Solutions for the Book Room

Procedure
Caribbean Advanced Proficiency Examination
(CAPE)

Name:

School:

Centre Number:

Candidate Number:

Teacher:

Territory: Jamaica

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 Table of Content
Title Page #
Acknowledgement ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 3
Problem Statement ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 4
Description of Problem Identified ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 5
Analysis of the Problem ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 6
Identification and Justification of Tools~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 7

Assessment of the Implication of the Solution~~~~~~~~~~~~~~~~~~~~~~~~~~~~8

Solution
Implementation of the Solution ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 9
Human Computer Interface ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 10-11
Mitigation ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 12
Bibliography ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 13
Appendix~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 14-15

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 Acknowledgement
I must give thanks to God for his blessings, for sparing my life so I could be
able to even do this Internal Assessment. He had given me the knowledge to
develop concepts for work flow and wisdom of good interpretation.

I would like to excessively thank my educationalist, Ms. Meredith for being

around to guide me throughout this Internal Assessment. I must also thank my
parents for their support in completing this as they put fort all their efforts to make
it possible to hand in on due date.

To all my family and friend that were there for me in making the SBA
possible, I thank you all for support.

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 Problem Statement
Inaccuracy lies within the book room as records pertaining to the rental of
the school’s text books to the students of William Knibb Memorial High School, is
not kept properly. The occurrence of the incomplete information relating to those
of the book room is more frequent. Some books rented are often times returned
damaged, late or stolen and there are at times no records of this information.
Installing a computerized system in the department would be the best decision to
enhance accuracy and efficiency of the records kept of the student’s records.

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 Description of Problem Identified
The book room has fallen short on keeping the records for students of the
school. The paper containing students information are continuously increasing
making a pile resulting in a jumble of student information, it also was seen that
records are not properly kept and leads to inaccuracy. If student information should
be asked for by any member of staff, it could be misleading as some records are
incomplete.

No proper tracking system is involved and allows for many missing books,
having to be that enough is not in stock to provide service for those coming after
them. So the book room officers are not precise enough to pull charges against
these students. Missing or corrupt files occurs on various occasions. In each record,
at least three pages are missing or have been damaged by many substances. Some
of these files left these students unidentifiable as they could not uniquely identify a
book culprit. The book room needs more development in the successful
management and organization of student rental book records.

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 Analysis of Problem
The book room at William Knibb Memorial High is faced with a number of
problems.

 This includes the inaccurate storage of student’s information.

 The inaccurate storage of information that results in book theft since
records are not up to date.
 The absence of a computerized information system.

The above gives a brief description of the problems that the book room currently
faced that may be eliminated with the use of a computerized system. This will not
only hold data but aid in the maintenance of the quantity of books that are found in
the book room.

The researcher made all efforts to ensure that the information presented are
accurate and therefore used a number of researching tools to gather information,
these included;

1. Questionnaire
2. Interview
3. Observation

According to the questionnaires, this information was gathered to find out the
views of students about the book room;

 The services provided at the book room are very slow and takes a whole
day to get registered.
 Some of their information are missing and are often being referred to by
wrong names.
 Students are often times in the book room and they do not know how
enter the information correctly for they are not properly trained.
 The records are not reliable, credible nor valid.
 Physical condition of the book room and the space needs improvement.

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Identification and Justification of Tools
At the book room at the William Knibb Memorial High, they current engage
in book room operations which involve the supplying of textbooks to the school’s
population with the use of a manual information system that can be at its maximum
potential if a computerized information system is used. Implementations of a
computerised system in the book room to overcome challenges faced by the
manual system are:

 Database Management System – Using a database management system to

control the inaccurate and pile of information for students who uses the book
room is much more appropriate than using the current information system.
Database Management packages are available in different packages, but
Microsoft Access is the most understandable package and can be easily
coordinated. The operation in using a computerized system is to store
information in a very organized way and to know that no record can be left
incomplete. Also, tables that has similar keys, (Foreign key, Primary key)
can be related and thus increase the functioning of the efficiency of the book
room.

 Computer – The use of computers will enhance speed for access and will
allow for the large storage of information in an organized fashion. This will
reduce the risk of having too much files and will enhance the speed and
efficiency of the book room.

 Files Server – A computer system is required for the completion and

efficiency of the information that is recorded in the book room. A custom
database system will be loaded onto the computer to manage the logging
system.

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 Assessment of the implication of the
solutions
Database is a powerful software tool that stores and manages records in a
manner able and time efficient way. The system which includes the installation of
the custom software will ease the problems that are faced constantly with the
manually information management.

No longer would one have to wait on the book room operator to deal with a
student too long. The current system’s operation is very much time consuming, but
the custom computerized DBMS is prepared to decrease ineffective loggings. Of
importance, the system will make the loggings easier because it is on computers.
This will increase efficiency and effectiveness in processing.

Finding a student would be no problem, as the tracking system will be at its

best. The user of the computer system will be able to use queries to find the
students to which ever criteria they fall. Data security will also be present; the files
which are stored can be locked and encrypted so that unauthorized accesses to files
are restricted. More speed will be gathered by the operator as options are more in
place for use. Books can be traced through the system to students that has rented
the book. The operation will make available the student which loses or steals
book/s so one can be held responsible and that the information recorded is
accurate.

A problem that can occur when exploiting the computerized system is that a
computer system can be costly. This includes the cost for the system and to install
the system and training for the operators of the book room.

This can be corrected by :

1. Getting an affordable system that is durable and worth its price.

2. Having training sessions for the users of the system so no problems are
occurred.

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Solution
Implementation of solution
The book room at William Knibb Memorial High School need improvement.
However, the best way to improve the book room is by installing a computerized
database management system. This will allow the processing and handling of
student information more accurate and efficient and decrease the risk of
information inaccuracy. This will therefore increase operation speed and
effectiveness.

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 Human Computer Interface

The image above shows the screenshot of fore login screen. The user must first
tick the type of user they are, whether they are administrators or teachers.

Example: Administrator (If person is an admin)

This is the login screen that will be used to access the information relating to
the use of the book room.

Example : Username – Admin1

Password - Williamkmh

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This will give the user a choice to choose the different options that are available on
the menu.

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Mitigation
There are many ways a system can be protected from threats. However, this
system will include various mitigations in order for the system to be error free.
Some of these are :

1. Install an Anti-Virus software - This will protect the system from catching
viruses, which allows the system to crash and cost the school more money to
repair. Also avoid the file from being corrupted which can cause for
information loss.
2. Enable Firewall – This will block hacker from getting into the system and
Gaining access to the file. All unauthorized access will not be allowed.
3. Hardware protection (Lock and Keypads) – This is a method that decrease
the risk of the hardware being missing. However not the best is means of
protection but is worthwhile.
4. Use of individual username – this will avoid one to enter invalid usernames
and password. Once someone has access to the system, they will have their
own username and password. Eg. Username: MrBarnett
Password: ******** (Nicholas)

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Bibliography
How Personal & Internet Security Works, by Preston Gralla. Indianapolis, Ind.: Que/
Sams, 2006.

Hacking Exposed Windows: Windows Security Secrets & Solutions, by Joel Scambray, Stuart
McClure. 3rded. New York, NY: McGraw-Hill, c2008.

Implementing NAP and NAC Security Technologies: the Complete Guide to Network
Access Control, by Daniel V. Hoffman. Indianapolis, IN: Wiley Pub, 2008.

Microsoft SQL Server 2008 R2 unleashed, by Ray Rankins ... [et al.]. Indianapolis, Ind.: Sams,
c2011.

Data Mining Techniques: for Marketing, Sales, and Customer Relationship Management, by
Gordon S Linoff, Michael J Berry, Robert Fonseca-Ensor. 3rded. Indianapolis, IN:
Wiley Pubishing, Inc., 2011

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Appendix
Grades Table

Grade ID First Name Last Name Teacher

100127-10 Chrystal Riley Mrs Brown
100127-11 Charlie Wilson Mrs Leeberts
100127-7 Trevan Brown Ms Meredith
100127-8 Michael Black Mrs Steel
100127-9 Carolyn Rodger Ms Meredith

Math Books Returned

Book ID Last Name Math Bk Returned or Unreturned

eljd/83 Rodger Returned
eljd/134 Wilson Returned
eljd/12 Tramplin Returned
eljd/36 Black Returned
eljd/47 Brown Returned
eljd/60 Riley Returned
eljd/274 Yelims Returned
eljd/24 Lincoln Returned
eljd/74 Gordon Returned

English Books Returned

Book ID Last Name Eng Bk Returned or Unreturned

eljd/83 Rodger Returned
eljd/134 Wilson Returned
eljd/36 Black Returned
eljd/24 Lincoln Returned
eljd/74 Gordon Returned
eljd/1 Nooks Returned

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 Accurate Students Informations

Book ID Last Name Eng Bk Math Bk Eng Bk Returned or Math Bk Returned or Accurate
Rented Rented Unreturned Unreturned or
Inaccurate
eljd/1 Nooks No No Returned UnReturned InAccurate
eljd/12 Tramplin No No UnReturned Returned InAccurate
eljd/134 Wilson No No Returned Returned Accurate
eljd/24 Lincoln No No Returned Returned Accurate
eljd/274 Yelims No No UnReturned Returned InAccurate
eljd/36 Black No No Returned Returned Accurate
eljd/47 Brown No No UnReturned Returned InAccurate
eljd/60 Riley No No UnReturned Returned InAccurate
eljd/74 Gordon No No Returned Returned Accurate
eljd/83 Rodger No No Returned Returned Accurate

Students Under 15

Student ID Last Name Date of Birth Age

WKH11 Black Feb.27.2000 13
WKH26 Yelims Jan.5. 2000 13
WKH01 Rodger Aug.5.1998 14
WKH09 Tramplin Dec.12.2001 11
WKH15 Brown Jun.6.1999 13
WKH12 Nooks Oct.13.1998 14

Students Table

Student ID Grade ID Book ID First Name Last Name Date of Birth Age
WKH01 100127-9 eljd/11 Carolyn Rodger Aug.5.1998 14
WKH04 100127-11 eljd/112 Charlie Wilson Jan.17.1996 17
WKH09 100127-7 eljd/134 Gary Tramplin Dec.12.2001 11
WKH11 100127-8 eljd/24 Michael Black Feb.27.2000 13
WKH12 100127-9 eljd/55 George Nooks Oct.13.1998 14
WKH15 100127-8 eljd/274 Trevan Brown Jun.6.1999 13
WKH21 100127-10 eljd/36 Chrystal Riley Mar.17.1998 15
WKH26 100127-8 eljd/47 Jonas Yelims Jan.5. 2000 13
WKH28 100127-11 eljd/60 Abraham Lincoln Oct.30.1995 17
WKH32 100127-10 eljd/74 Raphelia Gordon Jul.12.1996 16

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