TITLE PAGE

DESIGN AND IMPLEMENTATION OF A

COMPUTERIZED OFFICE MANAGEMENT SYSTEM
(A CASE STUDY OF AIRMAX COMPUTER INSTITUTE MADALLA, NIGER STATE)

BY

OSAYI JOY PIUS

MAT NO. 14/86108

SUBMITTED TO

THE DEPARTMENT OF COMPUTER SCIENCE

SCHOOL OF APPLIED ARTS AND SCIENCE

FEDERAL POLYTECHNIC BIDA

P.M.B 55, BIDA

NIGER STATE.

IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE

AWARD OF NATIONAL DIPLOMA (ND) IN COMPUTER SCIENCE

OCTOBER, 2016
 CERTIFICATION

This is to certify that this project report was properly carried out thoroughly by OSAYI

JOY PIUS with the matriculation number 14/86108, examined and approved, having met

the partial requirement for the award of National Diploma (ND) in Department of

Computer Science school of Applied Arts and Science of the Federal Polytechnic Bida,

Niger State.

…………………………….. …………………….
MR. ABUBAKAR A. ALFA Date
(Project Supervisor)

…………………………….. …………………….
UMAR TURAKI A. Date
Project Coordinator

…………………………….. …………………….
MR. ALARAPE M. A. Date
Head of Department

……………………………. …………………….
External Moderator Date

ii
 DEDICATION

This project is dedicated to the Almighty God ‘My Source that can never run dry’

for His Faithfulness upon my life throughout my ND programme. He gave me everything I

needed to succeed, He never left me alone. This project is also dedicated to my wonderful

family, most especially my parents Mr. and Mrs. Osayi who took the pain to see me

through my ND programme despite the economic challenges.

iii
 ACKNOWLEDGEMENT

I very grateful to the Almighty God for His faithfulness upon my life throughout

my ND programme, and also for the wisdom He gave me to carry out this research.

I want to sincerely acknowledge my family for their love and support, my parents

Mr. and Mrs. Osayi, my sister Josephine Osayi, my brother Victor Osayi, my cousins Mrs.

Gloria Raji, Mr. Divine Oleabhiele and Mr. Peter Olayare and my uncle Pastor Victor

Inegbenose.

I want offer my profound gratitude to my project supervisor Mr. Abubakar .A. Alfa

for taking his time to thoroughly supervise my work and for helping me bring out the best

in me.

I want to say a big thank you to my church family, my pastor; Pastor Oluwatoshola

Oghoba for his prayers and support. I also want to acknowledge my wonderful fellowship

NIFES you’ve been a blessing to me.

Finally, I want to acknowledge my friends Uche Abugu, Helen Ikwoyi, Gabriel

Oluyori, and my course mates Clement Jegede, Destiny Ajas, Lawal Yusuf O, Grace

Joseph, for their love, support and encouragements. God bless you all!

iv
 ABSTRACT

The office management faces a variety of challenges such as information security

problems, lack of easy access to information and retrieval, document storage and
maintenance problems, lack of man power for document management, high cost of
automatic documentation process and several errors which normally occur while handling
information management in the office. To this effect this research is focused on building
an application that can be used to computerize the major process of an Office
Management System using Visual Basic .Net as the programming language and Microsoft
Access as the Database Management System. This application is designed to replace the
manual method of keeping and managing records in an office to make it more efficient,
accurate, faster, safer, and also for easy retrieval. The case study that was used for this
project is Airmax Computer Institute Madalla, Niger State; this application is designed
according to the transactions that are carried out in this organization. Based on the
research carried out on the case study it was discovered that the records that are been
kept and managed by the organization are the records of the staffs, the students and the
customers, therefore the key objects or entities that are been managed by the database are
the staffs, students, and customers. This Computerized Office Management system can be
installed and used on any desktop and laptop computer running windows operating
system.

v
 TABLE OF CONTENT

Title page I

Certification II

Dedication III

Acknowledgement IV

Abstract V

Table of Content VI

CHAPTER ONE

1.0 Introduction 1

1.1 Aims and Objectives 2

1.2 Motivation for the Study 3

1.3 Significance of the Study 3

1.4 Scope of the Study 4

1.5 Organization of the Project Report 4

CHAPTER TWO

2.0 Review of Literature 5

2.1 Brief History of the Case Study 7

2.2 Definition of terms 8

vi
CHAPTER THREE

3.0 System Analysis and Design 9

3.1 Analysis of the Existing System 9

3.2 Problems of Existing system 9

3.2.1 Structure of the existing system 10

3.3 Design of New System 11

3.3.1 Input Specification 11

3.3.2 Output Specification 14

3.3.1 Structure of the new system 14

3.4 Data Collection Methodology 15

3.5 Advantage of the new system 16

CHAPTER FOUR

4.0 System Implementation 17

4.1 System Requirement 17

4.1.1 Software Requirement 17

4.1.2 Hardware Requirement 18

4.2 Installation of the New System 18

4.3 How to use the New System 18

4.4 System maintenance guides 19

4.5 Limitation of the System 20

vii
CHAPTER FIVE

5.0 Summary, Conclusion and Recommendation 21

5.1 Summary 21

5.2 Conclusion 21

5.3 Recommendation 22

Reference 23

Appendices

I. System or Program Flowchart 24

II. Program Source Code 25

III. Sample Output from Running 38

viii
 CHAPTER ONE

1.0 INTRODUCTION

The Office is the center of an organization. Commercial office acts as a central

directing and coordinating agency of the various activities of any business. An office is

understood to be a place where clerical work is performed and where all kinds of paper work

(letters, correspondence, Files, records, etc.), is maintained and dealt with. It is a central place

where all sorts of clerical work are done to coordinate and control the affairs of the whole

organization. Prof. Dicksee states, “An office is to a business what the mainspring is to a

watch”. An organization cannot be carried on without an office, as a watch without the

mainspring is useless. In this present age, the modern office organization has so much

importance as the brain in a human body. Thus a commercial office can be called “a clearing

house of all essential business information”. The office has to receive or collect all

information of the business, process the collected information (analyses, arrange, and classify)

and put them into understandable form on the one hand. On the other hand, the processed

information has to be presented or communicated to the management of the business,

whenever it is required i.e. efficient office management comprises of a number of vital

functions, which include time management, organizing the paperwork and workspace,

managing multiple projects simultaneously, and being in control of all your job

responsibilities.

Virtually all software used in enterprises today has the same goal which is supporting

business processes. Some processes are entirely automated, relying solely on communication

among applications, others probably rely on people to initiate the process. In either case, it’s

often possible to specify a discrete series of steps known as ‘workflow’ that describe the
1
activities of the people and software involved in the process. Once this workflow has been

defined, an application can be built around that definition to support the business process.

The need for a computerized office management system creates a new area for

applying results, techniques and methodologies to carry out operations in the office

environment. However, with the computerization of the office environment, solutions to a

large number of difficult office tasks will be obtained and the workload reduced.

1.1 AIMS AND OBJECTIVES

Aim: This study aims at designing a computer application that will be used to computerize

the process of managing an office and all activities being carried out in the office

environment.

Objectives:

 It improve productivity by electronic process

 It reduces lead time & support collaboration among departments.

 It enhances document sharing and reuse

 Reduces cost by automatic documentation process

 Reduces manpower for document management

 Reduces document storage & maintenance

 Prevents information security accident

 Enhances access control and privilege management

2
1.2 MOTIVATION FOR THE STUDY

This study is motivated by the desire to enhance the process of managing and handling

the activities been carried out in an office environment with the view of eliminating any form

of error which normally occurs while handling the office affairs.

1.3 SIGNIFICANCE OF THE STUDY

The significance of this study is categorised into three sections which are explained

below. These sections would help to throw more light on why the computerisation of an office

management system is important. The sections are explained as follows:

Paper-less:

 It reduces paper-related cost such as printing, preservation, and disuse.

 It helps to create and maintain an electronic documenting system which minimizes

preservation space and prevents document loss.

Information Wall-less:

 It helps to improve administration efficiency by offering real-time information sharing and

reuse amongst various offices in an organization.

 It removes the wall between the information and people by cutting time for information

search from hours to minutes.

Loose Time-less:

 Decision making with the support of a computerized office management system helps to

cut significant time to decide important matters.

 The desired information can be delivered electronically not only within the agency, but

also between different agencies in a few minutes.

3
 The document process can be monitored electronically to prevent document loss and

wrong-delivery.

1.4 SCOPE OF THE STUDY

The scope of this research study is to enlighten the office workers on the advantage of

computerizing the process of managing records in an office. This study will create a detailed

insight into the relevance of having a computerized office management system and help the

office workers to understand the importance of using the computer to automate their day to

day office activities.

This study is only centered on the Computerization of Office Management System and

is being carried out to meet the requirement of the Computer Science Department of the

Federal Polytechnic Bida.

1.5 ORGANIZATION OF THE PROJECT REPORT

This study is made up of five (5) chapters and all the chapters play an important role in
bringing the study to its completeness. A brief detail of each chapter is discussed below:

 Chapter One: This gives a general introduction on what the research study is all about and
what it seek to achieve.
 Chapter Two: This chapter review the various literatures and write up’s from
people/authors who have written about this topic either in full or in part.
 Chapter Three: This Chapter will analyze the existing system and its problems, analyse the
new system and its advantages.
 Chapter Four: This chapter will implement the new system, test it, review it and explain its
maintenance structure.
 Chapter Five: In this chapter, the entire project will be summarized; concluded and
necessary recommendations will be made.

4
 CHAPTER TWO

2.0 REVIEW OF LITERATURE

According to Coalition Glossary (2012), office management and automation of a

business process, is the way in which documents, information or tasks are passed from one

participant to another for action, according to a set of procedural rules. Office management is

a term used to describe the tasks, procedural steps, organizations or people involved, required

input and output information, and tools needed for each step in a business process.

According to Rohit Upadhyay et al. (2015), the term office automation refers to all

tools and methods that are applied to office activities which make it possible to process

written, visual, and sound data in a computer-aided manner. Office automation is intended to

provide elements which make it possible to simplify, improve, and automate the organization

of the activities of a company or a group of people (management of administrative data,

synchronization of meetings, etc.). Considering that company/organizations require increased

communication, today, office automation is no longer limited to simply capturing handwritten

notes. In particular, it also includes the following activities:

1. Exchange of information

2. Management of administrative documents

3. Handling of numerical data

4. Meeting planning and management of work schedules

In an automated system, all these tasks are performed using computer or information

technology. Various computer-based systems are used for office automation. The following

computer-based systems are used in many offices for office automation:

5
  Document Management System

 Message Handling System

 Office Support System

1. Document Management System: Document management system consists of

different applications that are used to prepare documents. These applications are:

 Word Processing: It is used to create and edit documents. The documents may include

letters, memos, proposals, reports, newsletters and brochures etc.

 Desktop Processing: It is used to make the documents more attractive by inserting

photos and graphics into the documents.

 Spreadsheet Software: It is used to manage and to process data in rows and columns.

 Reprographic: It is the process of reproducing multiple copies of a document.

 Image Processing: It is used to scan images and to store them into computer. These

images can be inserted into the document.

2. Message Handling System: Message handling system is used to send and receive

message electronically from one location to another. In most of the offices, the messages are

sent and received through computer network and facsimile (Fax). For example, e-mails or

voice mails are sent and received through Internet.

3. Office Support System: Office support system is used to coordinate and manage the

activities of work group. The members of the work group can share their work and co-ordinate

with each other. Groupware and desktop organizers are examples of office support system.

6
2.1 BRIEF HISTORY OF AIRMAX COMPUTER INSTITUTE, MADALLA

NIGER STATE.

Airmax Computer Institute is one of the foremost technical institute in the state, it

offers diploma programs in various streams and aims to provide quality technicians, under the

platforms of self – development and skill acquisition on arts and information technology. To

meet the requirement of the changing educational scenario, the institute has a mandate and

mission of its own.

The institute was first set – up in 1996 with the name “Emaxco Creative Company”

having the disciplines namely: graphic designs and digital luminaries. In the later

development, computer was introduced into the field of arts and graphic technology. The

institute then emerged as one of the best rated designer. The quest for skill in computer

graphics operation became so high among the youths, the growing interest people have on

AMCI in the exchange of skilful knowledge moved the organization into action.

By 2001 an outlet was created to care for the formal and non – formal education of

individuals in the society, Students and graduates of colleges and universities who studied

computer in school but with less or no practical skills were also admitted for further practical

knowledge.

As the population grew higher, AMCI was fully incorporated by 2003 and later

approved by NABTEB for modular examination. By 2015 AMCI became partners with

USAID an organization in US that trains women on how to use technology. And in 2015 also

AMCI was accredited by JAMB for Computer Base Test (CBT) examinations.

7
2.2 DEFINITION OF TERMS

Office: This is a building or room where clerical work or professional duties are performed.

System: This is a collection of related components put together to perform an integral

function in order to achieve a given objective.

Management: This is the control and organizing of a business or organization. It is the

organization of resources in a system for the achievement of its objectives.

Facsimile: This is an exact duplication of a document, (especially of a written or printed

material).

Automation: This is the use of or introduction of automatic equipment in a manufacturing or

other process or facility.

Mainspring: This signifies the most important reason for which something is to happen i.e.

the main agent of motivation.

Synchronization: To cause things to happen simultaneously at the same time.

Clerical: This is used to refer to work in an office especially routine documentation and

administrative tasks; it is also used to refer to clerks and the duties they perform.

8
 CHAPTER THREE

3.0 SYSTEM ANALYSIS AND DESIGN

This section analyzes the design of the old and the new system and carefully identifies

the demerits of the old system. It also introduces the new system and highlights its advantages

over the old system.

3.1 ANALYSIS OF THE EXISITING SYSTEM

The existing system is a completely manual system which completely depends on the

use of pen and paper and as a result, it is more time consuming and tedious. The office

personnel’s that use this system are always loaded with lots of paper work which range from

preparing memos, letters, account statements, meeting agendas, reports, presentation and

many more. With the manual system managing the activities of the organization is a

wearisome task.

3.2 PROBLEMS OF THE EXISITNG SYSTEM

The existing system had a quite number of problems that made it inefficient and most

of those problems are listed below:

 The existing system is tiring and wearisome.

 The existing system is prone to mistakes and errors.

 The existing system consumes more time.

 The existing system is not easy to maintain and analyse.

 The existing system lacks a database for the storage of files which make these files to

occupy physical storage space.

 The existing system can easily be influenced by human intervention.

9
 The existing system makes retrieval of information very difficult because of the large

volume of file one has to sort through to retrieve or have access to one’s file.

 The existing system lacks adequate security because unauthorized users can have access

to information in the system this made the system inefficient.

 When using the existing system, mistakes being made cannot be easily corrected.

 There is insufficient manpower to cope with the growing needs of the organization.

 With the existing system backup files cannot be kept in case of any information loss or

incidence.

3.2.1 Structure of the Existing System

Data Collection

Office Clerk collects the data of:

a. Student
b. Staff
c. Customer

Data Retrieval Data Storage

Office Clerk search through each Office Clerk enters the data into
file in order to retrieve a record files:
every time a record is needed.
a. Student file
b. Staff file
c. Customer file

10
3.3 DESIGN OF THE NEW SYSTEM

This section is concerned with how to provide an efficient (economical) and effective

(relevant and useful) system that will be configured to meet the requirements of the office.

The new system is a completely automated system that computerises the entire process of

managing records in an office. It is an application software designed to manage all the records

of every part that makes up the organization such as the record of the students, the staffs and

that of the customers of the organization. The new system also gives room to the use of a

database for storing data and information of all the activities that are being carried out in the

organization.

3.3.1 INPUT SPECIFICATION

TABLE 1.0: STUDENT TABLE

S/N FIELD NAME DATATYPE LENGTH

1. ID NO NUMBER 255

2. DATE DATE/TIME 255

3. FULL NAME TEXT 255

4. GENDER TEXT 255

5. DATE OF BIRTH DATE/TIME 255

6. PLACE OF BIRTH TEXT 255

7. STATE OF ORIGIN TEXT 255

8. NATIONALITY TEXT 255

9. MARITAL STATUS TEXT 255

10. ADDRESS TEXT 255

11. PHONE NO NUMBER 255

11
 12. EMAIL ADDRESS HYPERLINK 255

13. QUALIFICATION TEXT 255

14. PROGRAM TEXT 255

TABLE 1.1: STUDENT GARANTOR TABLE

S/N FIELD NAME DATATYPE LENGTH

1. ID NO NUMBER 255

2. DATE DATE/TIME 255

3. FULL NAME TEXT 255

4. ADDRESS TEXT 255

5. GENDER TEXT 255

6. STATE OF ORIGIN TEXT 255

7. L.G.A TEXT 255

8. OCCUPATION TEXT 255

9. PHONE NO NUMBER 255

10. EMAIL ADDRESS HYPERLINK 255

TABLE 1.2: STAFF TABLE

S/N FIELD NAME DATATYPE LENGTH

1. ID NO NUMBER 255

2. DATE DATE/TIME 255

3. FULL NAME TEXT 255

4. GENDER TEXT 255

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 5. DATE OF BIRTH DATE/TIME 255

7. STATE OF ORIGIN TEXT 255

8. NATIONALITY TEXT 255

9. MARITAL STATUS TEXT 255

10. ADDRESS TEXT 255

11. PHONE NO NUMBER 255

12. EMAIL ADDRESS HYPERLINK 255

13. QUALIFICATION TEXT 255

TABLE 1.3: CUSTOMER TABLE

S/N FIELD NAME DATATYPE LENGTH

1. ID NO NUMBER 255

2. DATE DATE/TIME 255

3. FIRST NAME TEXT 255

4. SURNAME TEXT 255

5. OTHER NAMES TEXT 255

7. PHONE NO NUMBER 255

8. EMAIL ADDRESS HYPERLINK 255

9. GENDER TEXT 255

10. NATIONALITY TEXT 255

11. STATE OF ORIGIN TEXT 255

12. MARITAL STATUS TEXT 255

13
3.3.2 OUTPUT SPECIFICATION

Every program that has input data has output data as well. They are used mainly to

achieve the specific objective of verifying the processing operation being performed. The

input format is used essentially to state the data elements that are required to serve as the

output of the system because the computer is designed in such a way that is sometimes called

GIGO (Garbage In Garbage Out) denoting that what goes in is what comes out. The input

forms or tables are designed generally based on the necessary data that need to be entered into

the system. The data are captured through the keyboard and mouse and are stored on a

magnetic disk in Microsoft Access Database.

3.3.3 Structure of the New System

Office clerk carrying out

daily transactions: Launch
the application, enters the
username and password

Main Menu

Enter New Record Open Existing

Record

Student Staff Customer Student Staff Customer

Record Record Record Record Record Record

14
3.4 DATA COLLECTION METHOD

The data used in putting this study together was collected through the following

medium.

 The Internet

This source was consulted at intervals as the research proceeded and the needed information’s

were gotten from some various “websites”, “articles” and “journals” on the internet.

 Electronic Books

E-books were downloaded, studied and analyzed to carefully pick the information’s which are

related to the research topic.

 Interview

A brief interview was conducted with some staffs of the organization to find out about how

they feel while using the manual method, and what they think about the new automated

system.

15
3.5 ADVANTAGE OF THE NEW SYSTEM OVER THE EXISTING SYSTEM

The new system offers quite a number of advantages over the existing system, and

some of these advantages are:

 The new system computerises the entire office management process.

 The new system is accurate and efficient.

 With the new system records can be stored in a database for as long as the user’s desire.

 The new system enhances communication within the organization and makes it easier to

prepare and disseminate information.

 Processing data and information with the new system is fast and without any delay.

 The new system is highly secured against unauthorised users.

 The new system reduces the workload of the organizations personnel’s.

 The new system makes it easy to train the organizations staff and conduct a presentation

for them.

 With the introduction of the new system, the staffs of the organization are encouraged to

seek training on ICT and the use of computer at large.

 The new system will make it possible to keep backup files of information in case of any

information loss/incidence.

16
 CHAPTER FOUR

4.0 SYSTEM IMPLEMENTATION

This is aimed at putting the new system to use and testing its capability to see if it

meets up to the expectation which the developer had in mind. The system implementation is

going to be done on both hardware and software platform. Below, are the list of hardware’s

and software’s required for the proposed system to effectively run.

4.1 SYSTEM REQUIREMENT

These are the requirement needed to run the new system and be sure that it meets up to

the purpose for which it was developed.

4.1.1 HARDWARE REQUIREMENT

Hardware is the physical equipment or components that make up the computer system.

It is normally referred to as the physical interface of the system that can be seen and touched.

Every software has its own hardware requirement that is needed for its operations. Below are

the hardware requirements needed to run the new system:

 A complete computer system (Desktop or laptop)

 A 2.5 GHz processing speed processor such as Intel Pentium R, Dual Core and

upwards.

 Minimum of 1GB RAM

 Minimum of 150GB Hard Disk

 High VGA resolution of about 1360 x 768 pixels

17
4.1.2 SOFTWARE REQUIREMENT

Software is a set of instructions used by the computer to facilitate its operation and

utilization. It gives the computer the capability of doing whatever the users want. There are

some software that are required to run the new system they are listed below:

 Windows 7, Windows 8, Windows 10 Operating System

 Microsoft Dot Net framework 4.0 and 4.5

 An up to date System Antivirus

 Microsoft Access Database Management System

4.2 INSTALLATION OF THE NEW SYSTEM

The new system can be installed by getting a computer system that meets both the

hardware and software requirements listed above, insert the application disk into the CD-

ROM of the computer system, open the disk on My Computer window click on the setup file,

and click on install and wait for it to install. When it has finish installing launch the

application and carry out a test run on the system.

4.3 HOW THE NEW SYSTEM WORKS

When the user loads the application on a computer system a splash screen window is

first displayed telling the user that the application is loading, when the application has finished

loading an administrative log in window is displayed requiring the user to input username and

password, this window secures the application; so that unauthorized users can not have access

to the application. After the user has successfully logged in to the application the main menu

window is displayed, this window outlines the various tasks that the user can perform with the

18
application. In this main menu window there are two main sections: the ‘Enter New Record’

and the ‘Open Existing Records’. The ‘Enter New Record’ section contains three buttons;

student log, staff log and customer log; the user can click either of the buttons to enter a new

record. The ‘Open New Section’ section also contains three buttons; student record, staff

record, and customer record, the user can click on either of the buttons to view the existing

records, carry out updates, and print if necessary. Beneath the two sections is an ‘About’

button that the user can click to know more about the application.

4.4 SYSTEM MAINTENANCE GUIDES

Every system needs to be properly maintained to ensure maximum efficiency. Below

are the maintenance guides for the new system:

 The user should always ensure that any computer system that the application will be

installed on should meet both the hardware and software requirements specified for the

new system so that the system can run effectively.

 The user should always ensure that there is an up to date anti-virus installed on the

computer system.

 The computer system should be kept in a properly ventilated environment.

 The user should always ensure to exit the application properly after carrying out

operations.

 The user should ensure that the username and password of the system is kept

confidential so that unauthorized users won’t have access to the system.

19
4.5 LIMITATION OF THE NEW SYSTEM

i. The system that is designed from this research work is a computer based system and

therefore cannot be used without a computers system and the user also has to be a

computer literate for efficient use

ii. This system is customized application software and therefore cannot be used by every

organization because it was designed to meet the need of the organization that was

used as the case study precisely.

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 CHAPTER FIVE

5.0 SUMMARY, CONCLUSION AND RECOMMENDATION

5.1 SUMMARY

An office is a place where all sort of clerical work is performed and where all kinds of

records are collected, kept and processed to control and coordinate the affairs of the entire

organization. Office management entails keeping and managing the records of an

organization. Computerized office management is designed to replace the manual way of

collecting, storing, processing, retrieving, and dissemination of data/information in an office

to make it more effective, efficient, accurate, faster, safer, and also for easy access and

retrieval. This system is a customized software that was designed based on research carried

out in the case study (i.e. Airmax Computer Institute).

Furthermore, this system is a window based application that was designed with Visual

Basic .Net and Microsoft Office Access Database Management System, therefore this

application software can be installed and used on any desktop and laptop computer that are

running on windows operating system platform.

5.2 CONCLUSION

In conclusion the design and implementation of computerized Office Management

System will go a long way to reduce the work load in an office by computerizing the process

of collecting, storing, processing and retrieval of records in an office and thereby bring about

an increase in its productivity. Computerized office management will prevent information

security accidents/problems and also to eliminate any form of error that normally occur while

handling information management in the office.

21
 This system is designed to result in the collection, storing, retrieval, communication

and use of data for the purpose of efficient management of operating in the office.

5.3 RECOMMENDATION

1. The system should be installed properly according to the guidelines given for the

installation process of the system.

2. The users should be trained and enlightened on how to use the system

3. The system should be maintained properly according to the maintenance guidelines

given for the system.

4. Project supervisors should be assigned to students early so that the students will have

more time to carry out their project research.

5. The departmental library and school library should be upgraded and should contain

recent books to enable students carry out their research work.

6. The internet facilities within the school environment should be improved and made

accessible to student so that they can carry out their research.

22
 REFERENCES

Anigbogu, S.O, (2003). Introduction to computer science and programming languages.

Benue: Christon International Company Ltd.

Behrouz, A, & Sophia, C, F, (2004). Data communication and Networking. New York.
McGraw – Hill.

Carlson, B., Paul, B, & Crilly, J, C, (2002). Communication systems 4th Edition. New York.
McGraw – Hill

Coalition, G. (2012). Office Management and Automation, Published by Micheal Woods.

Gupta S K (2005), Office Management, 5th Edition, Published by Vishal Prakashan Mandir.

James A O’Brien (2012), Management Information Systems, 6th Edition, Published by Tata
McGraw Hill Companies, New York.

Jeffrey, S. B., & Gary, M, (2006). Modern Electronic Communication. New Delhi Prentice
Hall.

Joel, S, David L, & Scott, W, (2008). Microsoft Dynamics. New Jersey: John Wiley and Son.

Rohit, U., & Michel, J.O, (2015). Automated Office System, 5th Edition, Published by
Kenneth Coaster.

23
 APPENDIX I

PROGRAM FLOWCHART

Start

Administrative Log In

NO Is Username and
Password correct?

YES
MAIN FORM
1. Student Log
2. Staff Log
3. Customer Log
4. Student Record
5. Staff Record
6. Customer Record

Is YES Display the Student Log

Option = 1
Forms

NO
Is YES
Display Staff Log Form
Option = 2

NO
Is YES Display Customer Log Form
Option = 3

NO
Is YES Display the Student Record
Option = 4
Forms
NO
Is YES Display the Staff Record Form
Option = 5

NO
Is YES Display the Customer Record
Option = 6
Form

NO
Stop

24
 APPENDICES II

PROGRAM SOURCE CODE

SPLASH SCREEN FORM

Public Class WelcomeForm

Private Sub LoadTimer_Tick()

If LoadTimer.Interval = 1000 Then
Me.Close()
BackgroundForm.Show()
End If
End Sub

Private Sub ProgresTimer_Tick( )

ProgresTimer.Enabled = True
ProgressBar1.Value = ProgressBar1.Value + 2
ProgressLabel.Text = ProgressBar1.Value + 3 & "%Loading...."
If ProgressBar1.Value >= ProgressBar1.Maximum Then
ProgresTimer.Enabled = False
BackgroundForm.Show()
LogInForm.Show()
Me.Visible = False
End If
End Sub

End Class

ADMINISTRATIVE LOG IN FORM

Public Class LogInForm

Private Sub LogInBtn_Click ( )

If PWTxt.Text = "admin" And UserTxt.Text = "admin" Then
Me.Close()
MenuForm.Show()
Exit Sub
Else : MsgBox("Access Denied", vbCritical)
End If
End Sub

Private Sub ResetBtn_Click ( )

UserTxt.Clear()
PWTxt.Clear()
25
 UserTxt.Focus()
End Sub

Private Sub ExitBtn_Click ( )

If MsgBox("Are You Sure You Realy Want To Exit This Application", vbYesNo +
vbInformation + vbDefaultButton2, "Exiting Program") = vbYes Then
WelcomeForm.Close()
Me.Close()
End If
End Sub
End Class

MAIN MENU FORM

Public Class MenuForm

Private Sub Button5_Click ( )
StudentForm.Show()
Me.Visible = False
End Sub

Private Sub Button3_Click ( )

StaffForm.Show()
Me.Visible = False
End Sub

Private Sub Button4_Click ( )

CustomerForm.Show()
Me.Visible = False
End Sub

Private Sub Button8_Click ( )

AboutForm.Show()
Me.Visible = False
End Sub

Private Sub Button9_Click ( )

If MsgBox("Are You Sure You Realy Want To Exit This Application", vbYesNo +
vbInformation + vbDefaultButton2, "Exiting Program") = vbYes Then
WelcomeForm.Close()
Me.Close()
End If
End Sub

Private Sub StaffLogBtn_Click ( )

26
 StaffRecordForm.Show()
Me.Visible = False
End Sub

Private Sub StudentLogBtn_Click ( )

StudentRecordForm.Show()
Me.Visible = False
End Sub

Private Sub CustomerLogBtn_Click ( )

CustomerRecordForm.Show()
Me.Visible = False
End Sub

End Class

STUDENT LOG FORM

Public Class StudentForm

Private Sub BackButton_Click ( )

MenuForm.Show()
Me.Visible = False
End Sub

Private Sub NextButton_Click ( )

StudentGarantorForm.Show()
Me.Visible = False
End Sub

Private Sub Button1_Click ( )

Dim OpenFileDialogs As New OpenFileDialog
With OpenFileDialog1
.CheckFileExists = True
.ShowReadOnly = False
.Filter = "All Files|*.*|Bitmap File(*)|bmp;A.gif,*.jpg"
.FilterIndex = 2
If .ShowDialog = DialogResult.OK Then
PictureBox1.Image = Image.FromFile(.FileName)
PictureBox1.Show()
End If
End With
End Sub

27
 Private Sub ViewButton_Click ( )
StudentRecordForm.Show()
Me.Visible = False
End Sub

Private Sub StudentForm_Load ( )

Me.STUDENTTABLETableAdapter.Fill(Me.OMSDATABASEDataSet.STUDENTTABLE)
STUDENTTABLEBindingSource.AddNew()
End Sub

Private Sub AddButton_Click ( )

STUDENTTABLEBindingSource.AddNew()
MsgBox("YOU CAN NOW ENTER THE NEW RECORD")
End Sub

Private Sub SaveButton_Click ( )

On Error GoTo SaveErr
STUDENTTABLEBindingSource.EndEdit()
STUDENTTABLETableAdapter.Update(OMSDATABASEDataSet.STUDENTTABLE)
MsgBox("NEW RECORD STORED SUCCESSFULY TO DATABASE")
SaveErr:
Exit Sub
End Sub

Private Sub PhoneTxt_KeyPress ( )

If Not Char.IsNumber(e.KeyChar) And Not Char.IsControl(e.KeyChar) Then
e.KeyChar = " "
MsgBox("INVALID INPUT")
End If
End Sub
End Class

STUDENT GARANTOR FORM

Public Class StudentGarantorForm

Private Sub BackButton_Click ( )

StudentForm.Show()
Me.Visible = False
End Sub

Private Sub ViewButton_Click ( )

GarantorRecordForm.Show()
28
 Me.Visible = False
End Sub

Private Sub StudentGarantorForm_Load ( )

Me.GARANTORTABLETableAdapter.Fill(Me.OMSDATABASEDataSet.GARANTORTAB
LE)
GARANTORTABLEBindingSource.AddNew()
End Sub

Private Sub AddButton_Click ( )

GARANTORTABLEBindingSource.AddNew()
MsgBox("YOU CAN NOW ENTER THE NEW RECORD")
End Sub

Private Sub SaveButton_Click ( )

On Error GoTo SaveErr
GARANTORTABLEBindingSource.EndEdit()

GARANTORTABLETableAdapter.Update(OMSDATABASEDataSet.GARANTORTABLE)
MsgBox("NEW RECORD STORED SUCCESSFULLY TO DATABASE")
SaveErr:
Exit Sub
End Sub

Private Sub PhoneNoTextBox_KeyPress ( )

If Not Char.IsNumber(e.KeyChar) And Not Char.IsControl(e.KeyChar) Then
e.KeyChar = " "
MsgBox("INVALID INPUT")
End If
End Sub
End Class

STAFF LOG FORM

Public Class StaffForm

Private Sub ExitButton_Click ( )

If MsgBox("Are You Sure You Really Want To Exit This Application", vbYesNo +
vbInformation + vbDefaultButton2, "Exiting Program") = vbYes Then
WelcomeForm.Close()
Me.Close()
End If
End Sub
29
 Private Sub BackButton_Click ( )
MenuForm.Show()
Me.Visible = False
End Sub

Private Sub ViewButton_Click ( )

StaffRecordForm.Show()
Me.Visible = False
End Sub

Private Sub Button1_Click ( )

Dim OpenFileDialogs As New OpenFileDialog
With OpenFileDialog1
.CheckFileExists = True
.ShowReadOnly = False
.Filter = "All Files|*.*|Bitmap File(*)|bmp;A.gif,*.jpg"
.FilterIndex = 2
If .ShowDialog = DialogResult.OK Then
PictureBox1.Image = Image.FromFile(.FileName)
PictureBox1.Show()
End If
End With
End Sub

Private Sub StaffForm_Load ( )

Me.STAFFTABLETableAdapter.Fill(Me.OMSDATABASEDataSet.STAFFTABLE)
STAFFTABLEBindingSource.AddNew()
End Sub

Private Sub AddButton_Click ( )

STAFFTABLEBindingSource.AddNew()
MsgBox("YOU CAN NOW ENTER THE NEW RECORD")
End Sub

Private Sub SaveButton_Click ( )

On Error GoTo SaveErr
STAFFTABLEBindingSource.EndEdit()
STAFFTABLETableAdapter.Update(OMSDATABASEDataSet.STAFFTABLE)
MsgBox("NEW RECORD SAVED SUCCESSFULLY TO DATABASE")
SaveErr:
Exit Sub
End Sub

Private Sub TextBox1_KeyPress ( )

30
 If Not Char.IsNumber(e.KeyChar) And Not Char.IsControl(e.KeyChar) Then
e.KeyChar = " "
MsgBox("INVALID INPUT")
End If
End Sub
End Class

CUSTOMER LOG FORM

Public Class CustomerForm

Private Sub BackButton_Click ( )

MenuForm.Show()
Me.Visible = False
End Sub

Private Sub CloseButton_Click ( )

If MsgBox("Are You Sure You Realy Want To Exit This Application", vbYesNo +
vbInformation + vbDefaultButton2, "Exiting Program") = vbYes Then
WelcomeForm.Close()
Me.Close()
End If
End Sub

Private Sub ViewButton_Click ( )

CustomerRecordForm.Show()
Me.Visible = False
End Sub

Private Sub CustomerForm_Load ( )

Me.CUSTOMERTABLETableAdapter.Fill(Me.OMSDATABASEDataSet.CUSTOMERTAB
LE)
CUSTOMERTABLEBindingSource.AddNew()
End Sub

Private Sub AddButton_Click ( )

CUSTOMERTABLEBindingSource.AddNew()
MsgBox("YOU CAN NOW ENTER THE NEW RECORD")
End Sub

Private Sub SaveButton_Click ( )

On Error GoTo SaveErr
CUSTOMERTABLEBindingSource.EndEdit()
31
CUSTOMERTABLETableAdapter.Update(OMSDATABASEDataSet.CUSTOMERTABLE)
MsgBox("NEW RECORD SAVED SUCCESSFULLY TO DATABASE")
SaveErr:
Exit Sub
End Sub

Private Sub PhoneTxt_KeyPress ( )

If Not Char.IsNumber(e.KeyChar) And Not Char.IsControl(e.KeyChar) Then
e.KeyChar = " "
MsgBox("INVALID INPUT")
End If
End Sub
End Class

STUDENT RECORD FORM

Public Class StudentRecordForm

Private Sub BackButton_Click ( )

MenuForm.Show()
Me.Visible = False
End Sub

Private Sub ExitButton_Click ( )

If MsgBox("Are You Sure You Realy Want To Exit This Application", vbYesNo +
vbInformation + vbDefaultButton2, "Exiting Program") = vbYes Then
WelcomeForm.Close()
Me.Close()
End If
End Sub

Private Sub StudentRecordForm_Load ( )

Me.STUDENTTABLETableAdapter.Fill(Me.OMSDATABASEDataSet.STUDENTTABLE)
End Sub

Private Sub AddButton_Click ( )

STUDENTTABLEBindingSource.AddNew()
MsgBox("YOU CAN NOW ENTER THE NEW RECORD")
End Sub

Private Sub PreviousButton_Click ( )

STUDENTTABLEBindingSource.MovePrevious()
32
 End Sub

Private Sub NextButton_Click ( )

STUDENTTABLEBindingSource.MoveNext()
End Sub

Private Sub DeleteButton_Click ( )

STUDENTTABLEBindingSource.RemoveCurrent()
End Sub
End Class

STUDENT GARANTOR RECORD FORM

Public Class GarantorRecordForm

Private Sub BackButton_Click ( )
MenuForm.Show()
Me.Visible = False
End Sub

Private Sub CloseButton_Click ( )

If MsgBox("Are You Sure You Realy Want To Exit This Application", vbYesNo +
vbInformation + vbDefaultButton2, "Exiting Program") = vbYes Then
WelcomeForm.Close()
Me.Close()
End If
End Sub

Private Sub GarantorRecordForm_Load ( )

Me.GARANTORTABLETableAdapter.Fill(Me.OMSDATABASEDataSet.GARANTORTAB
LE)
End Sub

Private Sub AddButton_Click ( )

GARANTORTABLEBindingSource.AddNew()
MsgBox("YOU CAN NOW ENTER NEW RECORD")
End Sub

Private Sub PreviousButton_Click ( )

GARANTORTABLEBindingSource.MovePrevious()
End Sub

Private Sub NextButton_Click ( )

GARANTORTABLEBindingSource.MoveNext()
33
 End Sub

Private Sub DeleteButton_Click ( )

GARANTORTABLEBindingSource.RemoveCurrent()
End Sub
End Class

STAFF RECORD FORM

Public Class StaffRecordForm

Private Sub CloseButton_Click ( )

If MsgBox("Are You Sure You Realy Want To Exit This Application", vbYesNo +
vbInformation + vbDefaultButton2, "Exiting Program") = vbYes Then
WelcomeForm.Close()
Me.Close()
End If
End Sub

Private Sub BackButton_Click ( )

MenuForm.Show()
Me.Visible = False
End Sub

Private Sub StaffRecordForm_Load ( )

Me.STAFFTABLETableAdapter.Fill(Me.OMSDATABASEDataSet.STAFFTABLE)
End Sub

Private Sub AddButton_Click ( )

STAFFTABLEBindingSource.AddNew()
MsgBox("YOU CAN NOW ENTER THE NEW RECORD")
End Sub

Private Sub PreviousButton_Click ( )

STAFFTABLEBindingSource.MovePrevious()
End Sub

Private Sub NextButton_Click ( )

STAFFTABLEBindingSource.MoveNext()
End Sub

Private Sub DeleteButton_Click ( )

STAFFTABLEBindingSource.RemoveCurrent()
End Sub
34
End Class

CUSTOMER RECORD FORM

Public Class CustomerRecordForm

Private Sub BackButton_Click ( )

MenuForm.Show()
Me.Visible = False
End Sub

Private Sub CloseButton_Click ( )

If MsgBox("Are You Sure You Realy Want To Exit This Application", vbYesNo +
vbInformation + vbDefaultButton2, "Exiting Program") = vbYes Then
WelcomeForm.Close()
Me.Close()
End If
End Sub

Private Sub CustomerRecordForm_Load ( )

Me.CUSTOMERTABLETableAdapter.Fill(Me.OMSDATABASEDataSet.CUSTOMERT
ABLE)
End Sub

Private Sub AddButton_Click ( )

CUSTOMERTABLEBindingSource.AddNew()
MsgBox("YOU CAN NOW ENTER THE NEW RECORD")
End Sub

Private Sub PreviousButton_Click ( )

CUSTOMERTABLEBindingSource.MovePrevious()
End Sub

Private Sub NextButton_Click ( )

CUSTOMERTABLEBindingSource.MoveNext()
End Sub

Private Sub DeleteButton_Click ( )

CUSTOMERTABLEBindingSource.RemoveCurrent()
End Sub
End Class

ABOUT FORM
35
Public Class AboutForm

Private Sub Button9_Click ( )

MenuForm.Show()
Me.Visible = False
End Sub

Private Sub Button1_Click ( )

If MsgBox("Are You Sure You Realy Want To Exit This Application", vbYesNo +
vbInformation + vbDefaultButton2, "Exiting Program") = vbYes Then
WelcomeForm.Close()
Me.Close()
End If
End Sub

End Class

BACKGROUND FORM

Public Class BackgroundForm

Private Sub ExitButton_Click ( )
If MsgBox("Are You Sure You Realy Want To Exit This Application", vbYesNo +
vbInformation + vbDefaultButton2, "Exiting Program") = vbYes Then
WelcomeForm.Close()
Me.Close()
End If
End Sub
End Class

PRINT FORM

Public Class StudentPrint

Private Sub PrintButton_Click ( )

BackButton.Hide()
PrintButton.Hide()
PrintDialog1.ShowDialog()
PrintStudent.Print()
StudentRecordForm.Show()
Me.Close()
End Sub
Private Sub BackButton_Click ( )
StudentRecordForm.Show()
36
 Me.Close()
End Sub

Private Sub StudentPrint_Load ( )

DateLabel.Text = StudentForm.DateOfSubmission.Text
NameLabel.Text = StudentForm.FirstNTxt.Text
GenderLabel.Text = StudentForm.GenderBox.Text
DOBLabel.Text = StudentForm.DateTimePicker1.Text
POBLabel.Text = StudentForm.POBTxt.Text
NationLabel.Text = StudentForm.TextBox1.Text
StateLabel.Text = StudentForm.StateTxt.Text
StatusLabel.Text = StudentForm.StatusBox.Text
AddressLabel.Text = StudentForm.AddressTxt.Text
PhoneLabel.Text = StudentForm.PhoneTxt.Text
EmailLabel.Text = StudentForm.EmailTxt.Text
QaulLabel.Text = StudentForm.QualificationBox.Text
ProgLabel.Text = StudentForm.ProgamBox.Text
PictureBox1.Image = StudentForm.PictureBox1.Image
End Sub
End Class

37
 APPENDICES III

SAMPLE OUTPUT FROM RUNNING

SPLASH SCREEN FORM

BACKGROUND FORM

38
ADMINISTRATIVE LOG IN FORM

MAIN MENU FORM

39
STUDENT LOG FORM

STUDENT RECORD FORM

40
STUDENT GARANTOR FORM

STUDENT GARANTOR RECORD FORM

41
STAFF LOG FORM

STAFF RECORD FORM

42
CUSTOMER LOG FORM

CUSTOMER RECORD FORM

43
ABOUT FORM

PRINT FORM

44