Proposal of Time management system at DMU libraries 2006

Group

members

1. Simeneh Tilahun

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 Proposal of Time management system at DMU libraries 2006

2. Alemneh Mehrete

3. Tsegaw Negatu

4. Dejyetnu Moges

5. Belete Worku

Contents

Chapter one
1. Introduction…………………………………………4

1.1 Statement of the problem……………………….5

1.2 Objectives of the project……………………….5
1.2.1 General objective……………………….5
1.2.2 Specific objectives……………………...6
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1.3 Significance of the system……………………...6

1.4 scope of the project……………………………..7
1.5 Methodologies…………………………………..7
1.5.1 System development methodology……..7
1.5.2 programming and database tools………..8
1.5.3 Data collection methods………………...8
1.6 Feasibility study………………………………...9
1.6.1 Economical feasibility………………….9
1.6.2 Technical feasibility…………………...10
1.6.3 Operational feasibility…………………10
1.7 Cost benefit and analyses (budget planning)…...11
1.8 Work-Break down structure (schedule planning).12

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CHAPTER ONE

1. Introduction

DebreMarkos University is one of the 33 universities found in Ethiopia the

place of this university is at DebreMarkos city. In this university, there are
different types of services given to the student. The most and proper service from
those different types of services is the library service. There are three libraries
inside the campus including the main library. All libraries, give a computer aided
reading service to students. Students can get different types of e books and they
can collect information by using the computers from the internet inside the
libraries. But there are a small number of computers in all three libreries and a lot
of users (students.) By this reason, the libraries’ officials were forced to decide 1
student use the computer only for one hour. Currently this 3 libraries process tasks
in the form of document based application or traditional file system i.e.; work by
register the student name and ID on the paper and determine when he was use his
one hour. But it has its own problem like, the effect controlling system. Which
means when one student use his own hour then he continues use the computer by
another student time; it may lead to conflict between these two students….. This
and other types of problems occurred by current system.

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On the other hand, the processing of time control can be automated by ‘Time
management system’ which is newly implemented. The proposed system can be
taken as to automate processing tasks with less efforts and resources.

1.1 Statement of the problem

All three libraries apply manual way of controlling the student to use its
appropriate time. Due to this reason, the existing manual process has the following
problems.

 It takes more material requirement

 It require a specific person to control either the student use its own time
 leads to conflict between two students
 It takes much effort and time to record the students day to day
 The same student ID is recorded in multiple place (document). this is an
illegal usage of one student
Thus, to address these problems, there is a need of developing automated Time
management systems of DMU libraries’.

Thus will

 Reducing time and effort in the case of recording the student

 change traditional data processing and handling mechanism in to desktop
application and database system respectively
 Reduce record duplications, such that the system user deletes the
information which is dead file.

1.2 Objectives of the project

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The general and specific objectives of the project are described below

1.2.1 General objective

The general objective of this project is to develop computerized time

management system of DMU libraries.

1.2.2 Specific objectives

To achieve the general objective of this project, the proposed system
consists of the following specific objectives

 Identify the problem of the existing system

 Analyzing the current manual system and changed in to a computerized new
system
 Design the artifact of the proposed system for the overall view of structure
 Implementing the proposed new system
 Finally, testing the new system and deliver to the user

1.3 significance of the system

The libreries of DMU time management system for computer service is not
computerized data processing system; hence, it is a serious problem at time
management and to perform their working activity for the librarian. So, making the
system automated will investigate the technical problem and to find ways and
means to enable the libreries computerized working system that could help to work
effectively further more this project is significant in that enables the system

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 time consuming activities(tasks) will be reduced

 reduce man power and material budget allocations
 avoid document missing and material wastage
 It ensures fast and efficient service of computers for the user

1.4 scope of the project

The proposed system is applicable only the service of computer at the three
DMU’s libraries on:

1. With less effort and cost, the system is able to maintain and store a recorded
data of the students and control an illegal user will be use the computer by
another user time
2. accurate way of recording student name and ID and set records in to organized
database system for reference
3. Presence of centralized database and organized records
4. produce reports for
a. the students legally used their own time according to registration order
b. the students do not use their own time according to registration order
c. the students who try to use the computer without their own time
REMARK: all this three reports analyzed by the student ID

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5. Because of the property of controlling behavior, all computers must be

networked. So, we can network all the computers with in each libreries
The proposed system is limited on recording, storing, retrieving and
controlling the user of computer and also networked. It will not include web based
application.

1.5 Methodologies
1.5.1 System development methodology
The methodology that we the project team chooses are a hybrid of the
incremental and iterative methodology. We choose the iterative
methodology because that we are going back and forth between phases like as
when analyzing the software we have to go back and gather other important
requirement to fulfill the need of the project. In addition we choose the
incremental methodology because after we finish the software and give it to
the user to test it in real world it may be not fulfilling to the customer (user)
interest. In that case we have to develop better software and add the addition
feature which lacked in the first developed software.

1.5.2 Programming and database tools

We use the computer as hardware for develop our system and the software
part are MYSQL. That is used to create the database and tables which are used to
store, retrieve and delete information about the user. We also use NetBeans; this
software is used to create user interfaces, generate java source codes and connect
with MYSQL. The reason why we choose java tools is that because java is
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powerful and we can easily create user interfaces. And also its source code is free
to access.

We also use application software to work out or documentation

presentation. Microsoft word and power point respectively.

1.5.3 Data collection methods

Data collection was one of the important tasks to analyze how activities
done in existing system and developed the new system. Data for developing this
system obtained from different sources. This are system users(students, personnel
office clerks, the librarians and also the manager of the library), different forms
and documents used in the library, procedure manuals and reports of the library.

Since data was basic component (requirement) to achieve the target aimed by
project, it would be collected from different data sources.

This would be committed through;

A. Interview: was used to gather required data for the project by asking the
questions orally to different employers of the library and also the students.
B. Observation: was used to collect other additional data by observing the
actual work being done by the staff and consolidate with what was
obtained through interview.
C. Document analysis (document and literature review): analyze written
materials that describe the service conducted in the library to further
strengthen and support the information that applied the above technique.

1.6 Feasibility study

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Now we should have to clearly notify the feasibility of the system because
without fulfilling feasibility factors (i.e. the economical, technical, operational, and
schedule feasibility) our proposal system cannot be said a good system. So in all
angles the new system should have to be feasible. The feasibility factors of our
project are: -

 Economical feasibility

 Technical feasibility

 Operational feasibility

1.6.1 Economical feasibility

Economic feasibility addresses the following things: -

a) Tangible benefit

Tangible benefits will fit the following classes:

 Increase speed of activities

 Error reduction

 Improvement of time management

b) Intangible benefits

Intangible benefits are as follow:

 It minimize the work load of the employee

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 Improvement of employee moral

 Work flow will be efficient

 Improve accuracy in critical operations

So, it is economically feasible.

1.6.2 Technical feasibility

In technical feasibility, should notify that new system can implement with
current technology and the customer has enough experience using that technology.
Technical feasibility addresses three main things:

 Is the technology practical?

 Do we currently pass the necessary technology?

 The ability to do on the technologies?

The system is technically feasible. It boosts the libraries’ computer service

ability by construct the system i.e. developed in user friendly manner. In addition,
the development groups have the technical capability of using the above-
mentioned software.

1.6.3 Operational feasibility

Our project creates a good environment towards the user of our system. The following table
shows how much the existing system problem is solve:
No Problems with the existing system Problem solving capacity of the new
system graded out of 5

1 2 3 4 5

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1 time management 
2 Wastage of time 
3 Easy operation on registering the student 
4 Report generation 
Table: operational feasibility
4+5+4+5=18 out of 20

18/20*100%=90%
As we can see from the operational feasibility analysis chart, the newly proposal
system can solve about 90% of the problem.

1.7 Cost benefit and analysis (Budget planning)

The following are estimated cost of developing the project i.e.

Tangible costs

The tangible costs to be incurred in developing the system are:-

 Miscellaneous Cost

 System development cost

We need some requirements during this project work to make the project
reliable efficient and Attractive. From this, we need the following for our work.

No Type Quantity Unit Price Total Price

in birr in birr
1 Paper One packet 1 x 90 90:00
2 Pen ten 3 x10 30:00

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3 CD-R 2 2x6 12:00

4 flash 4GB 1x160 160:00
5 reserve 100:00

Total=392:00

1.8: work-Break down structure (Schedule planning)

Schedule planning determines whether the proposal system will be completed on
the given schedule or not. Whatever the scarcity of time given for the project, by
the internal motivation and potential of the owner of the project (we), surely expect
as the project will be completed on time.

No Task Name start finish Duration

1 Title selection 18/07/06 24/07/06 7days
2 proposal 25/07/06 09/08/06 15days
3 Analysis 10/08/06 29/08/06 20days
4 Design 30/08/06 15/09/06 15days
5 implementation 16/09/06 03/10/06 18days
6 Testing 04/10/06 06/10/06 2days

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