1

COMPUTER SCIENCE PROJECT

TOPIC: CHIBI HIGH LIBRARY MANAGEMENT SYSTEM

BACKGROUND
Chibi High School is located in Chivi, Masvingo Province in Zimbabwe. Chibi High has a
school library. The school has a total population of one thousand (1000) students and forty (40)
teachers. The library was officially opened on the 26th of October 2013 by the honorable minister
of Psychomotor in Education, Mr. J.D Hungwe .The library has many departments which
consists of a research center, study rooms, the open shelves and short loan section. In the
research centre there is a Wireless Fidelity (WIFI) router. Students can go on the internet and do
some research. There are thirty three (33) desktop computers. Some of the students have their
own laptops. There is a very strong search engine in the computers because it uses the TP-LINK
router .In the study rooms there are fans and many desks which can accommodate all the A’ level
learners at Chibi High School. The library is managed by its Head Of Department, Mrs Magudu
and the librarian, Mrs Makumbe .In the reception open shelves are many books of every subject
that is done at Chibi High school .Some of the books in the library were donated by the Chibi
High Old Student Association (CHOSA), Book Aid International and some were bought by the
school which makes all the books available for every student’s requirements. Students also do E-
learning at the library research centre.

ORGANOGRAM
THE REVEREND

THE SCHOOL
HEADMASTER

THE DEPUTY
HEADMASTER

LIBRARY H.O.D

TEACHERS, NON- LIBRARIAN STUDENTS

TEACHING STAFF

THE LIBRARY
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SECTION A: SELECTION, INVESTIGATION AND ANALYSIS

A LIST OF THE PROBLEMS OF THE EXISTING SYSTEM

 File lost
 File damaged
 Difficult to search record
 Space consuming
 Cost consuming
PROBLEM DEFINITION / IDENTIFICATION

 File lost
When computerized system is not implemented file is always lost because of human
environment. Sometimes due to some human error there may be a loss of records.
 File damaged
When a computerized system is not there file is always lost due to some accident like
spilling of water by some member on file accidentally. Besides some natural disaster like
floods or fires may also damage the files.
 Difficult to search record
When there is no computerized system there is always a difficulty in searching of records if
the records are large in number.
 Space consuming
After the number of records become large the space for physical storage of file and records
also increases if no computerized system is implemented.
 Cost consuming
As there is no computerized system the to add each record paper will be needed which will
increase the cost for the management of library.
INVESTIGATION OF THE CURRENT SYSTEM

RESEARCH INSTRUMENTS

A. Questionnaires
B. Interview guides
C. Record inspection
D. Observation

DESCRIPTION OF THE RESEARCH INSTRUMENTS

A. Questionnaires
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This is a document with a series of questions designed to collect statistical information by filling
on the spaces provided .Questionnaires are used when collecting information from a widely
spread population sample and when collecting information from many people .A questionnaire
has open ended and closed questions .Open ended questions are questions that need to filled on
the gaps provided with his /her own views .Closed questions is where the respondent has to
choose Yes or No ,True or False or by ticking on the given options .Questionnaires can be
distributed personally or by posting .

ADVANTAGES OF QUESTIONNAIRES

 They are not time consuming because are distributed and collected later
 Questions are very simple to answer
 They are cheap because they are less travel expenses
 Respondents may fill correct information

DISADVANTAGES OF QUESTIONNAIRES

 Some questions are left blank

 Some questionnaires may not be returned
 Biased information can be collected
 Abusive information may be filled

B. Interview guides

This refers to the face to face communication between two or more people in order to obtain
information .Interviews can also be done over the phone but the most common ones are face to
face .Interviews are done when you want to collect information from a very small population
sample.

ADVANTAGES OF INTERVIEWS

 The researcher can ask for clarification on some points that may not be clear
 Encourages good rapport between the researcher and the respondent
 First hand information is collected
 The researcher can probe to get more information

DISADVANTAGES OF INTERVIEWS

 It is time consuming due to travelling and interviewing

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 Biased information can be given since the respondent may not tell the truth
 Good interview techniques are required

C. Record inspection

This refers to the fact finding method which involves scrutinizing system documents in order to
solicit information .Record inspection has some advantages too.

ADVANTAGES OF RECORD INSPECTION

 accurate information is collected from system records

 first-hand information is obtained

DISADVANTAGES OF RECORD INSECTION

 it is time consuming to go through all system records

 confidential files are not given to the researcher
 manual files may be tiresome

D. Observation

This refers to the fact finding method that involves viewing actual system in operation by the
researcher .The researcher can even take part in operating the system .It is when the
researcher wants to see for himself how the system operates.

ADVANTAGES OF OBSERVATION

 First-hand information collected

 Accurate information can be obtained
 Areas of interest can be observed
 The researcher may take part in operating the system

DISADVANTAGES OF OBSERVATION

 People work differently if they feel that they are being observed
 Inaccurate information can be collected
 The researcher may not understand some activities observed
 It is time consuming to collect the information
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BROAD DESCRIPTION OF THE EXISTING SYSTEM

Member Updates
Creates
Membership
membership
Details

Fills in the log

book
members-book
LIBRARIAN

Records
Updates book transaction in
Stock-book stock the lending book

Checks for damages,

overdue, lost books,
calculates fine

Updates fine & Updates

Replacement book replacement lending-book
book

Clears the
lending
Key
transaction
Predefined process

Arrow showing flow of data

Lending-book
Entity

Input file book

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EVALUATION OF EXISTING SYSTEM

Strengths

 Availability of internet access

 Unlimited research resources

Weaknesses

 Manual method of coding books

 Internet access is weak

REQUIREMENTS SPECIFICATION

Software requirements

 Transmission Control Protocol / internet Protocol (TCP/IP)

 Visual basics

 My SQL database

Hardware requirements

 Compact Disk – Read Only Memory (CD-ROM) for storage of learning materials and
encyclopedia

 Operating system: Windows 7 (or above can be used) since it is stable

 Modern desktop computers
 Monitor: HP 1502 Liquid Crystal Display

AIMS AND OBJECTIVES

Aims

• Provide timely access to required materials

• Simplify search/discovery of library materials

Objectives

• Build the information literacy

• Build and manage library collections in terms of academic programs.
 7

SECTION B

Consideration of alternative method

Alternative method: Use of Cards at the library

Instead of using the books, data collection cards can be used in carry out all the’ transactions
‘done at the library. The librarian would have the Book Stock cards, Borrowers cards, Lending
cards and Fine replacement which will be well labelled and will be placed in trays for each
category. Book number will be used to arrange cards in the Borrower cards tray. Date of lending
is used to arrange cards in the Lending cards tray and the Fine and Replacement cards tray.

Advantages of the alternative method (use of cards at the library)

 Books records from the stock cards are easily accessible since the cards would offer direct
and sequential access to Information

 Cards are portable hence it can be easy during stock taking since you can easily walk with
the Stock cards

 Cards Systems do not use electricity so eliminates electric costs or maintenance costs. It is
faster to compile lost book records in Fine and Replacement card tray therefore quickening
Lost Book Report.

 Since it is faster to record and retrieve book records on the stock cards there is faster Book
Stock Level Report production

Disadvantages of the alternative method (use of cards at the library)

 There are still errors in the calculation of fine sand replacement charge in the Fine and
Replacement Book.

 Has lack of security on book and borrower records since cards can easily be lost or
misplaced.

 Borrower cards and stock cards become bulky with time as more Borrowers join and more
books are bought.

 Inconsistence to records in the Lending Book and Fine and Replacement Book due to human
error and fatigue.

Alternative method: increasing the number of librarians

An increase in the number of workers who would be librarians would to some extent improve the
pace at which the service is offered at the library.
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Advantages (increase in librarians)

 It reduces time taken in the process of borrowing books because of a number of terminals to
be served with thereby increasing the number of people who are served over a short period
of time.

 Reduction in process like looking for member’s record cards and files when member
borrows or returns and the file needs updating.

 Provision of employment to the community.

Disadvantages (increase in librarians)

 Many workers resulting in more money for wages thus the system is expensive to run.

 More working space is needed because of more terminals and this result in some space that
could be used for book shelves being consumed.

 More furniture is needed and this makes the system expensive to run.

Justification of proposed solution: Chibi High Library Management System

 The system is tailor- made just to meet the challenges currently being faced

 The system is very fast and accurate in making calculations

 The system reduces stationery costs

 The system promotes an efficient and smooth service at the library

 The system makes report production easy and fast since it allows direct access

Input Design
Data will be fed into the system through input forms. These input forms will be designed using
VB net. The forms are to pass data to the correct and appropriate tables and fields database.
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Login Form (screen layout)

CHIBI HIGH LIBRARY MANAGEMENT SYSTEM

Account type

User Name

Password

Forgot Password Login Exit

The form will be used to enter passwords in the corresponding database table so that the user will
be granted permission to use the system.

Below is the Data Capture Form of the login form

Account Type

User Name

Password
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Book-Lending Form

Screen layout

Book Details

Book Code

Book Title

Lending Date

Due Date New

Book status
Save

Department
Delete

Borrower ID Update

Borrower Name Close

Borrower Surname

Type of Borrower

It is used to enter details of the borrower and books being lend. Some of the details include Book
Code, Book Title, Borrower Name, Lending Date etc.In the corresponding database table.

The following is the Data Capture Form of the Book-Lending Form

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Book Code

Book Title

Lending Date

Due Date

Book Status

Department

Borrower ID

Borrower Name

Borrower Surname

Type of borrower

Book-Entry Form

Screen layout

Book(s) Details

Book Code

New
Book Title

Author(s) Save

Department Delete

No. Of Books
Update
Supplier’s Name
Close
Price for Each

Date of Issue
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It is used to enter details of a new book(s) that is being brought into the Library System. Some of
the details entered include Book Code, Book Title, Price etc. Into the corresponding table in the
database.

Book Code

Book Entry

Author(s)

Department

No. Of Books

Supplier’s Name

Price of Each

Date of issue
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Book-Return Form

Screen layout

Book Details

Book Code

Book Title

Lost

Return Date New

Due Date
Save

Borrower Details Clear

Type of Borrower Get Data

Borrower ID Close

Borrower Name

Borrower Surname
Fine $
 14

It is used to enter details of the borrower and the book they borrowed when they return it. Some
of the details entered include Book Code, Book Title, Return Date etc.into the corresponding
table in the database.

The following is the Data Capture Form of the Book-Return Form

Book Code

Book title

Lost

Return Date

Due Date

Book Status

Type of Borrower

Borrower ID

Borrower Name

Borrower Surname

Supplier’s-Entry Form

Screen layout

Supplier’s Details

Supplier’s Name New

Supplies Save

Address
Clear

Phone no.
Close
Email
 15

It is used to enter details of frequent and trusted suppliers into the database of the system. Some
of the details entered include Supplier’s Name, Address etc.into the corresponding table in the
database.

The following is the Data Capture Form of the Book-Return Form

Suppliers Name

Supplies

Address

Phone No.

Email

Output Design

TEST PLAN
Types of system testing
 Alpha testing
 Beta testing

ALPHA TESTING
 It is carried out by the software developers’ in –house testing team
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Testing by the programming team Testing by the programming team is ongoing as the
system is developed, but it is still very important to undertake tests at the end, after the
programming team believe that the system is finished. This formal testing at the end of
development is known as alpha-testing.
 This is the formal testing at the end of development. It: • is undertaken by the
programming team; • uses data that the programmers perceive to be realistic; • is
designed to ensure that the requirements/objectives have been met.

TESTING BY THE END-USERS

Testing by the end-users is either beta-testing or acceptance testing. Beta-testing Beta testing
is when the software is tested under real conditions, using real data, by a selection of real
end-users.

This phase of testing is necessary because software developers will probably not anticipate
all the combinations of conditions that will occur when the software is in use in its ‘real’
environment. This is the stage of testing where problems with different hardware
combinations are usually discovered, as are problems with ‘clashing’ software. During beta
testing, users generally agree to report problems and bugs to the developers. These will then
be corrected and the software may then undergo a second round of beta testing before the
package is eventually released.

These end-users who test the system during beta-testing: • use the system with realistic
volumes of real data; • use the system with a variety of different hardware and
configurations; • report faults/errors back to analyst; • check that there is a reasonable
response time; • ensure that the user interface is clear; • ensure that the output as expected.

ACCEPTANCE TESTING
Acceptance testing is where the customer specifies tests to check that the supplied system
meets his/her requirements as specified at the analysis stage and that the system works in
their own environment.

Note that the tests and data are specified by the customer, but the testing itself may be carried
out by the customer or by the developer under the scrutiny of the customer
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SECTION C
SOFTWARE DEVELOPMENT

1. TECHNICAL DOCUMENTATION
PSEUDOCODES

 These are English-like statements, closer to programming language that indicate

steps followed in performing a specific task.

LOG IN FORM
LOG I N BUTTONMODULE
START
Private Sub Button1_Click(ByVal sender As System.Object, ByVal e As
System.EventArgs) Handles Button1.Click
If combobox1.Text = "Admin" And textbox1.Text = "ashbel" And
textbox2.Text = "ashy g" Then
MsgBox("WELCOME", MsgBoxStyle.OkOnly)
Me.Hide()
Form3.Show()
ElseIf combobox1.Text = "" And textbox1.Text = "" And textbox2.Text = ""
Then
MsgBox("INSET ALL INFORMATION", MsgBoxStyle.Information)
ElseIf combobox1.Text = "User" And textbox1.Text = "ashbel" And
textbox2.Text = "ashy g" Then
Me.Hide()
Form3.Show()
ElseIf combobox1.Text = "Admin" And textbox1.Text = "sam" And
textbox2.Text = "sammy" Then
MsgBox("WELCOME")
Me.Hide()
Form3.Show()
ElseIf MsgBox("enter correct information please!") Then
STOP
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EXIT BUTTON MODULE

START
IF option =QUIT
THEN
Dim peace out = MsgBox ("PLEASE CONFIRM LEAVING THIS SYSTEM",
MsgBoxStyle.Exclamation + MsgBoxStyle.YesNo, "ALL system OUT")
If peace out = vbYes Then
MsgBox ("system quiting.CALL AGAIN", MsgBoxStyle.Information)
Application. Exit ()
Else If peace out = vbNo Then
MsgBox ("All systems standby for next instruction", MsgBoxStyle.Information)
End If
STOP

FLOWCHART
LIBRARY MODULE
 19

CODES/PROGRAM LISTINGS

THIS MODULE IS FOR THE BOOK RETURN BUTTON

 20

Imports System.Data.OleDb
Imports System.Security.Cryptography
Imports System.Text
Public Class FrmBkReturn

Dim rdr As OleDbDataReader = Nothing

Dim dtable As DataTable
Dim con As OleDbConnection = Nothing
Dim adp As OleDbDataAdapter
Dim ds As DataSet
Dim cmd As OleDbCommand = Nothing
Dim dt As New DataTable
Dim gender As String
Dim cs As String = "Provider=Microsoft.ACE.OLEDB.12.0;Data
Source=|DataDirectory|\LMS_DB.accdb;Persist Security Info=False;"
Public Shared Function GetUniqueKey(ByVal maxSize As Integer) As String
Dim chars As Char() = New Char(61) {}
chars = "123456789".ToCharArray()
Dim data As Byte() = New Byte(0) {}
Dim crypto As New RNGCryptoServiceProvider()
crypto.GetNonZeroBytes(data)
data = New Byte(maxSize - 1) {}
crypto.GetNonZeroBytes(data)
Dim result As New StringBuilder(maxSize)
For Each b As Byte In data
result.Append(chars(b Mod (chars.Length)))
Next
Return result.ToString()
End Function
Private Sub Button3_Click(ByVal sender As System.Object, ByVal e As
System.EventArgs) Handles CloseBtn.Click
Me.Hide()
FrmMain.Show()

End Sub

Private Sub FrmBkReturn_Load(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles MyBase.Load
 21

'TODO: This line of code loads data into the

'_ChibiLMS_DBDataSet.Book_Return' table. You can move, or remove it, as
needed.

Me.Book_ReturnTableAdapter.Fill(Me._ChibiLMS_DBDataSet.Book_Return)

End Sub

Private Sub GroupBox1_Enter(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles GroupBox1.Enter

End Sub

Private Sub Button1_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles NewBtn.Click
BookReturnBindingSource.AddNew()
End Sub

Private Sub Button5_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles SaveBtn.Click
Try
If Len(Trim(BkCodeTxt.Text)) = 0 Then
MessageBox.Show("Please Enter Book Code", "Input Error",
MessageBoxButtons.OK, MessageBoxIcon.Error)
BkCodeTxt.Focus()
Exit Sub
End If
If (dtpReturn.Value.Date < dtpDue.Value.Date) Then
MessageBox.Show("Return date can not be less than due date", "Input
Error", MessageBoxButtons.OK, MessageBoxIcon.Error)
dtpReturn.Focus()
Exit Sub
End If
If FineTxt.Text = "" Then
FineTxt.Text = 0
End If
txtReturnID.Text = "R-" & GetUniqueKey(6)
con = New OleDbConnection(cs)
con.Open()
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Dim cb As String = "insert into return_Student(ReturnID, TransactionID,

ReturnDate, Fine) VALUES('" & txtReturnID.Text & "','" & txtTransactionID.Text
& "',#" & dtpReturnDate.Text & "#," & txtFine.Text & ")"
cmd = New OleDbCommand(cb)
cmd.Connection = con
cmd.ExecuteNonQuery()
con.Close()
con = New OleDbConnection(cs)
con.Open()
Dim cb1 As String = "Update book set NoOfBooks = NoOfBooks+1 where
AccessionNo='" & txtAccessionNo.Text & "'"
cmd = New OleDbCommand(cb1)
cmd.Connection = con
cmd.ExecuteNonQuery()
con.Close()
con = New OleDbConnection(cs)
con.Open()
Dim cb2 As String = "Update bookIssue_student set Status = 'Returned'
where AccessionNo='" & txtAccessionNo.Text & "'"
cmd = New OleDbCommand(cb2)
cmd.Connection = con
cmd.ExecuteNonQuery ()
con.Close ()
MessageBox.Show("Successfully returned", "Book",
MessageBoxButtons.OK, MessageBoxIcon.Information)
SaveBtn.Enabled = False
Catch ex As Exception
MessageBox.Show(ex.Message, "Error", MessageBoxButtons.OK,
MessageBoxIcon.Error)
End Try
Try
BookReturnBindingSource.EndEdit()
Book_ReturnTableAdapter.Update(_ChibiLMS_DBDataSet.Book_Return)
MessageBox.Show("DATA SAVED")
Catch ex As Exception
MessageBox.Show ("DATA SAVED")

End Try
End Sub
 23

Private Sub DateTimePicker2_ValueChanged(ByVal sender As System.Object,

ByVal e As System.EventArgs) Handles dtpReturn.ValueChanged

End Sub

Private Sub DateTimePicker1_ValueChanged(ByVal sender As System.Object,

ByVal e As System.EventArgs) Handles dtpDue.ValueChanged

End Sub

Private Sub Button2_Click (ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles ClearBtn.Click
BookReturnBindingSource.Clear()

End Sub

Private Sub Button4_Click (ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Button4.Click

End Sub

Private Function txtReturnID () As Object

Throw New NotImplementedException
End Function

Private Function txtTransactionID () As Object

Throw New NotImplementedException
End Function

Private Function dtpReturnDate () As Object

Throw New NotImplementedException
End Function

Private Function txtAccessionNo () As Object

Throw New NotImplementedException
End Function
 24

Private Function txtFine () As Object

Throw New NotImplementedException
End Function

End Class

(ii) USER DOCUMENTATION

Program Name: Chibi High Library Management system

Program Purpose : The computer allows the program to

Program Location : CD Labelled ASHBEL GOVORE

Programming Language : VB.NET

 25

INSTALLING PROCEDURES

Insert the CD in the CD Drive and click on the setup icon and the system will
automatically install but the user would be accepting the changes which would be
done by the system

CLICK

Copy the setup and place it on the desktop

 26

As shown above click the icon named setup and follow the given instructions

RUNNING THE SYSTEM

After starting the system a splash screen appears welcoming you to the system as
shown below

On clicking the OK button the MAIN MENU form appears and there is a variety of
buttons which are used for the working ground and these include

• BOOK STOCK
• BOOK LENDING
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• BOOK RETURN
• CREATE ACCOUNT

These are labeled as shown below :

BOOK STOCK reveals the details of the stock that is still in and the on e waiting
to be dumped.

BOOK LENDING Button reveals the following form

 28

BOOK RETURN reveals the following form

The CREATE ACCOUNT button reveals the following form

Exiting the system

 29

SECTION D :
SYSTEM TESTING AND EVALUATION
After a program has been coded, it must be tested with different data types to
determine if intended results are produced. The types of test data that can be used
include:
Extreme Data: Refers to the minimum and the maximum values in a given range.
For example, a computer program requires the user to enter any number from
(between) 1 to 20. 1 and 20 are extreme data and the computer must accept these.
Thus extreme data is accepted by the computer.
Standard (normal) Data: This refers to data that lies within (in-between) a
given range. In our example above, the numbers from 2 to 19 are standard data and
are accepted by the computer.
Abnormal Data: This refers to data outside a given range. As to our example
above, the number 0, -1, -50 and all number from 21 and above are abnormal data.
Valid data: refers to data of the correct data type. Invalid data is data of the wrong
data type. Thus if the user enter the value “Ashbel” instead of a number, this is
referred to as a wrong (invalid)
data type. Only numbers are needed, not text.
 30

TEST DATA, ERROR MESSAGES, SAMPLE RUNS AND

EVALUATION

User testing

TEST DESIGN

In this part I am going to look at how the testing is to be carried out under the testing
phase. I am to look at stages of testing in the running system. Testing is to be done to
ensure that the system is smooth running and efficient. I am to test the performance and
functionality of the system. In this case I am to look at the following modules of testing,
system testing recovery testing and performance testing.

Module testing

Modules will be tested individually for any error in respect to validation, length format
of input and presence. The bottom up testing is to be used at the design section.

SUBSYSTEM TESTING

It involves testing collections of modules which have been integrated into sub system
.Subsystem are often independently designed and programmed and problems can arise
owing to interface mismatches .Interface need to be thoroughly tested
 31

SYSTEM TESTING

This is subsystem are integrated to make up the entire system .This testing reveal errors

Test Test Field Reason for Testing Test Data Type Of Expected Actual
No. Test Outcome Outcome

1 Password The user should be able to Ashbel Normal Accept Accept

insert a correct password
which contains alphabetic
features only

2 Length check Field size=10 07741351440 Extreme Reject Rejected

3 Presence check 000000000P Abnormal Reject Rejected

resulting from the interaction between different subsystem .This system is also concerned
with ensuring that the system meets all the requirements of the original system

RECOVERY TESTING

It deals with how the system reacts after some forms of errors. Here testing is done by,
many users and mistakes are done deliberately by the users. This deals with the reaction
from sounds and message boxes that pop out in the system.

PERFORMANCE TESTING

It tests the time it takes the system to access some files in the database and also tests if
the system is handling the amount of data it is supposed to process and storing under the
user environment the average access time, it tests if the system is performing well as
expected.
 32

Abnormal data
Data will be invalid either Wrong password or no password inserted at all

Extreme data

Data on either the upper or the lower boundaries of the given field
 33

System testing

Ease of use
When the system is running, the splash form is the first form which will show out. Then
company information form will then pop out, then one will press Ok. After clicking it the
login form will appear, so that you will be able to use the system. Entering the correct
password on the textbox of password this will lead one to the main menu form with only
commands to view other forms. Every form provides commands to a certain task. For
example the check in form will show certain command like ADD NEW MARKS,
ABOUT US and LOGOUT so children information is entered when grading using the
MARK GRADING SYSTEM and the use any command is easy. If one enters ADD
 34

NEW STUDENT and insert the required student details then a message will be popped
showing the details have been saved.

This system is easy to use because each command leads to another command until the
destination is reached.

Reliability

The system is reliable it produces reliable results after entering the student details to
mark grading form which will show reports entered results after clicking the OK button
to save to database as reflected above. It obviously show that the system has no bugs
because it shows information is saved with being disrupted

Effectiveness
On the effectiveness part, as soon as you enter the student marks details and click any
command button the system will eventually ADD the client in the database; since the
system is a real time system the message box will show as soon as the information is
added in a minimum time of 5 seconds as shown in the form above. If one opens the
database of Thorn Hill database the user will be already in there with his\her ID number.

Evaluation of the system

To a greater extent the system’s objectives were met as stated in the system requirements
specification

These were the objectives that were successful

 Reduction of paper work

 Creating a user friendly system
 Improve system security
 Save time
 To reduce cost over in storage equipment and filing in human resource
 35

However to a lesser extends l was not able to overcome the following stated objectives

 To overcome strenuous tasks monotony

 Creating automated indexes

Achievements
 Since the system is real time it is efficient.
 Can be retrieved and edited
 Details in the database can be printed as reports
 Security of data increased by use of passwords and this is done to maintain
security of files ,that is, when old password are known by unauthorized personnel
the user is able to change
 Better degree of accuracy
 Backing of files to cater for accidents that may occur
 The data stored in the database stays in there even for years without being lost
 There are error messages to help the user

Limitations
 The system is affected by power cuts since it entirely depends on power. It cannot
function when there is no power.
 When there is power cut the unsaved data is lost and there is no way for retrieving
it.
 The system cannot make facility for client signatures to show agreement

Opportunities for the future development

It is spot on to say that we leave in a shifting world. The world we live in is high-tech to
the extent that hardware and software change like the weather. Thus in the fast volatile
world a system can only be developed to meet the existing hardware elements but should
also be able to familiarize by hand to the new hardware and software.
 36

APPENDICES

SAMPLE QUESTIONNAIRE I USED

No Yes
1. Do you feel satisfied with the current system?

2. Does the system motivate the workers? No Yes

3. How many teachers does the school have? No Yes

No Yes
4. How many files do you have for the whole mark grading system

5. Do you think the ways you are using for backups are safe No Yes

6. What is the rough estimate of people who book for a place daily

7. Is there any day when there are errors in the mark schedules No Yes

8. Are your written documents safe No Yes

9. Are you comfortable to change the system No Yes

10. Are you comfortable with changing the system to a computerized one No Yes

11. What security measures are implemented in the system

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12. What do you think is affecting the marks termly
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13. What backup files are used in the
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14. Explain how you file your documents
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.SIGNATURE…………………………………………………………

THANK YOU!!!!!!!!