CHAPTER THREE SYSTEM ANALYSIS AND DESIGN
3.0 Introduction
System analysis and design is the procedure by which the existing system currently in use is thoroughly examined with the intent of discovering a new and better system which can increase efficiency and productiveness.
This system analysis and design section also deals with the development process involved in making the new system, specifying in detail what the system incorporates and how various components work together applying analysis and design techniques. Diagrams and figures which in detail discuss how the application was developed and how it functions will be included.
3.1 Methods of Data Collection
There are many methods in which data was collected during the course of this study which helped in the system analysing and design process.
3.1.1 Observation method
This method is invaluable to researchers as it helps to check for non-verbal expressions and feelings with users of a system and communication between components of the system.
It was observed that students in a class used the buddy-signing system where they signed for absent members of a class seating. Signatures were forged making it seem like the absent students were in fact present. This was a major flaw observed.
The attendance file which was being passed around was also torn and worn out due to frequent usage. This could cause loss of data. I also noticed how very easy it is to misplace this file.
3.1.2 Literature review
This section, which was extensively discussed in the previous chapter, gave insight to strengths and weaknesses of systems used in the past. In this study, with the help of critical review of previous sources, problems faced were given priority in the system design.
3.1.3 Interview method
This method involved a conversation between two or more people with the interviewer seeking to better understand a specific aspect of the system. The interviewee is most times involved in the day to day workings of the system. This can be used in qualitative analysis. Interviews carried out during the course of this research will be detailed out.
Three categories of stakeholders were interviewed:
• Management staff
• Lecturer
• Student
Sample of the questions asked and some of the prevalent answers are outlined below.
Management staff
Q – What is your portfolio and how does relate to student’s attendance?
Barr Mike – I am the Deputy Registrar (Academics) and student’s attendance in lectures and other university events falls directly under my purview.
Q – How important is attendance record to the university?
Barr Mike – the university places huge importance on attendance records. Students are not qualified to seat for exams in courses where they have not attended 75% of the lectures for a semester.
Q – Would you welcome the idea of an electronic system that automates the compilation and calculation of attendance records?
Barr Mike – Definitely! That will be a welcome development.
Lecturer
Q – How do you currently take attendance during lectures?
Dr Simon – At the beginning of the semester I am given a list which contains the names and particulars of the students who have registered to take this course. This list is then passes around for attending students to sign at every time of lecture.
Q – For you, what is the greatest challenge of this system?
Dr Simon – It takes time off the lecture because whenever the list is going round, the class becomes rowdy.
Mr. James Eno – The stress involved in copying these records from the list to the register and calculating specific records for each student. It takes too much time and it is error prone.
Q – How would you like a system that automates and simplifies the whole process?
Dr Simon – I would like that very much!
Mr. James Eno – That would be a relief!
Students
Q – What do you think of the current attendance system?
A – It is useless. Sometimes the lecturers might use a few days’ attendance to assume for the whole semester probably because of the stress involved.
A – It doesn’t work. Some students never come for lectures for example Colo but they always make the attendance cut-off and it doesn’t make any sense.
From various findings collected, I was able to have a better understanding of the existing system, including pros and cons with a view to significant improvements and this reflected in my system analysis and design methodologies.
3.2 Overview of the Current Manual System
This section describes exactly how the current manual system works. The lecturer, at the beginning of the semester, is giving an attendance file with all students required to attend a lecture or event. The lecturer, at a time of his choosing, passes this file around for the students to sign that they attended the lecture or the event. This is done for as many times as the event is held. At the end of the event, the lecturer is required to collate the attendance of each student for record purposes.
In the previous sections, the problems of the current manual system have been detailed out and this section will try to itemize most of the problems or challenges faced using the current system.
Here are some disadvantages or problems of the current system:
1. There is no backup for the attendance records and if the attendance file is misplaced, there will be no basis for attendance records and this can prove very costly.
2. This system is not reliable as students if care is not taken can sign for those who did not attend a said event/lecture. This is known as ‘buddy-signing’.
3. Collating attendance records is a hassle as this has to be done manually. This takes time and lots of effort.
4. Due to lack of an efficient attendance system, students might choose to not attend classes at all as this will not have any repercussion and this leads to poor academic performance.
