MACHAKOS UNIVERSITY

DOCUMENT MANAGEMENT SYSTEM A CASE STUDY OF MACHAKOS

UNIVERSITY

BY

KELVIN MBUCHI MUCHOKI

J17/2476/2014

A PROJECT PROPOSAL SUBMITTED TO THE DEPARTMENT OF COMPUTING

AND INFORMATION TECHNOLOGY IN PARTIAL FULFILMENT OF THE
REQUIREMENTS FOR THE AWARD OF BACHELOR OF SCIENCE IN COMPUTER
SCIENCE OF MACHAKOS UNIVERSITY

NOVEMBER, 2019
 DECLARATION

I KELVIN MBUCHI MUCHOKI declare that the work conferred in this project
report is my own original work and have not been previously submitted for
obtaining any other qualification. Any reference material used has been cited and
acknowledged for by the references.

KELVIN MBUCHI MUCHOKI

J17/2476/2014 Date
Signature: ___________________________ ____________________________

This is to certify that this project proposal has been submitted for examination with my
approval as the Supervisor.

MS VERONICA MUTUA Date

Signature: ___________________________
____________________________
 ACKNOWLEDGEMENT

It brings me great pleasure for an opportunity to work and submit my project

proposal on Document Management System. For this, I would like to first and
foremost thank God for giving me the ability to bring this work to this far. I return
praise to Him for the free gift of life he has given me, wonderful opportunities that I
have had, the knowledge to share with others and the strength to write and develop
this project.

My profound gratitude to my Supervisor, Ms Veronica Mutua for her commitment,

advice, thoroughness and detailed assessment of my work during the research
period. Not only did she create time in order to make sure I get the Best out of this
research but also to the one reading this.

I also wish to thank my fellow colleagues for sharing their knowledge and
supporting me in any way to ensure that I deliver this work. Much thanks to all the
respondents for their cooperation and participation in the study.

Lastly, Deep appreciation goes to my family for their great assistance, love and
encouragement during the time of research.
To you all I say may God richly bless you

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TABLE OF CONTENTS
DECLARATION.................................................................................................................................. i
ACKNOWLEDGEMENT.................................................................................................................. ii
ABBREVIATIONS AND ACRONYMS.......................................................................................... iii
LIST OF TABLES ............................................................................................................................ iv
LIST OF FIGURES ......................................................................................................................... v
ABSTRACT........................................................................................................................................ vi
CHAPTER ONE: INTRODUCTION ............................................................................................... 1
1.1 Background of The Study ....................................................................................................... 1
1.2 Problem Statement ........................................................................................................................ 2
1.3 Objectives ................................................................................................................................. 3
1.3.1 General Objective ............................................................................................................... 3
1.3.2 Specific Objectives .............................................................................................................. 3
1.4 Justification of the study ......................................................................................................... 4
1.5 Project Scope ........................................................................................................................... 5
CHAPTER TWO: LITERATURE REVIEW .................................................................................. 6
2.1 Introduction ................................................................................................................................... 6
2.2 Existing System ........................................................................................................................... 7
2.2.1 Weaknesses of the Existing systems........................................................................................ 7
2.3 Proposed System ......................................................................................................................... 8
CHAPTER THREE: RESEARCH METHODOLOGY................................................................ 9
3.1 Introduction ................................................................................................................................. 9

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3.2 Software Development Methodology.........................................................................................10
3.3 Data collection method and tools...............................................................................................11
3.3.1 Interview....................................................................................................................................12
3.3.2 Questionnaire....................................................................................................................12
3.3.3 Observation.......................................................................................................................12
3.4 Development Languages and tools.............................................................................................13
3.4.1 Languages..................................................................................................................................14
3.4.2 Tools...........................................................................................................................................15

REFERENCES..................................................................................................................................16
APPENDICES...................................................................................................................................17
APPENDIX 1: QUESTIONNAIRE.................................................................................................18

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 ABBREVIATIONS AND ACRONYMS

DMS- Document Management System

SDLC- Software Development Life Cycle

WI-FI- Wireless Fidelity

SQL- Structured Query Language

PHP- Hypertext Preprocessor

DFD- Data Flow Diagram

ERD- Entity Relationship Diagram

URL-Uniform Resource Locator

EDMS- Electronic Document Management System

LIST OF FIGURES

Figure 3. 1 Agile Development methodology............................................................................... 15

Figure 3. 2 Iterative Process Flow Model......................................................................................16
 ABSTRACT
This System is an online document management portal for managing academic documents
between students and lecturers. This innovative system allows lecturers to share important
documents as well as information with students. This system is built on an online server that
allows faculty staffs to upload data and students may view, search and download required
documents. The staffs are able to store their own documents in their private repository. Here
students only see and download data of their particular program. The rest of course materials is
hidden. Faculty lecturers may access, edit, and upload documents to any course or add any notice
to students as desired. Faculty operates through online server and document uploading is simpler
through it. Faculty staffs may upload documents of subject syllabus, timetable document,
notifications, notes and give out assignment through their provided login. When the teacher
uploads documents on the system, the student would login into the system and view the materials
that has been posted. This system has been designed to reduce effort between both the students
and the lecturers. In order to accomplish the objectives of developing a Document Management
System, the system would be developed in a web-based platform such that it can be accessed
from anywhere anytime as long as there is internet connection. The impact of developing this
project is that it would improve workflow in terms of sharing of documents between faculty
staffs and students machakos university and also increase collaboration and communication.

ix
 CHAPTER ONE: INTRODUCTION

1.1 Background of The Study

A document is everything that has been stored into an accessible source (Eleoranta et al. 2001).
While an electronic document management system (EDMS) is defined as an
automated ,electronic document and records management system that enables organizations to
manage unstructured information captured in paper and electronic formats, such as emails, word
processed and spreadsheet contents (Pauline, 2008)
In digital age, information technology and the Internet network is no stranger in the community.
Almost all the activities in the community of economic activities, education, government to
leisure activities, carried out with the involvement of information technology and the Internet.
The existence of information technology and the Internet to make someone get in touch with
others without being obstructed by time and distance, so a person can communicate and get
information effectively and efficiently, therefore many government agencies, educational and
private use of information technology and the Internet because it was considered to be help
improve the performance and productivity of the company and institutions
Most learning institutions with an overarching electronic document management system in
place handle with ease all their internally and externally generated information hence operate at a
more superior level in terms of efficiency and effectiveness in service delivery as compared to
those organizations that still heavily rely on manual files and folders.
Machakos University Web-based Document Management System Will help the university to
improve its operations in the delivery of Course Work materials and Online Collaboration
between separate group of people i.e. lecturers and students. If put on the internet, it will be
beneficial in terms of user’s files being instantly portable and accessible with any device with an
internet connection (Cheng, J. C, 2017).

2
1.2 Problem Statement
In order to accomplish the Machakos University mission statement, the university seeks to
advance knowledge and learning in Science and Technology through teaching, learning,
Consultancy, research and innovation for Socio-economic development. Document Management
System is one important aspect of teaching and learning, since most of the activities in learning
involves documentation and electronic documents.
However, Departmental staffs in the schools currently lack an appropriate and efficient
decentralized platform where they can share files between students. Many students report that
they miss important information and documents about their studies because the platform for
sharing is WhatsApp and Email which at some point information may be lost. Others report that
they do not get updates and notices in time hence this causes a delay in learning. While using
other platforms for sharing documents, the information is lost on transit and does not necessarily
reach everyone.
The existing system is semi-automated system. Here, in this system there is no platform for
storing personal documents for future reference and audit in the case of compliance regulations.
It’s a limited system and fewer user friendly. Searching of particular information is very critical
it takes much of the time. The users cannot restrict the file sharing options. The different users
can access documents and information belonging to other individuals. Privacy is very important
when it comes to confidential information.
Limited Collaboration is another critical limitation. Collaboration on documents is extremely
hard when working with paper versions. If several department head in machakos university need
to confer on a document, they must have multiple copies printed, make amendments separately
and then share their version with each other before pursuing further changes.
In response to the problem existing in the systems, the developed Document Management
System will automate and improved the Faculty’s operations. The system provides a platform
for lecturers and students to share and manage important information, notices and course work
materials needed. It also stores documents for the purpose of auditing.
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1.3 Objectives
1.3.1 General Objective
The main objective was to develop a Web based Document Management System to
share, track, manage, store and retrieve digital documents.
1.3.2 Specific Objectives
The study had the following specific objective:
1. To analyze the requirements needed to develop the system.
2. To design a system able to store and track documents.
3. To develop a system that allow storage, sharing and management of academic
documents.
4. To validate a Document Management System to confirm that it meets the
specifications and purpose.

1.4 Justification of the study

The purpose of this project is to implement a web-based document management system that
stores and manage documents. The system is very effective where the use of mobile phones and
computer systems has indeed taken over large market and more people are familiar with the idea
of Centralized access.

In this case, development and implementation of a Document Management System is significant

to the Institution Productivity in the following ways:

Increase Collaboration and Communication among the teaching staffs and students especially in
geographical location by having the ability to quickly access documents and share them through
an online workspace such as internet. Document retrieval when needed later can be possible with
this system.

Improving workflow in terms of movement of documents between users of the systems and also
storage of personal documents.

Regulatory Compliance. The system helps in ensuring compliance with rules and regulations by
the government requiring maintenance of different kinds of data and documents.

It helps in making it much easier and faster to locate and access the right information. This saves
on the cost and time of searching for documents in the repository.

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1.5 Project Scope

The main drive of this study is to create a Web-based Document sharing and Management
system with metadata and management capabilities within Murang’a University of Technology
for the school departments. The project management scope of work to be done by the system
include providing a portal that to improve collaboration and efficiency between students and
teachers in Murang’a University of Technology. The project was developed and implemented
over a time period from January to May 2019.

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 CHAPTER TWO: LITERATURE REVIEW

2.1 Introduction
Many systems have been developed to support Document management within institutions of
different levels including those of higher learning and other organizations. Although the
literature covers a wide review of the existing system, this review focusses on discussing
different techniques based on the objectives of the proposed system, the advantages and
disadvantages of each technique, Discuss the existing systems with their strengths and
limitations and summarize the findings on the whole chapter.

2.2 System Requirements Analysis

2.2.1 System Analysis Techniques

System analysis consists of collecting, organizing, and evaluating facts about a system and the
environment in which it operates (Dennis, A., & Wixom, 2018).

Below are different techniques used in the analysis of different Document management systems.
The approaches are categorized into Model-Driven Analysis and Accelerated system analysis.

Model Driven Analysis emphasizes the drawing of pictorial system models to document and
validate both existing and/or proposed systems. Developed system model becomes the blueprint
for designing and constructing an improved system. The three types of model-driven analysis
include: Structured analysis Focuses on the flow of data through processes

Key Models used include Data flow diagram. Information engineering Focuses on structure of
stored data. Entity Relationship Diagram are also used to illustrate and synchronize the system’s
data and processes.

In Object-oriented Analysis Integrated data and process concerns into objects. It illustrates the
system’s objects from various perspectives such as structure and behavior.

Model-driven system analysis techniques has advantages that makes it a good method of analyzing
the system. Results in software being less sensitive to changes in personnel. As you do not need a
technical specialist anymore to build software. Furthermore, if someone joins a project it is far easier
to understand the high-level model of the software applications. Model-driven also bridges the gap
between business and IT. Domain experts (or business analysts) are directly involved in

6
the development process. IT (a software application) is defined on a much higher-level. The
models are as much as possible declarative and defined in domain concepts. It enables to focus
on business problems instead of technology. Model Driven allows you to focus on business
problems and how to solve these problems using IT, instead of focusing on technology. Model-
driven approach ensures less-error in delivered software. It also ensures that you can focus on
testing the functionality of the application, i.e. acceptance testing. Technical problems are
covered by testing the model driven tool (Tolvanen, J. P., & Kelly, 2016).

The modeling environment doesn’t always support version control. The roles of project members
are quite different. Building the solution is done by so-called business engineers instead of
programmers. These people need to understand the business (like e.g. traditional functional
designers) but they also need to express the knowledge they gather in a formal model.

Models are only flexible where flexibility has been designed. you are limited by the kind of
Model Driven Engineering tool you use. Second, you’re only flexible in the parts of the solution
covered by the used Domain-Specific languages.

Accelerated System Analysis approaches emphasize the construction of prototypes to more

rapidly identify business and user requirements for a new system. Prototype– a small-scale,
incomplete, but working sample of a desired system.

There are types of Accelerated System Analysis which include Discovery Prototyping and Rapid
Architected Analysis. Discovery prototyping identify the users’ business requirements by
building a small-scale, representative or working model of the users’ requirements in order to
discover or verify them. Rapid Architected Analysis derive system models from existing systems
or discovery prototypes. This method is Similar to reverse engineering.

Systems analysis is an iterative process that continues until a preferred and acceptable solution
emerges.

7
2.3 Design Techniques
Software design is a process to conceptualize the software requirements into software
implementation. Software design takes the user requirements as challenges and tries to find
optimum solution (Tutorialspoint, 2018).

Software Design, is a process of implementing software solutions to one or more sets of

problems. It transforms users and client’s requirements into some suitable form, which helps
programmer in coding and implementation (Professionalqa, 2018).

Some of the Software Design Techniques implemented for software include the following:

Function Oriented Design is decomposed into set of interacting units called functions
where each unit has clearly defined function. This design mechanism divides the whole system
into smaller functions, which provides means of abstraction by concealing the information and
their operation. These functional modules can share information among themselves by means of
information passing and using information available globally. The activities of this strategy
include Data-flow design, Structural decomposition and Detailed design description.

Object-Oriented Design. Object oriented design works around the entities and their
characteristics instead of functions involved in the software system. This design strategy focuses
on entities and its characteristics Is based on the idea of information hiding. System is viewed as
a set of interacting objects, with their own private state. Dominant design strategy for new
software systems. Objects communicate by calling on services offered by other objects rather
than sharing variables. This reduces the overall system coupling. Message passing model allows
objects to be implemented as concurrent processes (Honiden, 2015).

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2.4 Development Techniques
2.4.1 Top-Down Programming technique
Top-down programming focuses on the use of modules. It is therefore also known as modular
programming. The program is broken up into small modules so that it is easy to trace a particular
segment of code in the software program. The modules at the top level are those that perform
general tasks and proceed to other modules to perform a particular task. Each module is based on
the functionality of its functions and procedures. In this approach, programming begins from the
top level of hierarchy and progresses towards the lower levels. The implementation of modules
starts with the main module. After the implementation of the main module, the subordinate
modules are implemented and the process follows in this way. In top-down programming, there
is a risk of implementing data structures as the modules are dependent on each other and they
have to share one or more functions and procedures. In this way, the functions and procedures
are globally visible. In addition to modules, the top-down programming uses sequences and the
nested levels of commands.

2.4.2 Bottom-up Technique

Bottom-up programming refers to the style of programming where an application is constructed
with the description of modules. The description begins at the bottom of the hierarchy of
modules and progresses through higher levels until it reaches the top. Bottom-up programming is
just the opposite of top-down programming. Here, the program modules are more general and
reusable than top-down programming.

It is easier to construct functions in bottom-up manner. This is because bottom-up programming

requires a way of passing complicated arguments between functions. It takes the form of
constructing abstract data types in languages such as C++ or Java, which can be used to
implement an entire class of applications and not only the one that is to be written. It therefore
becomes easier to add new features in a bottom-up approach than in a top-down programming
approach. (ecomputernotes, 2018)

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2.5 Implementation Techniques

Implementation is a process of ensuring that the information system is operational. It involves

Constructing a new system from scratch or Constructing a new system from the existing one.
Implementation allows the users to take over its operation for use and evaluation. It involves
training the users to handle the system and plan for a smooth conversion.

Techniques involved in the implementation of the system involves testing, training, conversion
and documentation.

2.5.1 System Testing

System Testing is the process of testing an integrated system to verify that it meets
specified requirements.

Types of testing in the existing systems include Inspection where Manually examine code for
errors. Walkthrough Manually review code to find errors by examining what the code does. Desk
checking Manually work through the code, executing each instruction using test cases. Syntax
checking Uncover syntax errors by a compiler. Unit/module testing Discover any error that may
exist in a module's code. Integration testing Discover any error that may exist by combining
modules. System testing discover any error that may exist by integrating programs into systems.

2.5.2 Training
The personnel in the system must know in detail what their roles will be, how they can use the
system, and what the system will or will not do. The success or failure of well-designed and
technically elegant systems can depend on the way they are operated and used. The personnel to
be trained are the users of the system operators. The user training involves how to operate the
equipment, troubleshooting the system problem, determining whether a problem that arose is
caused by the equipment or software and how the system works.

Various methods of training to be used include; Virtual classroom, self-paced training,

multimedia training where courses are presented in multimedia format and stored in flash drives
or CD-ROM. Web-based Training are often presented in hyper media format and developed to
support internet and intranet.

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2.5.3 Conversion
It is a process of migrating from the old system to the new one. It provides understandable and
structured approach to improve the communication between management and project team.

Methods of conversions used include-parallel conversion where the old and new systems are
used simultaneously. Its advantage includes providing a backup when there is a failure in the
new system. It offers greatest security. It is disadvantageous in that it causes overruns. Direct
Conversion involves new system being implemented and old system is replaced completely.
Pilot Changeover approach supports phased approach that gradually implement system across all
users. It allows training and installation without unnecessary use of resources. Avoid large
contingencies with risk management. A long term phase may cause a problem of whether
conversion goes well or not.

2.5.4 Documentation
Software documentation is written text or illustration that accompanies computer software or is
embedded in the source code. It either explains how it operates or how to use it, and may mean
different things to people in different roles.

Different Types of documentation include System documentation for maintenance programmers

Records detail information about a system's design specifications, functionality (external), and
internal workings (internal), e.g., DFDs, ERDs, Structured English, Structure Chart, Pseudocode.

User documentation end-users. It Records information about an application system, how it

works, and how to use it, e.g., user manual, procedure manual.

11
2.6 Existing System
One of the biggest effects that modern technology has on business operations and institutions
revolves around document automation. It is increasingly used within certain industries to
assemble legal documents, contracts and letters.

A Web-based Document Management System developed by Sengol Mary J and Usha S (2015),
revolves around a centralized repository that is used to manage the storage of any type of information
that could be of value to an organization, and protect the same against loss. As content stored within
a DMS is typically self-contained, a well-designed document management system promotes finding
and sharing of information. Also, based on the developed system the first step in the document
lifecycle that kicks off the document management workflow is the creation of documents. The
operations performed are creation, editing, review, approval, publishing, distribution and reading.
Each phase of the process is performed by a person in a specific role with distinct access to and
responsibility for a document. It is important to understand these roles and what each can do in the
system. The system adopts the document process and document management workflow of the
previous system, the current system is related to the developed system in terms of operations like
creation, editing and viewing of documents. Also, it has a similarity when it comes to distinct person
who is accessing the documents. (Sengol,2015)

A Document Management System developed by Zhang Deng-Hong and Liang Xiao-Hong

(2010), was developed to adopt the mode of user grading management to provide different
resources to different levels of customer. It is a kind of network resources sharing mechanism.
The Document Management System includes two kinds of service: user management and
resources sharing. Resources sharing can be divided into uploading, downloading and deleting. It
is mainly used for providing the resources sharing. Documents can only be shared to be
accessed, including uploading, downloading and deleting in its level. The system brings out a
management method of centralization and multi-user processing. It offers a simple and effective
tool for document management. If expanded, such as, it can provide higher data sharing
performance for document sharing and higher efficiency of document management.

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2.6.1 Weaknesses of the Existing systems
The concept of the study on the existing systems helped the developers to improve and
understand document sharing. While in terms of providing all kinds of supporting documents
format, pictures and media files, the current system can also process user defined formatting
documents. The current project and the developed system can only be shared to be accessed.

The existing system is semi-automated system. Here, in this system there is no platform for
storing personal documents for future reference and audit in the case of compliance regulations.
It’s a limited system and fewer users friendly. Searching of particular information is very critical
it takes lot of time. The users cannot able to restrict the file sharing options.

Enforcement of Audit and accountability program is a challenge in the existing system. The
system does not have an automated method of making its users aware of some of the security
risks that come with the convenience of digital devices, rigorous maintaining of a proper
document management system and its various processes. This increases the possibility for
accidental security breaches in the company information.

2.7 Proposed System

The development of this new proposed system would contain the following activities, which is to
try to automate the entire process keeping in the view of database integration approach. User
Friendliness is provided in the application with various controls provided by system Rich User
Interface. The system makes the overall project management much easier and flexible. It can be
accessed over the Internet. Various classes have been used for file uploading and downloading.
The user information files are stored in distributed database which can be maintained by the
system. This can give the good security for user information because data is not in client
machine. Authentication is provided for this application only registered users can access. There
is no risk of data management at any level while the project development is under process.

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 CHAPTER THREE: RESEARCH METHODOLOGY

3.1 Introduction
The purpose of this chapter is to clarify the methodological framework used to conduct this
research project. In details, this chapter presents the discussion on the research methodology of
the study, the methods and procedures of data gathering used.

3.2 Software Development Methodology

A methodology is a system of broad principles or rules from which specific methods or
procedures may be derived to interpret or solve different problems within the scope of a
particular discipline. (itinfo,2018)

Software development methodology is a framework that is used to structure, plan, and control
the process of developing an information system. This kind of development methodologies are
only concerned with the software development process, so it does not involve any technical
aspect of, but only concern with proper planning for the software development. Software
development methodologies play a vital part of developing the software. There are many
methodologies which are used by the professional software development companies and
Software Engineers nowadays ranging from conventional, time consuming models for large
project to iterative, fast project development process models (tatvasoft,2018).

The Agile Software Development method is chosen as a methodology for this project and all
activities are organized and arranged as per methodology defined in this model. Agile Software
Development is an approach that is used to design a disciplined software management process
which also allows some frequent alteration in the development project. This is a type of software
development methodologies which is one conceptual framework for undertaking various
software engineering projects. It is used to minimize risk by developing software in short time
boxes which are called iterations.

Some of the reason for choice of Iterative Approach model as process model are:

Agile methodology has an adaptive approach which is able to respond to the changing
requirements of the clients. Direct communication and constant feedback from customer
representative leave no space for any guesswork in the system.

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Document Management System is implemented and executed following the iterative approach of
the agile method illustrated below.

Figure 3. 1 Agile Development methodology

Figure 3. 2 Iterative Process Flow Model

15
As it is a large system that being implemented, some feature may be kept adding with time. My
reason for selecting iterative model is that in such type of system, that are processed for decision
making purposes, it is common for new analytical details addition, addition of new reports and
many other synchronization features. Accordingly, one needs to make some modification on
software design and requirement analysis. Thus the iterative development process is the most
suitable methodology for decision support system. Due to nature of the project the iterative
SDLC model is ideal.

3.3 Data collection method and tools

There are many tools and methods for the collection of data and they might differ from one type
of data (Quantitative or qualitative) to another.

3.3.1 Interview
For the purposes of this project, in depth interviews was used. In depth interviews are personal
and unstructured interviews, whose aim is to identify participant’s emotions, feelings, and
opinions regarding a particular research subject. The main advantage of personal interviews is
that they involve personal and direct contact between interviewers and interviewees, as well as
eliminate non-response rates, but interviewers need to have developed the necessary skills to
successfully carry an interview. What is more, unstructured interviews offer flexibility in terms
of the flow of the interview, thereby leaving room for the generation of conclusions that were not
initially meant to be derived regarding a research subject. However, there is the risk that the
interview may deviate from the pre-specified research aims and objectives.

3.3.2 Questionnaire

As far as data collection tools was concerned, the conduction of the research also involved the
use of Semi-Structured questionnaire, which was used as an interview guide for the researcher.
Some certain questions were prepared, so as for the researcher to guide the interview towards the
satisfaction of research objectives, but additional questions were made encountered during the
interviews. The reason behind choosing this method of data collection is that responses can be
analyzed with quantitative methods by assigning numerical values. Also the results are generally
easier to analyze than qualitative techniques of data collection. Finally, Pretest/Posttest can be
compared and analyzed. However, one major disadvantage of Using questionnaires is the

16
possibility of low response rates. Low response can lower the confidence in the results provided
by the respondents. Another disadvantage is the inability to probe responses. Questionnaires are
structured instruments. They allow little flexibility to the respondent with respect to response
format. In essence, they often lose the "flavor of the response"

3.3.3 Observation

Observation is another method used to collect information. The reason behind the choice of this
method is that It allows for the study of the dynamics of a situation, frequency counts of target
behaviors, or other behaviors as indicated by needs of the evaluation. It is a Good source for
providing additional information about a particular group, can use video to provide
documentation. Can produce qualitative (e.g., narrative data) and quantitative data (e.g.,
frequency counts, mean length of interactions, and instructional time)

17
3.4 Development Languages and tools
3.4.1 Languages
The following are the programming languages that were used for the development of Murang’a
University of Technology Document Management System.

Languages and Scripting

i. PHP
ii. HTML
iii. CSS
iv. JAVASCRIPT
v. JQUERY
vi. SQL
vii. AJAX
viii. Code Igniter Framework

3.4.2 Tools
The following tools were used during the development cycle.

i. Xampp localhost/ local server

ii. Sublime Text Code Editor
iii. Microsoft project for planning of projects schedule
iv. HeidiSQL Database Management Tool

In addition to the tools, some framework used in the development were:

i. Bootstrap (For a responsive web interface) and Ajax Control toolkit for PHP
ii. CodeIgniter PHP framework

18
 ABSTRACT
This System is an online document management portal for managing academic documents
between students and lecturers. This innovative system allows lecturers to share important
documents as well as information with students. This system is built on an online server that
allows faculty staffs to upload data and students may view, search and download required
documents. The staffs are able to store their own documents in their private repository. Here
students only see and download data of their particular program. The rest of course materials is
hidden. Faculty lecturers may access, edit, and upload documents to any course or add any notice
to students as desired. Faculty operates through online server and document uploading is simpler
through it. Faculty staffs may upload documents of subject syllabus, timetable document,
notifications, notes etc. through their provided login. When the teacher uploads documents on the
system, the student would login into the system and view the materials that has been posted. This
system has been designed to reduce effort between both the students and the lecturers. In order to
accomplish the objectives of developing a Document Management System, the system would be
developed in a web-based platform such that it can be accessed from anywhere anytime as long
as there is internet connection. The impact of developing this project is that it would improve
workflow in terms of sharing of documents between faculty staffs and students and also increase
collaboration and communication.

ix
 CHAPTER ONE: INTRODUCTION

1.1 Background of The Study

The history of document management has its origins in the late nineteenth century with the
invention of the file cabinet. In 1898, Edwin Grenville Seibels devised the vertical file system, in
which paper documents are organized in drawers contained in stacked cabinets. These cabinets
would remain the main method of document storage in the business world for the greater portion
of the twentieth century.

In the 1980s, an EDMS could be managed only by a word processing center operator. In the early
1990s, the development of more user-friendly systems allowed knowledge workers to operate DMS
on their own. DMS could now be used to collaborate directly with clients. Some companies, such as
Biel’s Document Management—previously Biel’s Photocopy Service—adapted to the new trends by
specializing in top-quality document management services. Companies like Biel’s provide a variety
of cutting-edge tools to help businesses develop their own document management systems for greater
efficiency, ease of access, and security. When PCs started to get distributed and connected on a LAN
(local area network), firms were then able to create and store documents on their computer—power
to the user! But distributed PCs managed by the local area network sent unstructured documents
scattered everywhere (eFileCabinet, 2015).

Today, there are a number of options when it comes to document management. Luckily, these
systems are much more user-friendly. Adding files to your document management system is quick
and easy. The system allows you to search for files in practically no time at all. Because of this, more
and more companies are losing the filing cabinets and moving toward electronic systems.

This is saving money for these companies. Not only do they no longer need to spend extra
money on storage space, they also don’t have to worry about employees wasting time trying to
find documents.

SharePoint Server as an example of a Document Management System is provided to organizations

that seek greater control over SharePoint's behavior or design. This product is installed on the
customer's IT infrastructure. It receives less frequent updates, but has access to a wider set of features
and customization capabilities. There are three editions of SharePoint Server: Standard,

1
Enterprise, and Foundation (free) which was discontinued in 2016. These servers may be
provisioned as normal virtual/cloud servers, or as hosted services. With SharePoint software, you
can social network and collaborate.

Oracle Enterprise Content Management Suite bundles Oracle's solutions for Oracle Universal
Content Management, Oracle Universal Records Management, and Oracle Imaging and Process
Management, providing a complete solution for customers seeking to implement an enterprise-
wide content management system. Oracle Enterprise Content Management Suite includes
restricted use Oracle Information Rights Management to secure content. Information Rights
Management can only be used in conjunction with Oracle Universal Content Management,
Oracle Universal Records Management, Oracle Imaging and Process Management, or Content
Conversion Server (Oracle, 2018).

eFileCabinet is another Document Management System that is geared towards small and
developing companies. This software has numerous integrations for quick data migration, a
variety of delivery modules, and swift file uploads. The cost of eFileCabinet depends on your
chosen deployment—on-premise or in-cloud—and varies based on the number of users, features,
and add-ons to ensure you’re getting a solution that accommodates your needs.

Murang’a University of Technology Web-based Document Management System helps the

university to improve its operations in the delivery of Course Work materials and Online
Collaboration between separate group of people i.e. lecturers and students. If put on the internet,
it will be beneficial in terms of user’s files being instantly portable and accessible with any
device with an internet connection (Cheng, J. C, 2017).

2
1.2 Problem Statement
In order to accomplish the Murang’a University mission statement, the university seeks to
advance knowledge and learning in Science and Technology through teaching, learning,
Consultancy, research and innovation for Socio-economic development. Document Management
System is one important aspect of teaching and learning, since most of the activities in learning
involves documentation and electronic documents.

However, Departmental staffs in the schools currently lack an appropriate and efficient decentralized
platform where they can share files between students. Many students report that they miss important
information and documents about their studies because the platform for sharing is WhatsApp and
Email which at some point information may be lost. Others report that they do not get updates and
notices in time hence this causes a delay in learning. While using other platforms for sharing
documents, the information is lost on transit and does not necessarily reach everyone.

The existing system is semi-automated system. Here, in this system there is no platform for
storing personal documents for future reference and audit in the case of compliance regulations.
It’s a limited system and fewer user friendly. Searching of particular information is very critical
it takes much of the time. The users cannot restrict the file sharing options. The different users
can access documents and information belonging to other individuals. Privacy is very important
when it comes to confidential information.

Limited Collaboration is another critical limitation. Collaboration on documents is extremely

hard when working with paper versions. If several department head need to confer on a
document, they must have multiple copies printed, make amendments separately and then share
their version with each other before pursuing further changes.

In response to the problem existing in the systems, the developed Document Management
System has automated and improved the Faculty’s operations. The system provides a platform
for lecturers and students to share and manage important information, notices and course work
materials needed. It also stores documents for the purpose of auditing.

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1.3 Objectives
1.3.1 General Objective
The main objective was to develop a Web based Document Management System to
share, track, manage, store and retrieve digital documents.
1.3.2 Specific Objectives
The study had the following specific objective:
5. To analyze the requirements needed to develop the system.
6. To design a system able to store and track documents.
7. To develop a system that allow storage, sharing and management of academic
documents.
8. To validate a Document Management System to confirm that it meets the
specifications and purpose.

1.4 Justification of the study

The purpose of this project is to implement a web-based document management system that
stores and manage documents. The system is very effective where the use of mobile phones and
computer systems has indeed taken over large market and more people are familiar with the idea
of Centralized access.

In this case, development and implementation of a Document Management System is significant

to the Institution Productivity in the following ways:

Increase Collaboration and Communication among the teaching staffs and students especially in
geographical location by having the ability to quickly access documents and share them through
an online workspace such as internet. Document retrieval when needed later can be possible with
this system.

Improving workflow in terms of movement of documents between users of the systems and also
storage of personal documents.

Regulatory Compliance. The system helps in ensuring compliance with rules and regulations by
the government requiring maintenance of different kinds of data and documents.

It helps in making it much easier and faster to locate and access the right information. This saves
on the cost and time of searching for documents in the repository.

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1.5 Project Scope

The main drive of this study is to create a Web-based Document sharing and Management
system with metadata and management capabilities within Murang’a University of Technology
for the school departments. The project management scope of work to be done by the system
include providing a portal that to improve collaboration and efficiency between students and
teachers in Murang’a University of Technology. The project was developed and implemented
over a time period from January to May 2019.

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 CHAPTER TWO: LITERATURE REVIEW

2.1 Introduction
Many systems have been developed to support Document management within institutions of
different levels including those of higher learning and other organizations. Although the
literature covers a wide review of the existing system, this review focusses on discussing
different techniques based on the objectives of the proposed system, the advantages and
disadvantages of each technique, Discuss the existing systems with their strengths and
limitations and summarize the findings on the whole chapter.

2.2 System Requirements Analysis

2.2.1 System Analysis Techniques

System analysis consists of collecting, organizing, and evaluating facts about a system and the
environment in which it operates (Dennis, A., & Wixom, 2018).

Below are different techniques used in the analysis of different Document management systems.
The approaches are categorized into Model-Driven Analysis and Accelerated system analysis.

Model Driven Analysis emphasizes the drawing of pictorial system models to document and
validate both existing and/or proposed systems. Developed system model becomes the blueprint
for designing and constructing an improved system. The three types of model-driven analysis
include: Structured analysis Focuses on the flow of data through processes

Key Models used include Data flow diagram. Information engineering Focuses on structure of
stored data. Entity Relationship Diagram are also used to illustrate and synchronize the system’s
data and processes.

In Object-oriented Analysis Integrated data and process concerns into objects. It illustrates the
system’s objects from various perspectives such as structure and behavior.

Model-driven system analysis techniques has advantages that makes it a good method of analyzing
the system. Results in software being less sensitive to changes in personnel. As you do not need a
technical specialist anymore to build software. Furthermore, if someone joins a project it is far easier
to understand the high-level model of the software applications. Model-driven also bridges the gap
between business and IT. Domain experts (or business analysts) are directly involved in

6
the development process. IT (a software application) is defined on a much higher-level. The
models are as much as possible declarative and defined in domain concepts. It enables to focus
on business problems instead of technology. Model Driven allows you to focus on business
problems and how to solve these problems using IT, instead of focusing on technology. Model-
driven approach ensures less-error in delivered software. It also ensures that you can focus on
testing the functionality of the application, i.e. acceptance testing. Technical problems are
covered by testing the model driven tool (Tolvanen, J. P., & Kelly, 2016).

The modeling environment doesn’t always support version control. The roles of project members
are quite different. Building the solution is done by so-called business engineers instead of
programmers. These people need to understand the business (like e.g. traditional functional
designers) but they also need to express the knowledge they gather in a formal model.

Models are only flexible where flexibility has been designed. you are limited by the kind of
Model Driven Engineering tool you use. Second, you’re only flexible in the parts of the solution
covered by the used Domain-Specific languages.

Accelerated System Analysis approaches emphasize the construction of prototypes to more

rapidly identify business and user requirements for a new system. Prototype– a small-scale,
incomplete, but working sample of a desired system.

There are types of Accelerated System Analysis which include Discovery Prototyping and Rapid
Architected Analysis. Discovery prototyping identify the users’ business requirements by
building a small-scale, representative or working model of the users’ requirements in order to
discover or verify them. Rapid Architected Analysis derive system models from existing systems
or discovery prototypes. This method is Similar to reverse engineering.

Systems analysis is an iterative process that continues until a preferred and acceptable solution
emerges.

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2.3 Design Techniques
Software design is a process to conceptualize the software requirements into software
implementation. Software design takes the user requirements as challenges and tries to find
optimum solution (Tutorialspoint, 2018).

Software Design, is a process of implementing software solutions to one or more sets of

problems. It transforms users and client’s requirements into some suitable form, which helps
programmer in coding and implementation (Professionalqa, 2018).

Some of the Software Design Techniques implemented for software include the following:

Function Oriented Design is decomposed into set of interacting units called functions
where each unit has clearly defined function. This design mechanism divides the whole system
into smaller functions, which provides means of abstraction by concealing the information and
their operation. These functional modules can share information among themselves by means of
information passing and using information available globally. The activities of this strategy
include Data-flow design, Structural decomposition and Detailed design description.

Object-Oriented Design. Object oriented design works around the entities and their
characteristics instead of functions involved in the software system. This design strategy focuses
on entities and its characteristics Is based on the idea of information hiding. System is viewed as
a set of interacting objects, with their own private state. Dominant design strategy for new
software systems. Objects communicate by calling on services offered by other objects rather
than sharing variables. This reduces the overall system coupling. Message passing model allows
objects to be implemented as concurrent processes (Honiden, 2015).

8
2.4 Development Techniques
2.4.1 Top-Down Programming technique
Top-down programming focuses on the use of modules. It is therefore also known as modular
programming. The program is broken up into small modules so that it is easy to trace a particular
segment of code in the software program. The modules at the top level are those that perform
general tasks and proceed to other modules to perform a particular task. Each module is based on
the functionality of its functions and procedures. In this approach, programming begins from the
top level of hierarchy and progresses towards the lower levels. The implementation of modules
starts with the main module. After the implementation of the main module, the subordinate
modules are implemented and the process follows in this way. In top-down programming, there
is a risk of implementing data structures as the modules are dependent on each other and they
have to share one or more functions and procedures. In this way, the functions and procedures
are globally visible. In addition to modules, the top-down programming uses sequences and the
nested levels of commands.

2.4.2 Bottom-up Technique

Bottom-up programming refers to the style of programming where an application is constructed
with the description of modules. The description begins at the bottom of the hierarchy of
modules and progresses through higher levels until it reaches the top. Bottom-up programming is
just the opposite of top-down programming. Here, the program modules are more general and
reusable than top-down programming.

It is easier to construct functions in bottom-up manner. This is because bottom-up programming

requires a way of passing complicated arguments between functions. It takes the form of
constructing abstract data types in languages such as C++ or Java, which can be used to
implement an entire class of applications and not only the one that is to be written. It therefore
becomes easier to add new features in a bottom-up approach than in a top-down programming
approach. (ecomputernotes, 2018)

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2.5 Implementation Techniques

Implementation is a process of ensuring that the information system is operational. It involves

Constructing a new system from scratch or Constructing a new system from the existing one.
Implementation allows the users to take over its operation for use and evaluation. It involves
training the users to handle the system and plan for a smooth conversion.

Techniques involved in the implementation of the system involves testing, training, conversion
and documentation.

2.5.1 System Testing

System Testing is the process of testing an integrated system to verify that it meets
specified requirements.

Types of testing in the existing systems include Inspection where Manually examine code for
errors. Walkthrough Manually review code to find errors by examining what the code does. Desk
checking Manually work through the code, executing each instruction using test cases. Syntax
checking Uncover syntax errors by a compiler. Unit/module testing Discover any error that may
exist in a module's code. Integration testing Discover any error that may exist by combining
modules. System testing discover any error that may exist by integrating programs into systems.

2.5.2 Training
The personnel in the system must know in detail what their roles will be, how they can use the
system, and what the system will or will not do. The success or failure of well-designed and
technically elegant systems can depend on the way they are operated and used. The personnel to
be trained are the users of the system operators. The user training involves how to operate the
equipment, troubleshooting the system problem, determining whether a problem that arose is
caused by the equipment or software and how the system works.

Various methods of training to be used include; Virtual classroom, self-paced training,

multimedia training where courses are presented in multimedia format and stored in flash drives
or CD-ROM. Web-based Training are often presented in hyper media format and developed to
support internet and intranet.

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2.5.3 Conversion
It is a process of migrating from the old system to the new one. It provides understandable and
structured approach to improve the communication between management and project team.

Methods of conversions used include-parallel conversion where the old and new systems are
used simultaneously. Its advantage includes providing a backup when there is a failure in the
new system. It offers greatest security. It is disadvantageous in that it causes overruns. Direct
Conversion involves new system being implemented and old system is replaced completely.
Pilot Changeover approach supports phased approach that gradually implement system across all
users. It allows training and installation without unnecessary use of resources. Avoid large
contingencies with risk management. A long term phase may cause a problem of whether
conversion goes well or not.

2.5.4 Documentation
Software documentation is written text or illustration that accompanies computer software or is
embedded in the source code. It either explains how it operates or how to use it, and may mean
different things to people in different roles.

Different Types of documentation include System documentation for maintenance programmers

Records detail information about a system's design specifications, functionality (external), and
internal workings (internal), e.g., DFDs, ERDs, Structured English, Structure Chart, Pseudocode.

User documentation end-users. It Records information about an application system, how it

works, and how to use it, e.g., user manual, procedure manual.

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2.6 Existing System
One of the biggest effects that modern technology has on business operations and institutions
revolves around document automation. It is increasingly used within certain industries to
assemble legal documents, contracts and letters.

A Web-based Document Management System developed by Sengol Mary J and Usha S (2015),
revolves around a centralized repository that is used to manage the storage of any type of information
that could be of value to an organization, and protect the same against loss. As content stored within
a DMS is typically self-contained, a well-designed document management system promotes finding
and sharing of information. Also, based on the developed system the first step in the document
lifecycle that kicks off the document management workflow is the creation of documents. The
operations performed are creation, editing, review, approval, publishing, distribution and reading.
Each phase of the process is performed by a person in a specific role with distinct access to and
responsibility for a document. It is important to understand these roles and what each can do in the
system. The system adopts the document process and document management workflow of the
previous system, the current system is related to the developed system in terms of operations like
creation, editing and viewing of documents. Also, it has a similarity when it comes to distinct person
who is accessing the documents. (Sengol,2015)

B Document Management System developed by Zhang Deng-Hong and Liang Xiao-Hong

(2010), was developed to adopt the mode of user grading management to provide different
resources to different levels of customer. It is a kind of network resources sharing mechanism.
The Document Management System includes two kinds of service: user management and
resources sharing. Resources sharing can be divided into uploading, downloading and deleting. It
is mainly used for providing the resources sharing. Documents can only be shared to be
accessed, including uploading, downloading and deleting in its level. The system brings out a
management method of centralization and multi-user processing. It offers a simple and effective
tool for document management. If expanded, such as, it can provide higher data sharing
performance for document sharing and higher efficiency of document management.

12
2.6.1 Weaknesses of the Existing systems
The concept of the study on the existing systems helped the developers to improve and
understand document sharing. While in terms of providing all kinds of supporting documents
format, pictures and media files, the current system can also process user defined formatting
documents. The current project and the developed system can only be shared to be accessed.

The existing system is semi-automated system. Here, in this system there is no platform for
storing personal documents for future reference and audit in the case of compliance regulations.
It’s a limited system and fewer users friendly. Searching of particular information is very critical
it takes lot of time. The users cannot able to restrict the file sharing options.

Enforcement of Audit and accountability program is a challenge in the existing system. The
system does not have an automated method of making its users aware of some of the security
risks that come with the convenience of digital devices, rigorous maintaining of a proper
document management system and its various processes. This increases the possibility for
accidental security breaches in the company information.

2.7 Proposed System

The development of this new proposed system would contain the following activities, which is to
try to automate the entire process keeping in the view of database integration approach. User
Friendliness is provided in the application with various controls provided by system Rich User
Interface. The system makes the overall project management much easier and flexible. It can be
accessed over the Internet. Various classes have been used for file uploading and downloading.
The user information files are stored in distributed database which can be maintained by the
system. This can give the good security for user information because data is not in client
machine. Authentication is provided for this application only registered users can access. There
is no risk of data management at any level while the project development is under process.

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 CHAPTER THREE: RESEARCH METHODOLOGY

3.1 Introduction
The purpose of this chapter is to clarify the methodological framework used to conduct this
research project. In details, this chapter presents the discussion on the research methodology of
the study, the methods and procedures of data gathering used.

3.2 Software Development Methodology

A methodology is a system of broad principles or rules from which specific methods or
procedures may be derived to interpret or solve different problems within the scope of a
particular discipline. (itinfo,2018)

Software development methodology is a framework that is used to structure, plan, and control
the process of developing an information system. This kind of development methodologies are
only concerned with the software development process, so it does not involve any technical
aspect of, but only concern with proper planning for the software development. Software
development methodologies play a vital part of developing the software. There are many
methodologies which are used by the professional software development companies and
Software Engineers nowadays ranging from conventional, time consuming models for large
project to iterative, fast project development process models (tatvasoft,2018).

The Agile Software Development method is chosen as a methodology for this project and all
activities are organized and arranged as per methodology defined in this model. Agile Software
Development is an approach that is used to design a disciplined software management process
which also allows some frequent alteration in the development project. This is a type of software
development methodologies which is one conceptual framework for undertaking various
software engineering projects. It is used to minimize risk by developing software in short time
boxes which are called iterations.

Some of the reason for choice of Iterative Approach model as process model are:

Agile methodology has an adaptive approach which is able to respond to the changing
requirements of the clients. Direct communication and constant feedback from customer
representative leave no space for any guesswork in the system.

14
Document Management System is implemented and executed following the iterative approach of
the agile method illustrated below.

Figure 3. 1 Agile Development methodology

Figure 3. 2 Iterative Process Flow Model

15
As it is a large system that being implemented, some feature may be kept adding with time. My
reason for selecting iterative model is that in such type of system, that are processed for decision
making purposes, it is common for new analytical details addition, addition of new reports and
many other synchronization features. Accordingly, one needs to make some modification on
software design and requirement analysis. Thus the iterative development process is the most
suitable methodology for decision support system. Due to nature of the project the iterative
SDLC model is ideal.

3.3 Data collection method and tools

There are many tools and methods for the collection of data and they might differ from one type
of data (Quantitative or qualitative) to another.

3.3.1 Interview
For the purposes of this project, in depth interviews was used. In depth interviews are personal
and unstructured interviews, whose aim is to identify participant’s emotions, feelings, and
opinions regarding a particular research subject. The main advantage of personal interviews is
that they involve personal and direct contact between interviewers and interviewees, as well as
eliminate non-response rates, but interviewers need to have developed the necessary skills to
successfully carry an interview. What is more, unstructured interviews offer flexibility in terms
of the flow of the interview, thereby leaving room for the generation of conclusions that were not
initially meant to be derived regarding a research subject. However, there is the risk that the
interview may deviate from the pre-specified research aims and objectives.

3.3.2 Questionnaire

As far as data collection tools was concerned, the conduction of the research also involved the
use of Semi-Structured questionnaire, which was used as an interview guide for the researcher.
Some certain questions were prepared, so as for the researcher to guide the interview towards the
satisfaction of research objectives, but additional questions were made encountered during the
interviews. The reason behind choosing this method of data collection is that responses can be
analyzed with quantitative methods by assigning numerical values. Also the results are generally
easier to analyze than qualitative techniques of data collection. Finally, Pretest/Posttest can be
compared and analyzed. However, one major disadvantage of Using questionnaires is the

16
possibility of low response rates. Low response can lower the confidence in the results provided
by the respondents. Another disadvantage is the inability to probe responses. Questionnaires are
structured instruments. They allow little flexibility to the respondent with respect to response
format. In essence, they often lose the "flavor of the response"

3.3.3 Observation

Observation is another method used to collect information. The reason behind the choice of this
method is that It allows for the study of the dynamics of a situation, frequency counts of target
behaviors, or other behaviors as indicated by needs of the evaluation. It is a Good source for
providing additional information about a particular group, can use video to provide
documentation. Can produce qualitative (e.g., narrative data) and quantitative data (e.g.,
frequency counts, mean length of interactions, and instructional time)

17
3.4 Development Languages and tools
3.4.1 Languages
The following are the programming languages that were used for the development of Murang’a
University of Technology Document Management System.

Languages and Scripting

ix. PHP
x. HTML
xi. CSS
xii. JAVASCRIPT
xiii. JQUERY
xiv. SQL
xv. AJAX
xvi. Code Igniter Framework

3.4.2 Tools
The following tools were used during the development cycle.

v. Xampp localhost/ local server

vi. Sublime Text Code Editor
vii. Microsoft project for planning of projects schedule
viii. HeidiSQL Database Management Tool

In addition to the tools, some framework used in the development were:

iii. Bootstrap (For a responsive web interface) and Ajax Control toolkit for PHP
iv. CodeIgniter PHP framework

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 CHAPTER FOUR: SYSTEM ANALYSIS

4.1 INTRODUCTION
Systems Analysis- the process of understanding and specifying in detail what the information
system should accomplish. The process studies the problems and needs of an organization to
determine how people, data, processes, communications, and information technology can best
accomplish improvements for the business. It is one of the most important process in the product
lifecycle of any software. In this chapter, the analysis of Document Management System will
cover and include the following activities;

i. Feasibility Study
ii. Requirements Analysis
iii. Context Diagram

4.2 FEASIBILITY STUDY

This is a special study carried out to establish the costs and benefits of a new system. The
feasibility analysis was the primary tool to recommend whether to proceed with the development
of the system or not. The study assessed the technical, economical, operational and schedule
merits of the Document Management System.

4.2.1 Technical Feasibility

This is an evaluation to establish whether a system can be technically built. The output of data
required is possible to ensure tangible results required from the report. The system was
considered technically feasible if the internal technical capability was sufficient to support the
project requirements. The study indicated that the institution has enough resources required in
terms of personnel and technology.

4.2.2 Economic Feasibility

This is an evaluation to determine whether the system is economically acceptable to the
organization. The study was to establish whether the benefits of the new system outweighed the
cost of implementation of the new system. The research found that the system is viable. It will
also help in reducing the expense incurred as it is used.

19
 4.2.3 Operational Feasibility
This is an evaluation to determine whether the system is operationally acceptable to the
organization. From the conceptual framework, the intended system clients and users supported
the implementation of the system and therefore, there were no resistance from either user.

4.2.4 Schedule Feasibility

This is a time evaluation. It helps determine whether if the time allocated is proper to fully
develop the application and implement on its use. The study found that the system would be
delivered within the stated period of 4 months.

4.3 REQUIREMENT ANALYSIS

One aspect of the Quality is achieved through better understanding of user requirement and their
conformance in the final product. Requirements defines something that is required in advance.
After analyzing the data collected, a number of requirements were formulated. The requirements
were further divided into User, Functional, Non-functional and System Requirements.

4.3.1 User Requirements

User requirements define the requirements of the system to the business or the users of the
system. There is need for a system which can ensure that time is preserved as well as used
efficiently for everyday in life. The user requirements include; Log into the system and
Customize the Profile Setting, Upload and download files, view uploaded documents, add and
delete files, create user accounts for teachers and students and manage the access to the users.

4.3.2 Functional Requirements

In Software engineering and systems engineering, a functional requirement defines a function of

a system or its component. Functional requirements may be calculations, technical details, data
manipulation and processing and other specific functionality that define what a system is
supposed to accomplish.

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The functional requirements include the following:

1. The system should allow the Users to login and change their password, customize their
profile, Download uploaded files
2. The system should allow administrators to login, Add and manage users,
3. The system should allow Teachers and Administrator to Upload files and documents,
View and print users list, Create, edit and delete user roles.
4. The system should allow students to Download course contents and Syllabus materials
uploaded by the teachers and admins
5. The system should allow adding Notice and Message users
4.3.3 Non-functional Requirements

In systems engineering and requirements engineering, a non-functional requirement is a

requirement that specifies criteria that can be used to judge the operation of a system, rather than
specific behaviors. They are contrasted with functional requirements that define specific
behavior or functions.

The non- functional requirements that will be accomplished by the system include;

1. Performance. The system will allow Multiple users to access the same system without
any denial of service or priority. It is also expected to handle multiple requests over the
internet. The system average response time is expected to be less than 5 seconds.
2. Security. It is the most important feature of the Document Management System. The
system will provide access to the authorized users only that enter their details through the
login module. The system will also allow updating of database to the users granted
permission only.
3. Availability. This Web based Document Management System shall be available
throughout the day in 24hours per week. Users may access it from anywhere at anytime
4. Usability. The system should be easy for any novice and experience user to use. The
overall time taken to learn the system will be minimal

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 4.3.4 System Requirements

4.3.4.1 Hardware Specifications

1. Computer with following Specifications
a. Hardisk-250 Gb
b. RAM- 2Gb or Higher
c. Processor Speed. 1.6 Ghz
2. Flash Drive or Hard Disk – 4 Gb

4.3.4.2 Software Specifications

a. For Development
i. Xampp server
ii. Sublime Text Code Editor
iii. Microsoft project
iv. HeidiSQL Database Management Tool

b. For deployment
 Computer System with Web Browser- Google Chrome, Edge Browser, Mozilla Firefox
and others
 Operating System –Windows 7,8,10
 Web server- including Xampp, Wampp, or Microsoft Web Server

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 4.4 CONTEXT DIAGRAM

Context Diagram in its simplest form is used to represent all external entities that interact with a
system. Its objective is to focus attention on external factors and events that should be considered
in developing a complete set of systems requirements and constraints. Below show how entities
interact with the system and the activities involved.

Figure 4. 1 Context Diagram

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 4.5 DATA FLOW DIAGRAM
A Data Flow Diagram (DFD) level 1 is a graphical representation of Flow of data through
and information System, modelling its process aspect.

Figure 4. 2 DFD Level 1 Diagram

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 4.6 USE CASE DIAGRAM

A Diagram that consist of actors, use cases, system and the relationship between them. The purpose
of this diagram is to demonstrate the different ways that users might interact with a system.

Figure 4. 3 Use case Diagram

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 CHAPTER FIVE: SYSTEM DESIGN

5.1 INTRODUCTION
Design is oriented toward how system will be built —defining structural components, emphasis
on the technical or implementation concerns. Also referred to as physical design.

Design converts functional models from analysis into models that represent the solution. This
chapter will cover the design of the following components:

1. Database Design (structure of the underlying tables and ERD)

2. User Interface Design (forms, reports, controls of inputs and outputs)
3. Process Design (computer programs and modules)

5.2 DATABASE DESIGN

This is involved with the design of the underlying database tables used by the system.

5.2.1 Table Structures

5.2.1.1 Teacher table

The table stores the information of the teachers/lecturers.

Table 5. 1 Teacher table

Field name Data type Length/set

teacher_id(PRIMARY Key) INT 11
Name LONGTEXT 255
Sex LONGTEXT 255
Address LONGTEXT 255
Phone LONGTEXT 255
Email LONGTEXT 255
Password LONGTEXT 255

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 5.2.1.2 Student table

This is the table that captures the student’s information registered through the form.

Table 5. 2 Student table

Field name Data type Length/set

student_id(PRIMARY Key) INT 11
student_code (UNIQUE key) LONGTEXT 255
Name LONGTEXT 255
Year INT 11
Sex LONGTEXT 255
Address LONGTEXT 255
Phone LONGTEXT 255
Email LONGTEXT 255
Password LONGTEXT 255

5.2.1.3 Document table

This table is used to store the study materials uploaded by admins and/or

teachers Table 5. 3 Document table

Field name Data type Length/set

document_id(PRIMARY Key) INT 11
Title LONGTEXT 255
Description LONGTEXT 255
file_name LONGTEXT 255
file_type LONGTEXT 255
class_id LONGTEXT 255
Year INT 11
teacher_id INT 11
Timestamp LONGTEXT 255

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 5.2.2 ENTITY RELATIONSHIP DIAGRAM
The ER Diagram Shown below shows the relationships of entity sets stored in the system database.
It illustrates how entities relate to each other.

Figure 5. 1 Entity Relationship Diagram

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5.3 USER INTERFACE DESIGN
The user interface design involves designing of forms, controls of inputs and outputs that will
enable the user of the system to interact with the database.
5.3.1 Student Registration form

The student registration form is used to input the details of the students to the student table.

Figure 5. 2 Student Registration form

5.3.2 Edit Student Details

This form is used to edit the details of the student in the case of editing incorrect information.

Figure 5. 3 Edit student form

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 5.3.3 Add Study Materials forms
This form helps the teacher to upload study materials in order for the students to view them.

Figure 5. 4 Add Study material form

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5.4 PROCESS DESIGN
In Software Engineering, Process Design involves the activity of determining the workflow,
equipment needs, and implementation requirements for a particular process. In this case, process
design will cover various workflows of the system modules.
5.4.1 Process Flow Diagram

Figure 5. 5 Process flowchart diagram

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5.4.2 Student Registration Flowchart

This flowchart diagram shows the process of registering and validating student’s information

Figure 5. 6 Student Registration flowchart

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5.4.3 Upload Study Materials

This flowchart shows the process involved in Uploading study materials for students.

Figure 5. 7 Upload Study materials flowchart

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 CHAPTER SIX: CODING AND TESTING

6.1 INTRODUCTION

System Analysis and Design Process including Requirements Analysis, Feasibility Study,
System Design was discussed in previous chapters.
However, when a Software is used by the users, there must be lines of code that was used to
develop the application to ensure that it meets the business or user’s requirements. However,
software bugs will almost always exist in any software module. This bugs might not necessarily
have been caused by the human errors or irresponsibility of the programmer but because of the
complexity. Human being shave only limited ability to manage complexity. This chapter
discusses about coding and the strategies for testing and implementing the solution.

6.2 CODING
By definition, Coding is writing human readable commands that can be converted a compiler into
machine language. Code is the information that allows a computer to have an operating system,
that operating system to have its own code to write applications, and applications to have code
such as web browsers which allows you to have web pages and programs available in your web
browser.
The whole system was designed and developed using PHP, MYSQL, Ajax Framework, JQuery
and Code Igniter Framework. The system is made of modules which were coded differently and
later integrated to make the whole application to function as per the requirements. The choice of
the coding language was motivated by how dynamic the system functions.
Below are sample code segments for the system and the desired output.

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6.2.1 Login Module
Login interface

Figure 6. 1 login interface

Figure 6. 2 login code snippet

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6.2.2 Upload Study Materials Module

Figure 6. 3 Study Material Interface

Figure 6. 4 Upload Study Materials Interface

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6.2.3 Document Repository Module

Figure 6. 5 Document Repository Interface

Figure 6. 6 Upload Study Materials Interface

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 6.3 TESTING
Software Testing is the process and method is assessing the functionality of a software
program. The method evaluates a system in the intent to find whether it satisfies the
specified requirements or not

In software engineering, System Testing plays an important role for the delivery of the
project or the system. Every developed system is checked in order to identify any gaps,
errors, missing requirements in contrary to the actual requirements. However, testing cannot
guarantee the total bug free system.

Therefore, Hence, the basic goals and objectives of the Software Testing include:

i. Testing ensures validating and verifying that a software program or application

meets the business and technical requirements.
ii. Determining the capabilities and boundaries of software products.
iii. Software Testing is Risk reduction.
iv. Testing assists in assessing the functionality of the software.

6.3.1 Software Testing Levels

Testing levels include the different stages of software development lifecycle where testing is
conducted. The proposed Document Management System developed is tested on various
levels that include.

6.3.1.1 Unit Testing

This is testing level where individual units of a software are tested in order to validate its
performance as designed. The full system was developed using in units and later on integrated
to form a complete functional system meeting the requirements. This test was conducted on the
system modules including the Interface, design and development functionality.

For instance, The Document Management System function for uploading the study materials by
the admin or teacher was tested and the program is uploading the study materials fine and the
students and other users of the system are able to view from their accounts.

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6.3.1.2 Integration Testing
This is the method of testing where individual units are combined and tested as a group.
This testing type is carried out in an integrated software environment to verify the behavior
of the system. Its purpose is to expose faults in the interaction between integrated units.

For instance, the modules of the developed Document management system were combined
and tested progressively until the entire system was integrated. For example, the Admin
module was tested together with the students and teacher’s modules to ensure that the two
modules would communicate in terms of information interchange.

6.3.1.3 System Testing

This type of testing involves Testing of the complete integrated system of the new propped
system. Testing of the system as a whole. Testing of the emergent properties is particularly
very important. System testing ensures compliance of the system with the requirements.

For instance, System Testing was conducted after all the modules have been integrated and
it proved that the system works according to the requirements and the objectives laid down.

6.3.2 Test Cases

One sample Test Case have been attached in the below table 6.1 and the report for the test
cases is available in the Table 6.2

Test Case ID: 1

User Interface: Login

Operation: System Login

Table 6. 1 Test Case for Test Case ID 1

Action Input Expected Output Status

Type correct Email and [email protected] Login to the Pass
password and click login student123* System with
button. appropriate
permissions.

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 Type both Email and [email protected] Display error Pass
password invalid and click 123brian!@# message ”Please
login button enter correct email
and password”
Keep both Email and ----- Display error Pass
password empty and click ----- message “This
the login button field is required”
for both email and
password fields left
blank.
Keep Email blank and type - Display error Pass
correct password and click Student123* message “This
login button field is required”
set cursor focus to
Email input box

6.3.2.1 Test Report

Table 6. 2 Test Case Report for Test Case ID 1

Test Case ID Actual Output Status


1 Login to the system when Email and password Pass
is correct.

Display error message “This field is required” Pass
when Email and password is blank and set focus
on Email

Display error message “Please enter correct Pass
email and password” when either Email or
password is incorrect and set focus to Email
input box

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6.3.3 Software Implementation
Software Implementation is a is a systematic structured approach to effectively integrate
software based service or component into the workflow of an organizational structure or an
individual end user. It is a long difficult journey by which organizations move from an old set of
technology/methods/procedures to a new one. The complexity of implementing of implementing
product software differs in several issues. Examples include: the number of users that will use
the softer, the effects of that implementation on the changes of tasks and responsibilities for the
end user, the culture and integrity of the organization where the software is going to be used and
the budget available. It is vital to choose the right strategy for implementing the application to
assure success.

6.3.4 Implementation Strategy

6.3.4.1 Parallel Running

Since the software application consists of several modules as per the high level architectural
design and the culture of the institution, Implementation was done using iterative, incremental
approach. The changeover strategy that was used in implementing or introducing a new system
was Parallel Running. This is where the old and the new system run side-by-side for a period.
The advantage of choosing this method is the low risk than immediate cutover. Its disadvantage
is that it is slow and has higher cost than immediate cutover.

6.3.5 Software Evaluation and Review

Software Review is a process or meeting during which a software product is examined by project
personnel, users, computers, user representatives, or other interested parties for comment or
approval. This deep overview of a software gave an idea that how will the software run and is
shortcomings that are likely to occur in the near future. It also provided an idea that this software
is even worth launching. The value of the software is defined by the reviews. The qualified team
looked over the software as per the guidelines provided to them. The specifications and standards
are kept in mind while reviewing build software.

This type of review was conducted by the developer, and between the colleagues so that the
evaluation can be done of the technical content or quality of the work. A discussion is always a
solution for a software analysis. it provided a deeper insight of the software shortcomings and
also its benefits.

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 CHAPTER SEVEN: CONCLUSION AND RECOMMENDATION

7.1 CONCLUSION

While more effort and time has been put to ensure that the system works and meets the
requirements and functionality intended, The System demonstrates its workability and provides
an excellent support to the institution clients and they can directly manage their documents
online. Electronic Document Management System provides an easy and fast access for the users.
The usage of the software increases the efficiency, decreases the effort to move hard copy of the
documents from persons to persons as everything is done by the individual using a smartphone
or a computer.

The System has been thoroughly tested, reviewed and evaluated by my peers and proved to be
deployed to the actual environment for its users. Lastly, Training of the systems Users (MUT
staff) is critical towards accomplishing the goals and objectives of the System.

7.2 RECOMMENDATION

Taking into consideration the findings of the study, a Web based Document Management System
needs to be improved to ensure that its implemented successfully to the latter. Electronic
document management systems need to be implemented to ensure timely retrieval of records for
speedy decision making with regards to the institution’s mandate. The study therefore makes the
following recommendations: -

i. In future, the system should be able to allow lecturers and other staffs to upload the study
materials according to the Units they are teaching instead of the program which will
improve security, permissions and flow of information.
ii. Business continuity planning. Loss of digital records in a disaster can be crippling for an
institution. Without it, business operations are adversely affected and agencies are
vulnerable to greater risk. MUT should cover all their digital records, information and
systems in a business continuity plan.
iii. Suggestion for further research on Electronic DMS would be useful to advise the
institution on how it can take advantage of the technologies in place for managing
electronic records and information.

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REFERENCES

eFileCabinet (2015). History of Document Management. Retrieved from

https://www.efilecabinet.com
Oracle Enterprise Content Management Products. (2018). Retrieved from
https://docs.oracle.com/cd/E14571_01/doc.1111/e14860/ecm.htm#FMWLC274

Su, T. J., Wang, S. M., Chen, Y. F., Tsou, T. Y., & Cheng, J. C. (2017). Investigating the
Usability of Electronic Document Management Systems in Government Organizations from a
Human Factor Engineering Perspective. Journal of Advanced Management Science Vol, 5(1).

Tolvanen, J. P., & Kelly, S. (2016). Model-driven development challenges and solutions: experiences
with domain-specific modelling in industry. In 2016 4th International Conference on Model-Driven
Engineering and Software Development (MODELSWARD) (pp. 711-719). IEEE.

Dennis, A., & Wixom, B. H. (2018). Systems analysis and design. Wiley.

Tutorialspoints.com (2018). System Analysis and Design System Implementation and

Maintenance. Retrieved from
https://www.tutorialspoint.com/system_analysis_and_design/system_analysis_and_design_imple
mentation_maintenance.htm
Professionalqa.com. (2018). Strategies for Software Design |Professionalqa.com. [online]
Available at: http://www.professionalqa.com/strategies-for-software-design [Accessed 12
Nov. 2018].
Tei, K., Shimizu, R., Fukazawa, Y., & Honiden, S. (2015). Model-driven-development-based
stepwise software development process for wireless sensor networks. IEEE Transactions on
Systems, Man, and Cybernetics: Systems, 45(4), 675-687.
ecomputernotes (2018). Programming Practices with Top-Down, Bottom-Up, Structured
Programming, and Information Hiding. [online] Ecomputernotes.com. Available at:
http://ecomputernotes.com/software-engineering/programmingpractices [Accessed 13 Nov.
2018].
Mary, J. S., & Usha, S. (2015). Web based document management systems in life science
organization. In Green Engineering and Technologies (IC-GET), 2015 Online International
Conference on (pp. 1-3). IEEE.
https://www.tatvasoft.com/blog/top-12-software-development-methodologies-and-its-
advantages-disadvantages/
http://www.itinfo.am/eng/software-development-methodologies/

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APPENDICES
APPENDIX 1: QUESTIONNAIRE
The purpose of this Questionnaire is to help learn more about how Electronic Documents are
managed and shared in Schools and between teachers and students within Murang’a University
of Technology. We believe the results will not only be of value to the research but will also help
the institution to manage its document. Note that Individual responses are anonymous and will
be held confidential. Please take 5 minutes to complete this Questionnaire and submit it to the
School of Computing and IT at your earliest convenience.

1.Do you currently use a Document Management System (such as SharePoint or Office365)?
Yes No
2.If you do not use a document management system, what do you use?
………………………………………………………………………………………………………
………………………………………………………………………………………………………
3.Do the teaching staffs share documents and academic materials (Such as Spreadsheet or Word)

Yes No
4.Please briefly describe the primary issues you are having with documents-such as can’t find,
many duplicates, etc.:
………………………………………………………………………………………………………
………………………………………………………………………………………………………
5. If you have a current document management system what features or options would you want
to add or fix?
………………………………………………………………………………………………………
………………………………………………………………………………………………………

6. Would it be a benefit if employees could access documents outside of your ERP system?

Yes No
8. If you have a file room, where paper documents are stored, and if so, do you plan to convert
all the documents to electronic documents?
Yes No
We recognize the value of your time, and sincerely appreciate your efforts on my behalf.

Thank You!

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APPENDIX 2: INSTALLATION GUIDE

The below instructions show how to install the system project into your server for its
use. MySQL database Installation guide
1. Log in to your Server/cPanel account
2. In the databases section, click on the MySQL Database Wizard icon.
3. Enter a name you want to create.
4. Click the Next Step button
5. Create a user for this
database. -Enter a Username
-Enter a Password
-Enter the password again for confirmation
6. Click the Create User button
7. Check the All Privileges check box.
8. Click the Next Step button
By following the above steps, your MySQL database has been successfully created and the
new user will have been added successfully and ready for use.

CodeIgniter Installation guide

1. Unzip the project folder contacting the files and folders of the project.
2. Upload the CodeIgniter project folders and files your server. The index.php file will be at
the root of the server.
3. Open the application/config/config.php file with a text editor and confirm the base URL.
Set the encryption key if you need to use encryption key but the sessions have already
been set.
4. For the purpose of the use of database, Open application/config/database.php file with a
text editor and set the database settings according to your preference.

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APPENDIX 3: USER MANUAL
The DMS is a web-based tool for storing and working on documents related to the schools. This
section shows the manual on how to use and navigate through the System.
Access the Document Management System
The DMS is accessible locally at
http://localhost/DocumentManagementSystem/

login into DMS

To use the DMS with all its features, you should log in with a valid individual email and
password i.e. Admin, teacher or student email and password.

Uploading the Study Materials

When you have logged in to the DMS, you will be presented with a list of navigations. You
should navigate to the navigation list on the left side of the system and choose “study material’.
You will be presented with an interface with a list of documents uploaded according to the
school programs. Click the “Add study material” button on the top right of the screen and a
modal for uploading the study materials will be popped up.

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Adding student information
This is a feature that can be done by the admin. Click the “Student” option on the navigation menu
and choose the “add student” option and a form with the student will be shown by the system.

View and Search Private Repository

The Document Repository is used to store private documents which can only be accessed by the
individual logged in user. In order to add, view and search the repository, navigate to the
Document Repository in the left navigation and click it. Then an interface will show with the
already available documents in the repository. You can add by clicking the “Add Documents”
button on the top right.

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48