CHAPTER ONE

INTRODUCTION

1.2 BACKGROUND OF THE STUDY

A quality control system in production management is a qualitative technique with strong

financial implications having direct relationships with production, marketing, purchasing and
financial politics. Also, it is a system used in the management of stocks held by any organization
as it concern addition to, storage and removals from the trading stock with appropriates record
keeping. ANAMMCO LTD, Enugu as an assembly plant maintains a large amount of stock
vehicles spare parts which are imported from any of her vendors, Vce:- MBAG. Mercedes Benz
AG Germany, MBBRAS. Mercedes – Benz All these are logical yet, stocks accumulate due to
the Less promise worthy reasons which are:- (a) Obsolete items are retained in stock (b) Poor
or non-existing inventory control resulting in over targe orders, replacement orders being out of
phase with production etc. (c) Inadequate or non-existing stock records (d) Marketing
departments. Whether as a deliberate policy or not, sticks, represents an investment by the
organization. Thus, as with any other investment, the cost of holding stock most be related to the
benefit to benefit to be gains. To do this effectively the cost must be identified and this can be
done in the three categories:-

(a) Cost of obtaining stock (b) Stock out costs.

All these spare parts which may how similar menu by description varies greatly among
themselves depending on the type or model of vehicle using them. Thus, the management and
operation of stories function and the control of stock on only be performed in on efficient manner
when there is an appropriate means of up turning and storing information and a facility for the
analysis and use of this information. In the light of the above, ANAMMCO Ltd Enugu maintains
a visible record system returned to as KARDEX, a manual form of inventory control system. As
a prerequisite in any quality control system, ANAMMCO Ltd maintains a peculiar but unique
coding system such that all the numerous spare parts are each uniquely coded and identified for
accurate and specific information on them. The operation of the KARDX was often prove to
redundancy or duplication of items whenever there is instilling; it requires a lot of paper work
with their possible variations or discrepancies during documentation; it involves, so many people
thereby investing a lot of man hours; increased cost of procure storage of non-moving or
obsolete items leads to customer dissatisfaction due to time wasting and unavailability of
information. Thus, the efficiency of the system is greatly dependent on human factor and as such
accuracy. So, it is an attempt to rectify and modify the above inadequacies that we have decided
to develop and implement on integrated computerized stock control system so as to maximize the
operation efficiency, ensure customer satisfaction based on quick. Services, minimize the non-
hour requirement involved, reduce the running costs, guarantee accuracy and at the same time
generate reports that assist management in her decision making as it concerns planning,
organizing and controlling.

After the recommendation of the fourth (4th) National Development plan in 1975 to increase the
number of automobile plants in Nigeria in order to address the problem of transportation, a
Mercedes Benz Plant was chosen. Other reasons for establishing the plant being to: (a)
Diversification and Rapid industrialization of the Nigeria Economy (b) Modernization of
industrial workers (c) Indigenous man-power training (d) Technology transfer and (e)
Manufacture and Assembly of Mercedes Benz commenced vehicles and trucks in Nigeria. MB-
ANAMMCO LTD, as it is famious by known and called means Mercedes-Benz Anambra motor
manufacturing company limited Enugu. This company is strategically located along IBB A port
link Road Enugu Industrial Layout Enugu. The plant is a joint owned by the Government and
people of the federal Republic of Nigeria and Daimier-Benz AG of Germany. Their share equity
is in the ratio 60% to Nigeria and 40% to Daimier, Benz AG Germany. Therefore Mercedes-
Benz ANAMMCO LTD, Enugu was Licensed to manufacture Mercedes Benz commercial
vehicles in Nigeria. The company was incorporated in Nigeria as a private limited liability
company on the 17th the day of January 1977. On the 12th day of May 1978, it’s foundation
store was laid by colonel John Atom Kpera the then military Governor of ANAMBRA States
(Now, ENUGU and ANAMBRA STATE). Later on the 8th day of June 1980, Mercedes-Benz
ANAMMCO LTD, was commissioned by Alhaji Shehu Usman Aliyu Shagard, the them
president Head of state and commander in client of the Nigeria Armed forces; ANAMMCO
LTD, commenced production officially on January 1981. Ever since them her services network
is speed throughout Nigeria. The company uses foreign and local contents in the manufacture of
the Mercedes Benz commercial vehicles.
1.2 STATEMENT OF THE PROBLEM

It is a common knowledge that decision makers in any organization require information to

perform the great functions of planning, producing and controlling. Therefore, it is necessary to
discover and adequate means of making the information available to every on concerned. This is
because, for decisions to be made correctly, the information must be consistent, accurate, timely
and reliable. Thus, this work is aimed at developing and implementing an integrated
computerized quality control system in production of an automobile firm (case study
ANAMMCO LTD ENUGU NIGERIA).

1.3 AIM AND OBJECTIVES

The aims and objective of this work is that when, the system becomes operational it will.

1. Permit on-line-time data storage and information retrieval

2. Save the production time per section and as such ensure customer satisfaction

3. Increase the operational efficiency and accuracy

4. Reduce stock redundancy or inherent in the manual system.

5. Generate consistent, Accurate, timely, and effective stock control towards profit making and
6. Reduce the operational costs.

1.4 Significance of the Study

1. To ensure appropriate stock quality control coding with a view to minimizing stock
redundancy or duplication inherent in the manual system of quality control system in production.
2. To ensure operational efficiency thereby maximizing the customer services level with in level
with I menaced accuracy.

3. To generate consistent, accurate timely and reliable reports that assist the management in her
decisions as it affects the stock and the organization for effective pleasing, organizing and
controlling.
1.5 SCOPE OF THE STUDY

Even though that Mercedes-Benz Anammco Ltd, is the case study with her divers inventories,
this work is only continued to the administration of spare parts (finished good type of inventory)
as it concerns ordering, Receipts, soles and Reports. Therefore it excludes the W-I-P work-in-
progress) and other forms of quality stock control. It also excludes other automobiles firms.

1.6 LIMITATION OF THE STUDY

Various factors hindered the realization of objective of this work. Among these are:-

1. Few computer centres in the institute has front-page application used in running this
program. This in due to other student too uses the centers for their project.

2. Getting the intention of the managers is a very big test.

3. Obtaining necessary information and approved from the production manager of the central
spare parts department was not easy for me at most of his information requiring are regarded as
company secrets.

4. This work was financially oriented b/c the money spend on transporting my self from home
to ANAMMCO has the amount paid for computer time was too much.

1.9 DEFINITION OF TERMS

1. Lead or procurement time: This is the period of time expressed in days, week’s months etc.
between ordering and replenishment ie leathern goods are available for use.

2. Demand: This is the amount or quantity required by sales, production etc. per week, month or
year etc.

3. Economic ordering quantity (EOQ): This is the calculates ordering quantity which minimize
the balance of costs between inventory holding cost and recorder costs.

4. Physical stock: This is the number of items physically in stock at a given time.

5. Minimum or safety stock: This is a stock allowance to cover errors in re casting the lead time
or demand during the lead-time.
6. Maximum stock level: This is the stock level selected as maximum desirable which is used as
an indicator to show that stock have risen too high.

7. Recorder level: This is the level of stock of which further replenishment order should be
proud. It dependent upon the lead-time and the demand during the lead-time.

8. Recorder quantity: This is the quantity of the replenishment order. In some types of inventory
control system it is the EOQ.
 CHAPTER TWO

LITERATURE REVIEW

2.1 Overview of the study

Quality is a relative concept. It is related to certain predetermined characteristics such as shape,

dimensions, composition, finish, colour, weight, etc. In simple words, quality is the performance
of the product as per the commitment made by the producer to the consumer. Juran (2017) who
is considered the father of quality research has defined quality as “the performance of the
product as per the commitment made by the producer to the consumer.”

There are two main elements in this definition of quality. First, the commitment may be explicit
such as a written contract or it may be implied in terms of the expectations of the average
consumer of the product. Second, the performance of the product relates to the ultimate functions
and services which the final product must give to the final consumer.

Some of the important advantages to quality control are as follows:

1. The brand products build up goodwill or image which ultimately increases sales.

2. It helps the manufacturers/ entrepreneurs in fixing responsibility of workers in the production

process.

3. Quality control also helps in minimizing the costs by increasing efficiency, standardization,
working conditions, etc.

4. It also enables the entrepreneur to know the cost of his / her product quite in advance which
helps him in determining competitive prices of his product.

5. Last but not the least; the entrepreneur can confirm whether the product manufactured by
him / her is in accordance with the standard set by the Government. It further facilitates the
entrepreneur to take necessary actions to comply with the standard set.
Methods or Tools of Quality Control:

Any variations in the quality of a product, i.e., standards set are mainly caused by variations in
raw material, men, machines, methods, and procedures of procedures of production and
inspection. In order to produce the quality products, these variations need to be checked and
controlled. There are mainly two methods of quality control.

These are:

1. Inspection:

Inspection, in fact, is the common method used for quality control purposes not only in
production but also in services.

As regards inspection in production, there are three important aspects involved in it:

(i) Product Inspection:

As the name itself suggests, the product inspection relates to the final product sent into the
market. The main purpose of product inspection is to ensure that the products sent into the mar-
ket comply with the set standard for quality. In other words, it is to ensure that the product ready
for sale is perfect and free of defects.

(ii) Process Inspection:

Process inspection proceeds to product inspection. It is aimed at ensuring that the raw material
and machines and equipment’s used in the production process are of prescribed quality and
mark.

Process inspection benefits the unit in two ways:

(1) It ensures the manufacturing of a quality product.

(2) It saves wastages of material by preventing process bottlenecks.

(iii) Inspection Analysis:

This is a method based on the analyses of inspections made. The conclusions derived from the
inspection analyses help the entrepreneur locate the exact points in manufacturing process where
faults lie. In other words, it enables the entrepreneur to identify the points at which deviations
from standard set start. Quality control through Inspection Method.

2. Statistical Quality Control:

It is an advanced method or technique used to control the quality of a product. This method is
based on statistical techniques to determine and control the quality. Sampling, probability, and
other statistical inferences are used in this method for controlling the quality of a product. It is
widely used in process control in continuous process industries and in industries producing
goods on a mass scale.

Under this method, the entire lot is, firstly, sampled on the basis of its specific
characteristics and, then, is divided into three parts as mentioned below:

(i) Analysis of Samples

(ii) Use of Control Charts

(iii) Corrective Measures.

The key steps to quality monitoring that will ensure your organization’s customer service
remains competitive.

In today’s competitive environment, the quality of your customer service is an increasingly

important factor in nurturing positive customer loyalty. However, it remains the case that many
organizations are still not monitoring, measuring or even managing the service quality of their
contact Centre agents, despite the fact that a single interaction between them and the customer
can make or break a relationship.

Organizations need to ensure that the few interactions a customer has with the contact Centre are
handled efficiently and leave the customer feeling satisfied.
Making quality the ‘norm’

While the customer’s personal experience cannot always be completely captured and analyzed,
this information - call recordings in contact Centre’s, customer emails and social media
interactions - combined with customer satisfaction surveys, can give an organization a better idea
of the customer experience. These insights will allow companies to improve their service and
tailor their products precisely to what their customers want, improving satisfaction and
increasing loyalty.

Unfortunately, the reality for many organizations is slightly different, and organizations often
struggle to manage the basic call monitoring functions, or capture additional insight from other
channels such as email, instant messaging or social networking sites. Too often the focus is put
on streamlining internal efficiency-based metrics, meeting tightly monitored call routing and
time SLAs, while the detailed assessment of the customer experience and the outcome of the call
are put to one side.

By treating calls as one-off customer issues, the contact centre is at risk of ignoring the
underlying commonalties and actually being able to identify the root-cause and possible
prevention for these situations. Fundamentally, though, this can all act towards improving the
customer service.

What needs to change?

The key to effective quality monitoring includes six crucial steps:

1. Listen to your customers by monitoring interactions. Ask questions such as: are these
interactions related to the company’s goals and objectives, or are they related to specific
areas of concern such as customer attrition? This is where analytics comes into play for
the contact Centre. Speech analytics identifies calls that are relevant for evaluation and
text analytics identifies email and chat interactions that should be monitored.

2. Capture all of your customer feedback channels. Apply the same quality standard that is
used for calls to text-based interactions like email and chat.
 3. Ask your customer what they think. Instead of using your organization’s internal metrics
to measure the quality of a call, ask the customer: “What did you think of your
experience and the agent you worked with?” or “Did your service experience match the
promise made in our advertising?” It’s very important to map high-quality interactions
with your customers’ expectations, comparing internal evaluation scores with customer
scores.

4. Use quality monitoring to help agents improve skills. Evaluate interactions to identify
skills gaps, and provide individual learning opportunities where there are deficiencies.

5. Do not view agent development as a one-off activity. Provide continuous coaching that
will help improve agent performance and productivity. Coaching is key to consistent
customer service.

6. Measure your results and keep track of continuous feedback and evaluation to monitor
and measure progress.

Remaining competitive

By monitoring quality across multiple channels, organizations can learn from their customer
interactions, leading to better decision making, service and processes. The monitoring,
measuring and managing of performance and service quality must remain a priority, but the
“voice of the customer” analytics, across multiple channels, is just as important.

By adopting the view that quality monitoring is a strategic process rather than a tactical one,
companies will begin to see an improvement of their customers experience and their customers
therefore becoming their strongest champions.

Quality control is also a strategic decision. It can be defined as the systematic control of those
variables which are encountered in the manufacturing process and which adversely affect the
excellence of the final product in one way or other.

What is Quality Management?

Quality management is the act of overseeing different activities and tasks within an organization
to ensure that products and services offered, as well as the means used to provide them, are
consistent. It helps to achieve and maintain a desired level of quality within the organization.

Quality management consists of four key components, which include the following:

 Quality Planning – The process of identifying the quality standards relevant to the
project and deciding how to meet them.

 Quality Improvement – The purposeful change of a process to improve the confidence

or reliability of the outcome.

 Quality Control – The continuing effort to uphold a process’s integrity and reliability in
achieving an outcome.

 Quality Assurance – The systematic or planned actions necessary to offer sufficient

reliability so that a particular service or product will meet the specified requirements.

The aim of quality management is to ensure that all the organization’s stakeholders work
together to improve the company’s processes, products, services, and culture to achieve the long-
term success that stems from customer satisfaction.

The process of quality management involves a collection of guidelines that are developed by a
team to ensure that the products and services that they produce are of the right standards or fit for
a specified purpose.

 The process starts when the organization sets quality targets to be met and which are
agreed upon with the customer.

 The organization then defines how the targets will be measured. It takes the actions that
are required to measure quality. It then identifies any quality issues that arise and initiates
improvements.

 The final step involves reporting the overall level of the quality achieved.
The process ensures that the products and services produced by the team match the customers’
expectations.

Quality Improvement Methods

Quality improvement methods comprise three components: product improvement, process

improvement, and people-based improvement. There are numerous methods of quality
management and techniques that can be utilized. They include Kaizen, Zero Defect Programs,
Six Sigma, Quality Circle, Taguchi Methods, the Toyota Production System, Kansei
Engineering, TRIZ, BPR, OQRM, ISO, and Top Down& Bottom Up approaches among others.

Quality Management – Example

A model example of great quality management is the implementation of the Kanban system by
Toyota Corporation. Kanban is an inventory control system that was developed by TaiichiOhno
to create visibility for both the suppliers and buyers to help limit the upsurge of
excess inventory on the production line at any given point in time. Toyota used the concept to
execute its Just-in-Time (JIT) system, which helps align raw material orders from suppliers
directly with the production schedules. Toyota’s assembly line increased efficiency aa the
company received just enough inventories on hand to meet customer orders as they were being
generated.

Principles of Quality Management

There are several principles of quality management that the International Standard for Quality
Management adopts. These principles are used by top management to guide an organization’s
processes towards improved performance. They include:

1. Customer Focus

The primary focus of any organization should be to meet and exceed the customers’ expectations
and needs. When an organization can understand the customers’ current and future needs and
cater to them, that results in customer loyalty, which in turn increases revenue. The business is
also able to identify new customer opportunities and satisfy them. When business processes are
more efficient, quality is higher and more customers can be satisfied.
2. Leadership

Good leadership results in an organization’s success. Great leadership establishes unity and
purpose among the workforce and shareholders. Creating a thriving company culture provides an
internal environment that allows employees to fully realize their potential and get actively
involved in achieving company objectives. Leaders should involve the employees in setting clear
organizational goals and objectives. This motivates employees, who may significantly improve
their productivity and loyalty.

3. Engagement of People

Staff involvement is another fundamental principle. The management engages staff in creating
and delivering value whether they are full-time, part-time, outsourced, or in-house. An
organization should encourage the employees to constantly improve their skills and maintain
consistency. This principle also involves empowering the employees, involving them in decision
making and recognizing their achievements. When people are valued, they work to their best
potential because it boosts their confidence and motivation. When employees are wholly
involved, it makes them feel empowered and accountable for their actions.

4. Process Approach

The performance of an organization is crucial according to the process approach principle. The
approach principle emphasizes achieving efficiency and effectiveness in the organizational
processes. The approach entails an understanding that good processes result in improved
consistency, quicker activities, reduced costs, waste removal, and continuous improvement. An
organization is enhanced when leaders can manage and control the inputs and the outputs of an
organization, as well as the processes used to produce the outputs.

5. Continuous Improvement

Every organization should come up with an objective to be actively involved in continuous

improvement. Businesses that improve continually experience improved performance,
organizational flexibility, and increased ability to embrace new opportunities. Businesses should
be able to create new processes continually and adapt to new market situations.
6. Evidence-based Decision Making

Businesses should adopt a factual approach to decision-making. Businesses that make decisions
based on verified and analyzed data have an improved understanding of the marketplace. They
are able to perform tasks that produce desired results and justify their past decisions. Factual
decision making is vital to help understand the cause-and-effect relationships of different things
and explain potential unintended results and consequences.

7. Relationship Management

Relationship management is about creating mutually beneficial relations with suppliers and
retailers. Different interested parties can impact a company’s performance. The organization
should manage the supply chain process well and promote the relationship between the
organization and its suppliers to optimize their impact on the company’s performance. When an
organization manages its relationship with interested parties well, it is more likely to achieve
sustained business collaboration and success.

Benefits of Quality Management

 It helps an organization achieve greater consistency in tasks and activities that are
involved in the production of products and services.

 It increases efficiency in processes, reduces wastage, and improves the use of time and
other resources.

 It helps improve customer satisfaction.

 It enables businesses to market their business effectively and exploit new markets.

 It makes it easier for businesses to integrate new employees, and thus helps businesses
manage growth more seamlessly.

 It enables a business to continuously improve their products, processes, and systems.

 CHAPTER THREE
METHODOLOGY AND SYSTEM ANALYSIS

3.1 METHODOLOGY

A methodology formally defines the process that the Researcher uses to gather the required data,
analyze them and design an application that meets them in every way. A methodology can also
be defined as the physical implementation of the logical life cycle.

Methodology is generally a guideline for solving a problem, with specific components such as
phases, tasks, methods, techniques and tools or the systematic study of methods, rules that can be
applied within discipline or a system for service delivery.

It can be summarized as follows:

i. The analysis of the principle of methods, rules, and postulates employed by a

discipline’’

ii. The systematic study of methods that are, can be, or have been applied within a
discipline

iii. The study or description of methods.

This methodology is dependent on a number of factors including: The software development,

user requirements , qualification or training and software development team, the availability of
software and hardware resources, availability of design modules and even the budget and time
schedules . Since 1970s there has been the proliferation of software design methodologies,
different methodologies have been used to solve different problems even though the design
mechanism are different in each methodology.

3.1.1 STRUCTURED SYSTEM ANALYSIS AND DESIGN METHODOLOGY [SSADM]

SSADM is a system approach to the analysis and design of an information system. It uses an
extensive six step procedure to establish how an information system should be updated or
created. And it also provides a framework for describing project in a fashion suited to manage
the project.

SSADM objective are:

 To improve project management and control

 To Make effective use of experienced staff and their development

 To Develop better quality system

The Three Most Important Techniques Used In SSADM Are:

 Logical data modeling: This is the method of identifying, modeling and documenting the
data requirements of the system being designed. This data is separated into entities and
relationships between these entities are identified.

 Data flow modeling: This stage of modeling is concern with documenting how data
moves around the information system. Data flow modeling examines processes, data
stores, external entities and data flows.

 Entity behavior modeling: This is the process of identifying, modeling and documenting
the event that affects each entity and the sequence in which they occur.

STEPS USED IN SSADM

SSADM is a waterfall view approach whereby there are sequences of events that run in Series
and each step leads on from the last. They include:

 Feasibility study

 Requirements Analysis

 Requirements Specification

 Technical system options

  Logical System specification

 Physical Design

MERIT OF SSADM

 Timelines: Theoretically, SSADM allows one to plan, manage and control a project well.
These points are essential to deliver the product on time.

 Usability: SSADM special emphasis is put on the analysis of user needs.

 Effective use of skills: SSADM does not require very special skills so it can easily be
taught to the staff.

 Ensure Better Quality: SSADM reduces the error rate of an information system. It defines
a certain level of quality atthe beginning and constantly checks the system as it
progresses.

 Improvement of productivity: SSADM encourage on-time delivery, meetsbusiness

requirement and use human resources effectively

 Cuts Cost: SSADM separates the logical and the physical systems design. So the system
does not have to be implemented again with new hardware or software

 Highly practical: SSADM stages form a beneficial set of real-world prescriptions that
enables the designer to realistically think about the recommended information system

 SSADM has a well-defined techniques and documentation

1.1.2 An information modeling methodology

An information modeling methodology in software engineering is a representation of concepts

and the relationships, constraints, rules, and operations to specify data semantics for a chosen
domain of discourse. Typically it specifies relations between kinds of things, but may also
include relations with individual things. It can provide sharable, stable, and organized structure
of information requirements or knowledge for the domain context.
3.1.3 OBJECT ORIENTED DESIGN METHODOLOGY

This methodology models a system as a group of interacting objects. Each object represents
some entity of interest in the system being modeled, and is characterized by its class, its state
(data element) and its behavior. Various models can be created to show the static structure,
dynamics behavior, and run-time development of these collaborating objects. Object oriented
analysis (OOA) applies object modeling techniques to analyze the functional requirements for a
system, it focuses on what a system does. Object oriented Design (OOD) elaborates the analysis
model to produce implementation specification. It focuses on how the system does things.

PRINCIPLES OF OODM

 Abstraction: A mental ability that permits people to view real-world problem domains
with varying degrees of details depending on the current context of the problem.

 Encapsulation (Information hiding): A technique in which data are packed together with
their corresponding procedures.

 Inheritance: A mechanism for expressing similarities between things thus simplifying

their definition

 Massage Communication: Objects communicate via massages.

 Polymorphism: The ability to hide different implementation behind a common interface.

Also the ability of two or more objects to respond to the same request, each in its own
way

 Re-use: The ability to use objects again and again.

3.1.4 Traditional Methodology

Traditional project management (Waterfall Methodology) is a linear approach where processes

occur in a predictable sequence. In this approach, the project follows a preplanned set of stages
and assumes that the requirements remain fixed while the budget and project timeline can be
changed. This approach is more suitable for projects where the possibility of changes in the
scope is negligible.

The office of the Project Manager holds all the responsibility of the project and is accountable
for the results. Apart from the project planning process, even the customers have no say during
the project’s implementation phase. Similarly, in case of any problems, team members are
supposed to escalate the issue to their manager who has the final say.

Since traditional project management heavily relies on proper planning and analysis in the
development phase, the resulting development process is quite streamlined. This allows the
project manager to focus on different tasks since the project team works without minimum
guidance unless an issue is raised.

Project managers use the techniques and tools defined by the Project Management Institute
(PMI), a global body for project management professionals that develops standards and
frameworks.

Benefits of Traditional Project Management Methodology

Using a sequential approach with pre-planned steps has several benefits for an organization.

Clear Direction

Since everything is pre-planned, every single member of the team knows their responsibilities
and the project requirements. This allows them to work efficiently and with minimum
supervision.

High level of Control

The office of the project manager holds almost all the power in a traditional setup and even the
most trivial change has to be approved by the manager. This prevents deviations from the
original project scope.
Single point of Accountability

Since the project managers hold all the power, they will naturally be accountable for the success
or failure of the project. Instead of contacting several people, Stakeholders always know who to
approach during the project in order to get all the necessary updates.

Clear Documentation

Proper documentation is actually a cornerstone of the traditional project management

methodology. The documents not only standardize the whole process but also can be used for
guidance during other projects in the future.

3.1.5 PROTOTYPING METHODOLOGY

Prototyping is a technique (even though some call it methodology) to quickly build a functional,
but incomplete model of the information system using rapid application development (RAD)
tools. It has become the design technique of choice for many system designers. Prototype
typically evolves into the final version of system Application.

The Conventional purpose of building a prototype is to allow users of the software to evaluate
developer’s proposal for the system by actually trying them out.

FOUR MAJOR TYPE OF PROTOTYPE

 Throw away

 Extreme

 Evolutionary

 Incremental

MERIT OF PROTOTYPING

 Delivers product quality easily.

 Increase system development speed

 Delete faults early enough to avoid project abandonment.

  Encourages active participation by users and producers.

 Identifies any problem(s) with efficiency of earlier design requirement analysis and
coding activities.

DEMERITS OF PROTOTYPING

 Sometimes the start-up cost of building the development team, focused on making a
prototype is high.

 It is a slow process.

 Insufficient analysis can lead to poorly designed software with limited functionality.

 User expectation may be above the performance of the prototype

3.1.6 EXPERT SYSTEM METHODOLOGY

An Expert system (ESM), also called a knowledge based system (KBS) is a computer program
designed to simulate the problem solving behavior of an individual or organization who is an
expert in a narrow domain or discipline. Among the number of expert systems, the best examples
include the Chess Game or the medical diagnosis expert systems.

An expert system consists of these Components:

 Knowledge base (facts).

 Production or inference rule (“if……then……”).

 Inference engine ( controls how “if….then…...” rules are applied towards facts)
EXPERT SYSTEM

Explanation Case
System
Specific
USER Interface Data

System
INTER- Knowledge
FACES Knowledge Base

Base
Editor

MERIT OF EXPERT SYSTEM METHODOLOGY:

 The knowledge base can be updated and extended

 They can contain a large amount of information

DEMERIT OF EXPERT SYSTEM METHODOLOGY:

 They are not able to learn from the mistakes

 They cannot creatively come with new solutions for the issues

 It’s not easily achievable to mimic the exact knowledge of an Expert in Computer
Programs
METHODOLOGY USED

Based on the above explanations of some system development methodology, the most suited
methodology for the system under study is SSADM. This is because:

 It divides an application development project into modules, stages and steps and
provides a framework for accessing and describing the project easily

 It Give project development personnel’s the opportunity to interact with the system users
in order to find out their mode of operations and difficulties

 It also put special emphasis on the analysis of user needs

 SSADM do not require very special skills hence, it is easy to study and use.

 It also defines a certain level of quality that reduce error rate of IS and progressively put
the system in check

1.2 System Analysis

System is the collection of interrelated units, facts and information that are joined together to
accomplish a specific objective. It can also be seen as a set of interrelated components or parts
that interact to achieve a special/desired goal. Analysis is a process of separating a whole into its
component parts or detailed examination of the different elements of a system or structure of a
system with the potential goal of improving or modifying it.

System analysis is therefore determining the requirement for a new system. Data is collected
about the present system, the data is then analyzed and new requirement is determined. Three
tasks of this phase are: gathering data, analyzing the data, and documenting the analyses.

 Observation, interviews, and questionnaire and looking at helpful documents, one of

which is the organization chart which shows an organization foundations and levels of
management.

 Analyzing data:- there are several tools for the analyzing of data which includes
checklist, decision tables and system flows charts
  Documenting system analysis. To document and to communicate the finding of phase 2,
a system analysis report is prepared for higher management.

3.3 METHODS OF DATA COLLECTION USED

3.3.1 INTERVIEW: This is the conversation method between the researcher and the
respondents with the aim of collecting relevant research information from the respondent; on this
course Staff of Anamco Survey Company were interviewed based on how they operate. : The
interview was centered on the company manager and marketers.

Various documents and record were inspected in order to obtain facts pertaining to
record-keeping operation of the company. The Documents are categorized into

i. Survey Record book.

ii. Clients Request record
iii. Customer care report book

3.3.2OBSERVATION: These involves watching, listening, observing and recording of the

behaviors such as how software were demanded, their potential Clients, customer’s service
record book and storage facilities.

3.4 ORGANIZATION AND ITS ENVIROMENT

Anamco was established in 13th February 1987. It has only one manager, sales departments and

marketing department with senior and junior staffs. It is situated at Emene Enugu State. The

company is well known in its environs because of the way the way they promote goods and

services for business owners.

3.5 MONDUS OPERANDI OF THE PRESENT SYSTEM

The current process involved in survey is of two parts:

1. Visiting of market by marketers to make enquiries

2. Using sales report of business owners.

After market survey, the marketers hands the report which will be used on the analysis of
products due for survey to determine its market value or make predictions to the owner.

3.5.1 INPUT ANALYSIS

The input of the existing system, starts when the marketers collect the data of the products, he
writes it down in the report book provided to them by the sales manager. The report indicates the
number of sales, customers’ feedback and orders which are usually needed for assessment.

Market survey form

Product name

Number of sales

Reviews

3.5.2 PROCESS ANALYSIS

The input information supplied by the marketers system will be collected and analysed one after
the other.

This processing stage involved add, modify, delete or remove and listing of record.
OUTPUT ANALYSIS

The output is survey result. This is a display indicating sales made for a particular product and
customer’s feedback. The output is the outcome of the survey after analysis.

3.5.4 DATAFLOW DIAGRAM OF THE PRESENT SYSTEM

Data flow diagram (DFD) is a graphical representation of the flow of data through an
information system. Data can be anything like raw materials, field information, ideals, facts or
figures which are processed within the system.

Gane&Sarson (1979) define DFD as the flow of data from external entities into the system. It
showed how data move from one process to another, as well as its logical storage

DATAFLOW DIAGRAM NOTATIONS

Figure 3.1: system flowchart symbols

3.2.1 Data flow diagram of the Existing system

Figure 3.1 shows the data flow diagram of the existing system.

Visits the
Send feedback to
market
Marketers the company
1. Clients 2. Manager

Asks them question on Notes down Clients

challenges they are requirement and goes into
facing the software development

Gives feedback to
client

Client

Figure 3.1 Data Flow Diagram of the Existing System

3.6 PROBLEMS OF THE EXISTING SYSTEM

The problems facing the existing systems are as follows.

I. Large Manpower Requirement: Because of the manual operation, a lot of manpower

resources are required.
II. Inability to Track Clients requirement easily: Because of its manual operation the
market survey is slow. The new system is designed in such a way that any point in time, it
can give information pertaining to a what the Clients need
III. Determining potential Clients is hard because not all clients can be visited physically
IV. Accountability: Most times there is miscalculation or misplacement of Clients request or
need.
3.7 THE PROPOSED SYSTEM

In the proposed system, much concentration is given to the problems the company faced with
existing manual system. By introducing Market survey reporting system, the company provides
faster services to clients. The development of the new system contains the following activities
which try to automate the entire process keeping in view of the database integration approach.
The administrators have great accessibility in collecting the consistent information that is very
much necessary for the depot. The whole client’s demands will be captured with the aid of a
computer system and stored electronically.
During survey the computer software will be used to analyze market and determine
client’s request. The computer will be used to obtain information on products with high demand
and its associated customers review. The products with higher demand and positive customers
review will be ranked up. The data to be used will be collected by trained staff of the company.
The system generates a report for every successful survey carried out and gives output through a
printer.
Advantages of the Proposed System
Theproposed system will offer the following advantages:
a) The system can provide information related to markets through different surveys carried
out in the past by the company, products with high demand will be opted out.

b) The system can provide the administrator with real time information

c) The system at any point of time can provide the information related to sales.

d) The system with respect to the necessities can identify all the history details of the survey
made within a particular period along with the Clients that requested for the service.

e) With the new system the stress of using paper to analyze and predict potential customers
is eliminated, therefore less time will be needed during the whole process of survey.
3.8 High Level Model of the Present System

Market Survey Reporting System

Home
Product Evaluation View REPORT

Product
Products with high
REGISTRATION Survey SHOW REPORTS
demand

Product Analysis

Figure 3.2 high Level Model of the Proposed System

 CHAPTER FOUR

SYSTEM DESIGN

System design is the process or art of defining the architecture, components, modules, interfaces,
and data for a system to satisfy specified requirements. One could see it as the application of
system theory to product, and development.

Systems design is therefore the process of defining and developing a system to satisfy specified
requirements of the market or customer. The design of the new system was modularized into
three stages:

 Design of user interface

 Design of the program structure

 The detailed design

The user interface is the program as it is seen and used by the user. The program structure
specifies how the various modules of the software interacts with one another, for example how
the registration module interacts with voting module to ensure that only registered voters vote. In
detailed design, the design of the system is handled at the intra-module level.

After analysis, and discovering the problem of the existing system, there is need to produces a
new system, which will eliminate these problems design. To carry out the design effectively, the
following steps are involved:
4.1 OBJECTIVES OF SYSTEM DESIGN

Within the design of the proposed system, the following objectives were considered:

i. To increase the speed of their operation.

ii. Make optimum use of hardware and software available.
iii. Meet the user’s requirement.
iv. To create a system that can enable them to have accuracy in their work.

To create program modules to manage updates and retrieve operation.

4.2 DATA FLOW DIAGRAM OF THE NEW SYSTEM

Dataflow Diagram (DFD) is a graphical representation of the flow of data through an

information system. And is also shows the flow of data or information. A dataflow diagram can
be also be used for the visualization of data processing. It is a common practice for a designer to
draw context-level of DFD first which shows the interaction between system and outside entities.

Dataflow diagram illustrates how data are processed by a system in terms of input and output.
The DFD is an excellent communication tools for analyst to model process and functional
requirements.

SQUARE EXTERNAL ENTITY; This represents external entities which are source or
destination of data.

ROUNDED RECTANGLE; this represents process which take data as input do something to it

and output it.

ARROWS; This represents the data flows which can either be electronic data or physical items.
OPEN ENDED RECTANGLE (DATA STORAGE); this represents data store including
electronic store such as databases or XML files and physical stores.

4.2.5 DATAFLOW DIAGRAM OF THE NEW SYSTEM

START

ENTER LOGIN ID

COLLECTION OF
Collect data PRODUCT DATA

SALES REPORT
Register information

Survey process STORAGE

OUTPUT RESULTS

INFORMATION STORAGE STORAGE DISK

STOP Figure 4.1 Data flow diagram of the new system

4.3 DATABASE SPECIFICATION

This is the collection of related data that work together for the sake of references. The database
used in the new system is MS-Access. Table 4.1-4.3 show the database structure for password,
Product and survey report stored with password.accdb, product.accdb, Survey.accdb
respectively.

Table 4.1Password data file structure

File Description Memory Field type Field width

1 User ID UID Character 7

2 Users password Pass Character 7

Table 4.2 Product database

This is the main module that registers new products, after registering new products, admin moves
over to analysis and survey.

FIELD NAME DATA TYPE LENGTH

Product Id Numeric 5

Product Name Text 10

Model Name Text 10

No of Sales per day Number 10

Expiry date Number 6

Year Manufactured Date 8

Total in stock Text 20

Notes Text 20

4.4PROGRAM MODULE SPECIFICATION

The program structure specifies how the various modules of the software interacts with one
another, for example how the registration module interacts with voting module to ensure that
only registered voters vote. In detailed design, the design of the system is handled at the intra-
module level.

Login Module: this module is used basically for the system security. It is where username and
password of admin is entered.
Product Registration Module: This module of the program provides the form where products
that needed to be evaluated in market survey will be registered. Their registration makes them
easier to be retrieved and analyzed in light with its market value and customers review.
Product analysis module: this module is used for carrying out specific analysis of products to
determine its stand in the market.
Survey Result module: this is the module that displays the result of the analysis.

4.5 INPUT AND OUTPUT SPECIFICATION

4.5.1 OUTPUT SPECIFICATION

In this system, all outputs are retrieved from disk storage where information resulting from both
input and processing operations has been previously stored. In designing a system, one should
bear in mind to minimize complexity and platform. The output, specifications are identified
below

Product registration Successful

Ok
Figure 4.5.1 Registration form

Evaluation Successful

Ok

Figure 4.5.2 Evaluation form

 Evaluation Result

Product no: 99 Date: dd

No of sales: XXXXXX of product name: 999.99

No in pre ordered list: 999 Customers Remark: AAAAA

Rank: 99

Print Save

Figure 4.5.3 Evaluation form

4.5.2 INPUT SPECIFICATION

In the input specification we made use of the keyboard to enter the password, and user name
which allows early if right and refuses when wrong. We also made use of the keyboard to supply
text, or number through the application and supply text program when working with a high- level
program.

All other input data for the system execution are present at menu options and is selected by
sticking easily identifiable keys, example the arrows keys, example the arrow keys the alphabetic
character keys, enter and escape keys.

Login Form

Enter user name

Enter password

Login Exit

Figure 4.6 Login Form

Product No

Product Name

Model Name

Manufactured date

Expiry date

Total in stock

Notes Add Save Delete Exit

Fig. 4.7 Product Registration Form

Product Id

Product Name

Model No

Expiry Date

No of sale per day

No Pre-ordered

Product sale average

Customers Review

Exit
Save

Fig. 4.8 Evaluation Form

 Result

Rank

Generate

Figure 4.9 Evaluation Form

4.6 ALGORIITHM

Algorithm is the step by step procedure organized into correct and logical sequence, suitable for
solving problem that can be transferred to the computer. The term algorithm is now applied to
many kinds of problem solving that employ a mechanical sequence of steps, as in setting up a
computer program. The sequence may be displayed in the form of a flowchart in other to make it
easier to follow. Algorithm for computer can range from simple to highly complex. In all cases
however, the task that the algorithm is to accomplish must be defined. In terms of ordinary
computer usage, this means that algorithm must be programmable even if the task themselves
turn out to have no solution. In computational devices with built-in-microcomputer logic, this is
a form of algorithm. Example is below

ALGORIITHM DIAGRAM Start

Enter products details

Process Registration

Check market value

Check customers review

Display survey result

Stop
4.7SYSTEM FLOWCHART

This is a pictorial representation of how the hardware components work with the programs of the
system. It uses conventional symbols to represent its action and flow of control between the
hardware components as show below, yet flowchart involves creating a flow model that illustrate
and analyzes the overall flow activities in producing a product or services.

PRODUCT DETAILS

ENTRY THROUGH
KEY BOARD

Expert System product

evaluation

ON-LINE PRINTING

DISK DISPLAY

Fig. 4.7.1 SYSTEM FLOWCHART

4.8 PROGRAM FLOWCHART

start

Enter password

Is password
correct ?

Display menu
a=Register Product
details b= Product
Analysis
c= evaluation/survey

Select option

Is option =
a?

Is option =
b?

Is option =
c?

Display report stop

4.9 Data Dictionary

Name Full Name Description

Product Id Product Identity Unique number for a product

User Id User Identity Unique identifier for a computer user

Rank no Receipt Number Specifies a number assigned to rank of product after

evaluation

4.10 Choice of programming Environment

For the purpose of this research, I used PHP, HTML5, SQL, BOOSTRAP and JAVASCRIPT

The PHP programing language is the language used in designing the application for the system it

offers the best in terms of its availability, easy to understand, flexibility and machine

independence. The program can run in any versions

 CHAPTER FIVE

SYSTEM IMPLEMENTATION AND DOCUMENTATION

5.1 SYSTEM IMPLEMENTATION

System implementation is an act of putting a new system into its working mode. It can also be

seen as the specific way in which the new system is made to fulfill its functions by using it as a

replacement on the old system.

A co-ordination committee is sometime formed for this purpose, having its members as

managers of the department concerned and a representative from the system will be an important

member because of his thorough knowledge of the system.

5.2 HARDWARE REQUIREMENTS

This has to do with the basic hardware which the system needs for optimum performance, they

are:

i. A minimum of core i3 processor of not less than 2.5 MHZ of speed.

ii. Hard disk capacity of at least 500GB

iii. A minimum of 4GB of RAM

iv. A 32 bit colour monitor or higher VGA

v. A LaserJet and Deskjet printer (HP recommended)

vi. An external Hard disk of at least, 400 GB for backup of files

vii. Uninterruptible Power Supply (UPS / Stabilizer)

 viii. Scanner, Speaker, keyboard, and mouse.

5.3 SOFTWARE REQUIREMENTS

The software requirements include:

i. Minimum of windows 8 operating system.

ii. An executable version of the software package.

iii. Microsoft Access software.

5.4 INSTALLATION ARRANGEMENTS

The installation arrangement will be organized jointly and the staff delegated for the operation of

the new system as well as maintenance must be present. Every installation must meet the

hardware and software requirement ensuring that a good functioning computer room is in placed

including a standard wiring of about 240 vaults with stabilizers. The wiring arrangement should

be industrial and void of human inference in the connection. The installation should have the

following arrangement.

i. A well ventilated computer room.

ii. Furniture and other necessary fittings suitable to accommodate the computer system.

iii. Installation of operating system and other software needed to provide the effective

running of the new program.

iv. Networking of computers, installation of printers, scanners and other useful peripherals

in the network

v. Electrical wiring of the building

vi. Employment of computer personnel, system engineers, hardware security personnel and

cleaners into the computer room.

5.5 TESTING

Test was conducted by executing the program on a computer system using visual Basics. The

purpose of testing in the development of the new system is to ensure that the required business

functions are implemented correctly. This phase includes data verification which tests the quality

of data populated into target tables.

Testing involves the following

i. To check that the functionality of the system meets the business specifications.

ii. To check for end to end integration of systems and connectivity of the infrastructure (e.g.

hardware and network configurations are correct).

iii. To check that all transactions, database updates and data flow functions are in order.

iv. To validate reports functionality.

5.5.1 UINT TESTING

In computer programming, unit testing is a software testing method by which individual units of

source code, sets of one or more computer program modules together with associated control

data, usage procedures, and operating procedures, are tested to determine whether they are fit for

use. Naturally, one can view a unit as the smallest testable part of an application. In procedural

programming, a unit could be an entire module, but it is more commonly an individual function

or procedure. In object-oriented programming, a unit is often an entire interface, such as a class,

but could be an individual method. Unit tests are short code fragments created by programmers
or occasionally by white box testers during the development process. It forms the basis for

component testing. Unit tests are typically written and run by software developers to ensure that

code meets its design and behaves as intended.

5.5.2 TEST DATA

Test data is data which has been specifically identified for use in tests, typically of a computer

program. Some data may be used in a confirmatory way, typically to verify that a given set of

input to a given function produces some expected result. Other data may be used in order to

challenge the ability of the program to respond to unusual, extreme, exceptional, or unexpected

input. Test data may be produced in a focused or systematic way (as is typically the case in

domain testing), or by using other, less-focused approaches (as is typically the case in high-

volume randomized automated tests). Test data may be produced by the tester, or by a program

or function that aids the tester. Test data may be recorded for re-use, or used once and then

forgotten.

5.5.3 TEST RESULT

Software testing is an important part of the Software Development Life Cycle today. It is a labor-

intensive and also accounts for nearly half of the cost of the system development. Hence, it is

desired that parts of testing should be automated. An important problem in testing is that of

generating quality test data result and is seen as an important step in reducing the cost of

software testing. Hence, test result is an important part of software testing.

5.6 TRAINING ARRANGEMENT

Training of staffs is very essential, if the new system will be accurately operated so as to achieve

desired goals. The staffs are trained on how to make effective use of the new system, they must

also be noted with the does and don’ts of the system.

The method of training includes using the following:

i. User Manual for operation which will give a step by step guide of the system

forms in the designer view.

ii. Organizing Seminar for the staff which will increase their knowledge on updated

information.

5.7 CONVERSION ARRANGEMENTS

This section outlines the various methods that can be used in changing from the old system

(manual) to the new system (computerized system). It goes further to recommend the change-

over plan that is suitable for the new system.

The following change over plans could be adopted.

DIRECT CHANGE OVER

In this method, the old system is completely abandoned and the new system is immediately

adopted to replace the old system.

PARALLEL CHANGE OVER

In this conversion plan, the old and new system is run concurrently using the same inputs, the

outputs generated by both system are compared, any difference are sorted out. This will continue

until there is uniformity in their outputs, at this point, the use of the old system is discontinued.

PHASED CHANGE OVER

In this plan, the old system is phased out or dropped out usually section by section.

PILOT CHANGE OVER

This is the running of the new system with little part as the old system and the old system with

the little part of the new system together for optimum satisfaction.

From the aforementioned procedures, the author recommend that the parallel change over plan

be adopted since it allows greater comparison, so that the user will be convinced on the level of

improvement in new system.

5.8 SYSTEM DOCUMENTATION

System documentation is written information on how system works or has to do with all that

needs to be satisfied before running the program on a particular system. Documentation is the

description, specifications, and operating instructions of a system. In other words, it is a written

material that describes a system and how to use it, (make it more ready understandable, rather

than to contribute in some way to the actual operation of the system). It is a vital part of system

design and development in a computer-based system as it provides the computer installation with

information needed to operate and maintain the software program and the system.
Documentation is frequently classified according to purpose, thus for a given system there may

be requirements, documents, design documents, and so on. Documentation can be broadly

categorized into development documentation and control documentation. Development

documentation specifies how a computer-based system is to operate and provides the background

information upon which the system design was found. On the other hand, control documentation

serves administrative function which means it records the resources used in developing and

implementing the system such as system plan, schedules, resource allocation details and progress

reports.
 CHAPTER SIX

SUMMARY, CONCLUSION AND RECOMMENDATION

6.1 SUMMARY

This project was carried out to eliminate all difficulties encountered during the system operation

in order to increase efficiency and productivity. To achieve this, a full survey was carried out

including proper analysis at each stage of the survey. This was followed with the design of the

new system and statements of its capabilities and achievements duly merited by the system.

6.1.2 ACHIEVEMENTS

Such will afford the following benefits;

i. Tangible benefits: Generally resources like time, energy etc. are optimized. The

inefficiency and cost associated with hiring many marketers in the old system are

drastically reduced in the long run.

ii. Intangible benefits:

- Improved data integrity and control

- Up to date, timely and accurate in all analysis and decision making.

- Security of system is guaranteed.

6.1.3 CONTRIBUTION TO ICT BODY OF KNOWLEDGE

This research work will certainly promote the use of computerized systems and therefore

promote the knowledge and usage of ICT in evaluating market and as well make proper Survey

of market with respect to products and services rendered. Also, it will go a long way to enlighten
marketers, business owners, and even the clients etc. on the importance of computer as a tool for

making market survey and report.

6.2 CONCLUSION

Computers are used to automate many systems in making tedious jobs in less period of time and

providing for the user to appreciate information technology. It is my conviction that a full-scale

implementation of comprised Survey and evaluation report system will go a long way in solving

some of the problems associated with the manual system of market Survey.

I have drawn up an implementation program that will allow the computerized process to be

carried out in well-planned steps. This project is also economically feasible because it reduces

the cost of keeping information manually and will promote efficient information handling

operation.

6.3 RECOMMENDATIONS

It is widely believed that every aspect of human life is awaiting automation. This accounts for

the geniuses of the application of computer to all aspects of human endeavor due to the

surprising degree of efficiency, accuracy and flexibility.

This work is recommended for Anamco Company, so as to improve its mode of Market Survey

and reporting system. It will also enhance the admin department for easy retrieval and updating

of information for the company.

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