Pos Sytem

PROJECT TITLE SYSLOG VIDEO LIBRARY SYSTEM

PRESENTER MOSES MWASI

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INDEX NUMB ER 207/101/626

INSTITUTION THIKA TECHNICAL TRAINING INSTITUTE

COURSE DIPLOMA IN INFORMATION TECHNOLOGY

COURSE CODE 2209

EXAM SERIES JULY/AUGUST 2012

SUPERVISOR MR.IRUNGU

PRESENTED TO KENYA NATIONAL EXAMINATION COUNCIL

EMAIL ADDREES [email protected]

ABSTRACT
Syslog video library system is a system designed to improve the manual operating system which had difficult in keeping and managing records of the customer. The proposed system will help the managers to make routine work easier on record keeping, security, lose date and easy to manage the clients requirements as it saves time in delivering the service. Due to advancement in the related fields the idea of coming up with a computerized system reduce the slow running of the system as the majority of customers waste their time in the queue and some of them leave untended as the librarians are ever tired for the tedious work in the library. For this reason computerized movie system aims to assist in keeping and maintaining movies ???data with help of computers.

DECLARATION

I hereby declare that I undertook the writing and compilation of this project without duplicating any material or receiving undue assistance from anybody and that this project has never been presented to the Kenya National Examination Council as a partial fulfillment of a Diploma in Information Technology studies.
NAME paulwan
Signature
Date
This project has been submitted for examination purpose with my approval as the supervisor at amsterdam university
Training Institute.
Name Mr. Irungu
Signature ______________________________
Date ______________________________

ACKNOWLEDGEMENT

I would like to sincerely thank the Almighty God for granting me this special opportunity to come with this project, secondly thanks goes to my parents, Winnie and peter for the monetary assistants through my academic life, not forgetting lecturers and my fellow students. To all God BLESS You Abundantly.

TABLE CONTENT
Declaration
Acknowledgement
Dedication
CHAPTER ONE
1.0 Introduction??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
1.1 Background information??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦
1.2 Organization structure??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
1.3 description of the current system??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
1.4 problem statements??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦..
1.5 problem justification??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
1.6 scope of the proposed system??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦
1.7 objectives of the new system??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦

CHAPTER TWO
2.0 Literature review??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
2.1 Relevant materials??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦..
2.2 relevant studies??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
2.3 operation of the current system??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦..
2.4 performance objectives??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
2.5 The required system??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦..

CHAPTER THREE
3.0 System analysis??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
3.1 system approach??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
3.2 fact finding techniques??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦..
3.3 cost benefit analysis??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦
3.4 system justification??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
3.5 technical options??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦

CHAPTER FOUR
4.0 introduction??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
4.1 file/data design??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
4.2 customer files??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦
4.3 data flow diagram??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
4.4 system flow chart??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦..
4.5 context diagram??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.

CHAPTER FIVE
5.1 implementation??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
5.2 implementation plan??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
5.3 test plan??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦
5.4 test data??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦
5.5 system changeover??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦..
5.6 file conversion??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
5.7 training??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
5.8 system maintenance??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦..

CHAPTER SIX
6.1 documentation??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦
6.2 user documentation??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦
6.3 installation??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦
6.4 error handling??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦..
6.5description of functions menu options??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
6.6 How to feed data??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦..
6.7 How to obtain output??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦
6.8 back up and recovery??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦..
6.9 documentation on tools used??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦..
6.10 documentation on data dictionary??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦.
CHAPTER SEVEN
7.0 conclusion??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦
7.1problem areas??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦
7.2 limitations??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦??¦
7.3future improvements

CHAPTER ONE
1. INTRODUCTION
The chapter gives the full and detailed information of the current system and the proposed system
2. BACKGROUND INFORMATION
Syslog Video management system is private video library which was started by Michael and sons in 2001.the library is situated at voi town along Mombasa-Nairobi road the library lends out movies to registered users, at a fee for a certain period of time. It started as a small library equipped with few movies that the customer satisfactory was not full met
The business expanded due to increment of schools and colleges in the region and proper management. Currently, it is stocked with different types of movies i.e. action, comedy, horror, gospel e.t.c.The library has a total of 1500 movies in stock and it is able to cater for the customers??™ needs
The library runs from 8.00am to 6.00pm in weekdays and from 10.00am to 4.00pm on weekends. It has many customers on weekdays and due to slow running of the system majority of the customers??™ waste their time in queue and some of them leave unattended as the librarians are ever tired for the tedious work in the library. The librarians are under supervision of the chief librarian who is under the library manager

3. ORGANISATION STRUCTURE
The figure below shows the organization structure of Syslog Video library

4. DESCRIPTION OF THE CURRENT SYSTEM
The operation manager searchers for recently released movies or those not in stocks and buys them from suppliers. In the library, each movie is assigned a unique movie ID and other details are recorded in a movie card. A copy of movie card is attached to the movie casing and another held in the library card tray at the counter. Other details about the movies like actors, number of copies, date of release, and title, are manually entered in the master movie roll. The movie(s) are then placed in a display (shelves) depending on the category e.g. gospel, action, comedy, romantic movies e.t.c. Each movie has a label indicating the number, category and name on its case.
For one to access the video library services, it??™s through registration. To register national ID card and membership fee of Kshs.500 is required. Each registered member pays a registration renewal fee of Kshs.200 after every three months.
On paying membership fee, the new member???s details are the manually captured into the members??™ master roll. Information captured includes a unique member registration number, official names, and contacts among others. A member??™s movie card holder is then prepared bearing the new member registration number and placed in the movie cards holder tray. The new member is then issued with a library card his personal details like member registration number, national ID number and names.
To borrow a movie, the customer picks a movie of his/her choice on the display and then uses the member library card to search for the member??™s card holder, to establish how many movies he already has. If the member has three or less movies, the attendant also checks on the fines register for any pending fines.
If a member has three movies or has any unsettled fines, the request is declined and the movies returned to the shelves.
If a member has less than three and no pending fine, the attendant pulls out the movie card from the movie. On it, he records using a pencil, the expected date of returning the movie and then places the movie card in the member??™s holder and places the card holder in the movie card holder tray.
On returning the movies, a member is supposed to produce library card id and the movie, the library attendant checks the movie card in the movies card holder and then over checks the movie number, if the customer has some fine and has overstayed, he then checks the rate of charges per movie and then he is charged according to the number of the days has exceeded. The library card is then kept in the movie cards holder and if the customer has no fine he/she can borrow a movie.
A member is supposed to return the borrowed items after one week. The latter may renew a movie and in such a case a renewal fee of Kshs.100 is charged per movie. If one has exceeded the date of return he is charged Kshs.100 fine after every 24hrs. In case where a member has delayed to return a movie by one week, he is assumed to have lost the movie hence he is supposed to pay the amount equivalent to one movie.
5. PROBLEM STATEMENTS
The current system has some shortcomings
These include:
1) Time wastage
Customers waste a lot of time in the queue during registration and issuing of movies
2) Tedious and bulky
Since all the recording have to be searched manually
3) Paper work
A lot of resources are wasted i.e. paper, since all records are kept in books/papers
4) Data insecurity
The information stored in papers and other writing materials is always insecure because it can get lost or be misplaced hence affecting the running of library which can bring a big loss and can make business fail.
5) Inaccuracy
In case where by the customers has exceeded the return dates of the items, the librarians may fail to record the money and use it for their pockets.
6) Data redundancy
One customer details may be recorded several times brings confusion to librarian and they end up issuing such customers with more than one library cards.

6. PROBLEM JUSTIFICATION
The current system is faced by the following problems time wastage, paper work, data insecurity, unreliable poor storage, and large number of librarians which is not economical.
The proposed system will save wastage in that it will be computerized; information in papers will be stored in machines hence reduced paper work. The system will be more secure and accurate. Computerized system is more reliable and has an economical storage space. The system will reduce large number of librarian by use of computer.
7. SCOPE OF THE PROPOSED SYSTEM
The new proposed system will cover the following modules
Movie registration
In registering the movies the following details will be put into consideration:
??? Title
??? Movie ID
??? Rating
Customer registration
The details are:
??? Customer ID
??? Address
??? Phone number
Issuing of the movie
The details are:
??? Date of hire
??? Issue ID
??? Movie ID
??? Date of return
Return of the movie
The module details are:
??? Date of hire
??? Date of return
??? Number of copy
??? Movie ID
Payment and fining
The details are:
??? Date of hire
??? Date of return

8. OBJECTIVES OF THE NEW SYSTEM
The proposed system which is computerized will be put in place to improve the following areas:
? Transaction handling
? Reduced number of workers
? Accuracy and data security
? Reduced cost of operation
? Reduction of paper work
? Time wastage

CHAPTER 2
2.0 LITERATURE REVIEW
This is a collection of all relevant articles or materials on the operations of an automated movie video library.
2.1 RELEVANT MATERIALS
Different books and authors that proved beneficial to the systems development were-
Jeffrey L.Whitten, Lonnie D.Bentley and Kevin C. Dittman,???Systems Analysis and Design Methods???, 5th Edition, Mc Graw Hills, 2001.states that;
???An information system is an arrangement of people, data processes, information, presentation and information technology that interact to support and improve day to day operations in a business organization as well as support the problem-solving and decision making needs of management and users???
Syslog video library is business organization which enables customers to have borrowed latest movie from these library. There are transactions carried out on day to day basis such as borrowing of movies, payment transaction, recording customer details and producing reports.
Stephen Haag Maeve, Cummings and Donald J. McCubbrey,???Management Information Systems for information age???, Third Edition, Mc Graw Hills, 2002 states that;
???System development requires one to set goals or objectives one is to look up to when developing a system. The proposed system has laid out goals that it sets upon to achieve when it??™s implemented.???
These goals include saving time, reduction of paper work, security and increase accuracy in Metro library system. System development may take different approaches such as water fall approach since.
2.2 RELEVANT STUDIES
These are areas of similarities to the system applications .the most relevant fields where ideas can be borrowed to improve on the system performance are the national library.
2.3 OPERATION OF THE CURRENT SYSTEM
The operation manger searches for released movies or those not in the stock and buys them from suppliers, then the operation process is carried as follows:
Movie registration
In the library each movie is assigned a unique movie ID and other details are recorded in the movie card. A copy of a movie card is attached to the movie casing and other held in the library card tray at the counter. Other details about the movie like actors, number of copies, date of release and title are normally entered in the master movie roll. The movies are then placed in the display (shelves) depending on the category e.g. gospel, action etc. each movie has indicating the number, category and name on its case.
Customer registration
For one to access the video library services, it??™s through registration. To register, a national ID card and a memberships fee of kshs 500 is required. Each registered member pays a registration renewal fee of kshs 200 after every three months. On paying membership fee, the new member is registered on master roll. Information captured includes a unique member registration number, official names and contacts among others. A member??™s movie card holder is then prepared bearing the new member registration number and placed in the movie card hold tray. The new member is then issued with a library card with his personal details like member registration number, national id number and names.
Issuing
To borrow a movie, the customer picks a movie of his or her choice on the display and then uses the member library card to search for the member??™s card holder, to establish how many movies he already has. If the member has three or less movies, the attendant also checks for any pending fines on the fines register.
If the member has three movies or has any unsettled fines, the request is declined and the movie returned to the shelves. If a member has less than three movies and no pending fine, the attendant pulls out the movie card from the movie. On it, he records using a pencil, the expected date of returning the movie and then places the movie card in the member??™s card holder and places the card holder in the movie cards holder tray.
Returning
On returning the movies, a member is supposed to produce library card id and the movie, the library attendant checks the movie card in the movie card holder and then over checks the movie number, if the customer has some fine and has overstayed, he then checks the rate of the charges per movie and then he is charged according to the number of days he or she has exceeded. The library card is then kept in the movie cards holder and if the customer has no fine he or she can borrow a movie
Payment and fining
A member is supposed to return the borrowed items after one week. In cases whereby a member has delayed to return a movie by one week, he is assumed to have lost the movie hence he is supposed to pay the amount equivalent to one movie. Recording of charges is done manually on books and issuing of receipts. Due to this slow running of the system and the tedious work in the library, most of customers waste their time in queue and leave unattended.
Advantages of the current system
Some of the advantages of the current system include:
1. Cost
The cost of developing the system was relatively smaller as compared with the proposed system.
2. Training
It does not require trained personnel to operate and install
Disadvantages of the current system
1) Time wastage
Customers waste a lot of time in the queue during registration and issuing of movies
2) Tedious and bulky
Since all the recording have to be searched manually
3) Paper work
A lot of resources are wasted i.e. paper, since all records are kept in books/papers
4) Data insecurity
The information stored in papers and other writing materials is always insecure because it can get lost or be misplaced hence affecting the running of library which can bring a big loss and can make business fail.
5) Inaccuracy
In case where by the customers has exceeded the return dates of the items, the librarians may fail to record the money and use it for their pockets.
6) Data redundancy
One customer details may be recorded several times brings confusion to librarian and they end up issuing such customers with more than one library cards.

2.3.1 ADVANTEGES OF THE PROPOSED SYSTEM
Some of advantages of the proposed system are as explained below;
a) Transaction handling
Movie/user registration, issuing/returning of items in the library, payment and fining have a lot of details which will be stored electronically
b) Reduced number of workers
The number of librarians which is currently three will be reduced to one due to use of the computers
c) Accuracy and data security
The system will be more secure and accurate
d) Reduced operation cost
Money used to the librarian could be used to increase the stock in the library
e) Reduction of paper work
The machine is very economical storage hence no papers will be used at all
f) Time wastage
Since new technology will be used customers will be served at the shortest time possible
2.3.2 Disadvantages of the proposed system
? Costs
The initial cost of implementing the system is expensive
? Training
There is a need to train the personnel in the library so to be able to use the current system
? Resistance
Whenever a change is required in an organization there is resistance from users.
? Loss of jobs
Since the introduction of a computerized system requires a trained staff some of the untrained staff may lose their jobs.
2.4 PERFOMANCE OBJECTIVES
These are parameters used to evaluate the proposed system
1. Quality information
The proposed system which will be computerized is intended to give quality information i.e. more reliable information to the library management and the entire customers
2. Data security
The current system is insecure in terms of data storage because the data is stored on papers and can be corrupted any time. Due to this the proposed system will improve data security in that it will store electronically hence data access will be limited to the authorized personnel due to use of passwords
3. Data recovery
Backup will be used in case of power loss
4. Data storage
Data will be stored electronically hence saving storage space electronically will be economical
5. Timing and operations
The proposed system will save time in that it will be computerized.

2.5 THE REQUIRED SYSTEM
Automation will be done on the following areas movie registration, customer registration, and movie issuing, returning, payment and fining.
Registration of the movie will be done using computerized system whereby the database will be created to store the details of movies i.e. movie code will be given to each movie for identification. Customer details will also be stored in a database the customer id will be used for identification when issuing the movie. Basically the customers will search for the movies that he/she in the shelves, pick and then pass through the librarian to be issued out. During issuing the customer gives out id number which will be input into the machine and then his/her details will appear. The movie code will be assigned against these details for future reference. The minimum movies that the machine will accept from an individual customer are three. No registered customer with fine will be issued with the movie unless cleared. Since all customers record will be stored in an electronic database. On returning the movie the customers will be expected to give out the following details; customer id number that will be fed in the computer for clarification. The video librarian will then check if the movie code assigned against the customer details is corresponding with the presented ones. The fine details are checked to clear the customer. If the customer has fine no movie transactions will be done till he/she clears the fine dues. Only the cleared customer can renew the movie.
Chapter 3
3.0 SYSTEM ANALYSIS
3.1 INTRODUCTION
System analysis is the process of collecting and analyzing the procedures and operations of an existing system in order to get a full appreciation of the situation prevailing, so that an effective and computerized system can be developed and implemented.
Objectives
? To analyze data collected during investigation
? Monitor the performance of the system
? To identify problems, weakness of the current system
? To achieve the laid objectives
3.2 SYSTEM APPROACH
Methodology
Methodology is a set of procedures, tools that are used by an organization to develop an information system.
Water fall approach is the appropriate approach for the proposed system. A water fall approach is a traditional method that assumes that discrete sequence development stages and one stage is completed before starting the next stage.
Waterfall approach has the following orderly stages;
? Problem definition
? Feasibility study
? Analysis
? Design
? Implementation
? Maintenance
? Documentation
Reasons for using water fall approach in the proposed system
??? It has good documentation standards
??? It has clear defined techniques and methods
??? Define outputs at the end of each stage
Major stages of system analysis include;
Problem definition
Feasibility study
System analysis
3.3 FACT FINDING TECHNIQUES
These are methods used by the analyst to collect information about the system.
The methods used include;
3.3.1 Questionnaire
This is a document containing a number of standard questions to be asked to large number of people, respondents in order to gather information about the system from them. I collected information and opinions from respondents by asking simple and unambiguous questions.
Advantages
a) Saves time in that several questions were answered by a large group of respondents in a very short time because the questions are straight forward and doesn??™t need research.
b) It is inexpensive as compared to other methods.
c) It is useful when a little information is required from many people
d) Questions are answered quickly
Disadvantages
a) It is a slow process
b) It takes a lot of time to analyze all questionnaires
c) Since a ???no??™ answer is a sign of weakness a ???yes??™ answer is prevalent.
d) Some respondents decide not to answer questions
e) All questionnaires are not returned back

FINDINGS FROM QUESTIONNAIRES
It showed there was need to increase the system speed and reliability as current system is not reliable and is very slow in its operation.
There was need also to improve system security so as to restrict specific people from accessing the system. The following sample questions were used;

Figure 2

3.3.2 Interview
During interviews facts about what is happening comes to light together with opinions of the interviewee regarding weaknesses in the system. The interviewer asks questions as the interviewee answers.
Advantages
? It makes interviewee feel like part of the system
? Analyst can get detailed facts from each respondent
? Analyst frame questions differently to individuals depending on the level of understanding.
? Interviewees are given adequate opportunity to put forward opinions and suggestions
Disadvantages
? Costly and time consuming when used on large no of people
? May not be practical if the respondent live in a geographically dispersed area
? The interview may fail, when ambiguous questions are asked
? Lack of early preparation by either party may give wrong information
? Biased language used by the analyst may cause respondent to give wrong information.
3.3.3 Observation
It is fact finding technique that requires the analyst to participate in performing some activities carried out by users. During observation the following areas were put in concern;
? Registration of the members
Members were observed as they queue for registration
? Issue of movie to the members
? Members as they queue for payment
? Members as they queue to return the movie

Advantages of observation
? Data gathering is highly reliable
? The system analyst is able to see clearly what is being done
? It is relatively cheap compared to other methods
Disadvantages of observation
? People feel uncomfortable when being observed and behave abnormally thus influencing conclusion
? The management tends to improve performance under surveillance
? Costly and time consuming
3.4. COST BENEFIT ANALYSIS
Cost Benefit Analysis (CBA) is justification of the proposed system in terms of costs and benefits. Development cost, running cost, and benefit of the new system are quantified in a financial term. I opted to develop a computerized system. This will be very efficient.
3.4.1 COSTS
These are expenses incurred in the development and implementation of the proposed system. The costs are grouped in two categories:
Onetime costs: – these are costs or expenses incurred once during the project.
Running/operation cost: – these are wages, and sundry expenses.

3.4.2 COST OF DEVELOPING THE SYSTEM
Summary of system costing
|ACTIVITIES |COST |
|Operational cost |110,000 |
|Equipment cost |281,000 |
|TOTAL SYSTEM COSTING |391,000 |

3.4.3 BENEFITS
These are gains expected to be achieved by implementing the proposed system.
Benefits are grouped into two categories:
a) Direct benefits ??“ these are gains with immediate on the organization cash flows e.g. incurred sales.
b) Indirect benefits – these are expected gains that have a long term effect on the organization cash flow e.g. improved customer loyalty
The following are expected gains of the proposed system:-
BENEFITS EXPECTED
a) It will improve transaction handling i.e. it will offer a faster way of storing and retrieving documents.
b) It will improve the efficiency.
c) It will improve accuracy and data security.
d) Reduced time wastage
e) Reduction of paper work.

3.4.4 ONE TIME COST (EQUIPMENT COSTS)
Summary of onetime cost:
|ACTIVITIES |COST |
|Programmer wages/allowances |40,000 |
|Desktop computers(Pentium TV) |150,000 |
|HP desk jet printer |28,000 |
|Ms visual basic 6.0 |2,000 |
|Server |20,000 |
|Stationery |4,000 |
|Cables |2,000 |
|Installation of s/w |5,000 |
|Connectors |6,000 |
|Training the staff |14,000 |
|TOTAL COSTS |281,000 |

3.4.5 OPERATIONAL COST
Summary of operational cost
|ACTIVITIES |COSTS |
|Implementation cost |45,000 |
|Software and Hardware maintenance |21,000 |
|Power |10,000 |
|Security charges |14,000 |
|Power and communication charge |10,000 |
|Updating of software |10,000 |
|TOTAL OPERATIONAL COST |110,000 |

3.5 SYSTEM JUSTIFICATION
System justification is defined as giving a proof that the proposed system is economically feasible using an appropriate cost benefit analysis tools
3.5 TECHNICAL OPTIONS
1. Computer
Hardware description for both clients and server are required with:
3.0 GHz processor
60 GB ??“memory
Pentium -4 computers
15 Inch colored monitor
UPS for power backing
NIC (Network Interface Card)
RAM of 512 Mb
STD keyboards and mice and full multimedia
UPS -6000 VA for the server
2. Printer ??“HP laser jet 1200
3. Photocopier
4. Cable
5. Printing papers
Software requirements
The proposed system will run on the following;
Operating system ??“ windows 98/windows 2000/windows xp or windows 2003 server
Microsoft visual Basic ??“ version 6.0 application development
Database management system ??“Relational Database/MS Access

CHAPTER FOUR

SYSTEM DESIGN

4.0 INTRODUCTION

System design is defined as formulation and description of the nature and contents of input, file and output in order to show how they are connected by processing procedures, and for the purpose of developing a new or improved system.
During design, the analyst combines his artistry and the insight gained from the system understanding in order to develop an efficient system. The system has the following characteristic
Cost effective
It??™s realistic
Should reduce the volume of input and output to minimum levels
Should enhance information security and integrity

4.1 FILE/DATA DESIGN
Once the output is designed, the file that shall hold the data necessary for the provision of outputs is designed
The following are objectives of file design
Helps in defining master and transactions files
Show record structure and how will physically stored in the backing system
The are five important factors considered when selecting a file design method
Speed hit rate
Cost of storage
Size of files to be stored
File activity
4.2 INPUT FILE DESIGN
The input to the system is necessary because the contents of the input are used to maintain the master files
The designer had to decide on:
The mode and devices of input selected and suitability
The nature of the system that determines the frequency of input
The layout and sequence of input
The contents and volume of input and weather there can be a peak or growth in these contents
To provide the required output
Keep the file
The objectives of input file design is to
Achieve high levels of accuracy
Ensure completeness of input into the system
Ensure acceptable input to the system
Provide a cost effective way of data input
The following is the design of master file and transaction file
A CUSTOMER FILE
|Field name |description |Data type |Field |
|Cust ID |Customer ID |Numeric |8 characters |
|Fname |first name |Text |10 characters |
|Sname |second name |Text |10 characters |
|Addr |customer address |Numeric |8 characters |
|PhoneNo |phone number |numeric |10 characters |

ISSUING FILE

|field name |description |Data type |Field |
|Custname |Customer name |Text |10 characters |
|Mname |Movie name |Text |10 characters |
|doH |Date of hire |date |8 characters |
|DoR |Date of return |date |8 characters |
|Mid |Movie ID |numeric |6 characters |
|Mno |number of movie |numeric |4 characters |
|custID |CUSTOMER id |numeric |8 characters |

MOVIE FILE
|File name |description |Data type |Field |
|Mname |Name of movie |Text |10 characters |
|Mtype |Type of movie |Numeric |10 characters |
|Mno |Movie number |Numeric |4 characters |
|custID |Customer ID |numeric |8 characters |

CONVERSION OF PHYSICAL DFD??™S TO LOGICAL DFD??™S
This involves removing all physical flows in successive levels of DFD after drawing the context diagram of the system
Tools and techniques
DATA FLOW DIAGRAM (DFD)
A flow diagram is a central tool of process modeling in system analysis which summarizes the work content of a system/project based on the information flow.
These data flow diagram can be defined as pictorial representation of information flow within an information system.
DFD notations
| | |
| |

A process- a process carries out an activity that transforms inputs (data to information)
Data flow

It shows how data is flowing within a system
External Entity (terminator)

It represents the entities that are not part of the system but interacts with the system
Data store

This is a point at which data is held. It therefore receives a data flow and allows data to be processed from it I think the above is not necessary!!!!!!!!!!!!!!!!!!!!!!
Advantages of DFD??™s
DFDs provide hierarchical functional breakdown of the system.
DFDs show boundaries of the system and movement of data.
They can be easily amended.
DFDs communicate about the current system to users.
They are simple to draw in that they use limited number of symbols.
They show how data flow in the organization.
Limitations of data flow diagrams
There are no control elements in DFDs e.g. one cannot feel whether the process uses all its inputs.
Difficult to draw and time consuming especially for complex system.
They can be difficult to read if not clearly set out
Difficult to correct and maintain
Refer appendixes B: data flow diagrams

SYSTEM FLOW CHART

Y

CONTEXT DIAGRAM

CHAPTER FIVE
5.0 SYSTEM TESTING AND IMPLEMENTATION
5.1 IMPLEMENTATION
It refers to the process of eliminating the old system and putting a new system into operational.
The main aim of implementation is to implement a fully documented, tested and operational system that caters for the client??™s requirements.
Objectives of system Implementation
The objectives of implementing movie library of syslog are because;
1. Installation of hardware, software and data storage components required by the system.
2. Too essentially and elementary solve most of the problems contained in the current system.
5.2 IMPLEMENTATION PLAN
The plan is to do with replacing the old system with the new system. This phase introduces a well tested and operational system, which meets all user requirements as quoted in the analysis phase. The activities involved are;
i. Program and system testing
ii. Training
iii. System changeover

5.3 TEST PLAN
During testing we assume the system is working properly trying to correct irregularities.
The output is checked to determine how much the system can stretch to produce required results.
Then the software and hardware are tested to determine their compatibility i.e. what is on the screen should be the same as output.
The user also tests the system to determine how friendly the interface is. Lastly the system will be tested on its ability to produce backups to be stored for security reasons.
METHODS OF USER TESTING
Since testing is done to ensure accuracy of the program and the system as a whole. The following are activities undertaken in it.
i. Error checking
ii. Acceptance of oversize and undersize data.
iii. Validating checks.
iv. Processing speed of the system.
v. System accuracy in output.
5.4 TEST DATA
This is the data used for testing the system. It determines whether it works as it was expected.
The many types of tests are;
I. Dump data-data created by the system designers and is used to test for errors and control checks.
II. Live data-this is data taken from organizations and is used to test for quality output.
III. Suit data-data used to test the whole system.

5.5 SYSTEM CHANGEOVER
The proposed system is expected to undergo parallel running due to security aspects and high confidence level. It involves activities to transform operations of the old system into a new system, which implies that the changeover shall be out with the reference on the old system.
This keeps the old system alive until the new system has been proved for at least one processing cycle.
It will promote user confidence since it allows results comparison of both old and new system. It also allows users to familiarize themselves with the new system.
The implementation of this system will involve parallel changeover i.e. running both the old and the new system simultaneously for some time and the performance will be compared. If the benefits of the new system outweigh the old system, then the old system will be terminated leaving the new system to operate. Though expensive, it??™s the most effective and efficient method.
5.6 FILE CONVERSION
This is converting from an input medium into a storage medium. The files to be converted include master and transaction files.
Procedure for conversion is as follows;
a) Transcription of all standing data such as item code to a disc form to ease data entry.
b) Insertion of all new required data into documents.
c) Verifying the transcribed data.
5.7 TRAINING
This process involves equipping users with adequate knowledge of the system. The training involves various materials.
1. Documentation-it involves step by step procedure of carrying out tasks as well as diagrammatic representations.
2. Mode of training-it involves one to one personal contact with the users giving instructions on what to be done.
The members will be trained on;
a) How to log in and off the system.
b) Te likely errors that occurs and how to execute them.
Users will also be given tasks and instructions on what to be done to assess, how they will interact with the system. Many test runs will be conducted and the user allowed to ask question on how the system functions.
5.8 SYSTEM MAINTENANCE
Over the lifetime of a system, the original requirements will be modified to reflect changing needs, the system environment will change and errors undiscovered during verification and validation might emerge.
The three categories of maintenance to be followed will be perspective, adaptive and corrective.

CHAPTER SIX
6.1 DOCUMENTATION
This is writing of future reference. It is a record of information needed for the use of computer system newly created. It contains procedures for normal operations and error handling.
Documentation of program specification
Program id: SYSLOG VIDEO LIBRARY
Author: Moses Mwasi
Institution: THIKA TECHNICAL TRAINING INSTITUTE
Purpose: To computerize movie library System
6.2 USER DOCUMENTATION
It is a written document containing all materials necessary for the system user to engage in learning the system.
It contains all information needed by a computer system.
System Installation Environment
6.3 INSTALLATION.
Installation will involve setting up the metro movie computers. It will involve establishing the system into the organization??™s computers for it to be operational. During installation however, several hardware and software specifications would have to be considered.
They are:
Software Considerations.
1. Windows XP Service Pack 2 or above for the operating system.
2. Microsoft Visual Basic 6.0

Hardware requirements
1. CPU: Compaq processor/Pentium VI Processor.
2. Hard Disk Drive of 80GB
3. RAM:512 MB
4. Keyboard
5. Monitor
6. Mouse
7. 2400 DTN Printer.
Following the design the system was made an executable file so that it could be loaded even without visual basic application software.
Installation procedure steps
1) The files were burned into a CD and an installer developed.
2) To install the system insert a CD into the CD-ROM.
3) On the desktop choose my computer then double click to open.

Login splash form
This action will be possible once the system is fully installed in your computer.
To start application, double click on programs and on resulting program submenu, click on run command. The sequence that follows with a splash form as:
[pic]

LOGIN FORM
The login form will be invoked after the splash screen. The user uses tab key access to the system after supplying the correct administrator name and password. The error message is displayed when name or password is incorrect.

[pic]

MDI form
[pic]

6.5 ERROR HANDLING
The system should be able to detect errors and prompt for user action. Some of these errors are:
1. Data type mismatch: – caused by input of wrong data format in a textbox. E.g. input of a character instead of numeric.
2. Saving a blank record: – the system database cannot save non-existence record so as it will notify the user.

6.7 HOW TO FEED DATA
MOVIE DETAILS FORM
This is an input interface that enables users to admit new students as well as the existing records. Data entry is through the textboxes.

[pic]

MOVIE PAYMENT
[pic]

CUSTOMER REGISTRATION
[pic]

6.8 HOW TO OBTAIN OUTPUT
MOVIE DETAILS REPORT [pic]

Payment report
[pic]

APPENDIX
SOURCE MATERIALS
? Visual Basic
? Internet through www.google.co.ke
? System and analysis and design by Kendal.
? Management information system by N.A Salem.
QUESTIONNAIRES ISSUED TO STUDENTS
1. What changes would you like to see made to the system
2. What method is used to admit students
A) Manually b) group method c) individually

REFERENCES
QUOTATIONS
There are several references that this project has compared and adopted. The project has derived the following statements:
???This project is submitted to Knec examination council through the department of information and communication technology of Thika Technical training institute in partial fulfillment of Diploma course in information technology.???
FOOTNOTES
These are proliferation of mandated notes that accompany statements.
1. The relational database analysis is formatted in (.txt) to collect information and store in a saved file.
2. In the literature review, the information came from secondary data.
CITATIONS
The research and development of this project is credited due to the following index of periodicals containing bibliographic information about each article.
a) Project management: Author by N.A Saleem on November 2006.
b) Project development and analysis: Author by V.J Singh on December 12th 2004.
BIBLIOGRAPHY References
BOOKS
William P.W (2007) System analysis and design: university of New Delhi, India.
Kothan, CR (1990) Research methodology: methods and techniques. New Delhi: Wishwa prakashan

SOME CODES USED
Private Sub cmdOK_Click ()
On Error Resume Next
Dim i, j as Integer
Dim USERNAME as String
Dim PASSWORD as String
USERNAME = TXTUSERNAME.Text
PASSWORD = TXTPASSWORD.Text
If USERNAME = “” And PASSWORD = “” Then
MsgBox (“You have entered blank information”)
TXTUSERNAME.SetFocus
Else
With reclog in
.Move First
Do Until .EOF
If TXTPASSWORD.Text = reclogin! PASSWORD And TXTUSERNAME.Text = reclogin! USERNAME Then
Me. Hide
FRMMDI.Show
Exit Sub
Else
reclogin.MoveNext
If .EOF Then
MsgBox “WRONG USERNAME/PASSWORD COMBINATION”, vbCritical
TXTUSERNAME.Text = “”
TXTPASSWORD.Text = “”
TXTUSERNAME.SetFocus
End If
End If
Loop
End With
End If
End Sub

Private Sub Command4_Click ()
Data1.Recordset.MovePrevious
If Data1.Recordset.BOF Then
Data1.Recordset.MoveFirst
MsgBox “This is the first record”
End If
End Sub

Private Sub Command5_Click ()
Data1.Recordset.MoveNext
If Data1.Recordset.EOF Then
Data1.Recordset.MoveLast
MsgBox “This is the last record”
End If
End Sub

Private Sub Command6_Click ()
Data1.Recordset.AddNew
Text1.SetFocus
End Sub
Private Sub Command7_Click ()
If Text1.Text = “” Or Text2.Text = “” Or Text3.Text = “” Or Text4.Text = “” Then
MsgBox “SOME INFORMATION MISSING”, vbCritical
Else
Data1.Recordset.Update
Text1.Text = “”
Text2.Text = “”
Text3.Text = “”
Text4.Text = “”
Text5.Text = “”
Text1.SetFocus
MsgBox “YOUR DATABASE HAS BEEN UPDATED”, vbInformation + vbOKOnly
End If
End Sub

Private Sub Command8_Click ()
Data1.Recordset.MoveLast
End Sub

Private Sub Command9_Click ()
If MsgBox (“Are you sure you want to delete this record”, vbYesNo) = vbYes Then
Data1.Recordset.Delete
MsgBox “The record has been deleted”, vbInformation
Else
End If
Data1.Recordset.MoveNext
End Sub

Private Sub Form Load ()
Data1.DatabaseName = (APPPATH & “GLADYS.MDB”)
Data1.RecordSource = (“MOVIEDETAILS”)
Text7.Text = Date
End Sub

Private Sub Frame1_DragDrop (Source as Control, x As Single, y As Single)

End Sub

Private Sub timer1_timer ()
Text8.Text = Time
End Sub

Private Sub Command8_Click ()
Data1.Recordset.MoveLast
End Sub

Private Sub Command9_Click ()
If MsgBox (“Are you sure you want to delete this record??? vbYesNo) = vbYes Then
Data1.Recordset.Delete
MsgBox “The record has been deleted”, vbInformation
Else
End If
Data1.Recordset.MoveNext
End Sub

Private Sub Form Load ()
Data1.DatabaseName = (APPPATH & “GLADYS.MDB”)
Data1.RecordSource = (“MOVIEISSUE”)
Text7.Text = Date
End Sub

Private Sub Image1_Click ()

End Sub

Private Sub timer1_timer ()
Text8.Text = Time
End Sub

———————–

MANAGER

ASSISTANT MANAGER

CHIEF LIBRARIAN

LIBRARIANS

TICK THE APPROPRIATE ANSWERS

??? Are you comfortable with the current system

[pic] Yes
[pic] No
Do you think that the system can be improved by computerization
[pic] Yes
[pic] No
??? Would you like the system to be computerized

[pic] Yes
[pic] No

??? Does the system provide enough assistance when you encounter problems

[pic] Yes
[pic] No
[pic] Don??™t know
??? How long does it take for the servers to respond to delays

[pic] Very long
[pic] Fairly long

??? How would you like the system to respond to commands

[pic] Fast
[pic] Slow
[pic] Not sure
??? What are the major challenges you face while operating the system
[pic] Traffic delays
[pic] Loading problems
[pic] Not sure

START

REGISTER MOVIE

MOVIE DETAILS

ENTER COSTOMER

VALIDATE CUSSTOMER DETAILS

CUSTOMER FROM REGION A

N

Y

Y

Y

N

N

REGISTERED
CUSTOMER

END

HAS MEMBER NO

ISSUE MEMBER NO

IS CUSTOMER REGISTERED

REGISTER CUSTOMER

LIBRARIAN

SYSLOG VIDEO LIBRARY
SYSTEM

CUSTOMER

CUSTOMER

CUSTOMER

REGISTRATION DETAILS

MEMBER ID

PAYMENT

RULES

LIB REPORT

NEW MOVIE DETAILS

NEW MOVIE

RECEIPTS

ENGUIRY

MOVIE DETAILS

MEMBER

RETURNED MOVIE

MOVIE

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