Mercy Awuor Omollo

CHAPTER FOUR 4.0 DATA PRESENTATION, DISCUSSION AND INTERPRETATION 4.1 Introduction This chapter deals with the presentation, discussion and interpretation of the research findings. Data on students’ information management system was collected from students and teachers. The chapter also presents the background information of the sample size of the teachers and students. The distribution of students was according to their classes while teachers were clustered according to the role they play regarding students information such as being class teacher and head of department. The researcher also used the objectives of the study which was to investigate how students’ information are recorded, to find out problems faced while using the manual/current system in Uhuru secondary school and also to come up with software solution to the problem identified. The chapter will also analyze and interpret the data collected. 4.2. Students 4.2.1 Background Information of Respondents The study involved thirty students (30) from Uhuru secondary School. All students were identified by their class teachers randomly. The table above shows the number of students who participated in each class. Form 2 students were 10 (33.3%), form 3 were 10 (33.3%) and form 4 were 10 (33.3%). 4.3. Teachers The study involved forty teachers who were class teachers of different classes and some being Head of Department. This is because they deal with students details more often than other teachers. Nineteen of them were male and eleven were female. Out of 100% of the teachers who participated 72% were class teachers while 28% were Head of Departments as represented in the Pie chart above. Teachers Response concerning the current system based on paperwork From the research findings in the figure above, majority of the respondents (42.5%) whom agreed that manual student’s record system was more of paperwork, 40% strongly agree that the system was paper based while 12.5% disagree that the system paper not entirely paper based and finally 5% strongly disagree that the system was not based on paper. Retrieval of student’s information From the findings 12.5% take five minutes to obtain students details from the manual system, 45% takes between five to ten minutes to retrieve student’s data from the current system and 42% take more than ten minutes from to find students information from the file as shown in the table above. From this find a lot of time are taken while retrieving students information this results to time wastage of time both for the teachers and the student too because they have to wait for the teacher. Confidentiality and security pertaining student’s information From the analysis shown in the table above eighteen teachers which constitute 45% of the total population strongly agree that students information lacks confidentiality, seventeen of the remaining which represents 42.5% agree that there was inadequate confidentiality while, three teachers agree that students details had the confidentiality required this was 7.5% of the respondent and finally two teachers strongly agree that there is total confidentiality entailing students information. Those who agree that there is security because the doors and the cabinets where the file are kept are locked but computerized method will add additional security in that password will be required for one to login in the computer and in the database where students details are stored. Too much paperwork on the current system From the finding majority of respondents (42%) agree that the current system contains a lot of paperwork which make the process of recording student’s information tedious. 40% strongly agrees that there was most of the processes in the current system is paper based, 13% disagrees the system was not paper dependence while 5% strongly disagree that was no paperwork in the existing system. Manual method is space consuming The find concerning space occupied by the current shows that 45% strongly agree that the current system occupy large space, 40% agree that the current system occupies a large space while 7.5% disagree that current system did not occupy a large space and 7.5% strongly disagree that the system did occupy large space as shown in the table above. Current system is expensive Frequency Percent Valid Percent Cumulative Percent Strongly Agree- Agree- Disagree- Strongly Disagree- Total- From the findings in the table above 17of the respondent which constitute 42.5% strongly agree that the current system was expensive, 16 of the respondent which is 40% agreed that the manual system is expensive while 10% disagree that the current system was not expensive and 7.5% strongly disagree that the manual system was not expensive in anyway. Type of system to embrace From the data collected and analyzed 24 which is 60% of teachers from the sampled population says that they would like to embrace computer based students information management system. Out of 40 respondent 15 which is 36% maintained that the current manual system (paperwork) should be maintained while one (2.5%) teacher preferred other methods of record management system which he/she did not specify on the questionnaire. The response was as shown in the table below Time students used waiting for their details to be retrieved Data collected from the student’s shown in the table above shows that 51% of the students agrees that a lot of time is consumed waiting for the teachers to retrieve their details from the current system. 31% strongly agree that time was being wasted by students as they waits for their details to be retrieved while 16% of the students disagree that time is not wasted when waiting for their details retrieval and 2.2% strongly agree that the process of their detail retrieval did not waste time Conclusion This chapter used the objectives to present, analyze and interpret the data collected within the context in which students information are recorded as well as students information management system. Arising from the analysis, the findings of the research articulated that there need to change the current manual system since majority of the respondents are willing and ready to adapt computerized students information system since it is likely to solve most of the problems encountered in day to day keeping of students information as identified by the them. Some of the problem include time wastage when retrieving student’s information, inconsistency in students’ details and inadequate confidentiality. CHAPTER FIVE SYSTEM ANALYSIS AND DESIGN SYSTEM ANALYSIS Introduction This involved identifying and analysing the problems faced by using the current system, the primary users of the existing system, the specific functions the new system must be able to perform. It also involved feasibility analysis namely: technical feasibility, economic feasibility, social feasibility and legal feasibility as well as requirement analysis. It is concerned with the overview of the current system and the situation at hand. Overview of the Current Systems The concluded investigation the researcher conducted on the current information management system at Uhuru Secondary School revealed a number of problems such as inadequate security, inconsistency of student’s information and difficulty in updating of student’s information as well as time wastage The current students information management system works as follows: The recording of students details is based on paperwork (ink and paper). During admission student’s information are recorded in a book by admission master. The class teachers counter checks with the admission master and also copy the details who belong in their classes in a class register. In case a student’s details change or transfers the class teacher informs the administration to update the student’s details or move the students completely from the record in case of transfer. The flow chart of how the current system works Situation (Problem Analysis) The current system was very slow and time consuming especially when retrieving information and updating students records. The system is manual and therefore it was too slow to handle large number of students. Security was not guaranteed since the admission master was the one keeping the records. The safety of information laid on his hands. The current system was also difficult to query since there was no proper procedure used to access and to find particular information. It was cumbersome for the admission and the class teachers to manually search in the file/books records for a particular detail more especially when it was urgently needed by a higher authority. There was no backup facility to curb the loss of information in case of destruction. Therefore, all these put together necessitated the development of a new computerized system to arrest the situation Feasibility Analysis This was conducted to determine whether the new system is achievable. The feasibility types applied to carry out the study were economic feasibility, legal feasibility, technical feasibility and social feasibility Economic Feasibility The initial implementation may be high but long term benefits are likely to be achieved therefore the benefits of the proposed system outweigh the cost. Therefore, the system is affordable to the school. Technical Feasibility For this project, the hardware and software for example Visual basic needed for implementation were readily available, the size was reasonable and users can be trained on how to use the system. This made the proposed system technically feasible. Social Feasibility It analyses the impact of the proposed system solution to the organizational staff. Based on the findings users supported the idea of the creation of the new system. The user interface will be user friendly and very easy for users to access the information by use of unique username and password. Legal Feasibility This was carried out to establish whether the proposed system is legally acceptable or operationally desirable within the existing managerial and institutional framework. The system will be able to improve record management and the operations of the admission master, class teachers and administration at large. The system is user friendly and will require little knowledge in computer skills. SYSTEM DESIGN Introduction The system design gives a detailed explanation of the general design of the proposed student’s information management system. This includes the system development method, preliminary design; data and process modelling using flow charts, user interface design (input/output design) as well as database design. System Development Method The System Development Methodology covers the step by step activities that lead to the development of the final proposed system without overlap. Therefore, waterfall model is chosen because of the following: The requirements are known in advance. The user produces a detailed description of what they want the proposed system to do. This enables the programmer to know exactly what the user requirements are. Its documentation is done at each separate process phase; documentation is produced leading to the final product. This model is suitable because the proposed system requires thorough research to be carried out in order to identify the problem and user needs. The system required testing at each stage to ensure that all the user needs are taken care of before moving to the next stage. Thus it w Problem identification: This is the phase that involved defining the problems of the current manual system used. The purpose was to be able to clearly identify the nature and the scope of the problem. System analysis: This phase involved identifying and analyzing the problems faced by the current manual system, e.g. time consuming, Insecurity inconsistency of students details among others that primary users of the existing manual system and the specific functions the new system must be able to perform. System design: This phase shows how the system will fulfil the set objectives. It is the overall plan or model of the system. Coding: During the coding phase the system specification that is prepared during the design phase are translated into program codes. Implementation: This will involve testing and replacing the existing system with new system step by step procedure that will lead to the final product. 5.5 Preliminary Design: Data and Processing Modelling Flow chart showing how the user will Log in NO Yes 5.5.1 THE FLOW CHART SHOWING HOW THE SYSTEM WILL RECORD NEW STUDENT’S DETAILS. The chart shows the processes that authorized user will follow for them to login into the system and operations that can be carried out after login. The user will be required to apply the username and the password in order to be able to access the systems information. The Data Flow Diagram Level 0.0 Below Showing How The System Will Record student’s information 6 USER INTERFACE DESIGN The researcher will use Visual Basic 10 language in the designing of the user interface of the new system. This include designing of application forms for capturing data and validation of the data entry to the system database. Database was created using Microsoft Access. Login Form: This form allow the users to select their username and enter password. It authenticates the user so as to avoid an unauthorized access to the system database. If the clicks the login button, it will take the user name and password and matches them against what is in database login table and if they match, the user then is allowed to access the data stored into the system.