Post on 14-Mar-2023
THE ROLE OF A DATABASE MANAGEMENT SYSTEM IN IMPROVING
PERFORMANCE OF A COMMERCIAL ENTERPRISE
CASE STUDY: UGATRAC MACHINE SERVICE
by
MWEYA PAUL
BCS/004511 I/EU
A Graduation Project Report Submitted to the School of Computer Studies
In Partial Fulfillment of the Requirement for the Award of the
Degree of Bachelor of Information Technology of
Kampala International University
October, 2008
I
DECLARATION
I Mweya Paul declare to the best of my knowledge that this project was my original
work submitted to Kampala International University for the award of bachelor Degree of
Computer Science and Information Technology. It is original and has never been
submitted in any other institution • university for any academic award.
~h1Candidate’s Signature.
(Mweya ‘aul)
Date
APPROVAL
This project report has been submitted for examination to Kampala International
University with approval as a University Supervisor
Supervisor
Mr.Emetu Michael
Kampala International University
Signature:
Date:
III
ABSTRACT
This Project describes the role of a database in improving performance of a
commercial enterprise.
The main purpose of the study will be to establish an appropriate database management
system to help in facilitating and maintaining the growth of a company,
The results of the study will inspire company CEO’s and database managers and
assistants even in other areas to design better systems for successful integration of
information while setting up the database management system.
It will also act as a useful source of information to scholars and future researchers in the
field of database management systems, as they will be able to compare notes and even to
bridge some of the missing gaps.
However as was stated, due to time constraint the system does not consider all the areas.
The system has not gone through the stage of maintenance because this model is a
Prototype, therefore errors should be expected. The software does not have the HELP
function; therefore individual learning will be a bit hard to master the operation of the
system
Iv
ACKNOWLEDGEMENT
Glory be to GOD, who enabled me to complete this work and go through all my studies.
An ambition backed with determination, leads to success”. This Project would not have
been completed without the contribution and support of many people whom I must
sincerely acknowledge. I thank all those who enabled me to realize my ambition by
completing this project work.
I thank the management of Ugatrac Machine Service giving me the venue to carry out my
research. Special thanks go to Mr. Sunday Oliseh the manager Ugatrac Machine Service,
for his tireless support and encouragement, which was an inspiration. My supervisor, Mr.
Emetu Michael, for all his input and guidance. I thank all the respondents who answered
my questionnaires, thanks for your time.
I sincerely appreciate the management of Kampala International University who assisted
in the planning of this project. I am gratefiul to my colleagues with whom I shared
research knowledge. I thank my sister, brothers, Dad Waswa Lubyayi and My Mum who
encouraged me a lot in my project work.
Lastly, I thank all the silent sympathizers to my work.
V
DEDICATION
This work is dedicated to my father Lubyayi and Mrs. Christine Kasozi. This work is
again dedicated to My son Kyekulidde Jeremiah Elldad. My brothers and sister who
really advised me in every knowledge of aspect as well as contributing to my knowledge
base. My dear friends as well.
Lastly I dedicate this work to my supervisor Mr.Emetu Michael for the strong work he
did in supervising every bit of my work.
VI
TABLE OF CONTENTS
CONTENT PAGE
TITLE I
DECLARATION II
APPROVAL III
ABSTRACT IV
ACKNOWLEDGEMENT V
DEDICATION VI
CHAPTER ONE: INTRODUCTION I
1.1 Background 1
1.2 Statement of the problem 3
1.3 Objectives of the study 3
1.4 Research Questions 3
1.5 Scope of the project 4
1.6 Significance of the study 4
1.7 Study Problems and Solutions 51.8 System Design and Analysis 5
CHAPTER TWO LITERATURE REVIEW 7
2.0 Introduction 72.1 Flaws in Data/Information Management 7
2.2 Creation of a system that can accommodate features
OfData Base Management interest 9
CHAPTER THREE METHODOLOGY 15
3.0 Research Methodology 15
3.1 Introduction 15
3.1.1 Location of Study Area 15
3.2 sample Selection 16
VII
3.3 System Design Analysis 17
3.3.1 Administering Written Questionnaires 17
3.4 Interviewing 17
3.4.1 Documentation 17
3.5 Data processing and Analysis
CHATER FOUR: SYSTEM DESIGN 20
4.1 Introduction 20
4.1 .1 Conceptual design 20
4.1.2 Logical Design 20
4.1.3 Physical design 20
4,2 Dynamic Data base Management systems 22
4.3 Table Background 23
CRATER FIVE: SYSTEM EVALUATION AND IMPLEMENTATION 24
5.0 Introduction 24
5.1 Parallel Change Over 24
5.2 File Creation and Conversion 24
5.3 Program Testing 25
5.3.1 White Box Testing 25
5.3.2 Black Box Testing 25
5.4 Staff Involved in Testing 26
5.5 Hardware and Software requirements 26
5.6 Software requirements 26
5.7 System Evaluation 27
5.9 The Developed System 27
VIII
CHAPTER SIX: DISCUSION, CONCLUSION AND RECOMMENDATION
6.1 Discussion 28
6,2 Conclusion 28
6.3 Recommendations 28
6.4 Future work and research areas 28
BIBILIOGRAPHY 29
APPENDIX I: Questionnaire 30Code listingsLists of figures 34
IX
LIST OF FIGURES
Figure Page
Figure 3.3.1 Project methodology 18
Figure 3.3.2 Process of prototype development 19
Figure 4.1 System Design process 21
x
LIST OF ACRONYMS
ASP Active server page
DMBS Database management system
ETS Education and educational Testingservice
GB Giga Byte
GUI Graphical user interface
HTML Hyper text markup language
iSP Java server page
MB Mega byte
MHZ Mega Hertz
SQL Structured query language
XI
CHAPTER ONE
Li Introduction
A database is a structured collection of records or data. A computer database relies upon
a collection of computer programs (software), procedures and documentation that
perfonu some tasks on a computer system to organize the storage of data. The software
modules in the database structure are known as database modules. The module is most
commonly used today in the relational database systems. Other modules such as the
hierarchical module and the network module use a more explicit representation of
relationships (see below for explanation of the various database modules). Database
management systems (DBMS) are the software used to organize and maintain the
database.
Background
Managing a business such as Ugatrac Machine Service is a big challenge, a task of
extraordinary proportions; it comes in a continuous variety of business data. Whether it~s
sales, past experience (records), or hard data neatly arranged into spreadsheets is all
worth nothing unless managed the right way and by that I mean the data should be in the
right form, right place in the right hands at the right time. Managing business data
essentially refers to organizing and manipulating it in such a way that it becomes
‘~information” which is capable of generating insight.
Indexing or filing system are the most commonly used information storage methods, an
index is a systematic arrangement of entries designed to enable users to locate
information in a document. The process of creating an index is called indexing; similarly
a filing system is where all the documentation of a business is put and stored in files.
Ugatrac Machine Service loses valuable information due to inefficient outdated systems
or the use of off-shelf systems it hardly knows how to use. This not only makes the
Ugatrac Machine Service lose its valuable data but it affects sales and may cost the
company vital clients.
1
This therefore calls for a combination of modernity and simplicity which is best
addressed by designing a simplified information technology database management
system that incorporates simple computer indices and files as well as store financial
information such as; accounts and tax details, have a customer database, record business
information and contact details, keep employee information such as payroll and personnel
files and communicate via email access i.e. the internet. This should be incorporated with
a system that enables the basic tenet of business intelligence
There have been significant advancements in technology, this has led to a possibility of
designing a system that can integrate and support common database management across
vendors and platforms. In addition, they can also integrate database management with
other areas of IT for enterprise performance management. The driving force behind these
initiatives are the competitive pressures to meet customer ‘data-on~demand’
requirements, to meet customer demands and improve availability.
L2 Problem statement
There is an ardent need for a database management program that can search for stock
commodities based on serial number, part number, model. It should also be able to
calculate the V.A.T incurred. However this is absent in Ugatrac Machine Service and as
such they it to various vendors for a variety of intricate systems to do each of the tasks as
mentioned above. This is both expensive and inappropriate for Ugatrac Machine Service
because each database deployed presents greater management complexity. Database
managers/assistants lack the expertise to manipulate the various sophisticated database
management systems provided by vendors on the open market to suit the Ugatrac
Machine Service needs. This consequently results in having various systems like SQL
Server databases and Oracle database running concurrently in the same company dealing
with the same data, Alternatively the company employs more personnel to manage the
various database systems which becomes costly to Ugatrac Machine Service.
2
L3 Objectives of the Study
The study had the following objectives:
General objective
To examine the role of an appropriate database management system in facilitating and
maintaining the growth of a company.
Specific objectives
i. To identify the requirements of a database,
ii. To suggest a system that can be used in setting up, running and managing the
database for the study area.
iii. To design a system that can search for stock commodities based on a variety of
descriptors like; serial number, part number, model, size and make. One with the
ability to calculate the V.A.T incurred during transactions as well as simulate
periodic business reports.
iv. To suggest recommendations that can ensure effective incorporation of off-shelf
vendor database management systems in a single simple to use database
management system.
L4 Research Questions
> What are the requirements of a database?
~ What system can be used in setting up, running and managing the database for
the study area?
> What design can produce a system that can search for stock commodities
based on a variety of descriptors like; serial number, part number, model, size
and make. One with the ability to calculate the V.A.T incurred during
transactions as well as simulate periodic business reports?
3
What are some of the recommendations that can ensure effective
incorporation of off-shelf vendor database management systems in a single
simple to use database management system?
L5 Scope of the Research
The study will focus on the role of an appropriate database management system in
facilitating and maintaining the growth of a company like Ugatrac machine service. The
study will look at the existing information in terms of; accounts and tax details, customer
database, business information and contact details, employee information such as payroll
and personnel files, communication, basic tenet of business intelligence, future prediction
by analyzing the past, grouping related consumers, predictive modules as well as the
problems with regard to the existing database,
1~6 Significance of the Study
The main purpose of the study will be to establish and design an appropriate database
management system to effectively help in facilitating and maintaining the growth of
Ugatrac Machine Service.
The results of the study will inspire company CEO’s and database managers and
assistants even in other areas to design better systems for successful integration of
information while setting up the database management system.
It will also act as a useful source of information to scholars and future researchers in the
field of database management systems, as they will be able to compare notes and even to
bridge some of the missing gaps.
The study too targets at creating self reliance among the employees and the company at
large.
The study is looking at serving the customers in a fast and efficient manner with accuracy
and convenience.
4
The study targets in promoting orderliness in the company by arranging files in groups or
modules
L7 Study Problems and Solutions
The following problems are envisaged to be encountered in the course of conducting the
study; some of the respondents particularly the employees of Ugatrac machine service
who directly deal with database are not willing to provide information. Some of them
claimed to be too busy to attend to the researcher.
This will be overcome by the use of the introductory letter and student’s identity card to
explain to them that the research is purely an academic requirement.
There was also a problem of catching up with the owners of companies mainly Ugatrac
machine service who are rarely in offices. This will partly be overcome by leaving the
questionnaires behind and then picking them later. This will also necessitate some degree
of patience in order to get extra information from them.
L8 System Design Analysis
A database is a structured collection of records or data. A computer database relies upon
a collection of computer programs (software), procedures and documentation that
perform some tasks on a computer system to organize the storage of data. The software
modules in the database structure are known as database modules. The module is most
commonly used today in the relational database systems. Other modules such as the
hierarchical module and the network module use a more explicit representation of
relationships (see below for explanation of the various database modules). Database
management systems (DBMS) are the software used to organize and maintain the
database.
An employee essentially used a Database management systems, which is the most easily
mode of data access. And its advantage is that it is quick and inexpensive for
5
demonstration and evaluation so that end users can better define information
requirements
Figure 108J Project methodology
6
CHAPTER TWO
Literature review
2M Introduction
“A database is a structured collection of records or data. A computer database relies upon
a collection of computer programs (software), procedures and documentation that
perform some tasks on a computer system to organize the storage of data.” (Wikipedia)
“Effective utilization of quality business information is crucial in attaining long-term and
sustainable economic growth of the Small and Medium Enterprises (SMEs).”, Constant
(Okello-Obura et ela and According to Shokane (55)), information is a crucial resource in
gaining a sustainable, competitive advantage for modern business enterprises. This puts
pressure to anyone with a business to treat information as delicately as possible in order
to keep in business as well as improve it.
2J Flaws in Data/Information Management
According to Ladzani (2001), the priority ranking of the SMEs’ needs, clearly puts
information provision at the top of the list of services to be provided. The SMEs’
development is hampered by an “information-poor” environment. Market signals on
business opportunities, customer trends, methods of organisation, etc., are not
communicated, effectively, to the SMEs. The SMEs perform better in information-rich
environments
“the effective utilization of quality business information have been identified as crucial in
attaining long-term and sustainable economic growth for developed and developing
countries, like” (Corps 2005). “However, in most developing countries, the SMEs sector
suffers from inadequacies in the provision of business information, which is only
available from stand-alone institutions; is often slow and cumbersome to access; is
limited in scope; and is not provided in an integrated manner (UNIDO 2005).
7
To ensure the institution of effective procedural means of providing and accessing
business information, problems that affect access need to be established and corrective
measures put in place. Meyers, Nathan and Saxton (2006) note that even in the most
information-rich contexts, one finds barriers to information seeking. While we often think
of information barriers in terms of physical limits to access (e.g., a lack of information
resources or the means to retrieve them), information seeking can be hampered in
multiple ways (Meyers, Nathan and Saxton 2006).
In developing countries, there are not enough resources and mechanisms available within
the business sector for obtaining and processing information which would be useful to
business enterprises for making business decisions (Larvin and Zelko 3).
The limited flow of information in this sector leads to insufficient knowledge and
weaknesses - in terms of business structures and management in productive units.
According to Giggey (2002), “information matters, in general, are still missing from the
agenda of public policy- makers in Africa.” That is not to say that an information policy
is not important. If there is none in place, there is a greater chance of lack of co-operation
and co-ordination of efforts to accessibility to information.
Attitudes towards new knowledge and information are shaped by the setup of a society or
community (Gupta 1). This impedes the availability of information necessary to making
the correct decisions in businesses in the community.
Institutional problems refer to the incapacity andlor unwillingness of an information
provider to deliver needed information to a certain type of seeker (Larvin and Zelko 3).
This may be because of a limited knowledge-base of both business information providers
and the business communities. It is, normally, an institutional problem where the staff is
not well-trained in business librarianship or the users/business enterprises are not
inducted into service delivery mechanisms. Training in business librarianship is a subject
of debate. Liu (2000) argues that most librarians - working as business librarians - lack
subject training in business fields, like accounting, management, economics, finance,
banking and quantitative methods, which affects their performance, adversely.
8
Perception problems occur when individuals are unable to perceive their needs as
informational in nature and fail to obtain needed information from appropriate providers
(Larvin and Zelko 3).
Odini (24) argues that other problems that hinder accessibility to information stem from
the fact that information services that are provided are, normally, not based on users’
information needs.
2.2 Creation of a system that can accommodate features of Data Base Management
interest
Logical data modeling concepts
The power of RDBMSs is inextricably tied to the concepts of Peter Chen’s original E/R
model, that is, to the logical data model. At its core is the notion of separating data from
processes — from both business and system processes, for update (operational) as well as
access (decision support) purposes. The logical data model achieves this separation from
a business perspective, and the physical data model implements this separation from the
RDBMS perspective.
Process-independence
Separating data from processes during logical data modeling means disregarding access
paths, programming languages, SQL versions, query and reporting tools, online analytical
processing (OLAP) tools, and RDBMS products. All these process-dependent variables
are completely immaterial during business analysis (logical data modeling), which
focuses only on what data comprise the organization. They will come into play later
during database design (physical data modeling), which addresses how data will be used
and, therefore, how data should be stored.
Business-focused data analysis
Logical data modeling facilitates business-focused data analysis. While system analysis
produces preliminary design alternatives, business-focused data analysis activities are
9
geared toward understanding the enterprise-wide business rules and usage of business
data and uncovering existing defects in the data (e.g., business rule violations, referential
integrity violations, synonyms, homonyms), irrespective of any database design or
implementation method. Business-focused data analysis uses rules of normalization to
build a non-redundant and fully integrated data model, which reflects the 360o view of a
business or its “single version of the truth”.
Data integration (single version of truth)
When building an enterprise model, it is often necessary to integrate subsets of the
corporate data. Many people confuse data integration with data consolidation.
Consolidating data simply means gathering data elements that identify or describe the
same business object, like customer data or product data, from multiple source files or
source databases and storing them in one table or in a set of dependent tables, Integrating
data goes far beyond that. In addition to consolidating data, integration enforces data
uniqueness — the building blocks of the “single version of the truth” that enable you to
reuse the same data without the need to duplicate it and without the additional
development and maintenance costs of managing the duplications. Data integration
requires several actions during logical data modeling:
1. Examine the definition, the semantic intent, and the domain values of each logical
entity to find potential duplicates of business objects that would otherwise not be
discovered because the objects are known under different names in the systems.
2. Ensure that each entity instance has one and only one unique identifier (primary key),
which, in turn, is never reassigned to a new entity instance even after the old instance
expired and was deleted from the database.
3. Use the six normalization rules see appendix to put “one fact in one place”, that is one
attribute in one, and only one, owning entity. This means that an attribute can be assigned
to only one entity as either an identifier of that entity or as a descriptive attribute of that
and no other entity, This modeling activity ensures that each attribute is captured once
10
and only once, and that it remains unique within the data universe of the organization.
Hence, the “single version of the truth.”
4. The last and most important activity of integration is to capture the business actions (or
business transactions) that connect the business objects in the real world. These business
actions are shown as data relationships among the entities. It is paramount to capture
them from a logical business perspective (not from a reporting pattern or data access
perspective) because these relationships are the basis for all potential access patterns,
known and unknown, now and in the future. Business people will never ask for
information about two completely unrelated business objects because any such
information would be irrelevant, if not nonsensical.
Data quality
Since the activities of logical data modeling are solely business-focused analysis
activities, they include the validation of the logical data model components (i.e., entities,
attributes, relationships, definitions, domains, business rules, etc.) against the existing
operational data in the source files and source databases. The validation activities include
asking probing questions, applying normalization rules to put “one fact in one place”, and
scrutinizing definitions, domains, and semantic meanings of all entities and all attributes
to ensure their uniqueness.
Performing this type of data archeology during business-focused data analysis will
inadvertently expose data quality problems that would otherwise never have been
detected during database design activities because database designers neither have the
time nor the responsibility to perform such validation activities while they are trying to
design an efficiently performing database. Therefore, logical data modeling directly
contributes to improving data quality.
Enterprise Logical Data Model (LDM~
The benefits of logical data modeling are more completely derived from building the
360o view of a business, and not from designing a business function specific database or
11
a reporting pattern specific database. But the difficulty in building the 360o view of a
business is that the current data chaos in most organizations is so immense that it may
take significant time and effort to rationalize the existing data into an integrated, non-
redundant enterprise logical data model. Because of the difficulty, there are conflicting
Physical data modeling concepts
Physical data modeling is synonymous with the term logical database design. It is a
graphic representation of the proposed tables, relationships between tables, primary and
foreign keys, and columns.
Process-dependence
Unlike logical data modeling, which was process-independent, the physical data model
must be process-dependent and take into consideration the access paths, programming
languages, SQL versions, query and reporting tools, online analytical processing (OLAP)
tools, and relational DBMS products. If we review the definitions for these process-
dependent variables, it is easy to understand their influence on database design.
o Access paths must be determined, analyzed, and applied during database design when
the physical data model is created to show how data will be stored in the database. For
efficiency reasons, some entities may be collapsed (denormalized) to avoid excessive
database joins.
o Programming languages, such as COBOL, C++, or Java have their own idiosyncratic
rules about making SQL calls to relational databases. These rules have to be understood
and considered during database design.
o Query and reporting tools translate the abstract user instructions (meta data) into a form
of SQL, which then executes against the RDBMS, Some query and reporting tools
produce rather inefficient SQL code, and database administrators (DBAs) may have to
replace the tool-generated SQL code with their own more efficient pass through queries.
12
• OLAP tools typically provide multi-dimensional functionalities, such as slicing and
dicing, and pivoting query results, which require the underlying database to be designed
in a multi-dimensional schema. Furthermore, some OLAP tools have a specific
preference for either star schemas or snowflake schemas, and some tools (MOLAP) even
provide their own proprietary DBMS engine. Using the wrong database design could
prevent the OLAP tool from functioning properly — or at all.
• RDBMS products compete with each other through their unique functional extensions
(SQL) and optimization capabilities. Therefore, the most perfect design for one relational
DBMS is not necessarily the best design for another. For example, when migrating from
Oracle to Teradata, the existing database designs should be reviewed and adjusted, or
even redesigned, to take advantage of the different optimization capabilities of the new
product.
Database design
Physical data modeling facilitates logical database design with the primary focus on
performance. Thus, database designers must consider and balance all application specific
process-dependent variables. They must also have a good understanding of how the
RDBMS product-specific optimizer will react to these variables so that they can apply the
minimum amount of denormalization to achieve the maximum amount of performance.
The most important variable to consider when designing and tuning for performance is
the access path, especially when it requires joining many tables in a very large database
(VLDB). Not all database design solutions are equally appropriate for all DBMS products
or for all data access requirements.
13
Conclusion
When moving forward designing DW databases and applications it is helpful ~
remember the principles of logical data modeling because they carry over into physical
data modeling. Since DWs are as much about bringing order to data chaos as they are
about functional decision-support capabilities, it is important to use a data-driven
approach that focuses on reusability of data rather than building silo solutions that
contribute to uncontrolled and costly data and program redundancies.
Data reusability requires a “single version of the truth” about the organization, which can
be achieved through a combination of top-down plus bottom-up data modeling using the
six normalization rules to place each unique atomic data element into its owning entity
once, and only once. It is important to remember, that the “single version of the business”
— or enterprise logic~J data model — is not and should not be built all at once (that would
take too long). An enterprise logical data model evolves over time as the project-specific
logical data models are merged one by one — a project at a time. It is important to get a
long-term roadmap and data warehouse data blueprint as correct as possible in the
beginning to avoid rework as the business increases functionality of the data warehouse
14
CHAPTER THREE
3.0 Research Methodology
3.1 Introduction
3.1.1 Location of the Sturdy Area
Ugatrac Machine Service is located in the southern part of Rubaga division which is in
the Western part of Kampala District plot 3-10 Balintuma road. sells and services clean,
reliable, long-lasting diesel and gas engines, generating sets and pumps from Lister Petter
and other leading brands in Uganda and eastern democratic republic of Congo, northern
Tanzania, Rwanda as well as southern Sudan. The company makes sure that equipment
failure doesn’t cost you or your customers’ money, reputation or worse,
Database management
Ugatrac uses paper price tags, an indexing sales book and paper folders to maintain its
day to day operations and records in general. Also computer office applications mainly
MS Word and Excel spreadsheets have been introduced to enhance the data management
of the company. However the business is getting more and more customers due to the
unique parts it deals in. this has consequently led to enormous volumes of information the
company has to deal with and as such needs an appropriate data management system.
Research Methodology
This section presents the approaches that will be followed in the execution of the study. It
includes the research design, procedures followed and methods used in sampling, data
collection methods as well as data processing and analysis.
15
Research Design.
The design of this study incorporated some qualitative element in that the findings were
interpreted in a descriptive form as seen in the subsequent chapters.
Sampling Frame Work! Procedure.
A pilot survey was first conducted and Ugatrac machine service was selected due to its
medium size as well as a variety of data it had and required.
The target population consisted of the technocrats: that is the database manager and his
assistant, customer care manager and sales manager from Ugatrac machine service as
well as some consistent customers and employees. For the technocrats, purposive
sampling will be used since they were key informants on the subject of study while for
the customers and employees, systematic random sampling will be carried out.
3,2 sample Selection
Ugatrac machine service employs 20 employees
Table 1: Summary Table Showing the Total Sample Size.
Respondents by source Number
1. database manager assistant 1
2. customer care manager I
3. sales manager 1
4. employees 5
5. customers
Total 13
Source: prepared by the researcher.
16
3.3 Methods of Data Collection
The collection of data involved both primary and secondary sources. Data was collected
with use of various research methods as seen below;
3,3.1 Administering Written Questionnaires,
These were administered to the technical people that is: that is the database manager and
his assistant, customer care manager and sales manager from Ugatrac machine service as
well as some consistent customers and employees. These questionnaires were designed in
such away that they addressed the objectives of the study. They were also designed in an
open ended way to allow respondents give diverse views on the subject of study.
Questions related to data collection were not treated explicitly in the research, except for
collecting experimental data sets for the validation of the system.
Emphasis was given to the organisation of parameters and characteristics needed for
database realistic representation and interaction with the system in information
technology.
3,4 Interviewing
This was another tool used in that the researcher held consultative dialogue with the
different respondents with a genuine purpose of gathering useful information from them.
3.4.1 Documentation
Data was also got by reviewing the already existing company literature and even from
other departmental libraries with the relevant information.
3.5 Data processing and Analysis
The techniques of designing a relational database was basically used in the setting up of a
prototype database management system for the study area.
17
After the collection of the data, the researcher fed it in his designed prototype system and
tested it if it’s appropriate for Ugatrac Machine Service Limited. All this was part of the
analysis which was done in a qualitative manner. Thereafter the description of
phenomenon was done and presented in form of text. The study developed a trial
operational database management system since a definite one is not considered feasible
for the time schedule of one research.
18
CHAPTER FOUR
Presentation and Discussion of Research findings
4.1 Introduction
This chapter presents an in-depth analysis of the research findings in relation to
the study objectives.
System design concerned with how the system functionality is to be provided by the
different components of the system. The activities involved in this process are:
Figure 4.1 System Design process
19
RECOMMENDATION AND CONCLUSION
Overview
This chapter contains an overview of the whole project. It contains the obstacles met by
the student, the student’s recommendation, Limitations of the system, future work and
study area and final the conclusions.
Problems encountered
The student began getting obstacles from the start, Afler the student deciding on
developing the system for a Hotel, getting a to stay during study was a problem, not
everyone was giving a student a chance.
Some managers overlooked the student, saying that the study could waste their time
while they were gaining nothing out of it. When told that it was their own good, they
responded y saying if they needed a database they would hire professionals. So this
mentality limited the study, in that the student could not be given all the necessary data
and attention needed.
Due to fear from bodies such as IGG, security, and also spying by other competitors the
student was not given the full privilege to all the company Receipts, bills and reports.
This limited the study because the student had t start from scratch instead of reinventing
the wheel.
The busy schedule of the respondents also contributed a lot to the limitations of this
study. They rarely had time to answer the student’s questions.
A few of the respondents who had the time were uncooperative because they needed
some tip and they could not see how they were to benefit from the study.
The study was to be entirely sponsored by the student, so this made it a bit hard since the
researcher was a student The usual phrase of “come tomorrow” contributed a lot to the
spending of the student while sill looking for the case study and also during the collecting
of data, money had to be spent on buying learning materials.
20
Therefore, the student has to use some of the time looking for money and moving around
town looking for learning materials.
Recommendations
For this system to work effectively, it is recommended that the Ugatrac Machine Service
purchase at least a computer for each of its departments. These computers are then
supposed to be networked and should have central server where control of the LAN will
take place. This will help avoid snicker methods of data from one department to another
since every privileged user will be able to access all the data/information that they are
supposed to access.
The designer recommends that the company introduce an IT department. This will
manage the entire LAN and ensure that the system runs efficiently all the time.
Training for the entire staff is highly recommended, so as to enable efficiency in the
running of the sofiware.
Limitations of the system
As was stated, due to time constraint the system does not consider all the departments of
the company
Both modular and entire system testing has been carried out but still the errors should be
expected
The system has not gone through the stage of maintenance because this model is a
Prototype, therefore errors should be expected. A period of at least three
Months are needed to carry out maintenance.
The system implements a switchboard, and the user must logon in order to get access to
the database resources. Unfortunately this is the only security measure available. This
implies that one a user is inside the database; they have access to all the information
which is unhealthy for the Hotel.
The software does not have the HELP function; therefore individual learning will be a bit
hard.
21
Partition requirement The requirements were analyzed collected into related groups.
There were usually several possible partitioning options and number of alternatives
produced at this stage of the process.
Identify sub systems Different sub systems that could individually or collectively meet
the requirements were identified. Groups of requirements were related to sub systems, so
the activity and requirements partitioning were amalgamated.
Assign requirements to Sub-systems The requirements were assigned to sub systems. In
principle, the process was straightforward because the requirements partitioning was used
to drive the sub system identification. Practically, there could never be a clean match
between requirements partitions and identified sub-systems. Limitations of externally
purchased sub-systems could mean that requirements had to be modified.
Specify sub-system functionality The specific functions provided by each sub-system
were specified. It was seen as part of the system design phase or, the sub-system being a
software system, part of the requirements specification activity for the system.
Relationships between sub-systems had to be identified at this stage.
Define sub-system interfaces It involved defining the interfaces that were provided and
required by each sub-system. When the interfaces agreed, parallel development of the
sub-systems became possible.
As the double-ended arrows in figure 4.1 implied, there was a great deal of feedback and
iteration from one stage to another in the design process. As problems and questions
arised, rework of earlier stages was often necessary.
42 Database Design
A database is a structured collection of records or data. A computer database relies upon
a collection of computer programs (software), procedures and documentation that
perform some tasks on a computer system to organize the storage of data. The software
22
modules in the database structure are known as database modules. The module is most
commonly used today in the relational database systems. Other modules such as the
hierarchical module and the network module use a more explicit representation of
relationships. Database management systems (DBMS) are the software used to organize
and maintain the database.
4.3 A Database can effectively manipulate data to generate information
This therefore calls for a combination of modernity and simplicity which is best
addressed by designing a simplified information technology database management
system that incorporates simple computer indices and files as well as store financial
information such as; accounts and tax details, have a customer database, record business
information and contact details, keep employee information such as payroll and personnel
files and communicate via email access i.e. the internet. This should be incorporated with
a system that enables the basic tenet of business intelligence
4~3d Links between the Database Management system spreadsheet system
Managing business data of such a company as Ugatrac Machine Service is
a big challenge, a task of extraordinary proportions; it comes in a continuous
variety of business data packages. Whether it’s sales, or hard data neatly
ananged into spreadsheets, its all worth nothing unless managed the right
way and by that I mean the data should be in the right form, right place in
the right hands at the right time. Managing business data essentially refers to
organizing and manipulating it in such a way that it becomes “information”
which is capable of generating insight.
432 Incorporation of Database Management systems and its Role in Setting
up an Record and Filling system
~ filling
23
Part numbers were entered manually were from raw sheets of Ugatrac machine Service
,they were in disorderly mode that was inconsistent
~ Indexing
Index is a systematic arrangement of entries designed to enable users to locate
information in a document. The process of creating an index is called indexing;
similarly a filing system is where all the documentation of a business is put and stored
in files.
4,33 Dynamic Database management System
Dynamic Database Management system is one that will support Ugatrac machine
Service operations and objectives. The crucial aspect of the design consists of defining
precisely what goes into files. To represent the data and the relationships between data
required by all major application areas and groups.
o To provide a data model that supports any transactions required on the data.
o To specify a design that that will achieve the stated performance required for the
system such as response.
The Design contains two parts i.e. logical and physical Design.
o Logical design is the part that deals with the process of constructing a model of
the information use in an enterprise based on one model of data, but independent
of a particular DBMS and other physical aspects.
o Physical Design is the process of producing a descriptive of the implementation of
database on secondary storage; it describes the storage structure and access
methods used to effectively access data,
Lastly, this chapter contains a snapshot of the user interface or application; this is the
software program that will use and process the database.
4~5 Table Design
24
Prior to the final design of Ugatrac machine Service, database details were collected and
grouped in the following tables.
o Administration profile
o Parts profile
o Accounts
o Employees
o Serial number
Departments
Database Management system is the database that will support the Ugatrac machine
Service operations and objectives. The crucial aspect of the design consist of defining
precisely what goes database. The major aims of this database are:
o To represent the data and the relationships between data required by all major
application areas and groups.
o To provide a database that supports any transactions required on the data.
o To specify a design that that will achieve the stated performance required for the
system such as response.
The Design contains two parts i.e. logical and physical Design.
o Logical design is the part that deals with the process of constructing a model of
the information use in an enterprise environment.
o Physical Design is the process of producing a descriptive model of the
implementation of database on secondary storage; it describes the storage
structare and access methods used to effectively access data.
Lastly, this chapter contains a snapshot of the user interface or application; this is the
software program that will use and process the database,
4.4Table Background
Prior to the final design of Ugatrac Machine Service, database, details were collected and
grouped in the following tables.
25
o Admin, articles, categories , links, listing, prices, , stats.
4.5 Table Description
Table 4.5.1 Admin Table (stores administrator login information)
Field Type Field Size Descriptions
AdminlD varchar (50) Administrator Identification Number
AdminPass varchar (32) Administrator Password
AdminName varchar (100) Administrator Username
AdminEmail varchar (150) Administrator Email
Table 4.5.2 Payment TableField Name Field T e Field Size Descri lionRec it No Number
___________________ Text___________________ Text__________________ Currenc
CurrencText
Recv FromP •oseAmountTotalType fPayment
Balance CurrencCashierName text 15
Table 4.5.3 Employee Table
Field Name Field Type Field Size
EmildSurnameForenamePhoneAddressDesignationHome PhoneDate EmployedContract Ex, frySalutation/title
Number 8Text 15Text 15Number 10Text 25Text 10Number 10Date DateDate DateText 5
26
Receipt NumberMoney Received fromPurpose of PaymentAmount to be paidAmount paidType ofpayment ie cash orch .ue
Cashier Name
DescriptionEmployee Identification NumberEmployee SurnameEmployee ForenamePhoneAddressPositionHome PhoneDate EmployedContract ExpirySalutation-Mr, Mrs, Miss, Dr etc
CHAPTER FIVE
System Implementation and Evaluation
5.0 Introduction
System implementation involves integration of programming, systems and conversion,
testing and hard ware acquisition and installation for which the system was developed.
During the system development life cycle we recommend that parallel change method be
used in switching from one application to another. Parallel running of the two systems
enables them to switch back without a problem in case of a system failure.
5.1 Parallel Change Over
This means nmning the old system and new system simultaneously until the new system
is proved bugs free and it is working correctly as required to.
5.2 File Creation and Conversion
File creation involves changing the existing system files into a format that can be used by
the new system. File conversion procedures include the following;
i. Record manually the existing data file ‘old master files’ transfer them to a format
required by the new system.
ii. Insert any new data into the file i.e. update the file in the new form.
iii. Transcribe the completed form of file into a new medium or storage media
iv. Validate the file to ensure that they are error free
30
5.3 Program Testing
The data base for Ugatrac Machine service can be tested using the following methods to
ensure that it is working and fulfilling the user requirements as stated in the requirements
document.
5.3.1 White Box Testing
According to Hutchinson 2000 [3] this concentrates on the internal construction of the
system in terms of the following aspects;
How complex the program is in terms of modeling stages, graph matrices, data flow
testing, and ioop testing which focuses on validation of loops within the program
5.3.2 Black Box Testing
Also according to Hutchinson 2001 [3] this focuses on the functional requirements of
software and tries to trace errors in incorrect or missing functions, interfaces errors,
performance errors and based on the inputs and outputs of the software.
Sofiware testing can be conducted in the following stages
Unit / module testing. This involves separate components as they are linked together
Acceptance Testing.
This is carried out by the software users and the manager to discover software errors not
yet detected, exact demand of the system and whether any major changes are required
before the system can be adopted.
Configuration review.
This ensures each element of the software i.e. each module configuration has been
properly developed.
31
Performance testing.
This evaluates the software’s funning time performance, effectiveness and efficiency.
5.4 Staff Involved in Testing
System manager checks if the system conforms to the policy of the organization.
System analyst checks if the objectives are met and the system is error free.
Programmers code and debug the program in case of errors.
Operational manager checks on the operational weakness of the system. User department
ensures that the system is test to their satisfaction
5~5 Hardware and Software requirements
For this system to work effectively it is recommended that surf Uganda to be hosted on a
Linux server and not a windows server. Additionally surf Uganda requires at least 1-5GB
of hosting space, 5GB bandwidth
Ugatrac Machine Service should acquire a computer for updating the database with the
following specifications;
• Memory 256Mb and above
• Color Monitor
• Processor 1.6 MHZ and above
• Pentium IV and above processor
• Hard Disk 80GB and above
• Printer
• Scanner
• Digital Camera
5.6 Software requirements
Operating system- Windows 2000 and above, Visual basic, Microsoft Access.
The company files are in a folder Ugatrac Machine Service.
32
5.7 System Evaluation
This involves assessing the system performance against the earlier system requirements.
It involves determining the objectives and performance criteria, measuring performance
against the objectives, comparison of the actual performance against performance,
investigate the potential reason for deviation from the planned performance, forecasting
the effect of deviation from the assessment of whether corrective action is required or
whether the causes indicated are outside the control of the organization system evaluation
process (stages)
5.8 System Maintenance
System maintenance involves changing part of a system as per the recommendation of the
post implementation review team, according to Hutchinson 1992 [2]. This is carried out
to improve:
• System flexibility
• System adoptability
Systemflexibility involves minor changes in order for the system to cope up with growth
in the company activities
System adoptability involves changing of the system in order for the user to benefit from
advances in technology wit out having to change to another system
Causes of system maintenance include environment changes in the system operational
environment, existence of bugs or errors, change in user requirements, poor
documentation which makes it hard to adopt and maintain the problem and the changes in
technology.
33
5.9 The Developed System
Open the Cd copy the folder package and paste it on any drive on computerGo to startClick on control panelGo to performance and maintenanceClick on administrative toolsClick on data sourceClick addselect Microsoft Access Driver(*mdb)Go to selectClick on Paulgo to packageSelect auto partsOpen the folder package then double click the file setup file
S •
-0~
a-r - •1~
Main User Interface
Windows 2006 V.5Advanced Security & Drivers
~
• o_~‘
When you click on the welcome page it displays a login window
L~eTo
UGATRAC MACHINE SERVICE
PlatformVersIon 6.0
—,•~.
t. . C
34
Login Interface
Windows 2006 V.5Advanced Security & Drivers
a
I
I
j.
r
~
• ~ •~f~ -
This window has two fields; User name and password.Password is “password’ and user name is admin
•~ :-~
a jj,c. Nai~
I °‘~ I Calodi
~ •
•
-
•~ •
.* ••‘ .~. .~. •o
35
Search page
F~e Ne.. ES~ Sear ~oee
ErtuPatNe Se&d.
SeedN~ethe. NodeIN.,~ VAT Tct~Amou,t
mjcmc Ausgjje
~I~i’~ L~i~!J
This search interface is used to search spare parts basing on the part number entered.
Enter the part number and click search to display the following information:• Part Number• Serial Number• Model Number• Price•VAT• Total Amount
Click New to add new spare part to the database, this displays the entry form belowThis consists of the following fields
• Part Number• Serial Number• Model Number• Price•VAT• Total Amount
36
Add New Spare Part Entry Screen
acui~io
SeddNi,thu ~
au~o
VAT
Tv~aI~i~oud ______
Cci~ VAT Add IE~~JI Do.e
Below are four buttons
Compute VAT: this calculates VAT on the spare parts (18%) of the priceAdd Button: click to add new entry to the database.
Save Button: Save data to the database.
Close Button: Close the entry form.
Click Edit on the menu bar to edit a record in a database. It displays the interface below.
37
Edit Spare Parts Entry Screen
Ni~u
AT
Say. ~.e
This consists of the following fields
• Part Number• Serial Number• Model Number• Price•VAT• Total Amount
This similar to the add entry screen, except at the bottom there are only two buttons.
Save Button: Save data to the database.
Close Button: Close the entry form.To exit the application click close on the top menu or Ctrl+X
38
CHAPTER SIX
Discussions, Conclusion and Recommendations
6.1 Discussion
Information used in building the system was gathered through a number of ways;
questionnaires, observation. This information obtained helped a lot in customizing the
system to the customer’s desired requirements and functionality.
Designing the system involved the system users in order to obtain a system that suite the
company operations basing on the limitations of the old system. Additional
implementation, validation and testing of system was done in phases, these processes
enable the student to identify and debug the system and put up a system to solve, perform
what the old system could not achieve.
The system achieves a lot more than the old system, it provides an environment that is
both convenient and efficient in retrieval and storage of data! information. Provides an
easy means of updating information, so that information changes in one file is
automatically updated in all files. Ensure that an effortless and speedy means of
generating reports is in place. Guarantee that Ugatrac Machine services maximizes on its
benefits and reduces on the operational costs. The user can customize and extract the data
they want to view. Provide a secure security system that is hard to penetrate/break
through.
6.2 Conclusion
All the above imply that the system will tim smoothly thereby reducing on the
workload increase productivity and improve efficiency on the current system. This
project has not only put some confidence in the designer but has made him appreciate
what has been taught for three years he has been at the University and is ready to face
the world.
39
However as was stated, due to time constraint the system does not consider all the areas.
Both modular and entire system testing has been carried out but still the errors should be
expected. The system has not gone through the stage of maintenance because this model
is a Prototype, therefore errors should be expected. A period of at least three months is
needed to carry out maintenance, The system has an administrative area, and the user
must logon in order to get access to the database resources. Unfortunately this is the only
security measure available. This implies that once a user is inside the database, they have
access to all the information which is unhealthy for the website.
The software does not have the HELP function; therefore individual
learning will be a bit hard to master the operation of the system. A tutorial function is
very important I any new software, as it will reduce on the cost of training. Unfortunately
this software does not have one.
6.3 Recommendations
For this system to work effectively it is recommended that Ugatrac Machine service hosts
training sessions.
6A Future work and research areas
Incorporating the other functional areas that were not included in the design will have the
foremost priority. As mentioned earlier these areas were left out due to time constraint.
A tutorial, which illustrates the usage of the database, will have to be developed. A help
function will also be added to help users on the system operations and maintenance. This
will contain procedures of how to carry out a specific routine. Lastly system will have to
go through maintenance so as to check and correct all the errors if any.
40
BIBILIOGRAPHY
1. DITTMAN ET. 2001. System Analysis and Design Methods,
Irwin! Mc Graw-Hill, 5th Edition, New York
2. FRED T.HOFSTTERR 1998. Internet literacy,
frwin!Mcgraw-Hill,3~’ Edition New York
3. BRIAN K. WILLIAMS, SAWYER 2001. Using information technology
Irwin! Mc Graw-Hill, 3th Edition, New York
5. JAMES A. O’BRIEN INTORDUCTION TO INFORMATIOMSYSTEMS
2001 IRWIN/Me GRAW- HILL, TENTH EDITIONNEWYORK
6. MSDN Library July 2001
7. BARBARA K.KAYE World Wide Web2001 Irwin! Mc Graw-Hill, 2~’ Edition, New York
41
THE ROLE OF AN APPROPRIATE DATABASE MANAGEMENT SYSTEM IN
A COMMERCIAL ENTERPRISES A CASE STUDY OF UGATRAC MACHINE
SERVICE.
APPENDIX A
A Questionnaire addressed to the Technocrats (Database manager and his assistant,Customer care manager and Sales manager)
1. a) Do you have updated Database?
Yes No
b) IfNo, why?
2, Does the Database contain Commodities’ stock information on the following:
Serial number [1Part number [~1Model, size and make
Can the database system help to calculate the V.A~T inculTed?
Yes No
b) IfNo, how is it done?
Can the database system simulate periodic business reports?
Yes No
b) IfNo, how do you manage?
42
4. a) Is the Database computerized?
Yes I No [b) IfNo, why?
c) If yes, is it updated?
5. Can you highlight some of the problems you have with regard to the existing Database.
6. a) Can a customized Database system help in addressing the above problems?
Yes I I No Ib) If Yes, how?
7. Finally, what suggestions do you give to ensure effective incorporation of Database
management systems in ensuring organized company records?
Thank you
43
THE ROLE OF AN APPROPRIATE DATABASE MANAGEMENT SYSTEM I1”i
A COMMERCIAL ENTERPfflSE~ A CASE STUDY OF UGATRAC MACHINE
SERVICE.
APPENDIX B
A Questionnaire addressed to Ugatrac machine service employees
1, a) Are you a permanent employee?
Yes [ J No other
If Other (Specify)
b) If Yes, do they have updated employee records like attendance?
Yes No
c) IfNo, why?
2. Do the records contain information on the following:
a) family I Ib) health
c) conduct []3. a) Is all the information required by your employer relevant to your performance at
work?
Yes No
b) IfNo, why?
4. a) Are there digital (computer) records for the employees?
44
Yes Li No
b) IfNo, why?
c) If Yes, are they regularly updated?
5. Can you highlight some of the problems you have with regard to the existing employee
records.
6. a) Can a database management system help in addressing the above problems?
Yes _ No [ j
b) If Yes, how?
7. Finally, what suggestions do you give to ensure a modernized and effective employee
records setting?
Thank you
45
Yes _ No [Jb) Give reasons for your response.
5. How do you think a computerized database management system can help to improve
the work of the technical people in Ugatrac offices?
6. Finally, what solutions do you think can help to address the problems mentioned in
question 3 above?
Thank you
47
APPENDIX B
require_once(~Connections/main php~);requireonce(”conn.php~);require_once(9ncludes. php”);require_once(11templates/HeaderTemplate. php’~);
1/ ADVANCED SEARCH1*echo ~< br> <p> <1mg src= myimages/img_1 1 ~gif> </p>
<table width=100% border=0 cellspacing=0 cellpadding=10><tr><td>Welcome to our site!
</table> <br>*1require_once(~templates/IndexTemplate, php~);require_once(~advanced ~php”);requireonce(”templates/AdvancedsearchTemplate, php~);
I/echo “<br><br>’~;
// TOP 10
/*$ql ~update yellOw_agents SET AccountStatus=~active~ WHEREusername= ~test~”;$rl = mysqLquery($ql) or die(mysql_errorQ);*/
<dlv class= ~wrap11><i mg src= 9mages/design/titles/featured area~gir alt= />
<?incIude(9istings~php’)?>
f/echo ~<br>~;require_once(~articles_Iinks, php”);
require_once(~tempIatesfFooterTemplate,php~);
?>
46
//enter your MySQL database host name, often it is not necessary to edit this line$db_host = 9ocalhost11;
I/enter your MySQL database username$db_username = Drootil;
i/enter your MySQL database password$db_password =
//enter your MySQL database name$db_name = HsurfugandaH;
1*Enter the full address to the directory where you have installed the script
for example, if you installed the script at the ~yellow” directory, the $BannerPathshould looks like:
//$BannerPath = Thttp ://surfuganda~com~;
*1
$BannerPath =
I1I/II///III/I//IIIII/III//IIIfII///////////////////////////i/i//i do not edit below this line /1/f//i/III/II////f///I/I/1fIII//I/I//Iiii/////////////////f//////
f/connect to the database server$connection = mysql_connect($db_host, $dbusername, $db_password) ordie(mysql_error~);
I/select database$db = mysqLselect_db($db_narne, $connection);
= times;?>
47