CHAPTER FOUR

SYSTEM ANALYSIS

Analysis

Some research had to be done to check whether the system will operate well in any environment.
This provided with more efficient information for the system.

4.1 Current system

Previously the customer used to report his/her complaints and suggestions by means of a
manual suggestion box, where he/she writes her information in a sheet of paper then drops
in the box and then waits for it to be acted upon.

CUSTOMER/EMPLOYEE
LOGIN THE SYSTEM

YES DESCRIBE
SUGGESTI WRITE THE
ON/COMP ISSUE
LAINT

NO

CONFIRM

SUBMIT

4.2 System requirements

This system has been designed to be user friendly. The user friendly and interactive interface
design helps to achieve this by enabling customers to easily choose through the complaints and
suggestions modules with just a few clicks and also allows the admin to quickly distinguish
between complaints and suggestions with minimal confusion.

4.2.1Functional requirements

The requirements define the capabilities and function that a system must be able to perform
successfully. The functional requirements of this online suggestion and complaint reporting
system include:

 The system shall enable the employees and customers to create an account registering as
new users, log into the system and write their complaints and suggestions then logout.
 The customer shall specify whether what he/she writes is a complaint or suggestion.
 The system shall provide an interactive and user friendly User Interface and guide the
user through the operation of reporting his/her suggestions and complaints.
 The system shall prompt customer to confirm, edit save and submit the written
information.
 The system shall provide visual confirmation of the information submitted.
 The system shall enable the admin to view and deregister users.

4.5.2 Non Functional Requirements

A non-functional requirement is a requirement that specifies criteria that can be used to judge
the operation of a system rather than specific behavior.

Some of the non-functional requirements include:

 There should be sufficient network bandwidth for the system to function properly.
 A back-up storage medium should be provided for data backup purpose.
 The system should be flexible and easy to Maintain and update.
 The system Performance/response time should be fast.
 The system should be user friendly and easy to use (interactive).
 Expandability. The system needs to be upgradable or future proof.
 Safety. It should be safe to use and guarantee user information security.
 CHAPTER FIVE

STSYTEM DESIGN

Development of a computerized system requires analysis of the process to be digitized in order to

enable a correct system, a system that function as required and to assist the potential users of the
system understand the general functionality of the system. The analyses specify the system
objective and constraint to which designs have to comply. The purpose of doing analyses is to
transform the system major input into structure specification.

5.1 Contest Diagram

It is a brief structure that shows the environment in which a software system exists and helps in
communicating about what lies outside the system boundary.

Surrounding
community

Admin User
Register, login, Register, login,
deregister and Suggestions/C write
view omplaints suggestions/com
suggestions/com reporting plaints, edit and
plaints system save

Databases
Data storage and
retrieve
 Contextual diagram

5.2 Data flow Diagrams

It explains how data is processed and transferred in a system.

It explains each source of data and how it interacts with other data sources to reach a common
output.

5.2.1 Admin module

Functionalities provided:

 Register.
 Login to the system.
 View user’s suggestions/complaints.
 Deregister users and,
 Logout.
Admin View suggestions
and Complaints

Register
System

Login
 Suggestions Complaints Users
database database database

Admin module

5.2.2 Customer/Employee Module

Functionalities provided:

 Register.
 Login to the system.
 Reset forgotten passwords.
 Write suggestions/Complaints.
 Edit, Save and logout.

Reset
password

User

Login
System

Register
Write
suggestion/complaint
 Edit save and submit

User module

5.3 Database Design

The system uses Microsoft Access database as the back end for storing user details. It has the web
system which will help customers report their complaints and suggestions. It has the complaints
and suggestions separate databases which helps the admin in distinguishing between the two.
 5.3 User interface design
It contains the front end of the system. It displays the home page the menu about us and
the log in.
The customer will be require to fill the form for the order to be successfully after clicking
the log in

CHAPTER SIX
IMPLEMENTING AND TESTING
6.1 System Components
Hardware requirements:

 233 MHz processor

 4 GB Hard Disk
 4x Compact Disk drive
 Monitor[640 * 480 Display]

Software requirements

 Microsoft visual basic

Microsoft Access database
  Documentation Tools-Microsoft word

6.2 System Testing

CHAPTER SEVEN
7.1 ACHIEVEMENT
At the end of the project work, I was able to design and develop software that can successfully
handle online reporting of suggestions and complaints by employees and customers of an
organization.

The system will enable the customer to air out their suggestions and complaints conveniently
without discrimination and fear.

7.2 CONCLUSION
The development of online suggestion and complaint reporting system involved many phases.
The first phase started with a detailed study of the problem and prospect of suggestions and
complaints handling. In the course of this study, many problems were discovered to have hindered
the effectiveness of the existing manual system.
These problems information needs and activities were documented and later used as the basic for
system design which immediately followed the first phase.

The design phase was concerned primarily with the specification of the system elements in manner
that best meet the organization needs.

It is hoped that effective implementation of this software product would eliminate many problems
discovered during system investigation.

7.3 RECCOMENDATION
It is an expectation that for any meaningful computer based information management system to
be integrated into any organization, proper training and orientation has to be given to both the
staff and management.

Proper training should be given to staff on how to handle the computer hardware especially during
back process. The staff should be highlighted on the need and advantage of the system and how
it will equally assist them in the field of work

The staff should be informed of the cost of maintaining this new system so that they will handle.