CHAPTER THREE: SYSTEM ANALYSIS, DESIGN AND

IMPLEMENTATION

3.1 ANALYSIS OF THE EXISTING SYSTEM

The existing system is manual based and need lot of efforts and consume enough

time. In the existing system allocation of rooms to student are done manually. It

may lead to corruptions in the allocation process as well as loss of file or file

damage.

Disadvantages:
1. More human power

2. More strength and strain of manual labor needed

3. Repetition of same procedure.

4. Low security.

5. Data redundancy.

6. Difficulty to handle.

7. Difficulty to update data.

8. Record keeping is difficult.

The proposed system is having many advantages over the existing system. It

requires less overhead and very efficient. The proposed system deals with

allotment process efficiently

The major purpose of this project is to eliminate the use of paper in manual hostel

registration and allocation processes and all the risk associated with it, also to carry

out the analysis of the manual processes involved in hostel registration and

allocation by automating hostel allocation and optimizing registration process by

creating a database which will be used for record storage, processing, and retrieval.

Primary Source: This involves oral interview conducted with some personnel in

the vital registration unit of hostel registration and allocation at the federal

polytechnic of oil and gas, Bonny Island, Rivers State, reviewing and sharing their

experience about the difficulties they undergo in the storage and retrieval of

student registration record.

Secondary Source: This includes the use of textbook, dictionary, newspaper and

internet downloads to collect data in order to understand how hostel registration

and allocation are being done using computer application.

3.2 SYSTEM DESIGN

System design is concerned with the design of the proposed system based on the

investigation and requirement made. This involves the processing algorithms and

data structure; system design is not same as implementation. It is strongly

influenced by the programming language used to implement the proposed system.

Input design data for this research work are all the data, which are collected

manually from OGUN STATE COLLEGE OF HEALTH TECHNOLOGY

HOSTEL, and the data will be design into input table as shown below.

1. Login table

2. Student Info

3.2.1.1 DATABASE STRUCTURE

Start

Enter User name & Password

NO

Is the data
correct?

YES

Main menu

Register/Allocation Report data Management

Stop
3.2.2 OUTPUT DESIGN

The output design of their project work will be the result of all the processed

information which are carried out by the creation of a graphical user interface.

Stated below are sample of the output to be used in the proposed system of this

project.

1. List of students

2. Search Student record

3. Report

4. Add student

5. Update Student

6. Report Student

3.3 DOCUMENTATION

Documentation involves all the function performed by the system and how the

system is to be used. Documentation describes how the program is used and it also

clarifies any obscurities in the design. Documentation usually shows how to use

the system, how to install and operate the system, system implementation and test

procedure so that it may be maintained.

1. Windows operating system

2. 1GHz or faster x86-bit or 64-bit processor

3. 512 mb RAM size

4. 10 mb hard disk space

5. Localhost server WAMP server

3.3.2 USER DOCUMENTATION

End users of the software should take the following guide when using the system:

 Startup Pages

The startup pages, user can create an account from the “Sign Up” button to open

the sign-up form to create an account and a “Forget Password” button whenever

the user forgets their password. To sign in user are to enter their staff id and

password.
 Figure 3.2: Start up page

 Sign Up

The sign up page is a form to collect users details like the: staff id, staff names, and

paswword (at least 6 characters).

 Home Page

Here you can view the student details and their rooms, filter the table

by searching any information about the student, modify the selected

student data, and report any student

 Add New Student

Here you user can add new student to the database and also allocate a

room to the student

 Update student record

Here user can update student record in case of any typo-error or any

necessary change
 Figure3.6: Update Student data

 Report Page

Here user can make a report either closing report or incident report
 Figure 3.7: Report page

3.3.3 PROGRAM DOCUMENTATION

Module I (Bunifu Framework): Bunifu Framework UI tools is a tool that provides

Module II (MySQL connector): This module enables the connection between the

application and MySQL database.

Module III (Main Module): This module is the main program, a GUI application

that calls the stated modules above to achieve the objectives of the design.
3.4 IMPLEMENTATION OF THE DESIGN

Implementation of any information system or automated system depends on the

hardware, software and people. Hence, the hardware being mainly a personal

computer (PC). The software for the implementation of this system is Localhost

server which serves as a connection between the database and application. The

Microsoft windows operating system. All the users must be trained and computer

literates else the system’s aim and objective will be defeated. For any system to

output results, the users must be able to use the system effectively. This new

system is user friendly, flexible and interactive. Thereby, offering users the ease of

learning and training staff. Once the training is completed. The system is

implemented and the manual system has to be replaced. The following changes

produce are available in this study:

Figure 3.9: Sign up page

Figure3.11: Add new student

Figure 3.13: Report page

The proposed system has been tested with real life data and information each

program module has been tested with appropriate data to ensure it work as

expected, the system testing with appropriate data to ensure it work as expected.

The system testing determines how the entire system as a whole can be relied

upon.

3.4.2 VALIDATION AND VERIFICATION

As one of the specific objectives of this study, validation of the system was very

important. Validation of the system was done by comparing it to the question

asked by the users, hostel porters. Most of their answers matched with what the

system can do. Visual Basic was use to validate user’s input and other respective

inputs.

3.4.3 SYSTEM TESTING

This is the test conducted on a computer integrated system to evaluate the

system’s compliance with it specified requirements. Since the system cannot be

tested exhaustively, the black box testing method was used for system testing. The

black box testing usually demonstrates that software functions are operational; that
the input is properly accepted and the output is correctly produced; and that

integrity of external information (database) is maintained.

It is pertinent to note that though all the program modules have been debugged,

this does not mean that they are completely error free as logical errors might

develop at any time later during the usage of the system.