FEASBILITY STUDY AND SYSTEM SPECIFICATION ON AUTOMATED RECORD KEEPING SYSTEM FOR PROJECT AND SEMINAR

(A CASE STUDY OF CRIME MANAGEMENT DEPARTMENT FEDERAL POLYTECHNIC BAUCHI)

TITLE: ASSIGNMENT

DEPARTMENT: COMPUTER SCIENCE DEPARTMENT

NAME: ASIYA SOLI RABE

LEVEL: HND1 A

REG NO : FPTB/SST/CS/HND/10/86530

INTRODUCTION Record keeping is said to be as old as man itself. The record can be on scientific, cultural, education, port, medically, and to mention but a few. As a matter of fact, without adequate record keeping, many people will encounter difficulties in their day to day activities. Record keeping is what really profs the accountability of any organisation to those who use their service. It enables organisation to investigation, and referrals to other agencies, such as police, social work e.t.c. In 13th centuries BC record were said to have been kept manually even offhand, as a result of such mistakes a lot of important records that could be used for feature and referencing were lost, but with the introduction of computer this very biased mistakes can be prevented. Project and seminar works in any school or department is on of the most vital events that student must carry out before graduation, which is why a proper record must be kept to track these very important events by the use of an automated record keeping system for both project and seminar topics. STATEMENT OF PROBLEM For any new system to be design there must be some problems existing in the existing system. These include
1. 2. 3.

Improper record keeping of the research works. Inability to easily track similar research topics. Time wasting. The seminar and project committee spends a lot of time when trying to keep track of research works using the manual methods. Records accuracy staff in the department who are in charge of keeping records of research works, finds it difficult to accurately keep records i.e. the research works are kept in a scattered form, which at times leads to loss of research works.

4.

SCOPE OF STUDY In nut shell, the program in this project is design to take care of the record keeping system of project and seminar of crime management department of federal polytechnic bauchi, which is been done manually.

CONSTRAINT 1. Lack of power supply: as a result of instability of power supply from holding company of Nigeria (PHCN), there was delay in designing the program and also in typing the program. 2. Lack of available material: the school library were not having enough books for consultation and cyber cafes service is very low, which made me to spend a lot of money browsing in search for codes 3. Financial constraint: this is one of the major problems I encountered during the process of data collection, as I had to spend a lot of money on transportation and in order to get good materials. 4. Time: the time given to us was very short as there was no light to do that which we were supposed to do.

AIMS AND OBJECTIVE OF THE STUDY The main objectives of this project work are to: 1. To design a system that will effective keep records of all the previously and subsequent research topics on project and seminar. 2. Provide easy access to record either for editing and future reference. 3. To eliminate similar research topics been approved by the committee

MANAGEMENT SUMMARY AND RECOMMENDATIONS

SUMMARY This project work is aimed at assigning the project and seminar committee of department in keeping tracks of records of student. Project and seminar and reduce the duplication of topics. And also introducing computer into any system will help to make work faster, reduce stress and human labour and increase to make faster, reduce and human labour and increase productive. RECOMMENDATION The project and seminar committee should adapt to the new system which has been designed for keeping project and seminar topic, in order to reduce a lot of stress in which they undergo while using the manual system and also to reduce the cost of the raw materials used in the manual system. The new system will be better to use, because it is faster and more accurate than the manual system, it is not prone to error.

ALTERNATIVES
Microsoft visual basic 6.0 is the choice of programming language that is used because it is the best for window programming. Some vital reason for choosing this language includes:

Unlike other programming language, Microsoft visual basic 6.0 codes are easy to learn and understand

The language is user friendly. Its interface is easy to design.

The tools are visualized and therefore easy to use.

It can generate reports.

It allows user to create a data base maintenance application (though it has no database of its own) and it is quickly and easily accessed.

FUNCTIONAL DESCRIPTION
The new system procedures involve supplying data to the text fields through the interface. The field include name, registration number, project topic ,sex, year of graduation, abstract, supervisor name, seminar topic. The interface also includes some command buttons that helps you to perform certain task

RESOURCES REQUIRED

The new designed system equipment required is the hardware and software needed for the efficient operation of the new system. HARDARE: these comprise the physical devices that can be seen touched and felt. It is the electronically and mechanical parts of the computer system (C.S French), they include 1. 15 or 17 or LCD monitor screen. 2. An uninterrupted power supply (UPS). 3. 512mb Ram (random access memory).
4. 5.

A process (Pentium IV). 60 GB and above hard drive.

6. A stabilizer (1000w mercury). 7. A laser jet printer. 8. Keyboard. 9. Mouse. 10.Power cables SOFTWARE: is a program written to the computer that co-ordinate the operation of the computer system. It controls all activities that take place within the computer system. The software enhances the performance of the hardware. 1. Operating system(window vista, window XP, window 7) 2. Application packages such as Microsoft word, Microsoft excel.

SYSTEM DESCRIPTION
The project is concern about how the program is been carried out and how it works. The program is been designed using Microsoft visual basic 6.0 version of programming language. A data base is created with two tables where the personal data of the student is entered for both project and seminar. Designing the interface, create a form where you have the student personal data and various command button such as save, modify, delete, back, report, search a record which allows you to perform various functions. The output will be generated base on the input by the user and a report can also be printed. The new input requirement for the proper operation of the new system includes: VARIABLES NAME NAME REG NO YEAR PROJECT TOPIC ASTRACT SEMINAR TOPIC SUPERVISOR NAME SEX IMAGE DATA TYPE TEXT TEXT TEXT TEXT MEMO TEXT TEXT TEXT OLE OBJECT WIDTH 30 25 20 150 250 100 30 10 -

The new output requirement includes the reserved data in a report form, which is

FEILD NAME NAME REG,NO YEAR PROJECT TOPIC ABSTRACT SEMINARTOPIC SUPERVISOR NAME SEX IMAGE

OUTPUT XXXXX XXXXX XXXXX XXXXX XXXXX XXXXX XXXXX XXXXX XXXXX

COST BENEFIT ANALYSIS The existing system has been to work under manual system of keeping records, where the students name, registration number, project topic, proposals, case study, supervisor, seminar topic, is kept manually using paper, pens, files and so. By using the automated method one can save himself cost of buying all this materials and reducing the cost of the project. EVALUATION OF TECHNICAL RISK Lack of enough provision of all necessary peripherals as require by this research work is likely to stop the program from running smoothly and also maintenance cannot be done effectively. LEGAL REMIFICATION Record keeping system is vital in all aspect of life, record can be on scientific, cultural, education, sport etc. As a matter of fact, without keeping good records, many people will encounter difficulties in their day to day activities. For professional and legal reasons, a school is required to keep record of all projects and seminar works carried out, its the only tangible evidence of finding past, present and future events. A computerised record keeping system as many uses, it most important function is to assist in replacing the manual method of keeping record in schools, organisations, health care centres, etc. In an

important part of accountability of the organisation to those who uses their services. In this case it will enable the department to keep track of all projects and seminar topics attempted by subsequent students of the department, for proper record and referencing.