This project work termed “Design And Implementation Of Online Management Information System For Computer Science Weekend Program” is aimed providing greater efficiency, accuracy and speed in all their processing operation, good public relations and improve services to users. The computer revolution is in vogue and it is fast changing the way and means of carrying out business. Adequate use of the computer system has shown that it increases efficiency in business; no doubt every facet of business is embracing it. In our country Nigeria it is taking a gradual process. Federal Polytechnic Oko, Anambra State is not left behind. The need to computerize their operations is inevitable. This is the reason why the manual processing method of the front office ND program, was critically analyzed. This department being the first point of call of every customer to a department. The problems of the manual processing of the department were analyzed with a view of developing a computer-based information system (CBIS) for its operations. Careful study was carried out to find out their problems and how best to design a system to tackle the problem found out. The design dealt with the need to develop a timely, accurate, user interactive, data entry, storage, manipulation and retrieval of information with ease. Having found out that this new system will reduce or eliminate tiresome, stress and tedious nature of the old system, it was recommended that the institution should switch over to it even though it is costly but on the long run will be cost effective. . The methodology used is Structured System Analysis and Design Methodology (SSADM) because each phase must be complete in its entirety before the next phase can begin. The choice of language adopted is Visual Basic programming language due to the flexibility they provide. The software was tested with windows 10. The result achieved is, 1) A better service that speed-up alumni information registering system, and ensures data security by restricting access to the program and to the database, experience a system that will notify the department about any events in the school. 2) A system where information and output report will be produced much faster, more accurately and more detailed to the management ND programm, Federal Polytechnic Oko, Anambra State. In summary, the project work was aimed at developing a Software that will help to document and store alumni information, and also allows users to print-out the hard-copy of the report.
TABLE OF CONTENT
Title page i
Certification page ii
Approval page iii
Table of Contents vii
CHAPTER ONE 1
- Background of the Study 4
- Statement of the Problems 4
- Aim and Objectives of the Study 4
- Significance of the Study 4
- Scope of the Study 5
- Limitations of the Study 5
- Definition of Terms 6
2.1 Review of Related Works 8
Methodologies and System Analysis 16
3.1 Methodologies 16
3.2 System Analysis 20
3.3 Data Collection 21
3.4 Organizational Structure 22
3.5 Modus Operandi of the Present System 24
3.5.1 Input Analysis 24
3.5.2 Process Analysis 27
3.6 Problems of the present System 31
3.7 The proposed System 31
3.8 High level Model of the proposed System 32
4.0 System Design 33
4.1 Objectives of the Design 33
4.2 Data Flow Diagram of the New System 33
4.3 Database Specification 37
4.4 Program Module Specification 40
4.5 Input and Output Specification 41
4.5.1 Output Specification 41
4.5.2 Input Specification and Design 44
4.6 Algorithm 49
4.7 System Flowchart 50
4.8 Program Flowchart 49
4.9 Data Dictionary 56
4.10 Choice of Programming Language Platform 60
System Implementation and Documentation 62
5.1 System Implementation 62
5.2 Hardware Requirements 62
5.3 Software Requirements 63
5.4 Installation Arrangements 63
5.6 Training Arrangements 64
5.7 Conversion Arrangements 65
5.8 System Documentation 66
Summary, Conclusion and Recommendations 68
6.1 Summary 68
6.2 Conclusion 68
6.3 Recommendations 69
1.1 Background to the Study
In this modern age, where information technology is changing the lives of people constantly across the globe, the computer system has become something of great importance to even the commonest of man. The number of application which computer have been put can be said to be virtually unlimited. This is no surprise, as there are no limits to the number of problems that old arise from all fields of human endeavor. In fact, any problem can be solved with a computer as long as its solution can be expressed as a logical sequence of executable steps.
Odogbo (2018) said that with the growth and popularity computer technology has received in the past few years, the only important file that computers have filed to change dramatically is education “computers have taken a major position in the world because they can execute many tasks more effectively than human. It has formed a coalition with virtually every other technology including – industrial, communication, medical office etc. computers are also applied in accounting, education, finance, health administration and military etc. the use of computers is also expensive that it would be almost impossible to form an exhaustive list.
Information systems have become the backbone of most organizations. Banks could not process payments, governments could not collect taxes, hospitals could not treat patients, and supermarkets could not stock their shelves without the support of information systems. In almost every sector- education, finance, government, health care, manufacturing, and businesses large and small information systems play a prominent role. Every day work, communication, information gathering, and decision making all rely on information technology (IT). When we visit a travel agency to book a trip, a collection of interconnected information systems is used for checking the availability of flights and hotels and for booking them. When we make an electronic payment, we interact with the bank’s information system rather than with personnel of the bank.
Modern supermarkets use IT to track the stock based on incoming shipments and the sales that are recorded at cash registers. Most companies and rely heavily on their information systems. Organizations such as banks, online travel agencies, authorities, and electronic can be seen as IT companies given the central role of their information systems.
Information Management System (IMS) is a general term for software designed to facilitate the storage, organization and retrieval of information.
IMS is also the name of IBM’s mammoth software program developed in the 1960s to support NASA’s Apollo space program. This IMS version was the precursor to IBM’s premier hierarchical database management system (DBMS).
Electronic document and records management system (EDRMS) is a type of content management system and refers to the combined technologies of document management and records management systems as an integrated system.
Unlike DB2 (IBM’s relational database software), an IMS database uses segments, or data blocks, as building blocks of the hierarchical model. Within each segment are multiple data pieces, which are known as fields. At the top of the hierarchy, the segment is known as the root segment. Segments of a specific segment are known as child segments. The child segment order represents the order in which each entry is entered in a database.
Hierarchical IMS Databases generally comes in three forms:
- Full function database: Derived from the Data Language Interface (DL/I), this database form may have more than one single access method. Overflow Sequential Access Method (OSAM) or Virtual Storage Access Method (VSAM) may be used to store and access database fields.
- Fast path database: Designed to facilitate an optimum transaction rate. Examples are data entry databases (DEDB) and main storage databases (MSDB).
- High availability large databases (HALDB): Handles large volumes of data and provides reliable availability for each piece of data in the database.
Information Management System is a database and transaction management system that was first introduced by IBM (International Business Machines Corporation) in 1968. Since then, IMS has gone through many changes in adapting to new programming tools and environments. IMS is one of two major legacy database management subsystems from IBM that run on mainframe MVS (now z/OS) systems. The other is CICS (Customer Information Control System). It is claimed that, historically, application programs that use either (or both) IMS or CICS services have handled and continue to handle most of the world’s banking, insurance, and order entry transactions.
Paper-based Information management system are rapidly becoming outdated. They are easily lost, are subject to wear and tear, are costly to handle, cannot be transferred electronically, may be difficult to interpret, and are inefficient. These fundamental drawbacks are driving a transition across the globe Electronic Health Records (EHRs).
This research work offers a practical solution using cryptography to protect these sensitive electronic records of students in Computer science weekend program, Federal Polytechnic Oko, Anambra State and gives them privacy control over who views their records, details and every other sensitive information in other units of the school.
What motivated the researcher to write this project is because of some reasons that was observed in the existing system. Some of the challenges are; time wastage: a lot of times are usually wasted using manual means to document student and staff information, duplication of effort: using manual means, some activities are carried out repeatedly which is a waste of time and effort, it is very cumbersome to manually reconcile all registered student and staff from different files sources into their worksheet, it is stressful for staff to manually document all student and staff information without the aid of computer, lack of data integrity: due to the manual mode of keeping record, intruders enjoys ease access to the record – altering the sensitive information. Because of the problems observed in the existing system, the used of an online management information system for Computer science weekend program was introduced to safeguard, prevent information system from the threats associated to them. An online management information system for Computer science weekend program was introduced so that unauthorized access or abuse of important information will be eliminated.
- Statement of the Problems
The manual means of management information system is associated with so many in-efficiencies. The bottleneck encountered includes:
- Time wastage: a lot of times are usually wasted using manual means to document student and staff information.
- Duplication of effort: using manual means, some activities are carried out repeatedly which is a waste of time and effort.
- It is very cumbersome to manually reconcile all registered student and staff from different files sources into their worksheet.
- It is stressful for staff to manually document all student and staff information without the aid of computer.
- Lack of Data integrity: Due to the manual mode of keeping record, Intruders enjoys ease access to the record, altering the sensitive information.
1.3 Aim and Objectives of the Study
The main aim of this project is to design and implement an online management information system for Computer science weekend program, National Diploma (ND) Federal Polytechnic Oko, Anambra State.
The specific objectives to achieve the aim are as follows:
- To reduce the time spent in documenting student and staff information.
- To provide a unified database to store student and staff records.
- To develop a stress-free system for staff to document student and staff information.
- To ensure data security by restricting access to the program and to the database.
- To ensure easy access and retrieval of data in the program.
- Significance of the Study
The use of an online management information system will go a long way to solve the problems of encountered in the existing system of information management as used in the departments of Computer science. However, the computerization of the information management process will provide advantages such as easy documentation of student and staff profiles, proper management of student and staff information, and it helps in preventing data loss as documentation will be computerized and not manual, it will help in a good number of ways to ease the process of retrieving data and records in the system. This study will serve as a useful reference material to other researchers seeking related information. Afterwards, further development can be made on the project work in accordance to the rapid development in information technology in the near future.
1.5 Scope of the Study
The scope of this study is limited to designing an online management information system for Computer science weekend program, National Diploma Federal Polytechnic Oko, Anambra State, which will serve as a central repository for the institution.
1.6 Limitations of Study
In the course of carrying out this research work a number of problems were encountered.
- Lack of adequate fund to finance the project: this was another limitation to this work because much money is needed to carry out a detailed research work which is not easily borne by every student.
- The limited knowledge of Visual Basic programming was great challenge to this project. However, more research was made to complete this project successfully.
- Time Constraints: Looking at the interval between the resumption of the final semester, the time given is too short for collection of required information and a more comprehensive fact finding for a better work would have been done if given enough time.
1.7 Definition of Terms
Automation: It is the replacement of human workers by technology; a system in which a workplace or processes has been converted to one that replaced or ministries human labor with electronic or mechanical equipment.
Data Entry: This is the standard input device through which the system gets more of the instructions and commands.
Data processing: It is defined as the entire process of converting or manipulating data into definite meaningful information (Adigwe, & Okoye, 2015).
Data Security: Data security prevents unauthorized users from viewing or updating the database by the use of passwords.
Data: This is the collections of vital information that meant to be processed.
Database Management System (DBMS): It is software which controls the flow of data and checks and checks on how data are stored.
Database: This is an organized /unique collection of related files. It is a collection of schemas, tables, queries, reports, views and other object.
Design: This is the art or process of designing how something will look, work.
Documentation: material that provides official information or evidence that serves as record; written specifications and information that describes the product.
Information Management System (IMS): It is a data base and transaction/record management system that was first introduced by IBM in 1968. Since then.
Information system: A computer Information System (IS) is a system composed of people and computers that processes or interprets information. The term is also sometimes used in more restricted senses to refer to only the software used to run a computerized database or to refer to only a computer system.
Information: Information (shortened as info or info.) is that which informs, i.e. an answer to a question, as well as that from which knowledge and data can be derived (as data represents values attributed to parameters, and knowledge signifies understanding of real things or abstract concepts).
Management: It is an act of getting people together to accomplish desired goals and objectives using available resources efficiently and effectively. It includes planning, organizing, staffing, leading or directing, and controlling an organization or a system to accomplish a goal.
Password: This is a secret code that a user must type into a computer to enable him access it or its applications. This is made up of numbers, letter, special character or a combination of any of the above categories.
Record System: The act of using a computer system to store and update information/data sequentially in order to keep file security.
Research: A careful study of something, especially to discover new facts or information about it.
Security: It is protection from allowing an unauthorized users from accessing certain data within the database, it protects your data/ files.
Software: It is a program or a set of programs written to carry out some task in the computer, it also perform logical related programs that works together to control the hardware.
System: It is the collection of hardware and software, data information procedure and people.
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