Design and Development of Automated Records Management System for Kabojja Junior School Library

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TABLE OF CONTENTS

DECLARATION ......................................................................................................................................................... I

SUPERVISOR'S APPROV AL .................................................................................................................................. II

DEDICATION .......................................................................................................................................................... III

ACKNOWLEDGEMENTS ..................................................................................................................................... IV

ABSTRACT .............................................................................................................................................................. IX

CHAPTER ONE ........................................................................................................................................................ 10

1.0 GENERAL INTRODUCTION .................................................................................................................................. 10

1.1 BACKGROUND OF THE STUDY ............................................................................................................................ I 0

1.2 STATEMENTOFTHEPROBLEM ........................................................................................................................... 10

1.3._1 GeographicalScope .................................... , ........ , .............................................................................................. 11

1.3.2 System Scope ..................................................................................................................................................... 11

1.4 PURPOSE OF THE STUDY .................................................................................................................................... 11

1.5 SIGNIFICANCE OF THE STUDY ............................................................................................................................ 11

1.6 OBJECTIVES ....................................................................................................................................................... 12

1.6.1 GENERAL 0B!ECTIVE ...................................................................................................................................... 12

1.8 CONCEPTUAL FRAME ......................................................................................................................................... 14

LITERATURE REVIEW ......................................................................................................................................... 16

2.0 INTRODUCTION .................................................................................................................................................. 16

2.1 LIBRARY SYSTEM .............................................................................................................................................. 16

2.2 ADVANTAGES AND DISADVANTAGES OF A LIBRARY MANAGEMENT SYSTEM ................................................... 17

2.4 RECORD MANAGEMENT ..................................................................................................................................... 18

2.5 STUDENT RECORDS MANAGEMENT ............................................................. ERROR! BOOKMARK NOT DEFINED.

CHAPTER THREE .................................................................................................................................................. 21

RESEARCH METHODOLOGY ............................................................................................................................. 21

3.0 INTRODUCTION .................................................................................................................................................. 21

3.1 AREA OF STUDY ANDPOPULATION .................................................................................................................... 21

3.2 SAMPLE STATISTICS ........................................................................................................................................... 21

3.3 RESEARCH DESIGN ............................................................................................................................................ 21

3.3.1 Needs Assessment of the expected users of KJSLRMS ................................................................................... 22

3.3.2 Data Collection Methods and Instruments ......................................................................................................... 22

3 .3 .3 Data collection instruments ................................................................................................................................ 22

3.3.4 Interviews and Questionnaires ............................................................................................................................ 22

3.3.5 Library and Internet Search ................................................................................................................................ 23

3 .4 KJSLRMS Network Connectivity Coverage ......................................................................................................... 23

3.5 Data analysis ......................................................................................................... Error! Bookmark not defined.

3 .6 KJSLRMS Development Process ......................................................................................................................... 23

3.7 KJSLRMS Design ................................................................................................................................................. 24

3.8.1.1 Component Testing ...................................................................................................................................... 26

3.8.1.2 Interface Testing .............................................................................................. Error! Bookmark not defined.

4.0JNTRODUCTION .................................................................................................................................................. 28

4.1 PERCEPTION OF THE TARGETED USERS ON THE INTRODUCTION OF THE KJSLRMS ............................................ 28

4.1.1 FEASIBILITY AND BENEFITS OF KJSLRMS ..................................................................................................... 28

V

4.1.2 The office to be given priority for implementation of the project.. .................................................................... 29

4.1.3 Crucial stage (s) of Library to be consider for automation/implementation ....................................................... 29

4.1.4 Proposed users to access KJSLRMS .................................................................................................................. 31

4.1.5 Proposed office to host KJSLRMS ..................................................................................................................... 31

Table 3. Users' perception on the proposal to computerize the office to host the server ............................................ 32

CHAPTER FIVE ....................................................................................................................................................... 33

SYSTEM ANALYSIS, DESIGN AND IMPLEMENTATION .............................................................................. 33

5.0 KJSLRMS DATABASE DESIGN STRUCTURES .................................................................................................... 33

5.1 KJSLRMS ANALYSIS ........................................................................................................................................ 33

5.1.4 Description of the system ................................................................................................................................... 34

5.2.3 Students Registration Data Table ....................................................................................................................... 35

5.2.4 Subjects Done Data Table .................................................................................. Error! Bookmark not defined.

SAMPLE USER DATA ENTRY FORMS .......................................................................................................................... 41

5.5 KJSLRMS SPECIFICATIONS .............................................................................................................................. 47

5.5.1 Specifications ..................................................................................................................................................... 47

5.5.2 Requirements ...................................................................................................................................................... 48

5.6.1.1 Database management under KJSLRMS ......................................................................................................... 49

Steps of recording stock .............................................................................................................................................. 52

ACCESSION NUMBERS ENTRY ................................................................................................................................... 53

POSTING TO STOCK REGISTER .................................................................................................................................. 54

REGISTRATION OF TEACHERS ................................................................................................................................... 56

REGISTRATION OF STUDENTS ................................................................................................................................... 56

RECORDING OF STUDENTS BORROWING AND RETURNING BOOKS ............................................................................. 57

DATA ENTRY ............................................................................................................................................................ 57

CLEARING LOST BOOKS ........................................................................................................................................... 5 8

REPORTING .............................................................................................................................................................. 59

CHAPTER SIX DISCUSSION, CONCLUSIONS AND RECOMMENDATIONS ............................................ 61

REFERENCES .......................................................................................................................................................... 64

APPENDICES ........................................................................................................................................................... 66

APPENDIX 3: USERS PERCEPTION OF THE SYSTEM .................................................................................. 72  

ABSTRACT This research examined the challenges Kabojja Junior School (KJS) as learning Institution faces in managing the Library records and result production for students. At KJS, the current system of record keeping is mainly manual-based and hence making it vulnerable to loss or mixing of records, and sometimes leakages. Computerizing the Library records management was therefore target towards improving the existing current system to the new one that would keep records, and process electronically all Library documents for KJS. This would in turn lead towards obtaining timely, efficient, accurate, cost saving and error free students' Library records. The Library Record Management System (LRMS) is one of the most efficient systems that handle the Library records in terms of easy access to the records and also it is faster in the production of documents. A short needs assessment for the intended users of the computerized system at KJS was done through interviews. These were done to the selected group of the school administrators and Academic staff who included: the Principal, Director of Studies (DOS), Head teacher, Class teachers (5) and selected teachers (6). The main objective was to determine if the proposed computerized system would be considered important in improving the efficiency of the Library records management system currently in use. Results obtained showed that 87 .5 % of the total persons interviewed expressed the strong need for the automated system to be put in place. This computerized system now known as Kabojja Junior School Library Records Management System (KJSLRMS) was built on the MsAccess based network environment where computers running on the school's Local Area Network (LAN) was used in the study to cover the Library records capability. These client PCs were positioned in various offices that could access the network for the ease of record processing. For the system to run efficiently stable power supply should be in place. An experienced system manager is also required to help the management of the system. Trained users of the system will help in the smoothing running of the system. In future, the use of KJSLRMS could be expanded to computerize all the records at the school beyond the Library ones.

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APA

SULAIMAN, M (2022). Design and Development of Automated Records Management System for Kabojja Junior School Library. Afribary. Retrieved from https://afribary.com/works/design-and-development-of-automated-records-management-system-for-kabojja-junior-school-library

MLA 8th

SULAIMAN, MAKUMBI "Design and Development of Automated Records Management System for Kabojja Junior School Library" Afribary. Afribary, 25 Jul. 2022, https://afribary.com/works/design-and-development-of-automated-records-management-system-for-kabojja-junior-school-library. Accessed 08 Aug. 2022.

MLA7

SULAIMAN, MAKUMBI . "Design and Development of Automated Records Management System for Kabojja Junior School Library". Afribary, Afribary, 25 Jul. 2022. Web. 08 Aug. 2022. < https://afribary.com/works/design-and-development-of-automated-records-management-system-for-kabojja-junior-school-library >.

Chicago

SULAIMAN, MAKUMBI . "Design and Development of Automated Records Management System for Kabojja Junior School Library" Afribary (2022). Accessed August 08, 2022. https://afribary.com/works/design-and-development-of-automated-records-management-system-for-kabojja-junior-school-library