CHAPTER ONE

INTRODUCTION

1.1 Introduction

This present era has been termed to be an information age. An age where the demand for

information dramatically increased. The computer has been the most useful thing for getting

or accessing information nowadays. The unending global and social change that we find

ourselves in as a result of rapid transformation from the industrial age to an information age

brought about the introduction of computer into the information industry. This introduction

(the use of computers) has rapidly affected all areas of life ranging from homes, industries

and of course the educational system.

According to a U.S General (Powell, 1995) who stated that "lack of information breeds

analysis paralyses". This goes a long way to point out that without adequate information on

any subject matter, it would be difficult to handle. The computer is not just used for getting or

accessing information but also for allocating and arranging ideas and information. This has

led to the development of several software and applications.

1.2 Background of the study

The Federal Polytechnic, Nekede is a federal government-owned higher institution located in

Nekede, Owerri West local government area in Imo State, South-Eastern Nigeria. It was

established on a temporary site at the premise of Government Technical College by the Imo

State government in 1978 as College of Technology, Owerri before it was moved to its

present location in Nekede. On 7 April 1993, the polytechnic was changed to a federal

government institution and was renamed "The Federal Polytechnic, Nekede".

However, with the economic development and advancement in science and technology,

adding to the rapid increase in the population of the country (Nigeria), education becomes the

dream of every parent for her child, leaving behind the initial philosophy against education.

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This lead to massive increase of students in schools and there have been a silent cry for an

efficient system that will manage students and department numerous files in different tertiary

institutions.Presently in the FPNO, due to the increasing number of students, venue allocation

for examination has become a bone in the neck in the university.

However, this created a lot of problems associated with venue allocation and there are no

rigid guidelines as to which method should be used. This research work "design and

implementation of examination venue allocation system" will consider the allocation of

venues only for examination. An efficient utilization of venue allocation for examination

requires the combination of timing and capacity of the venues.

1.3 Statement of the Problem

In recent time, the quest for allocating venue for examination is not carefully planned.The

Problems associated with the current venue allocation for examination system are as follows:

i. The growing number of students in Federal Polytechnic Nekede, Owerri has posed a

lot of problems in the allocation of halls for examination especially with departments

with large number of students.

ii. Students and lecturers would have to move from one hall to another on examination

day due to the large factors, which have to be considered. Very little work has been

performed in analyzing the scope of this process or developing a web based system.

iii. Human error such as typography and data redundancy.

iv. During allocation of hall much work is done in retrieving the files and search for

records before carrying out allocation.

1.4 Aim and Objectives of the Study

The aim of this project work is to design and implement an automated examination venue

allocation.The objectives of this research work includes the following:

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 i. develop an automated system that can be able to handle and allocate students to their

various supervisors

ii. To be able to grade the lectures according to the ranks and assignment students and

can be able to know the number of students to assign to a lecturer

iii. To develop a software that will help eliminate student being assigned to more than

one supervisor.

1.5 Significance of Study

This research work will help in tackling this problem experience by the school in providing

an effective means of managing venue allocation for examination in our school.

The use of the software in management is relevant in the following ways:

i. It will provide an avenue of allocating a venue to the right departments and level in

the SICT.

ii. Will enable the management to plan on improving in time frame on examination

timetable.

iii. The designed computer driven venue allocation will help to facilitate timely allocation

of exam venue to students and also have firsthand information on the statistics of

students to be allocated in a venue.

iv. Will help to provide an avenue to consider that no students should have two

examinations at the same period of time.

v. Will enable that the total number of students taking examination must not exceed the

capacity of the venue allocated and that the same venue is not scheduled for two

examinations at the same time.

1.6 Scope of Study

This project will be centered on the basic processes in venue allocation management. These

include:

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 i. Building and designing a venue allocation system for examination for SICT.

ii. Knowing the time frame for each examination.

iii. The capacity of the venue and the number of students to be accommodated.

1.7 Limitation of the study

Some of the constraints that may have in one way or the other affect the outcome of this work

include

The three major limitations of this study are:

i. Time: The time limits within which the study is expected to be completed. The time

constraint prevents the researcher to have an in depth study and analysis on the

subject matter.

ii. Finance: The issue of financial constraint limits the frequency of investigation from

the institution toward gathering the necessary information relevant for the study.

iii. Non Availability of Materials:During the cost of this research there were some

documents and materials that were not available which were classified as confidential.

1.8 Definition of Terms

Examination: Is a detailed investigation, the act of conducting the detailed investigation or is

a formal test of your knowledge or skills in a given area. An example of an examination is

when you take a science test to see how well you understand science.

Allocation: An allocation is an amount of something, especially money, that is given to a

particular person or used for a particular purpose. The allocation of something is the decision

that it should be given to a particular person or used for a particular purpose.

Online Examination: An online exam (also called eExam) is a great way of conducting tests

and other important exams with help of the internet. An online exam needs a device capable

of accessing the internet such as a computer or a smartphone. This can be either done at an

examination center or at home.

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Venues: the place where something happens, especially an organized event such as a concert,

conference, or sports competition.

World Wide Web: World Wide Web simply called www is the most important tool of the

Internet.

It was created on the late 1980s in Europe and was used limitedly.

Web Browser: This is a special kind of software that processes hypertext make-up language

(HTML) document. In other words, a web browser is a computer program that interprets

HTML command to collect, arranged and display the parts of a web page.

Web Site: A website is a collection of many interconnected web pages organized by a

specific college, organization company etc, containing web pages (good and commodities) on

the Internet.

Web site are stored on web servers. There are many web sites and thousands of HTML pages

on each web site. A web site is a treasure of information and entertainment.

Hyper Text Makeup Language (HTML): The main makeup language for displaying web

pages and other information displayed in a web browser.

JavaScript: A prototype-based scripting language, used to provide extended functionalities

and checks to the JSF pages.

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 CHAPTER TWO

REVIEW OF RELATED LITERATURE

2.1 Introduction

In the course of writing this project work, Examination Hall Allocation System, several

materials were consulted in order to analyze the level of acceptability this research work

might attain. In a research of this nature, the work intensive of other authors and researches

alike were extracted, especially those whose work are cited because of elaborate work carried

out in their study, hence, this project intends to generate information from the existing

knowledge that has so far been gathered. Hence, the information gathered from the reviews of

such articles, works, and artifacts will be discussed herein.

2.1.1 Allocation Systems

According to Hut (2007), allocation is the process of allocating or distributing scarce

resources among the various projects or business units. An allocation system is a type of

information system that manage a fixed amount of some given resource such as tickets for a

concert or a football game, that must be allocated to users who request that resource from the

supplier.Some examples of this class of system are:

 Timetabling systems that allocate classes to timetable slots. The resource being

allocated here is a time period and there are usually a large number of constraints

associated with each demand for the resource.

 Library systems that manage the lending and withdrawal of books or other items. In

this case, the resources being allocated are the items that may be borrowed. In this

type of system, the resources are not simply allocated but must sometimes be de-

allocated from the user of the resource.

 Air traffic management systems where the resource that is being allocated is a

segment of airspace so that separation is maintained between the planes that are being

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 managed by the system. Again, this involves dynamic allocation and reallocation of

resource, but the resource is a virtual rather than a physical resource.Again, this

involves dynamic allocation and reallocation of resource, but the resource is a virtual

rather than a physical resource.

2.1.2 Resource Allocation System

According to Sommerville (2008), resource allocation systems are a very widely used class of

application. The components of a resource allocation system include

 A resource database that holds details of the resources being allocated. Resources may

be added or removed from this database. For example, in a library system, the

resource database includes details of all items that may be borrowed by users of the

library. Normally, this is implemented using a database management system that

includes a transaction processing system. The database management system also

includes resource-locking facilities so that the same resource cannot be allocated to

users who make simultaneous requests.

 A rule set that describes the rules of resource allocation. For example, a library system

normally limits who may be allocated a resource (registered library users), the length

of time that a book or other item may be borrowed, the maximum number of books

that may be borrowed and so on. This is encapsulated in the resource policy control

component.

 A resource management component that allows the provider of the resources to add,

edit or delete resources from the system.

 A resource allocation component that updates the resource database when resources

are assigned and that associates these resources with details of the resource requestor.

 A user authentication module that allows the system to check that resources are being

allocated to an accredited user. In a library system this might be a machine-readable

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 library card; in a ticket allocation system it could be a credit card that verifies the user

is able to pay for the resource.

 A query management module that allows users to discover what resources are

available. In a library system, this would typically be based around queries for

particular items; in a ticketing system, it could involve a graphical display showing

what tickets are available for particular dates.

 A resource delivery component that prepares the resources for delivery to the

requestor. In a ticketing system, this might involve preparing an e-mail confirmation

and sending a request to a ticket printer to print the tickets and the details of where

these should be posted

 A user interface component (often a web browser) that is outside the system and

allows the requester of the resource to issue queries and requests for the resource to be

allocated.

Hut (2007), stated that resource allocation systems manage a fixes amount of some given

resource, such as tickets. Ticketing systems are an obvious example of a resource allocation

system, but a large number of apparently dissimilar programs are also actually resource

allocation systems.

According to Mehwish (2012), Project management is all about managing tasks carefully.

Project management gained popularity in the last few decades due to its effectiveness as it

helps the organizations to generate extra revenues and complete the tasks within given time.

Project managers take salary for managing resources and time from the start till the end of the

project.

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Although, there are a lot of things to take care of in project management but resource

allocation and time management are the two main tools or you may say building blocks

without which it is simply impossible to complete the project successfully.

2.2 Benefits of Management Information System

According to Enwere (2012), the disintegration of record management program in

organizations has led to the inefficiency in administration and loss of vital information

needed for decision making. Therefore to ensure reliability and transparency in the

computation of results and development of ad hoc reports, the design and implementation of

a Computer-based Result Management Information System must be integrated into the

institution.

First let’s look at the benefit or the advantages of having a computer-based management

information system. Just as a database management system aids in the storage, control,

manipulation and retrieval of data. The question is how such functions can be carried out.

(1) Database is seen as a warehouse of information, where large amount of data can be

stored. (O’Brien, 2019). The common examples in commercial applications are inventory

data, personnel data, etc. It often happens that a common man uses a database

management system, without even realizing, that it is being used. The best examples for

the same would be the address book of a cell phone, digital diaries, etc. all of these

equipment’s store data in their internal database. In this study, we see database as a

warehouse that contains all the whole students result uploaded through the use of the

designed software. Through which we can have access to those result, manipulate it, and

make retrieval any time. DBMS enables easy and convenient retrieval of data. A database

user can view only the abstract form of data; the complexities of the internal structure of

the database are hidden from him. The data fetched is in user friendly format.

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(2) Secondly, The unique data field in a table is assigned a primary key. This takes us to

another advantage of database which is assigning attributes. A unique data field in a table

as expressed is assigned a primary key which helps in the identification of that data. This

primary key helps in checking for duplicates of data storage in the same table and thus

help in reducing data redundancy. Example, “students registration number”. According to

Date (2003), There are tables, which have a secondary key in addition to the primary key,

the secondary key is also called 'foreign key' and it refers to the primary key of another

table, thus establishing a relationship between the two tables.

(3) Another unique advantage of database is systematic storage. The tables consist of rows

and columns. The primary and secondary key helps to eliminate data redundancy,

enabling systematic storage of data.

(4) Changes in schema: The table schema can be changed and it is not platform dependent.

Therefore, the tables in the system can be edited to add new columns and rows without

hampering the applications that depend on that particular database.

(5) Seltzer (2008) stated that, in database there is No Language Dependence.

The database management systems are not language dependent. Therefore, they can be

used with various languages and on various platforms.

(6) The database can be used simultaneously by a number of users. Various users can retrieve

the same data simultaneously. The data in the database can also be modified, based on the

privileges assigned to users.

(7) Data Security: According to Kenny (2008), data is the most important asset. Therefore,

there is a need for data security. Database management systems help to keep the data

secured.

(8) Privileges: Different privileges can be given to different users. For example, some users

can edit the database, but are not allowed to delete the contents of the database. In this

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 study, we introduced the use of privilege to grant trusted people the opportunity to edit,

make changes in the database.

Craig (2002), states that the major purpose of a database system is to provide users with an

abstract view of the data; he further stated that the system hides certain details of how the

data are stored and maintained. Therefore, data can be stored in complex data structures that

permit efficient retrieval, yet users see a simplified and easy-to-use view of the data.

Having understood the advantages associated with the use of database management system,

we should examine closely the components of a database management system.

2.2.1 Importance of Allocating Resources

According to Mehwish (2012), by the word resources, I am referring to all the resources

required for a project such as financial resources, natural resources, human resources etc.

Resource allocation involves the planning of all the resources required for the project. It helps

you to utilize only that much resources which are required. We all know that economy is

going down these days which have resulted in a tough competition especially with regard to

financial resources. The operating cost of doing business has increased. Companies have

limited budget for projects so there is no margin for you to waste or misuse any material.

According to Fitzgerald (2003), to successfully manage your projects, it's vital to get to the

truth of what it means to have resource over-commitment and over-allocation. Learn how

nimble project managers successfully manage competing priorities for resources.

An individual can theoretically be over-allocated too many projects; an individual can be

overcommitted only to a specific body of work.

The reason for this distinction is that over-commitment and over-allocation really are two

separate problems. If an individual is assigned a task and the work on that task turns out to be

twice the effort originally estimated—and the project duration isn’t moved out—the

individual is overcommitted. If a person is allocated to multiple projects, then it’s an issue of

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over-allocation. I believe that problems arise because of a failure to admit that a single person

can’t be in two places at the same time.

Building a culture of decision making means that there is a commitment to review and

allocate resources against a host of conflicting demands. It also means that the ostrich

mentality has been rejected. This strategy takes guts and backbone to implement and

agreement from the entire executive staff that the CIO and the CIO's organization have been

fully empowered to facilitate these discussions.

2.3 Components of a Database Management System

Codd (2020) explains that DBMS engine accepts logical request from the various other

DBMS subsystems, and it converts them into physical equivalent, and actually accesses the

database and data dictionary as they exist on a storage device. He further stated that the Data

Definition Subsystem helps user to create and maintain the data dictionary and define the

structure of the files in a database.

Data Manipulation Subsystem helps users to add, change, and delete information in a

database and query it for valuable information (Seltzer, 2008). Software tools within the data

manipulation subsystem are most often the primary interface between user and the

information contained in a database. It allows user to specify its logical information

requirements.

Application Generation Subsystem contains facilities to help users to develop transactions-

intensive applications (Nkiro, 2007). It usually requires that user perform a detailed series of

tasks to process a transaction. It facilities easy-to-use data entry screens, programming

languages, and interfaces.

Data Administration Subsystem helps users to manage the overall database environment by

providing facilities for backup and recovery, security management, query optimization,

concurrency control, and change management.

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2.4 Database Recovery Process

Reconstructing the contents of all or part of a database from a backup typically involves two

phases (Kenny, 2008). Data is recovered by using the rollback method of data recovery. To

restore a data file or control file from backup is to retrieve the file onto disk from a backup

location on tape, disk or other media, and make it available to the database server.

To recover a data file (also called performing recovery on a data file), is to take a restored

copy of the data file and apply to it changes recorded in the database's redo logs. To recover a

whole database is to perform recovery on each of its data files, this is also known as a

rollback process.

2.5 Database Features and Capabilities

Alternatively, and especially in connection with the relational model of database

management, the relation between attributes drawn from a specified set of domains can be

seen as being primary. For instance, the database might indicate that a car that was originally

"red" might fade to "pink" in time, provided it was of some particular "make" with an inferior

paint job. Such higher relationships provide information on all of the underlying domains at

the same time, with none of them being privileged above the others.

Thus, the DBMS of today roll together frequently-needed services or features of attribute

management. By externalizing such functionality to the DBMS, applications effectively share

code with each other and are relieved of much internal complexity. Features commonly

offered by database management systems include:

Query ability:

Querying is the process of requesting attribute information from various perspectives

and combinations of factors. Example: "How many 2-door cars in Texas are green?" A

database query language and report writer allow users to interactively interrogate the

database, analyze its data and update it according to the users privileges on data.

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Backup and replication:

Copies of attributes need to be made regularly in case primary disks or other

equipment fails. A periodic copy of attributes may also be created for a distant

organization that cannot readily access the original. DBMS usually provide utilities to

facilitate the process of extracting and disseminating attribute sets. When data is

replicated between database servers, so that the information remains consistent

throughout the database system and users cannot tell or even know which server in the

DBMS they are using, the system is said to exhibit replication transparency.

Rule enforcement:

Often one wants to apply rules to attributes so that the attributes are clean and reliable.

For example, we may have a rule that says each car can have only one engine

associated with it (identified by Engine Number). If somebody tries to associate a

second engine with a given car, we want the DBMS to deny such a request and

display an error message. However, with changes in the model specification such as,

in this example, hybrid gas-electric cars, rules may need to change. Ideally such rules

should be able to be added and removed as needed without significant data layout

redesign.

Security:

Often it is desirable to limit who can see or change which attributes or groups of

attributes. This may be managed directly by individual, or by the assignment of

individuals and privileges to groups, or (in the most elaborate models) through the

assignment of individuals and groups to roles which are then granted entitlements.

Computation:

There are common computations requested on attributes such as counting, summing,

averaging, sorting, grouping, cross-referencing, etc. Rather than have each computer

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 application implement these from scratch, they can rely on the DBMS to supply such

calculations.

Change and access logging:

Often one wants to know who accessed what attributes, what was changed, and when

it was changed. Logging services allow this by keeping a record of access occurrences

and changes.

Automated optimization:

If there are frequently occurring usage patterns or requests, some DBMS can adjust

themselves to improve the speed of those interactions. In some cases the DBMS will

merely provide tools to monitor performance, allowing a human expert to make the

necessary adjustments after reviewing the statistics collected.

2.6 Database Building Blocks

A database includes four main parts: modeling language, data structure, database query

language, and transaction mechanisms:

(1) MODELING LANGUAGE:

Brian (2008) states that data modeling language defines the schema of each database hosted

in the DBMS, according to the DBMS database model, he further highlights the four most

common types of models to include:

Hierarchical Model,

Network Model,

Relational Model, and

Object Model.

Inverted lists and other methods are also used. A given database management system may

provide one or more of the four models. The optimal structure depends on the natural

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organization of the application's data and on the application’s requirements (which include

transaction rate (speed), reliability, maintainability, scalability, and cost (Nkiro, 2007).

The dominant model in use today is the ad hoc one embedded in SQL, despite the objections

of purists who believe this model is a corruption of the relational model, since it violates

several of its fundamental principles for the sake of practicality and performance. Many

DBMSs also support the Open Database Connectivity that supports a standard way for

programmer to access the DBMS.

Before the database management approach, organizations relied on file processing systems to

organize, store, and process data files. End users became worried with file processing because

data is stored in many different files and each organized in a different way. Each file was

specialized to be used with a specific application. Needless to say, file processing was bulky,

costly and nonflexible when it came to supplying needed data accurately and promptly.

According to Iwhiwhu (2005), Data redundancy is an issue with the file processing system

because the independent data files produce duplicate data so when updates are needed each

separate file would need to be updated. Another issue is the lack of data integration. The data

is dependent on other data to organize and store it. Lastly, there was not any consistency or

standardization of the data in a file processing system which makes maintenance difficult. For

all these reasons, the database management approach was produced. Database management

systems (DBMS) are designed to use one of five database structures to provide simplistic

access to information stored in databases. The five database structures are hierarchical,

network, relational, multidimensional and object-oriented models.

The hierarchical structure was used in early mainframe DBMS. Records’ relationships form a

treelike model. This structure is simple but nonflexible because the relationship is confined to

a one-to-many relationship. IBM’s IMS system and the RDM Mobile are examples of a

hierarchical database system with multiple hierarchies over the same data. RDM Mobile is a

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newly designed embedded database for a mobile computer system. The hierarchical structure

is used primary today for storing geographic information and file systems.

The network structure consists of more complex relationships. Unlike the hierarchical

structure, it can relate to many records and accesses them by following one of several paths.

In other words, this structure allows for many-to-many relationships.

The relational structure is the most commonly used today. It is used by mainframe, midrange

and microcomputer systems. It uses two-dimensional rows and columns to store data. The

tables of records can be connected by common key values. While working for IBM, E.F.

Codd designed this structure in 1970. The model is not easy for the end user to run queries

with because it may require a complex combination of many tables.

The multidimensional structure is similar to the relational model. The dimensions of the cube

looking model have data relating to elements in each cell. This structure gives a spreadsheet

like view of data. This structure is easy to maintain because records are stored as fundamental

attributes, the same way they’re viewed and the structure is easy to understand. Its high

performance has made it the most popular database structure when it comes to enabling

online analytical processing.

The object oriented structure has the ability to handle graphics, pictures, voice and text, types

of data, without difficultly unlike the other database structures. This structure is popular for

multimedia Web-based applications. It was designed to work with object-oriented

programming languages such as Java.

(2) DATA STRUCTURE:

Seltzer (2008) this is one or more fields, data items or data element grouped together to

become a meaningful and logical piece of business information. Data structures (fields,

records, files and objects) optimized to deal with very large amounts of data stored on a

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permanent data storage device (which implies relatively slow access compared to volatile

main memory).

(3) DATABASE QUERY LANGUAGE:

A database query language and report writer allows users to interactively interrogate the

database, analyze its data and update it according to the users privileges on data. It also

controls the security of the database. Data security prevents unauthorized users from viewing

or updating the database. Using passwords, users are allowed access to the entire database or

subsets of it called subschemas. For example, an employee database can contain all the data

about an individual employee, but one group of users may be authorized to view only payroll

data, while others are allowed access to only work history and medical data.

If the DBMS provides a way to interactively enter and update the database, as well as

interrogate it, this capability allows for managing personal databases. However, it may not

leave an audit trail of actions or provide the kinds of controls necessary in a multi-user

organization. These controls are only available when a set of application programs are

customized for each data entry and updating function.

2.8 Logical and Physical View

A database management system provides the ability for many different users to share data

and process resources. But as there can be many different users, there are many different

database needs. The question now is: How can a single, unified database meet the differing

requirement of so many users?

A DBMS minimizes these problems by providing two views of the database data: a logical

(external) view and physical (internal) view. The logical view/user’s view, of a database

program represents data in a format that is meaningful to a user and to the software programs

that process those data. That is, the logical view tells the user, in user terms, what is in the

database. The physical view deals with the actual, physical arrangement and location of data

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in the direct access storage devices (DASDs). Database specialists use the physical view to

make efficient use of storage and processing resources. With the logical view users can see

data differently from how they are stored, and they do not want to know all the technical

details of physical storage. After all, a business user is primarily interested in using the

information, not in how it is stored.

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 CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

3.1 Introduction

In this chapter the analysis of the proposed system and its design is discussed more. That is to

say, what the proposal system – Examination Hall Allocation and Management, is made of,

its features and how it is designed- its outputs, inputs and database. Likewise, the tools and

technology that are used are not left out. Systems analysis is an important aspect of project

development because it gives the researcher opportunities to understand the existing system

in order to eliminate problem or constraints that arise against the functions of the existing

systems. With this in hand, the design of the new system will be efficient and effective as

applied in this project.

3.2 Detailed Analysis of the Existing System

The System Analysis is a system approach to the analysis and design of information system.

It involves the application of a sequence of analysis, documentation and design tasks concern

with the analysis of the current system logical data design, logical process design, etc.

3.2.1 Problems of the Existing System

In recent time, the quest for allocating halls for examination is not carefully planned. The

Problems associated with the current hall allocation for examination system are:

i. The growing number of students in Federal Polytechnic Nekede, Owerri has posed a

lot of problems in the allocation of halls for examination especially with departments

with large number of students.

ii. Students and lecturers would have to move from one hall to another on examination

day due to the large factors, which have to be considered. Very little work has been

performed in analyzing the scope of this process or developing a web based system.

iii. Human error such as typography and data redundancy.

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 iv. During allocation of hall much work is done in retrieving the files and search for

records before carrying out allocation.

3.3 Research Methodology

Qualitative research methodology was used to gather information for this project work and

this is because it is more effective in data collection in the context of the research topic.

Qualitative analysis involves collecting, analyzing and interpreting data by observation which

includes observing the existing and the users and this gave rise to the proposal of a new and

effective system. They are two well-known methods of collecting data in qualitative research

methodology which are; direct observation and interview. Interview is the most valuable

method used in this project.

3.3.1 Interviewing

In the interview section, some of the staff in Computer Science Federal Polytechnic, Nekede

were asked questions about how they carry out their daily duties and the challenges they face.

Some of these questions also include how they generate report for inventory, how they detect

if a product is finished or low in stock, how they track what medication have been given to a

customer etc. They were able to give some reliable information and also outlined some of the

problems encountered in the current system.

3.3.2 Observation

During this project work some careful observations was employed to discover some problems

encountered in the current system. Though, this was not very effective as the interview but

we were able to formulate a hypothesis that the existing system is inefficient. It was gathered

from observation that when they give out a particular drug, they don’t record it and this

makes it almost 100% impossible to control the way drugs are being disposed.

3.4 Objective of the New System

This project will be centered on the following objectives: -

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 iv. develop an automated system that can be able to handle and allocate students to their

various supervisors

v. To be able to grade the lectures according to the ranks and assignment students and

can be able to know the number of students to assign to a lecturer

vi. To develop a software that will help eliminate student being assigned to more than

one supervisor.

3.4.1 Feasibility Study

Feasibility study is an important phase in the software development process. A feasibility

study was carried out to enables the developer to have an assessment of the product being

developed. The study was based on the operational use and technical support required for

implementing the proposed system. The various feasibility studies are:

a. Technical Feasibility

b. Operational Feasibility

c. Economic Feasibility

3.4.2 Technical Feasibility:

Here in the technical feasibility phase, the researcher studied the pros and cons of using the

proposed system and how feasible it would be. The researcher also studied the additional

training needed to be given to the people to make the application work. Though, there is need

for little training for the proposed user, especially setting up the system and the essential

configurations which involve the administrator. Apart from this, no technical related issues

are found within the system which makes it technically feasible.

3.4.3 Operational Feasibility:

It refers to the feasibility of the proposed system in terms of functionalities and operation. It

includes the study of additional human resource required and their technical expertise. The

22
organization would find it easy to use the system tools effectively to achieve the

organization’s objectives due to the sleek and easy to use user interface of the system.

3.4.4 Economic Feasibility:

An economic feasibility study conducted on the proposed system with the promising features

of handling the way programming it taught and being learnt. It was gathered during the study

that the new system is economically feasible due to its flexibility in its operations like the

generating report, querying and updating the necessary details when needed as well as

providing customer satisfied services due to it fastness. With this, the proposed system is no

doubt more profitable and economic benefits.

3.5 New System (Program) Structure

The program structure describes the way the program is being structured using the

Modularity, Context Diagram, System and Program flow chart. The software design

methodology that was used to achieve the system is the Structured System Analysis and

Design Methodology (SSADM) because of its effectiveness and the feature of breaking down

a system into its simplest modules. Also with the SSADM, the system was analyzed in

different stages, steps and tasks. These will be clearly illustrated by the context diagram and

the system modularity.

3.5.1 Context Diagram

The context diagram defines the boundary between system and its environment, showing the

entities that interact with it. It shows the whole system and its inputs and outputs, to and from

external factors. The external factors or entities that works with the new systems are simply

the manager, sales persons and the stock manager thus the context diagram is as follows.

23
 Examination Hall
Allocation System

Fig 1. Context Diagram: Showing the interaction between the system and its agents (Users).

3.5.2 Modularity

The system has four modules:

i. Student

ii. Exam and Record

iii. Course Adviser

24
3.5.3 System Flowchart

The system flow chart shows the key inputs and output associated with the program. It is

made up of or built with different shapes or symbols. The shape of the symbols indicates the

types of input or output devices.

Start

Home Head of Department Exam and Record

Number of Student Allocate Hall

Stop

Fig 2. System Flowchart

25
3.5.4 Program Flowchart
Start

Exams and Record

ALLOCATE HALL

MANAGE HALL

Logout

Stop

Fig 3. Program Flowchart: Project Allocation

3.6 System Design/ Menu Specification

The main menu specification involves the corresponding controls and attributes of the new

system with specific functionalities involving input, processing and output procedures of the

entire system.

3.6.1 Output Specification

The output of the improved examination hall allocation system is designed with a well

outlined technique in order for it to conform to the design specifications and goals. The

output of the new system includes the display of the hall allot to each department depending

on the class size of the department and the comprehensive list of halls that was allocated

which the system administers. The output of the system will be display graphically in the

Appendix B of this thesis.

26
3.6.2 Input Specification

The inputs of the system include the department details, examination hall details. For an

externally described file, input specifications are optional and can be used to add functions to

the external description.

3.6.3 File/Database Specification

This consist of the fields and records created in the database to be able to accept the

equivalent input data that has to be accepted by the system and the corresponding output it

has to give out as its information when the data has been processed accordingly. The user

defined size for each record is also stated to create uniformity in the database.

3.6.4 Security Design Specification

The system was design with security specification considered by restricting access levels

according to the system users. These users are validated every time they launce the system in

order to increase the proper usage and confidentiality of data. These also works with the

objective of tracking all events carried out on the system.

27
 CHAPTER FOUR

SYSTEM IMPLEMENTATION

4.1 Introduction

System implementation is the planned and orderly conversion form an existing system to a

new one. It involves the implementation and training of user in the operation of the new

system. The changing procedure is also ensured and a user manual is also implemented,

finally the maintenance details are stated. Therefore, this chapter entails all details that lead to

successful setup of the new system and how it can be managed to ensure its full

functionalities.

4.2 Software Development Tools and Justification

The programming language used includes the HTM (Hypertext Mark-up Language) for the

design interfaces, CSS (Cascading Style Sheet) for styling the HTML codes to desired test,

JavaScript, a client-side scripting web language that is used for validation of forms and user

inputs and PHP (Hypertext Preprocessor) language for the server-side scripting and MySQL

which works with PHP to aid in the sending and receiving of data from the data base. A local

server XAMP was used, in which a database was created, to have an overview of how the

website will work in a real server-side computer when hosted online. A Bracket was used in

writing the programming language. Then Mozilla Firefox was used to test run the website

during runtime. The reasons why these languages were used is because is a website

formatting language, its syntax is quite understandable, and they all work together to achieve

a dynamic website which can be interactive for the users.

4.3 System Requirement

This application may not run effectively if the minimum system specification is not met

therefore, there is need to install a proper system hardware and software required for the

application to meet up the objective as stated.

28
4.3.1 Software Requirement

For the system to function effectively it requires the following minimum software

requirements:

1. XAMP

2. PHP engine version 5.2.0

3. MySQL version 5.7.10

4. Google Chrome web browser.

4.3.2 Hardware Requirement

This affects the usability and functionality of the entire application. The following minimum

web server hardware specifications are required for the system to run effectively:

1. Hard disk drive size : 80GB

2. Random Access Memory (RAM) size: 512MB

3. Intel processor Pentium IV

4.3.3 People

The people here are referred as the users. These users should at least have basic knowledge of

computer such as windows operating system environment, how to browse the internet,

printing, mouse operation and booting of computer system.

4.4 System Testing

This is the process of examining a system to find out errors in the project work. Unit testing

method is adopted in other to make it easier to gather reports from the test users. The major

units of the system are the input interface for the forum where information is shared within

different users in the new system. In a Situation where the unit testing proves ineffective, the

integrated testing maybe adopted for testing of different units of the program at the same

time.

29
4.5 Implementation Details

The program implementation includes all the activities that are carried out in order to put the

program designed into a functional or practical state. All activities like programming,

installation are coordinated to put the new system in operation. The implementation stages

include coding, system testing, training and re-training of staff, file conversion, change over

procedure, commission, user manuals and maintenance detail etc.

4.5.1 Coding

Code is simply the instructions for hardware and software. The program code is appended at

Appendix A. The codes were written in a simplest form with comments to enable a developer

understand the codes without further instruction. Not all the modules were included but the

major module as the whole code will be too voluminous to include in the project.

4.5.2 End User Training And Manual

Training of end users involves teaching them how to make effective use of the new system

and also production of manuals on how the system works. This implies general orientation

about the total functions of the newly developed system. The end users will have to be trained

on how to use the system effectively including those that have not use computer for the first

time on how to operate a computer and the program associated with this project which is the

new system. Retraining comes up after the first update of the program.

4.5.3 File Conversion

This process involves converting records of physical files to electronic files according to the

laid down procedures. It requires plenty of time and carefulness because there are many files,

where each files contains many records.

4.5.4 Changeover Procedure

30
The existing system is hereby altered with regards to the following:

Direct changeover: The new system taking over completely from the existing one.

Parallel changeover: The old and new system is allowed to operate, and the old system is

used to monitor the efficiency of the new system until it takes over completely.

This project research makes use of the Direct Changeover procedures. This is because the

existing system is a manual system where all operations are carried out manually. This give

rise to proper file conversions in order to utilize the full functionalities and the objectives of

the new system.

4.5.5 Commissioning

Commissioning of the newly developed system involves the handing over of well completed

application. Commissioning of the program is done when the intended users have been

successfully trained to carryover operations of the new system. In this new system,

commission also includes hosting the system for proper utilization since it is an online

system.

4.5.6 Maintenance Detail

Maintenance is a continuous process to adapt through which system can change, regular

debugging of the software to check for errors will ensure the program long life span, and to

modify the system to meet future needs of the license office whenever the needs arises.

Proper maintenance helps to elongate the existence duration of software. Maintenance should

be scheduled periodically so that the application will be able to meet up with possible up

rising work challenges of the users. Maintenance details will cover the user’s current version

with product updates (such as bug fixes or current version build releases) and new version of

software.

4.6 Result

31
The outputs of the new system designed computer driven hall allocation helps to facilitate

timely allocation of hall to students and also have firsthand information on the statistics of

students to be allocated in a hall. These outputs and other interface of the system will be

added in this thesis at Appendix B.

4.7 Discussion

Each of these outputs satisfies one major objective of the system and also an indication of the

system effectiveness and efficiency. The database of the new system houses information

regarding the number of student in each level of the department and the capacity of halls to

be allocated. The new system has a central database system that serves as hall database which

will contain information on all available halls in the institution

32
 CHAPTER FIVE

SUMMARY, RECOMMENDATION AND CONCLUSION

5.1 Summary

Being aware of the significant role of ICT (internet) in our life, especially in the educational

activities, ICT is not just the bloom of the educational activities, but also it will be the

secondary option to improve the effective and meaningful educational process. The System

Examination Hall Allocation system was tested with test data and various output were

generated.

5.1 Recommendation:

The Examination Hall Allocation System demonstrate that the Matching Algorithm is able to

provide solutions to many of the problems inherent in allocation of resources. The solution

not only caters for the allocation of examination hall to department but it also has many

innovative features which have never been considered before in previous works.

5.3 Conclusion

This system avoids the manual work and the problems concern with it. The system was

designed in such a way that future modifications can be done easily. The following

conclusions can be deduced from the development of the project. Automation of the entire

system improves the efficiency and it also provides a friendly graphical user interface which

proves to best.

33
 REFRENCES

Afolabi, M. (2011). Education and Training Archives and Records Managers in Africa.

Ibadan: Odun Publishing Company.

Baje, E. N. (2018). Records Management Program. Ibadan: Adeyomi Printing Press.

Brian, T. F. (2016). Database Design and Management (3 rd ed.). New York: Practice Hall

Publishers pg 30-31.

Craig, S. M. (2012). Database Administration. Addison: Wesley Professional ISBN:

01741296.

Codd, E. F. (2020). A Relational Model for Large Shared Data Banks. In Communications Of

the Data Banks.

Date, C. J. (2013). An Introduction to Database System (5 th ed.). Addison: Wesley ISBN 0-

201-51381-1.

Delisle, M. (2019). Mastering phpMyAdmin 3.1 for Effective MySQL Management (4 th ed.).

New York: Packet Publishing.

Enwere, J. C. (2012). Records Management in Nigeria. Nigeria Library and Information

Service Review Lagos: Akin Publishing Ltd.

French, C. S. (2016). Computer Science. TJ International, UK. Iwhiwhu, E. B. (2005).

Management of Records in Nigerian Universities.

Problems and prospects. The Electronic Library 23(30). Mcdonald, I. (1995). Managing

Records in the Modern Office. Training the Wild Frontier. Archivaria 39 (Spring).

Nkiro, S. N. (2007). Principles of Database Management. Agbowo: Odun prints and pack.

Nwankwo, J. I. (2012). Establishment of Management Information. Insind Province,

UNESCO Technical Report: Project PAK/77/038.

Popoola, S. O. (2020). Records Management Program in Nigeria: A Survey of Osun state

Civil Service. Nigerian Libraries, 34(1).

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Spencer, M. (2017). Database Application and Management. Lagos, Printice Printing Press

Publishers.

Uwaifo, E. O. (2019). The Features of RECORDS Management in Nigeria. The Nigerian

Archivist. Journal of the Society of Nigeria Archivist. (2 & 3), January and July.

Adinola, T. K. (2015). Coping With the Challenges of Database. Retrieved from

http://databaseentry.org/history. 2008-02-10.

“History of PHP and Related Projects”. The PHP Group. Retrieved from

http://www.php.net/history. 2008-02-25

Kenny, S.M. Database Backup and Recovery Basics. Retrieved from

http://www.download.oracle.com. 2008-02-12

35
 APPENDIX I

<?php include('head.php');?>

<?php include('header.php');?>

<?php include('sidebar.php');?>

<?php

date_default_timezone_set('Africa/Lagos');

$current_date = date('Y-m-d');

$sql_currency = "select * from manage_website";

$result_currency = $conn->query($sql_currency);

$row_currency = mysqli_fetch_array($result_currency);

?>

<div class="page-wrapper"

<div class="row page-titles">

<div class="col-md-5 align-self-center">

<h3 class="text-primary">Dashboard</h3> </div>

<div class="col-md-7 align-self-center">

<ol class="breadcrumb">

<li class="breadcrumb-item"><a href="javascript:void(0)">Home</a></li>

<li class="breadcrumb-item active">Dashboard</li>

</ol>

</div>

</div>

<div class="container-fluid">

36
 <div class="row">

<div class="col-md-4">

<div class="card bg-primary p-20">

<div class="media widget-ten">

<div class="media-left meida media-middle">

<span><i class="ti-bag f-s-40"></i></span>

</div>

<div class="media-body media-text-right">

<?php $sql="SELECT COUNT(*) FROM `tbl_teacher`";

$res = $conn->query($sql);

$row=mysqli_fetch_array($res);?>

<h2 class="color-white"><?php echo $row[0];?></h2>

<p class="m-b-0">Total Teachers</p>

</div>

</div>

</div>

</div>

<div class="col-md-4">

<div class="card bg-pink p-20">

<div class="media widget-ten">

<div class="media-left meida media-middle">

<span><i class="ti-comment f-s-40"></i></span>

</div>

<div class="media-body media-text-right">

<?php $sql="SELECT COUNT(*) FROM `tbl_student`";

37
 $res = $conn->query($sql);

$row=mysqli_fetch_array($res);?>

<h2 class="color-white"><?php echo $row[0];?></h2>

<p class="m-b-0">Total Student</p>

</div>

</div>

</div>

</div>

<div class="col-md-4">

<div class="card bg-danger p-20">

<div class="media widget-ten">

<div class="media-left meida media-middle">

<span><i class="ti-vector f-s-40"></i></span>

</div>

<div class="media-body media-text-right">

<?php $sql="SELECT COUNT(*) FROM `tbl_class`";

$res = $conn->query($sql);

$row=mysqli_fetch_array($res);?>

<h2 class="color-white"><?php echo $row[0];?></h2>

<p class="m-b-0">Total Class</p>

</div>

</div>

</div>

</div>

<div class="col-md-4">

38
 <div class="card bg-warning p-20">

<div class="media widget-ten">

<div class="media-left meida media-middle">

<span><i class="ti-location-pin f-s-40"></i></span>

</div>

<div class="media-body media-text-right">

<?php $sql="SELECT COUNT(*) FROM `tbl_subject`";

$res = $conn->query($sql);

$row=mysqli_fetch_array($res);?>

<h2 class="color-white"><?php echo $row[0];?></h2>

<p class="m-b-0">Total Subject</p>

</div>

</div>

</div>

</div>

</div>

<div class="row page-titles">

<div class="col-md-5 align-self-center">

<h3 class="text-primary">View Exam</h3> </div>

</div>

<div class="card">

<div class="card-body">

39
 <div class="table-responsive m-t-40">

<table id="myTable" class="table table-bordered table-striped">

<thead>

<tr>

<th>Exam Name</th>

<th>Action</th>

</tr>

</thead>

<tbody>

<?php

include 'connect.php';

$sql1 = "SELECT * FROM `exam`";

$result1 = $conn->query($sql1);

while($row = $result1->fetch_assoc()) {

?>

<tr>

<td><?php echo $row['name']; ?></td>

<td>

<a href="view_exam.php?id=<?=$row['id'];?>"><button type=

"button" class="btn btn-xs btn-danger" ><i class="fa fa-trash"></i></button></a>

</td>

</tr>

<?php } ?>

</tbody>

40
 </table>

</div>

</div>

</div>

</div>

<?php include('footer.php');?>

41
APPENDIX II

42
43