘subjects’

CREATE TABLE ‘subjects’ (‘SUBJECT_CODE’ varchar(lO) NOT NULL,

‘DEPARTMENT’ varchar(3 0) default NULL,

‘TEACHER INCHARGE’ varchar(30) default NULL,

PRIMARY KEY (‘SUBJECT_CODE’)

) TYPE=InnoDB;

) TYPE=InnoDB; Dumping data for table ‘subjects’

Table structure for table ‘users’

CREATE TABLE ‘users’ (‘USER_NAME’ varchar(l 0) default NULL,

‘PASSWORD’ varchar(10) NOT NULL,

‘OWNER’ varchar(50) default NULL,

PRIMARY KEY (‘PASSWORD’)



APPENDIX III

Below are the codesfor the login form

Private Sub cmdOKClick()

check for correct password

If txtPassword = “password’ Then

‘place code to here to pass the

‘success to the calling sub

‘setting a global var is the easiest

LoginSucceeded = True

Me.Hide

MDIForml .Show

Else

MsgBox “Invalid Password, try again!”,, “Login”

txtPassword. SetFocus

SendKeys “{Home}+{End}”

End If

End Sub

Below are the codes for the above form

Option Explicit

Private Sub cmdaddClickQ

On Error GoTo HandleaddErrors

If cmdadd.Caption = “&Add” Then

student.Recordset.AddNew

txtsid.Locked = False

txtsid. SetFocus

DisableButtons

cmdsave.Enabled = True



cmdadd.Caption = “&Cancel”

Else

student.Recordset.CancelUpdate

txtsid.Locked True

EnableButtons

cmdsave.Enabled = False

cmdadd.Caption = ‘&Add”

End If

add click Exit:

Exit Sub

HandleaddErrors:

Dim strmessage As String

Strmessage “cannot complete operation.” & vbCrLf & vbCrLf & Err.Description

MsgBox strmessage, vbExclamation, “Database Error”

On Error GoTo 0

End Sub

Private Sub cmddeleteClick()

On Error GoTo HandledeleteError

With student.Recordset

.Delete

.MoveNext

If .EOF Then

.MovePrevious

If.BOF Then

MsgBox “the recordset is empty.”, vblnformation, “No records”

DisableButtons



End If

End If

End With

delete_click_exit:

Exit Sub

HandledeleteError:


strmessage “cannot complete operation.” & vbCrLf& Err.Description

MsgBox strmessage, vbExclamation, “database Error”

On Error GoTo 0

End Sub

Private Sub cmdexitClick()

Unload Me

End Sub

Private Sub cmdfirstClick()

On Error Resume Next

student.Recordset.MoveFirst

End Sub

Private Sub cmdlastClick()


student.Recordset.MoveLast

End Sub

Private Sub cmdnextClick()



.MoveNext



ILEOF Then

.MoveFirst

End If

End With

End Sub

Private Sub SetUpaddrecord()

Dim strsid As String, strsimame As String, strothemame As String, strclass As String, strage AsInteger, strkin As String, strhome As String


strsid = txtsid.Text

strsimame = txtsimame.Text

strothername = txtothername.Text

strclass = txtclass.Text

strage Val(txtage.Text)

strkin = txtkin.Text

strhome = txthome.Text

student.Recordset.AddNew

With txtsid

.Text = strsid

~Se1Start = 0

.SelLength Len(.Text)

SetFocus

End With

txtsirname.Text strsirname

txtothemame.Text = strothername

txtclass.Text = strclass

txtage.Text strage



txtkin.Text strkin

txthome.Text = strhome

End Sub

Private Sub cmdpreviousClick()



.MovePrevious

If .BOF Then

.MoveLast

End If

End With

End Sub

Private Sub cmdsaveClick()

On Error GoTo Handlesaveerrors

student.Recordset.Update

txtsid.Locked = True

EnableButtons


cmdadd.Caption = ~&Add11

cmdsave click Exit:

Exit Sub

Handlesaveerrors:


Select Case EmNumber

Case 3022



strmessage = “duplicate student id.’

MsgBox strmessage, vbExclamation, “database error”

SetUpaddrecord

On Error GoTo 0

Case 3058, 3315

strmessage “student id must be complete before save.”


SetUpaddrecord

On Error GoTo 0

Case Else

strmessage = “rrecord could not be saved.” & vbCrLf& Err.Description


student.Recordset.CancelUpdate

Resume Next

End Select

End Sub

Private Sub DisableButtons()

cmdnext.Enabled = False

cmdprevious.Enabled = False

cmdfirst.Enabled = False

cmdlast.Enabled False

cmddelete.Enabled False

End Sub

Private Sub EnableButtons()

cmdnext.Enabled = True

cmdprevious.Enabled = True

cmdfirst.Enabled = True



cmdlast.Enabled = True

cmddelete.Enabled = True

End Sub

Private Sub cmdsearchClick()

‘SEARCH FOR A STUDENT RECORD

‘Dim vntBookmark As Variant

‘Dim strsid As String

‘vntBookmark student.Recordset.Bookmark

‘strsid = InputBox(”enter student’s id to search”)

‘student.Recordset.Jndex = “STUDENT ID” ‘set the index

‘student.Recordset.Seek “>=“, strsid ‘seek the record

‘If student.Recordset.Nomatch Then

‘MsgBox “no match found”, vbExclamation, “find astudent”

‘studentRecordset.Bookmark vntBookmark

‘End If

End Sub

Below are the codesfor the aboveform


account.Recordset.AddNew

End Sub


On Error GoTo handleDeleteError

With account.Recordset

.Delete

.MoveNext

If.EOF Then



.moveprevious

If .EOF Then

.MovePrevious

If .BOF Then


Disablebuttons

End If

End If

End With

delete click exit:

Exit Sub

End Sub


End

End Sub



dataccount.Recordset.MoveFjrst

End Sub


account.Recordset.MoveLast

End Sub

Private Sub cmdnextClick()

account.Recordset.MoveNext

End Sub

Private Sub cmdpreviousClickQ

account.Recordset.MovePrevjous



End Sub

Private Sub cmdsaveCljck()

account.Recordset. Save

End Sub

Private Sub ibltotalClick()

ibitotaLCaption = txtamount + txtbal

End Sub

Below are the codes for the above form

Option Explicit

Private Sub cmdaddCliclcO


Ifcmdadd. Caption = “&Add” Then

result. Recordset.AddNew

txtsid.Locked = False

txtsid. SetFocus

DisableButtons


cmdadcL Caption = “&Cancel”

Else

result. Recordset. CancelUpdate

txtsid.Locked True

EnableButtons


cmdadd.Caption = “&Add”

End If

add click Ex it:

Exit Sub



HandleaddErrors:


strmessage = ‘~cannot complete operation. “ & vbCrLf& vbCrLf& Err.Descri~tion


On Error GoTo 0

End Sub

Private Sub cmddeleteCljckO


With result. Recordset

Delete

MoveNext

Jf.EOF Then

MovePrevious

If.BOF Then

MsgBox “the recordset is empty. “, vblnformation, “No records”

DisableButtons

End If

End If

End With

delete click exit:

Exit Sub

HandledeleteError:


strmessage = “cannot complete operation. “ & vbCrLf& Err.Description


On Error GoTo 0



End Sub

Private Sub cmdexitClickO

Unload Me

End Sub

Private Sub cmdfirstclickO


result. Recordset. MoveFirst

End Sub



result. Recordset. MoveLast

End Sub

Private Sub DisableButtonsO




cmdlast.Enabled = False

cmddelete.Enabled = False

End Sub




cmdjirst.Enabled = True



End Sub

Private Sub cmdnextclic/cO





MoveNext

If.EOF Then

.MoveFirst

End If

End With

End Sub

Private Sub cmdpreviousClic/c()



MovePrevious

If.BOF Then

MoveLast

End If

End With

End Sub

Private Sub cmdsaveclickO


result. Recordset. Update

txtsid Locked = True

EnableButtons


cmdadd Caption =

cmdsaveclickExit:

Exit Sub

Handlesaveerrors:




Select Case Err.Number

Case 3022

strmessage = “duplicate student id”


SetUpaddrecord

On Error GoTo 0

Case 3058, 3315

strmessage = ‘~tudent id must be complete before save.”


SetUpaddrecord

On Error GoTo 0

Case Else

strmessage = ‘~rrecord could not be saved “& vbCrLf& Err.Descri~tion


result. Recordset. Cancel Update

Resume Next

End Select

End Sub

Private Sub SetUpaddrecordO

Dim strsidAs String

Dim strsirname As String

Dim strothername As String

Dim strclass As String

Dim math As Integer

Dim eng As Integer

Dim phy As Integer



Dim chem As Integer

Dim bio As Integer

Dim hist As Integer

Dim geogAs Integer

Dim agric As Integer

Dim rel As Integer

Dim com As Integer

Dim office As Integer

Dim total As Integer

Dim account As Integer


strsid = txtsicL Text

strsirname = txtsirname. Text

strothername = txtothername. Text

strclass = txtclass. Text

math = Val(txtmath. Text)

eng = Val(txteng. Text)

phy = Val(txtphy. Text)

chem = Val(txtchem. Text)

bio = Val(txtbio.Text)

hist = Val(txthist. Text)

geog = Val(lxtgeog. Text)

agric = Val(txtagric. Text)

rel = Val(txtrel. Text)

account = Val(txtaccount. Text)

com = Val(txtcom.Text)

office = Val(txtoffice.Text)

Research Report 59 BY ALIKiRA RICHARD & SUAD SALAH NOUR


ibltotal = (math + eng + phy + account + chem + bio + hist + geog + agric + rel + corn +

office)

result. Recordset.A ddNew

With txtsid

Text = strsid

.SelStart = 0

.SelLength = Len(Text)

SetFocus

End With

lxtsirname. Text = strsirname

ixtothername. Text = strothername

txtclass. Text = strclass

lxtmath. Text math

txteng. Text = eng

txtphy. Text = phy

txtchem. Text = chem

lxtbio.Text = bio

txtagric. Text = agric

txthist. Text = hist

txtgeog. Text = geog

ixtrel. Text = rel

Ixtaccount. Text = account

txtoffice. Text = office

txtcom. Text = corn

End Sub



See staffmembers

Below are the codesfor aboveform



If cmdadd.Caption = “&Add” Then

staff.Recordset.AddNew

txtstaid.Locked False

txtstaid. SetFocus

DisableButtons


cmdadd.Caption = “&Cancelt~

Else

staff.Recordset.CancelUpdate

txtstaid.Locked = True

EnableButtons


cmdadd.Caption =

End If

add_click_Exit:

Exit Sub

HandleaddErrors:


strmessage = “cannot complete operation.” & vbCrLf& vbCrLf& Err.Description


On Error GoTo 0

End Sub





With staff.Recordset

.Delete

.MoveNext

If .EOF Then

.MovePrevious

If.BOF Then

MsgBox ‘the recordset is empty.”, vblnformation, “No records”

DisableButtons

End If

End If

End With

delete_click_exit:

Exit Sub

HandledeleteError:


strmessage “cannot complete operation.” & vbCrLf& Err.Description


On Error GoTo 0

End Sub

Private Sub cmdexitClickQ

Unload Me

End Sub



staff.Recordset.MoveFjrst



End Sub

Private Sub cmdlastClickQ


staff.Recordset.MoveLast

End Sub

Private Sub cmdnextClickQ



.MoveNext

If .EOF Then

~MoveFirst

End If

End With

End Sub




•MovePrevious

If.BOF Then

.MoveLast

End If

End With

End Sub



staff.Recordset.Update

txtstaid.Locked = True



EnableButtons



cmdsave click Exit:

Exit Sub

Handlesaveerrors:



Case 3022

strmessage = “duplicate staff id id.”


SetUpaddrecord

On Error GoTo 0

Case 3058, 3315

strmessage = “student id must be complete before save.”


SetUpaddrecord

On Error GoTo 0

Case Else

strmessage = “rrecord could not be saved.” & vbCrLf& Err.Description


staff.Recordset.CancelUpdate

Resume Next

End Select

End Sub







cmdlast.Enabled False


End Sub


cmdnext.Enabled True


cmdfirst.Enabled True



End Sub

Private Sub SetUpaddrecordQ

Dim strstaid As String, strsirname As String

Dim strothername As String

Dim strposition As String

Dim strDOA As String

Dim strsalary As Double

Dim additional As String


strstaid = txtstaid.Text

strsimame = txtsimame.Text

strothemame = txtothername.Text

strposition = txtposition.Text

strDOA = txtDOA.Text

strsalary = Val(txtsalary.Text)



stradditional txtadditional

staff.Recordset.AddNew

With txtstaid

.Text strstaid

.SelStart = 0

.SelLength = Len(.Text)

SetFocus

End With

txtsirname.Text = strsirname

txtothemame.Text = strothername

txtposition.Text = strposition

txtDOA~Text strDOA

txtsalary.Text = strsalary

End Sub

Private Sub emdaddClickQ


If cmdadd.Caption = ~&Add” Then

USER.Recordset.AddNew

txtpassword.Locked = False

txtpassword. SetFocus

DisableButtons


cmdadd.Caption = “&Cancel”

Else

USER.Recordset. CancelUpdate

txtpassword.Locked True

EnableButtons





End If

add click Exit:

Exit Sub

HandleaddErrors:


strmessage = ‘cannot complete operation.” & vbCrLf& vbCrLf& Err.Description


On Error GoTo 0

End Sub

Private Sub cmddeleteClickQ


With USER.Recorc{set

.Delete

.MoveNext

If ,EOF Then

.MovePrevious

If ,BOF Then


DisableButtons

End If

End If

End With

delete click exit:

Exit Sub

HandledeleteError:




strmessage = “cannot complete operation.” & vbCrLf& Err.Description


On Error GoTo 0

End Sub


Unload Me

End Sub

Private Sub cmdfirstCljck()


USER.Recordset.MoveFjrst

End Sub

Private Sub cmdlastClickQ


USER.Recordset.MoveLast

End Sub

Private Sub cmdnextClickQ


With USER.Recordset

.MoveNext

If .EOF Then

.MoveFirst

End If

End With

End Sub





With USER.Recordset

.MovePrevious

Jf.BOF Then

.MoveLast

End If

End With

End Sub



USER.Recordset.Update

txtusername.Locked True

EnableButtons


cmdadd.Caption

cmdsave click Exit:

Exit Sub

Handlesaveerrors:



Case 3022

strmessage = “duplicate staff id id.t’


SetUpaddrecord

On Error GoTo 0

Case 3058, 3315

strmessage = “student id must be complete before save.”




SetUpaddrecord

On Error Gob 0

Case Else

strmessage = ‘rrecord could not be saved.’~ & vbCrLf& Err.Description

MsgBox strmessage, vbExclamation, ~database error”

USER.Recordset.CancelUpdate

Resume Next

End Select

End Sub





cmdlast.Enabled = False


End Sub




cmdfirst.Enabled = True



End Sub

Private Sub SetUpaddrecordQ

Dim username As String, strsimame As String

Dim password As String

Dim owner As String




usemame = txtusername.Text

password = txtpassword.Text

owner txtowner.Text

USER.Recordset.AddNew

With txtpassword

.Text = password

.SelStart = 0

.SelLength = Len(.Text)

SetFocus

End With

txtusemame.Text = username

txtowner.Text = owner

End Sub

Research Report 7! BY ALIKIRA RICHARD & SUAD SALAH NOUR


APPENDIX IVDESIGN AND IMPLEMENTATION OF A SHARED DATA MANAGEMENT SYSTEM

CASE STUDY: MAKERERE COMPETENT HIGH SCHOOL

QUESTIONNAIRE SCHEDULE

SECTION A: Preamble

The importance of this document is to gather information that will guide the researcher in thedesign and implementation of a shared data management system at makerere competent highschool. You are requested to answer genuinely the questions that follow. The information thatyou give to us is very important and shall be kept with at most confidentiality between theresearcher and you.

SECTION B: QUESTIONS

You are requested to answer the questions that follow. Only blue pens shall be used to ensureconsistency

Question I

What is your name?

Question 2

How old are you?

Tick the check box preceding your preferred answer

Question 3

Sex Male L I Female _____

Question 4

Which responsibilities or position do you hold in the school?

I I Director I Head Teacher I ~1 Teacher I Student

Question 5

For how long have you been in this school?



____ (1-2) years _____ (2-5) years I I more than (5) years

Question 6

How do you rate the student of this school academy?

I ~] Poor I Good [ I Very good I Average

Question 7

Give a reason that supports your answer in (Question 6) above.

SECTION C

This part is to be filled by the Head Teacher, Deputy Head Teacher and Director only.

Question 8

a) What is the total number of students in your school?

b) What do you expected the number of student to be in five years from now? Givingassumptions on which your answer is based?

Question 9

How many classes does the school have? Make sure you are specific for example if someclasses are divided into sessions show such details?

Question 10

Explain how you expect the school to expand in terms of infrastructure?

Question 11

a) How many teachers do you have? Specify permanent and visiting staff members.



What is their level of education? You may attach a sheet of paper if possible.

SECTION D: ABOUT THE SYSTEM

To be answered by all participants (for all members)

Question 12

Briefly explain how student’s and other relevant information is stored at the school?

Question 13

a) What are the advantages of using the method above?

b) Do you think their challenges of using this method? ( Yes or No) Support your answer.

If the above answer is yes, suggest ways of eliminating them.

Question 14

A database is collection of logically related data. Do you think adatabase system would helpsolve the problem in Question 13 b) above?

b) Compare the suggested system (database) with the current system. Which one do youcan benefit the school more?

Question 15

a) Define what you understand by a shared data management system?



b) Does the school have a computers?

___ Yes 7No

c) If yes, are the computers accessible to all school members?

I IYes ____ No

c) How much do you in as far as using a computer is concerned?

I Poor _____ Average I I Good I Excellent

d) Support your and possibly naming your qualification in using computers.

Question 16

a) What do you think would be the impact of introducing a computer based data managementsystem?

b) Supporsing you were (are) the one using the current system, would you change to acomputer data management system?

c) In terms of weeks, how long would you be trained to adjust to a computer based datamanagement system?

______ 1week~ ~12weeks ~weeks~ otherQuestion 17

a) How do you think a shared data management system would affect the school’s costoperation?

Increase Reduce I don’t know

b) Give a reason for your answers in (Question 17 (a)) above.



Question 18

Give the dos and don’ts of a shared data management system; do you think the school has thecapacity to find a project worth 3,730,000? Give a reason supporting your answer.

Question 19

Give any other information that you think can affect the implementation of a shared datamanagement system.

Question 20

Could you please give a word of advice for us?

(It’s a pleasure for Alikira Richard and Su’ad Salah Nour that you answered thisdocument)



INTERVIEW SCHEDULE

The information provided shall be kept with a high level ofconfidentially

Good morning sir/madam?

Introduction:

Introduce your self to the interviewee and tell himlher the purpose for having interview withhimlher.

Question 1

What is your name sir/madam?

Question 2

How old are you?

Question 3

What position do you hold in this school?

Question 4

a) When did the school start?

b) With how many smdents did it start?

c) What is the current number of students in the school?

d) At which rate is the school growing?

_____ Poor I average I thigh I Excellent



Question 5

a) How many classes do you have? Do the buildings that home the school belong to theschool?

__ Yes ~j No

b) How big is the land on which the school is located?

Question 6

a) How is student’s data collected and stored?

b) How efficient is the system?

c) A database is a computer data management system for tracking and stored data.

What is your opinion towards replacing the current system with a database system?

d) Do you think the school has the capacity to support a 3.7m project?

e) What the sources of income that you think can enable the school to support this 3.7 mproject?

Question 9

a) What is the total number of teachers at the school?

b) Are they all permanent?

I Yes I I No



c) no in a (b) above how many are permanent and how many are not?

d) Does the school have computers?

_____I Yes I I No

e) What is the computer literacy level in the school?

_____ Poor I ~ Average I I Good [ I Excellent

Question 10

a) What do you think would be the impact of building a shared data management system?

b) What do you think will be the effect of the system specified in 10(a) above on the cost ofoperation?

I IGood I~1 Bad

c) Explain your answer in 10(b) above?

Question 11

What is your comment about this time I have had with you?

(WE ARE GRATE FUL)



REFERENCES

Abraham Silberschatz, Peter, Greg Gagne. Applied Operating System Concepts (First Edition)

Brian K, Williams. Using information technology

A practical introduction to computers and communication.

Connolly, T. Begg, C., (2002) Database Systems. A practical Approach to Design,

Implementation and Management Edinburgh Gate: Pearson Education Ltd

Date C. J. (2000): An Introduction to Database Systems; India, Pearson education Inc.

Effy Oz, 2002. Management Information Systems (3~’ Edition)

Gerald V. Post and David L. Anderson. (2000). Management Information Systems Solving

Business Problems with IT (211~~ Edition)

Gibbons, David. The Grameen Reader. Grameen Bank, Dhaka, 1992.

Http//.www.En.wikipedia. org/wild

Jeffrey L. Whitten, Lonnie D. Bentley and Kevin C. Dittman: Systems Analysis and Design

Methods; 5th Edition, Irwin/McGraw-Hill, an imprint of McGraw-Hill companies, Inc. 1221

Avenue of the Americas, New York, NY, 10020

Kenneth C, Laudon. Jane P, Laudon. (2002) Essentials of management information systems.

Organizations and technology in the networked enterprise.

Paul S. Licker. Fundamentals of System Analysis with Application Design

~esearch Report 82 BY ALIKIRA RICHARD & SUAD SALAH NOUR

design and implementation of a shared data management …

Documents