CENTER NAME:

CENTER NUMBER:
CANDIDATE NAME:
CANDIDATE NUMBER:
SUBJECT:
SUBJECT CODE:
YEAR:
PROJECT TITLE
AAAAAA SCHOOL SCIENCE LAB EQUIPMENT RECORD INFORMATION
SYSTEM

USERNAME: PASSWORD:

1
 CONTENTS PAGE

CONTENTS PAGE ........................................................................................................................................ 2

SECTION A: SELECTION, INVESTIGATION AND ANALYSIS ........................................................................ 4
PROBLEM DEFINITION/ CHOICE OF PROBLEM AREA AND BACKGROUND ANALYSIS .......................... 4
INVESTIGATION ON THE CURRENT SYSTEM .......................................................................................... 4
INTERVIEW GUIDE FOR SCIENCE LAB TECHNICIAN ................................................................................. 4
QUESTIONNAIRE FOR THE SCIENCE HEAD OF DEPARTMENT ................................................................. 5
BROAD DESCRIPTION OF EXISTING SYSTEM .......................................................................................... 6
INPUT ....................................................................................................................................................... 6
PROCESS .................................................................................................................................................. 6
OUTPUT ................................................................................................................................................... 6
STORAGE.................................................................................................................................................. 6
EVALUATION OF EXISTING SYSTEM ....................................................................................................... 7
REQUIRES SPECIFICATIONS..................................................................................................................... 7
SOFTWARE REQUIREMENTS.................................................................................................................... 7
HARDWARE REQUIREMENTS .................................................................................................................. 7
AIMS AND OBJECTIVES ........................................................................................................................... 8
AIMS ........................................................................................................................................................ 8
OBJECTIVES .............................................................................................................................................. 8
SECTION B: DESIGN ................................................................................................................................... 9
CONSIDERATION OF ALTERNATIVE METHODS ...................................................................................... 9
PURCHASE OFF-THE-SHELF SOFTWARE .................................................................................................. 9
HIRING PROGRAMMERS TO DEVELOP SOFTWARE ................................................................................. 9
IN-HOUSE DEVELOPMENT OF THE APPLICATION SOFTWARE................................................................. 9
JUSTIFICATION OF METHOD OF SOLUTION............................................................................................. 9
INPUT DESIGN ....................................................................................................................................... 10
DATA CAPTURE FORMS ......................................................................................................................... 10
SCREEN LAYOUTS .................................................................................................................................. 11
OUTPUT DESIGN ................................................................................................................................... 13
SPECIFICATION OF REQUIRED OUTPUT ................................................................................................. 13
TEST PLAN ............................................................................................................................................. 14
SECTION C: SYSTEM DEVELOPMENT ....................................................................................................... 15
TECHNICAL DOCUMENTATION ............................................................................................................. 15
PSEUDOCODES ...................................................................................................................................... 15

2
 FLOW CHARTS ....................................................................................................................................... 18
PROGRAM LISTING ................................................................................................................................ 20
USER DOCUMENTATION....................................................................................................................... 22
INSTALLATION ....................................................................................................................................... 22
RUNNING THE SYSTEM .......................................................................................................................... 26
EXITING THE SYSTEM ............................................................................................................................. 29
SECTION D: TESTING AND EVALUATION................................................................................................. 31
USER TESTING ....................................................................................................................................... 31
Test for standard data ........................................................................................................................... 31
Test for extreme data ............................................................................................................................ 32
Test for invalid/abnormal data.............................................................................................................. 33
EVALUATION OF THE SYSTEM .............................................................................................................. 35
Achievements ........................................................................................................................................ 35
Weaknesses/Limitations ....................................................................................................................... 35
Opportunities for future development ................................................................................................. 35
APPENDICES ............................................................................................................................................. 36
Appendix 1: Filled in Questionnaire...................................................................................................... 36
QUESTIONNAIRE FOR THE SCIENCE HEAD OF DEPARTMENT ............................................................... 36
Appendix 2: Interview Responses ......................................................................................................... 38
INTERVIEW GUIDE FOR SCIENCE LAB TECHNICIAN ............................................................................... 38

3
 SECTION A: SELECTION, INVESTIGATION AND ANALYSIS
PROBLEM DEFINITION/ CHOICE OF PROBLEM AREA AND BACKGROUND ANALYSIS
St Dominic’s High is a school located in Manicaland Province, in Mutare District. It is a Roman
Catholic Institution built in 1937. The school focuses on academic excellence from form 1 to
form 6. There are about 1200 learners and 50 teachers. These learners do science subjects
starting from form 1. From form 3, learners do one or more science subjects which include
Physics, Biology, Chemistry and Combined Science.
In the Science Department there is a manual Science Laboratory Equipment Record System,
where the science lab technician (Mr Magodhlo) records information about all the science
equipment borrowed by teachers. The manual system uses the Borrower file to record
information such as teacher’s name, E.C number and equipment condition. The Teacher file
contains teacher’s E.C number and new teachers are also added.
These problems started in 2018 when the school introduced pure science subjects at all levels.
This resulted in about 800 learners from form 3 to form 6 doing pure science subjects. This
means that the teachers have to borrow equipment every time they have to do their practical
lessons. The Science Lab Equipment Record Information System has problems such as lack of
security and loss of manual books since the manual files will be stored in the shelves. It is also
difficult and takes time to delete a record in the files such as deleting a record of returned
equipment. It is time consuming to search for equipment from the manual files.

INVESTIGATION ON THE CURRENT SYSTEM

INTERVIEW GUIDE FOR SCIENCE LAB TECHNICIAN
1. Can you please briefly explain how you do your operations in terms of borrowing of
equipment by teachers?
2. What are the benefits of this system?
3. How long have you been using the manual system?
4. How many teachers do you save per day?
5. How many equipment are borrowed per day?
6. How do you update your records?
7. How do you store your books?
8. Do you have any security challenges with your books?
9. What kind of problems do you have with the manual system?
10. When did you start to have problems?
11. What do you suggest to be done to improve the system?

4
QUESTIONNAIRE FOR THE SCIENCE HEAD OF DEPARTMENT

INSTRUCTIONS
• From the following questions tick in the boxes provided for your answer and write
legibly in the spaces provided.
• Do not write your name.

1. How have you been using the current system?

0-5 years 6-10 years 10+ years

2. How many teachers do you serve per day?
0-5 6-10 11+ Above 10
3. Does the current system has any benefits?
Yes No
4. If Yes, indicate the benefits
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
5. Do you encounter any challenges with the current system?
Yes No
6. If Yes, indicate the challenges
7. Do you have any complaints from the teachers regarding the current system?
Yes No
8. If Yes, indicate the complaints
9. How effective is the system in serving the staff
Poor Satisfaction Good

Very good Excellence

10. How long do you take searching for a record

Very slow Slow Very fast

5
 11. How secure are the files?

Not secure Secure Very secure

12. What do you think can be done to improve the current system?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
13. If a computer system is introduced what do you suggest it should be able to do?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

BROAD DESCRIPTION OF EXISTING SYSTEM

INPUT
New teacher’s details such as EC Number, name, Surname, Sex etc. are entered in the Teacher
file. New equipment details such as Equipment Number, Equipment Name, Description,
Condition etc. are added in the Equipment file. Borrower’s details such as E.C number,
Equipment number and Description are recorded in the borrower file.
PROCESS
If a new teacher joins the Science Department his/her details such as name are added in the
Teacher file. If a teacher wants to borrow an equipment his/her details such EC Number, Name
is searched in the borrower file. The equipment is checked in the Equipment file if it is in stock.
Then the teacher is recorded in the Borrower file and the technician issues out the equipment.
The returned equipment is cancelled in the Borrower file. Lost equipment are removed from
the equipment file. Searching of record is done in all the manual files to check whether it exists,
for example, searching to check whether a beaker is still available.
OUTPUT
There are reports of supplied equipment details every month, number of equipment borrowed
by teachers and of damaged equipment.
STORAGE
The technician stores his records in counter books. These files are labelled Teacher file,
Equipment file and Borrower file. These books are locked in cupboards.

6
EVALUATION OF EXISTING SYSTEM
STRENGTHS
- It does not require a lot of skills since it only involves writing using pen and paper.
- The stationery such as counter books and pen to write are cheap to purchase.
- It does not require electricity to operate since manual system uses pen and paper to
write.
WEAKNESS

- No security of the files since they are kept in cupboards where other people besides the
technician can access them.
- Deleting a record is a problem and untidy since it only involves cancelling it by a pen e.g.
deleting a teacher who has just transferred.
- It takes time searching for a record e.g. searching equipment record, involves opening
page by page until it is found.
- The manual files like equipment and teacher file take up a lot of storage space in the
cupboards.

REQUIRES SPECIFICATIONS
SOFTWARE REQUIREMENTS
- Programming software which is Microsoft Visual Basic.net 2010 for writing programming
codes and creating user interfaces.
- Database software which is Microsoft Access for creating database to store records such
as equipment files.
- Word Processing which is Microsoft word 2007 used to create documentation for the
users and technical people.
- Antivirus program like MacAfee to protect the system from malicious programs such as
viruses.

HARDWARE REQUIREMENTS
INPUT DEVICES
- QWERTY keyboard to capture or enter data into the system, for example, equipment
name, equipment number in the equipment file.
- Mouse to click and select commands on the user interface such as add command, select
command.
PROCESSING DEVICES
- Micro Processer Intel Pentium 2.0 GHz for processing data entered into the system such
as equipment details and borrower details into information.
OUTPUT DEVICES
- Monitor Liquid Crystal Display Monitor display files on the screen software such as
teacher file, borrower file.
- Laser jet Printer to print hardcopies as reports such as borrowed equipment report or a
teacher detailed report.

7
STORAGE DEVICES
- 500 Gb hard disc to store the operating system Windows 10, Microsoft programming
software such as Microsoft Visual Basic.net and Microsoft Access 2007 Database.
- 2 GB RAM Main memory to store programs such Microsoft Visual Basic.Net, Microsoft
Access and equipment files during use.
- 8 GB USB flash disc to create backup for the Science Lab Equipment System and also
transfer the system from one computer to another.

AIMS AND OBJECTIVES

AIMS
- To improve the efficient of the Science Lab Equipment when serving teachers’ during
borrowing of equipment.
- To reduce the cost of stationery such as counter books and pen used to create manuals
files.
OBJECTIVES
The Science Lab Equipment System should be able to:
i) Add a new record for example a teachers’ record who returned borrowed equipment in
the teachers’ file.
ii) Provide security to the Teacher file, Borrower file and Equipment file by using usernames
and usernames and passwords to login.
iii) Search for a record, for example, teachers who had not returned a borrowed equipment
in the equipment file.
iv) Edit/make changes of records, for example, to edit the quantity of equipment in the
equipment file.
v) Delete a record, for example, a record of a teacher who is no longer in the science
department or equipment no longer in use.
vi) Allow the user to change and put his/her preferred username and passwords after the
first login is done.
vi) Produce reports using fields from different files, for example, Teacher file and Equipment
File.
vii) Calculate the number of days an equipment was borrowed by the teacher.

8
 SECTION B: DESIGN
CONSIDERATION OF ALTERNATIVE METHODS
PURCHASE OFF-THE-SHELF SOFTWARE
- The school can purchase already made application software to keep record of
equipment.

ADVANTAGES OF OFF-THE-SHELF SOFTWARE

- The software is already designed and developed and ready to be used
- The software is tried and tested before use so it has got few errors

DISADVANTAGES OF OFF-THE-SHELF SOFTWARE

- It can contain other features the school may not want to use at all.
- It may not meet the specific needs for the school since it is meant for many users.
- The system remains the property of the developers and not the school.
- It is expensive since it contains many features which the school may not want to use.

HIRING PROGRAMMERS TO DEVELOP SOFTWARE

- The school may hire programmers who will develop a new Science Lab Equipment
Record System.

ADVANTAGES OF HIRING PROGRAMMERS

- Hiring introduces experienced programmers and they develop the system in time.
- Hired programmers will develop the software according to your specific needs

DISADVANTAGES OF HIRING PROGRAMMERS

- It is costly as they need more to develop the software
- Hired programmers may create over dependence especially other features are to be
added.
- The software might contain some errors and bugs since it might not have been tested.

IN-HOUSE DEVELOPMENT OF THE APPLICATION SOFTWARE

- This involves developing St Dominic’s High School Science Lab Equipment Record System
using Microsoft Visual Basic.net 2010 and Microsoft Access 2007 database software.
- Microsoft Visual Basic.net 2010 will be used to develop programs and user interfaces.
Microsoft Access 2007 will be used to store the records entered in the system.

JUSTIFICATION OF METHOD OF SOLUTION

- The system will be developed In-House using a programming language called
Microsoft Visual Basic.net 2010 and Microsoft Access 2007 database software.

9
ADVANTAGES

- The software will have features specifically needed by the organisation unlike off-the-
shelf which will have features that may not be used.
- The software becomes the property of St Dominic’s High School unlike shelf which
remains property of the developer.
- Microsoft Visual Basic.net 2010 can make user interfaces easily which are attractive.
- Easy to develop programs in Visual Basic.net 2010 using form application method.
- Linking Visual Basic.net 2010 and Microsoft Access 2007 database is easy to follow.

INPUT DESIGN
DATA CAPTURE FORMS

EQUIPMENT FILE

BORROWER FILE

10
TEACHER FILE

SCREEN LAYOUTS

11
12
OUTPUT DESIGN
SPECIFICATION OF REQUIRED OUTPUT
- A printout can be produced for broken equipment in the equipment file.
- Records can be displayed on the screen as soft copy, for example, details of an
equipmnet
- A printout can be produced for borrowed equipment in the borrower file.
- A printout report on overdue return date in the borrower file.

EQUIPMENT DETAIL FORM (Thermometer Details)

13
EQUIPMENT DETAILS REPORT

TEST PLAN
BLACK BOX TESTING
The user tests a system with no prior knowledge of its internal workings and how the internal
structure of the program is developed. The tester simply provides an input and observes the
output generated by the system under test.

OUTCOME
- The user tested the program using normal, extreme and abnormal data.
- If user tests the borrower file in the field of quantity with some letters it will reject, but
if user test the borrower file again using the same field with quantity such as 30, it will
accept.
- If user enters a quantity with more than 3 digits such as 1200 it will reject. If user enters
a name in the teacher file of characters not more than 20, the system will accept.
- If user tests the teacher file in the field of name with characters more than 20 it will
cut the extra characters.

14
 SECTION C: SYSTEM DEVELOPMENT
TECHNICAL DOCUMENTATION
PSEUDOCODES

ADDING A RECORD
START
Select file to add (Borrower file, Equipment file, Teacher file)
IF Equipment file THEN
INPUT item name
INPUT item name
INPUT description
INPUT quantity
INPUT condition
INPUT supplier
ELSE
IF Teacher file THEN
INPUT EC number
INPUT name
INPUT surname
INPUT sex
INPUT title
INPUT contact number
ELSE
IF Borrower file THEN
INPUT EC number
INPUT item number
INPUT quantity
INPUT date borrowed
INPUT date returned
INPUT contact number
END IF
END IF
END IF
STOP

15
SEARCHING A RECORD
START
Select file to search
IF Teacher file THEN
INPUT search key (EC number)
IF EC number is found THEN
DISPLAY EC number, name, surname, sex, subject, title, contact number
ELSE
DISPLAY “Record not found “
END IF
ELSEIF Borrower file THEN
INPUT search key (EC number)
END IF
IF EC number is found THEN
DISPLAY EC number, item number, quantity, date borrowed, date returned
ELSE
DISPLAY “Record not found “
END IF
ELSEIF Equipment file THEN
INPUT search key (Item number)
IF Item number is found THEN
DISPLAY item number, name, description, quantity, condition
ELSE
DISPLAY “Record not found “
END IF
END IF
STOP

16
DELETING A RECORD
START
Select file to delete record
IF Borrower file THEN
INPUT search key (EC number)
IF EC number is found THEN
DELETE record
ELSE
“Record is not found”
END IF
ELSE
IF Teacher file THEN
INPUT search key (EC number)
IF EC number is found THEN
DELETE record
ELSE
“Record is not found”
END IF
ELSE
IF Equipment file THEN
INPUT search key (Item number)
IF item number is found THEN
DELETE record
ELSE
“Record is not found”
END IF
END IF

17
FLOW CHARTS
DELETING A RECORD

18
SAVING A RECORD

19
PROGRAM LISTING
Public Class Equipment
REM PROGRAM CODE BY ASHLEY M MANYERUKE
Private Sub Equipment_FileBindingNavigatorSaveItem_Click(sender As Object, e As
EventArgs) Handles Equipment_FileBindingNavigatorSaveItem.Click
REM VALIDATION CHECKS ON DATA ENTRY
If Item_NumberTextBox.Text = "" Then
MsgBox("PLEASE ENTER ITEM NUMBER")
End If
If Item_NameTextBox.TextLength < 8 Then
MsgBox("PLEASE ENTER ITEM NAME")
End If
If DescriptionTextBox.Text = "" Then
MsgBox("PLEASE ENTER ITEM DESCRIPTION")
End If
If QuantityTextBox.Text <= 0 Then
MsgBox("PLEASE ENTER QUANTITY GREATER THAN 0")
End If
If (IsNumeric(QuantityTextBox.Text)) = False Then 'CHECKIN WHETHER ONLY NUMBERS
ARE ENTERED FOR QUANTITY
MsgBox("ENTER NUMBERS ONLY FOR QUANTITY")
End If
If SupplierTextBox.Text = "" Then
MsgBox("PLEASE ENTER SUPPLIER NAME")
End If
If ConditionTextBox.Text = "" Then
MsgBox("PLEASE ENTER CONDITION OF EQUIPMENT")
Else
REM SAVING IF ALL CORRECT DETAILS ARE ENTERED
Me.Validate()
Me.Equipment_FileBindingSource.EndEdit()
Me.TableAdapterManager.UpdateAll(Me.ST_Dominics_Science_EquipmentDataSet)
End If
End Sub

Private Sub Equipment_Load(sender As Object, e As EventArgs) Handles MyBase.Load

'TODO: This line of code loads data into the
'ST_Dominics_Science_EquipmentDataSet.Equipment_File' table. You can move, or
remove it, as needed.
Me.Equipment_FileTableAdapter.Fill(Me.ST_Dominics_Science_EquipmentDataSet.Equ
ipment_File)
End Sub

Private Sub btnSearch_Click(sender As Object, e As EventArgs) Handles

btnSearch.Click
REM SEARCHING FOR A RECORD TO SEE WHETHER IT EXISTS OR NOT
Dim x As String = "", Y As String = ""
Dim flag As Boolean, COUNT As Integer = 0
Me.Equipment_FileBindingSource.MoveFirst()
x = InputBox("Enter ITEM NUMBER of record to be searched")
Do
If Me.Item_NumberTextBox.Text = x Then
flag = True
Exit Do
Else
Me.Equipment_FileBindingSource.MoveNext()
flag = False
End If
Loop
If flag = True Then MsgBox("ITEM NUMBER record found")
If flag = False Then MsgBox("ITEM NUMBER record not found")
End Sub

20
 Private Sub BTNADD_Click(sender As Object, e As EventArgs) Handles BTNADD.Click
Me.Equipment_FileBindingSource.AddNew() REM BUTTON TO ADD A NEW RECORD
End Sub

Private Sub BTNDELETE_Click(sender As Object, e As EventArgs) Handles

BTNDELETE.Click
Me.Equipment_FileBindingSource.RemoveCurrent() REM BUTTON TO MOVE TO THE NEXT
RECORD
End Sub

Private Sub BTNSAVE_Click(sender As Object, e As EventArgs) Handles BTNSAVE.Click

REM SAVING A RECORD
Me.Validate()
Me.Equipment_FileBindingSource.EndEdit()
Me.TableAdapterManager.UpdateAll(Me.ST_Dominics_Science_EquipmentDataSet)
End Sub

Private Sub BTNBACK_Click(sender As Object, e As EventArgs) Handles BTNBACK.Click

Me.Close() REM CLOSING THE CURRENT OPEN FORM
HOME.Show() REM OPENING A NEW FORM
End Sub

Private Sub BTNEXIT_Click(sender As Object, e As EventArgs) Handles BTNEXIT.Click

Me.Close()
LOGIN.Show() REM OPENING A NEW FORM
End Sub

Private Sub BTNFIRST_Click(sender As Object, e As EventArgs) Handles BTNFIRST.Click

Me.Equipment_FileBindingSource.MoveFirst() REM MOVING TO THE FIRST RECORD
End Sub

Private Sub BTNNEXT_Click(sender As Object, e As EventArgs) Handles BTNNEXT.Click

Me.Equipment_FileBindingSource.MoveNext() REM MOVING TO THE NEXT RECORD
End Sub

Private Sub BTNPREVIOUS_Click(sender As Object, e As EventArgs) Handles

BTNPREVIOUS.Click
Me.Equipment_FileBindingSource.MovePrevious() REM MOVING TO THE PREVIOUS RECORD
End Sub

Private Sub BTNLAST_Click(sender As Object, e As EventArgs) Handles BTNLAST.Click

Me.Equipment_FileBindingSource.MoveLast() REM MOVING TO THE LAST RECORD
End Sub
End Class

21
USER DOCUMENTATION
INSTALLATION
- Insert the Compact Disk (CD) with the Setup file
- Click on File Explorer and select This PC

Double click setup file to

install the system

- Double click on DVD RW (D) to open the system

- Double click on StDominicsScienceEquipment.exe (Executable File)

22
- Click Next

- Click Next

23
 - Select Destination for the setup file and Click Next
- Create a Directory to save the setup file and Click Start

- Click Next and Click Exit

24
- The Setup will be installed on the Desktop window as shown below

25
RUNNING THE SYSTEM
- Click the Setup File on the Desktop window
- Enter Username (ASHLEY) and Password (2007) and click LOGIN

- After Clicking Login, the WELCOME window is displayed and Click CONTINUE

26
- The HOME page will appear with the files in the database

- Select the file of your choice on the HOME window that appears, for example,
Teacher File

27
- Select the operation that you want to perform:

BUTTON PURPOSE
ADD - Click to add a new teacher’s record
SAVE - Click to save the changes on the new record
DELETE - Click to delete the unwanted teacher’s record
BACK - Click to go back to the home window
EXIT - Click to exit the teacher file
FIRST - Click to view the first teacher’s record
NEXT - Click to view the next teacher’s record
PREVIOUS - Click to view the previous teacher’s record
LAST - Click to view the last teacher’s record
FIND RECORD - Click to search for a teacher’s record using EC Number

- If user clicks Find Record, an Input box appears for the user to enter teacher’s EC
Number.

28
 - If the record is found, it is displayed with the suitable message

EXITING THE SYSTEM

- Exiting the system can be done on the Log In window, Welcome window and in
any file, for example, Borrower File.

i) Log in window

Click to exit

29
ii) Welcome window

Click to exit

iii) Borrower file

Click to exit

30
 SECTION D: TESTING AND EVALUATION
USER TESTING
Test for standard data
File Field Test Data Results
Borrower EC Number 5443428Y Accepted
Borrower Item Number BK03 Accepted
Teacher Title Mr Accepted
Teacher Sex Male Accepted

- Title and Sex data for Mr Revai accepted in the Teacher File

- EC Number and Item Number for 5257890X accepted in the Borrower File

31
Test for extreme data

File Field Test Data Results

Borrower Quantity 1 Accepted
Borrower Quantity 60 Accepted

- Minimum Quantity (1) of Items borrowed accepted

- Maximum Quantity (60) of Items borrowed accepted

32
Test for invalid/abnormal data

File Field Test Data Results

Borrower EC Number 345 Rejected
Borrower Item Number KKKKK Rejected
Teacher Title BLANK Rejected
Teacher Sex JOHN Rejected
Equipment Item Number QQQQQQ Rejected

- Invalid EC Number (345) rejected

- Item Number (KKKKK) rejected

33
- Teacher Title left blank (Empty) rejected

- Teacher Sex (JOHN) rejected

34
EVALUATION OF THE SYSTEM
Achievements
The St Dominic’s Science Lab Equipment System is able to do the following:

- Add a new record for example a new equipment’s record in the Equipment file.
- Provide security to the system using usernames and passwords to login.
- To search for a record, for example, to search for an equipment using Item
Number in the equipment file.
- Edit records, for example, to the teacher’s name in the Teacher file.

- To delete a record, for example, a borrower record, if the teacher returns

borrowed equipment.
Weaknesses/Limitations
The St Dominic’s Science Lab Equipment System is not able to do the following:

- Produce reports using fields combined from different files, for example, Teacher EC
Number, Item Number, Quantity and Purpose.
- Allow the user to change username and passwords after login.
Opportunities for future development
The system could be improved to perform the following:

- Produce reports combining different fields from different files.

- To allow the user to change username and passwords after login using the given
username and password for security reasons.

35
 APPENDICES
Appendix 1: Filled in Questionnaire

QUESTIONNAIRE FOR THE SCIENCE HEAD OF DEPARTMENT

INSTRUCTIONS
• From the following questions tick in the boxes provided for your answer and write
legibly in the spaces provided.
• Do not write your name.

1. How have you been using the current system?

0-5 years 6-10 years 10+ years

2. How many teachers do you serve per day?
0-5 6-10 11+ Above 10
3. Does the current system has any benefits?
Yes No
4. If Yes, indicate the benefits
_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

5. Do you encounter any challenges with the current system?

Yes No
6. If Yes, indicate the challenges
7. Do you have any complaints from the teachers regarding the current system?
Yes No
8. If Yes, indicate the complaints
9. How effective is the system in serving the staff
Poor Satisfaction Good

Very good Excellence

36
10. How long do you take searching for a record
Very slow Slow Very fast
11. How secure are the files?

Not secure Secure Very secure

12. What do you think can be done to improve the current system?
______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

13. If a computer system is introduced what do you suggest it should be able to do?
______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

37
Appendix 2: Interview Responses

INTERVIEW GUIDE FOR SCIENCE LAB TECHNICIAN

1. Interviewer: Can you please briefly explain how you do your operations in terms of
borrowing of equipment by teachers?
Lab Technician:

2. Interviewer: What are the benefits of this system?

Lab Technician:

3. Interviewer: How long have you been using the manual system?
Lab Technician:

4. Interviewer: How many teachers do you save per day?

Lab Technician:

5. Interviewer: How many equipment are borrowed per day?

Lab Technician:

6. Interviewer: How do you update your records?

Lab Technician:

38
7. Interviewer: How do you store your books?
Lab Technician:

8. Interviewer: Do you have any security challenges with your books?

Lab Technician:

9. Interviewer: What kind of problems do you have with the manual system?
Lab Technician:

10. Interviewer: When did you start to have problems?

Lab Technician:

11. Interviewer: What do you suggest to be done to improve the system?

Lab Technician:

39