Job Allocation.doc

8/18/2019 Job Allocation.doc

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1.1 BotswanaLif Or!ani"ationa# Structur

Mana!in!

$irctorMana!in!

$irctor

C%ifnfor&ation

Officr

C%if

Infor&ation

Officr

A'M

'rou(Busins

s

A'M

'rou(Busins

s

Audit

Mana!rAudit

Mana!r

Ris) and

Custo&r Sr*ics

Mana!r

Ris) and

Custo&r Sr*ics

Mana!r

Branc%Mana!r

Branc%

Mana!r

+inanc$irctor

+inanc

$irctor

, RMana!r

, R

Mana!r

Pnsions

Ad&in

Mana!r

Pnsions

Ad&in

Mana!r

Mar)tin!Mana!rMar)tin!Mana!r

-ndrwritin! and

Pr&iu&

Sr*ics

Mana!r

-ndrwritin! and

Pr&iu&Sr*ics

Mana!r

C#int

Sr*icsMana!r

C#int

Sr*icsMana!r

+inancMana!r

+inancMana!r

AccountantMana!rAccountan

Mana!r

A'M

Acturia#

Sr*ics

A'M

Acturia#

Sr*ics

ICTMana!r

ICT

Mana!r

Sst&sAd&inistrato

r

Sst&sAd&inistrato

r

$ata/asAd&inistrato

r

$ata/asAd&inistrato

r

IT S(cia#ist

BusinssA((#ications

Su((ort

IT S(cia#ist

Businss

A((#ications

Su((ort

IT S(cia#ist

,ardwar andSoftwar

&aintnanc

IT S(cia#ist

,ardwar and

Softwar

&aintnanc

IT S(cia#ist

Ntwor)

Scurit

IT S(cia#istNtwor)

Scurit

IT S(cia#ist

-sr

Su((ort

IT S(cia#ist-sr

Su((ort


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1. Bac)!round

Botswana Life currentl& makes use of a com%uter2based s&stem for maintainin+ its

client details as well as runnin+ its da&2to2da& business. *o ensure efficienc& of the

s&stem at all times a hel%desk s&stem was bein+ used to assi+n all faults (hardware,software and other I* related faults) to ualif& I* %ersonnel. *he I* technicians would

then attend to these faults and therefore maintain consistenc& within the s&stem and

enable other members of staff to do their work on time.

*he I$* 3e%artment attends to all I* faults within the or+anisation accordin+ to the

I* %olic&, thus the need for hel%desk to su%%ort on this unendin+ business need.

1..1 PROBLEM $E+INITION

*he current manual s&stem is %osin+ a lot of %roblems for the worksho% de%artment.

It is difficult to kee% track of 4obs done b& the technician mainl& because 4obs are

recorded on 4ob cards and these +et lost or mis%laced easil&. Here are some of the

%roblems faced b& the de%artment5

• ' lot of time is wasted due to the followin+ reasons

0hen a breakdown occurs, the su%ervisor where the breakdown occurred

writes a 4ob card and looks for an technician to re%air the breakdown b&

+oin+ to the worksho% de%artment. *his is a time consumin+ %rocess.

*o %re%are a %erformance a%%raisal for the technician, the 6%erations

Mana+er has to +rou% the 4ob cards accordin+ to technician and then

record all the re%air work done.

• *he s&stem uses a lot of %a%erwork and due to this, some 4ob cards +et lost or

mis%laced resultin+ in loss of information.

• 0ith time, some of the writin+ on the 4ob cards ma& not be clearl& visible

resultin+ in loss of information.

• *here is no securit& on the s&stem as the 4ob cards are ke%t in a folder, which can

be accessed b& an&one.

1.. OERIE2 O+ -SER R E3-IREMENTS

*he followin+ user reuirements arose from the %roblems identified above.

• *he s&stem must be secure and must not allow unauthori7ed access


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• *he s&stem must be save time such that a su%ervisor should not locate an

technician after a 4ob reuest

• 9e%ort %re%aration must be eas& and must not be time consumin+

• 3ata should be ke%t in a central location such that there is no du%lication of

data

• *he s&stem must allow for the cancellation of 4ob reuests made due to false

alarm.

• *he s&stem must have a facilit& to backu% and restore data

• 3ata ke%t b& the s&stem must be accurate and u% to date.

1..4 SYSTEM OBJECTIES

• 9educe time loss due to movements between de%artments

• 9educe internal tele%hone line usa+e.

• $om%ile accurate %erformance re%orts for each technician

• 9educe %a%erwork b& elimination of use of 4ob cards

• :ee% record of ever& 4ob done

• Provide securit& so that onl& authorised %ersonnel can access the s&stem

• Provide backu% in case of s&stem failure

• 'llow for cancellation of 4obs reuested due to false alarm

• Be able to com%ile %eriodic activit& schemes for %erformance a%%raisals to

technicians

1.4 ALTERNATIE SOL-TIONS

1.4.1 E5istin! Pac)a!s

;istin+ %acka+es can be used to solve the %roblems faced b& the com%an&. Packa+es

that alread& been made can be bou+ht from software vendors. ' database %acka+e can

also be im%lemented.

$onstrains

It is ver& difficult to find a %acka+e that solves the s%ecific %roblems faced b& the

com%an&.


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1.4. Pac)a! fro& first (rinci(#s

*his solution involves creatin+ a set of %ro+rams to %roduce a tailor made s&stem thatsolves the %roblems faced b& the com%an&.

$onstrains

*his solution reuires a lot of develo%ment time and %ro+rammin+ e%erts.

1.4.4 E&(#o&nt of 5tra (rsonn#

*he com%an& could em%lo& more %eo%le in the Hel% 3esk res%onsible for movin+ 4ob

cards between the de%artments and the worksho% so as to reduce time wasted.$onstrains

*his solution does not solve all the %roblems identified and it will result in more

e%enses for the com%an& throu+h wa+es and workin+ s%ace.

It will also not be a reliable wa& of +ettin+ rid of the current %roblem of de%artmental

confusion, rather worsenin+ it.

1.6 ,YPOT,ESIS

*he develo%ment of a tailor made s&stem is the best solution, as it will solve the

%roblems faced b& the com%an& in the worksho% de%artment. *o develo% a tailor

made s&stem that uses network facilities for the worksho% will be able to solve the

%roblems identified in 4ob allocation.

*he followin+ a%%lications are +oin+ to be used to develo% the s&stem

Microsoft isua# Basic 7.08 this is a %owerful hi+h level %ro+rammin+ lan+ua+e that

is used to develo% 0indows based a%%lications.

Microsoft Accss 0008 a relational database %acka+e ca%able of linkin+ with

Microsoft isua# Basic 7.0.

$ra&wa*r 9

1.: J-STI+ICATION

1.:.1 -sr su((ort


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*he worksho% %ersonnel and %roduction su%ervisors are in full su%%ort of the new

s&stem, as it will reduce time wasted, %a%erwork, errors and loss of information.

*here will be increased accessibilit& of %endin+ 4obs to ever&one such that the& +et

attended in time

1.:. Mana!&nt su((ort

*he mana+ement is in full su%%ort of the %ro%osed s&stem, as it will im%rove

efficienc& in the worksho% de%artment. It also makes it easier to create %erformance

re%orts for the technician.

1.:.4 A/i#it

*he author has a dee%er understandin+ in =isual Basic %ro+rammin+ from %reviousl&im%lemented %ro4ects on a number of com%anies that include Power -%eed, -%ar,

$ho%%ies, and Botswana 'sset Mana+ement $om%an&.

0ith this e%erience I have chosen =isual Basic as the best Pro+rammin+ lan+ua+e to

use for such an a%%lication. 'nd thus the technical e%ertise reuired for the %ro4ect is

available.

1.:.6 ,ardwar and softwar r;uir&ntsBotswana Life has more than users in the various de%artments of the com%an&

which include $ustomer services, Premium services, em%lo&ee benefits (GL' an

Pension administration), >inance, $laims, Human resources, '+ents administration,

Marketin+ cor%orate and I* de%artment. Botswana Life has branches across the

countr& as well. 'll? these -B@s are connected throu+h a local area network and a

0'A to the branches

*he com%an& alread& has a network installed to+ether with the network software. *he

com%an& has enou+h financial resources to %urchase com%uters reuired b& the new

s&stem.

1.7 CONSTRAINS

1.7.1 Ti&

*his %ro4ect is e%ected to be com%lete within three months and since there is a

limited number of com%uters available, time is +oin+ to be a ma4or challen+e as the


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time slots allocated to me at the labs ma& not be enou+h for the %ro4ect to be

com%leted.

1.7. Tc%nica# E5(rtis't the moment, I am ca%able of usin+ a limited number of %ro+rammin+ lan+ua+es, so

this means that I have a limited choice as far as %ro+rammin+ lan+ua+es are

concerned.


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C,APTER

.0 INTRO$-CTION

*his %hase deals with the information collected and anal&sed when the %ro4ect was

initiated. It is used to determine and 4ustif& the worthiness of a com%uterised s&stem.

*he %ro4ect sco%e, benefits and costs are estimated. *he %ro4ect %lan is used to

determine whether the %ro4ect should be acce%ted of not. If acce%ted, it will become

the foundation document for the other sta+es to follow.

.1 B-SINESS AL-E

*he s&stem to be develo%ed will %rove to be of +reat value to the com%an&. *he

s&stem is to automate monotonous %rocesses, reduce errors and enhance s%eed and

communication between de%artments. *his will result in im%roved efficienc& of the

com%an& mainl& due to the reduction in breakdown time. *his is ver& valuable to the

com%an&, as it will hel% the com%an& the com%an& to o%erate %rofitabl& and

com%etitivel&.

.1.1 Tan!i/# Bnfits

• It will be easier to monitor the effectiveness of technician as each 4ob done is

recorded to+ether with time taken to com%lete the 4ob and the %arts used

• -tationer& will be reduced mainl& due to the elimination of 4ob cards in the

new s&stem as well as lo+ books.• Loss of information due to mis%lacement of 4ob cards is avoided

• It will be faster to re%ort breakdowns as the su%ervisor onl& sends a 4ob

reuest, which will be reflected on the technicianCs com%uter

.1. Intan!i/# Bnfits

• *he com%an& will have a better business ima+e u%on im%lementation of the

new s&stem


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• $ommunication between su%ervisors and technician will im%rove

.1.4 +EASIBILITY ST-$Y

*his is a stud& carried out in order to ascertain whether it is worthwhile to %roceed

with the %ro4ect within the bud+eted resources, time and o%eratin+ environment. It

also reveals the risks associated with the %ro4ect. Euestions such as Fcan the s&stem

be built will be answered.

.1.6 Tc%nica# +asi/i#it

*his refers to the etend to which the s&stem can be successfull& desi+ned, develo%edand im%lemented +iven all the technolo+ical constrains. *he main area of concern is

whether the s&stem can be built or not focusin+ on two main areas namel& the

eui%ment necessar& to develo% the s&stem and the technical know2how available.

Hardware and software reuirements

Hardware

• On Citri5 Sr*r with the followin+ s%ecifications

1MH7 %rocessor or hi+her

"1MB 9'M or hi+her

"GB hard drive or hi+her

network card or better

0indows server 18

$itri I$' Pro+ram nei+hborhood

=eritas Backu% ;ec software

• Pntiu& /asd co&(utrs 00? with the followin+ s%ecifications in each

de%artment

MH7 %rocessor or hi+her

1DMB 9'M or hi+her


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@-B %ort

• 6ne laser network %rinter

• >lash memor&

• Local 'rea Aetwork mb%s

$urrentl& the com%an& does have networked com%uters that can meet the new s&stem

reuirements. More com%uters need to be %urchased thou+h. *he com%an& alread&

has a Local 'rea Aetwork in %lace so there is no need to bu& some of the network

eui%ment, as it is alread& available. ' %rinter and flash memor& will have to be

%urchased.

Softwar

• Microsoft 0indows =ista or JP Business ;dition

• Aod81 'ntivurus $or%orate ;dition

-ince the com%an& is +oin+ to %urchase com%uters, the& will alread& have a 0indows

o%eratin+ s&stem installed on them. *he develo%er reuires Microsoft Accss 000

and Microsoft isua# Basic 7.0 as well as $ra&wa*r 9 but these a%%lications are

not necessaril& needed on the usersC machines as the final %roduct can run on the

machines without these a%%lications.

.1.: Tc%nica# E5(rtis

*he technical techniues available are sufficient enou+h for the develo%ment team to

%roduce the reuired s&stem. Man& develo%ers use the develo%ment tools selected so

referencin+ on %roblem areas wont be much of a %roblem.

*he su%ervisors and technician at the com%an& are com%uter literate so it will be

easier to train them to use the new s&stem.

In conclusion, the s&stem is technicall& feasible as the hardware and software reuired

is either alread& available or can be %urchased. *he develo%ment team has the

reuired know2how to develo% the s&stem and the users will be eas& to train since

the& are com%uter literate.

. Econo&ic +asi/i#it


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*his is a stud& to determine whether the benefits are +oin+ to outwei+h the costs. If

short2term costs arenCt overshadowed b& lon+2term benefits or %roduce no immediate

reduction in o%eratin+ costs, then the s&stem is not economicall& feasible. ' cost

benefit anal&sis is carried out to evaluate the economic feasibilit& of the new s&stem.

$ost Benefit 'nal&sis

*his is a %rocess of com%arin+ cost of develo%in+ and maintainin+ the s&stem and the

benefits of the s&stem.

$osts

..1 Tan!i/# costs

If costs can be uantifiable, then the& are tan+ible. *hese costs include

hardware and software %urchase of which the $it& 6f Harare seems to have all

the reuired resources for this %ro4ect, ece%t for em%lo&ee trainin+ and

develo%ment costs when develo%in+ the s&stem.

Intan+ible $osts

*hese cannot be measured and are difficult to assi+n a value for eam%le loss

of em%lo&ee morale.

.. Bnfits

*an+ible Benefits

*hese include

• 3ecrease in o%eratin+ costs for eam%le reduction in stationer&

• 3ecrease in information %rocessed due to elimination of some %rocedures

and documents

Intan+ible Benefits

*hese include

• Im%roved accurac& and availabilit& of data

• Better business ima+e


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.4

O(rationa# +asi/i#it

*his is how the s&stem is +oin+ to affect head of de%artment and whether it will

receive the full su%%ort of the mana+ement. It also anal&ses whether the s&stem will

risk the 4obs of the em%lo&ees or rather whether it will increase the em%lo&ee

turnover.

*he users in the com%an& are com%uter literate. *he develo%er has no doubt that the&

shall encounter minimal %roblems in usin+ the s&stem. >urther trainin+ will also be

offered to all the users 4ust to +et a rou+h feel of the s&stem, the trainin+ will last one

week at most.

.6 R IS@ ANALYSIS

YEAR 009

Bnfits 000

O(rationa# Costs

H0 Maintenance 8"

-0 Maintenance 8

-tationar& D"

6ther $osts 1"

Tota# :0 000

Tota# Costs 4 >6: 000

Tota# Bnfits 6 0: 000

ProfitLoss 1 170 000


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*hese %hases identifies, evaluates, and tr& to come u% with solutions on thin+s that

mi+ht +o wron+ in the %ro4ect before it becomes a threat to the successful com%letion

of the %ro4ect or im%lementation of the Kob 'llocation -&stem. *he below 9isk

'nal&sis Lo+ is also su%%orted b& the technical, economical and an& other risks that

are associated with the im%lementation of the new %ro%osed s&stem. *he lo+s anal&7e

and recommend so as reducin+ the chances of 4eo%ardi7in+ the s&stem and an& other

4obs associated with the im%lementation.

*his can be defined as %rovision for unfortunate uncertaint&. *he users of the s&stem

face the followin+ risks5

• *he s&stem ma& not solve the s%ecific %roblems faced mainl& because of

chan+e of reuirements durin+ the %ro4ect.

• *he s&stem anal&st ma& have miscalculated costs and benefits to the

or+anisation

• *he environment ma& chan+e after %ro4ect im%lementation and the s&stem

ma& not serve its function.

• Interested %arties ma& loose interest in the %ro4ect terminatin+ it.

• Loss of information durin+ chan+eover

• -ome of the eui%ment reuired ma& not be available when reuired

• H&%er inflation environment ma& mean a chan+e in bud+et and the financial

resources ma& not be readil& available.

1.rol+ate I* (Pvt)

Ltd fails to


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due to doublin+

u% on %ro4ect and

business as usual

(B'@)

res%onsibilities

su%%l& the %ro4ect

needs.

• *o halt

develo%ments on 4ob allocations

and attend to

%roblems onl&

1 Inadeuate in

house %ro4ect

mana+ement,

eecution and

technical skills

Low 2Prolon+ed

learnin+ curve

2-taff turnover

resultin+ in

technicall&

trained %eo%le

leavin+

• Promote %eer to

%eer trainin+

discussions to

share knowled+e

• Identif& reuired

trainin+ and

%rovide adeuate

trainin+ to all

%ro4ect team

members

8 Poor %erformance

a+ainst schedule

b& %ro4ect

%artici%ants

Medium 2>ailure to

com%lete the

Pro4ect within

the scheduled

time and bud+et,

therefore

increasin+

%ro4ect costs

• ;stablish an

im%lementation

%lan

• 0ork accordin+

to the %lan

• $losel& monitor

%erformance of

the develo%ers

and in house

%artici%ants

< >ailure to %ro4ect

deliverables to

meet

s%ecifications

(6verfulfillment

or

underfulfillments

Medium 2>ailure b&

develo%ers to

deliver accordin+

to s%ecification

will dela& the

%ro4ect +o live

and increase

• Maintain and

monitor a

checklist of all

deliverables

• Maintain an

issues lo+ andchase issues for


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of reuirements) costs closure

• Aurture a

coherent 4oint

team relationshi%of in2house

%artici%ants and

develo%ers

" Poor ualit& of

data inte+rit&

Medium 20ill mess u% the

%ro4ect

im%lementation

on +oin+ live if

data is taken on

without Fclean

u%

• Initiate a %ro+ram

to5

• @nderstand data

conversion

reuirements

• Pre%are for such

conversion

• $lean u% all data

reuired on

conversion

• -tart data

conversion earl&

# :e& resources on

the %ro4ect not

available

Low 23isru%tion of

%ro4ect %ro+ress

and failure to

meet deadlines

• 'dvance

%lannin+ of

unavoidable but

foreseeable

unavailabilit& of

resources


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Loss of

;ui%ment

Low 23ela& of the

%ro4ect

Increase %ro4ect

costs

• -ecurit& on all

eui%ment be

im%lemented

•

>ire %reventivemeasures on the

indoor eui%ment

• Insurance for all

eui%ment

D @ser 9esistance Medium 2@sers ma& resist

to the new

s&stem o%tin+ to

continue usin+

tele%hones and

movin+ around

the %remises

from de%artment

to de%artment to

+et I* hel%.

• *rainin+ users

should be done

adeuatel& such

that it will not be

a %roblem in

usin+ the new

s&stem.

.: 2OR@ PLAN

*he tasks to be carried out are identified. 9esources need to be allocated efficientl&.

*he waterfall method is +oin+ to be used as it sim%lifies a com%le %ro4ect.

.:.1 Bra)down of tas)s


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Tas) $scri(tion $ats $uration


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Analysis

Design

Implementation

.7 CONCL-SION

*he stud& shows that the %ro%osed s&stem is technicall&, economicall& and

o%erationall& feasible and the com%an& is to benefit from the new s&stem. 'nal&sis of

the new s&stem is the net %hase to follow.

C,APTER 4


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ANALYSIS P,ASE

4.0 INTRO$-CTION

In this %hase, a detailed stud& of the current s&stem is carried out. *his involves

anal&sis of items such as %rocedures carried out and information flows. *he data that

is bein+ used is s%ecified and how it is ke%t. 3urin+ this %rocess investi+ations are

carried out to +ather information about the s&stem. ' detailed descri%tion on the

o%erations of the current s&stem is outlined. *his is the %hase where a full descri%tion

of %rocess anal&sis and data anal&sis is done. >indin+s of this %hase are used to desi+n

the %ro%osed s&stem.

4.1 IN+ORMATION 'AT,ERIN'

3urin+ information +atherin+, as much information about the s&stem had to be

collected. *o do this, two techniues were used which are interviews and observation.

*he main areas of concern durin+ this %rocess where in%uts, %rocesses, stora+e and

out%uts of the current s&stem.

4.1.1 Intr*iws

Interviews were carried out with the su%ervisors, technician and the worksho%

6%erations Mana+er. @ser reuirements were s%ecified durin+ the interviews. *he

interviewees also hi+hli+hted the ma4or %roblem areas of the current s&stem.

-ome of the advanta+es that came due to the use of this method included5

• Most of the information about the s&stem was obtained usin+ this method

• -ince the %rocess was interactive, some of the technical 4ar+on in uestions

that was not understood were re%hrased until the& were understood

• Aon2verbal communication was observed and was used to ascertain the

correctness of the answers +iven

• *here was immediate res%onse thus some uestions were asked that were not

in the scri%t but had to do with the answers +iven

• *he %rocess was %rivate and confidential

-ome of the drawbacks of this method included


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• *he %rocess was costl&

• It was difficult to freel& interview the em%lo&ees since the& were on dut&.

4.1. O/sr*ation

In an effort to +ather more information, the current manual s&stem was observed

whilst in o%eration. Initiall&, the in%ut and out%ut documents were seen and then the

actual %rocess of 4ob reuestin+ and 4ob allocation.

-ome of the benefits of this method included

• 'n overview of the o%eration of the current s&stem was obtained first hand

• Ao obstructions and disturbances were made to the 4ob reuestin+ and 4ob

allocation s&stem

• *his %rocess allowed the verification of information +athered from interviews

*he ma4or shortfall of this method was that not all the activities of the s&stem were

observed

-ome other information +atherin+ techniues like uestionnaires were not used

because a small number of %eo%le use the current s&stem so it was best to use the two

methods mentioned as the& obtained all the information reuired for the anal&sis.

4. OERIE2 O+ C-RRENT SYSTEM

4..1 Jo/ R;ustin!

3urin+ work hours several users could encounter %roblems with their P$ s and the

%roblem had to be identified and rectified on time so as to avoid draw backs e.+. the

cashiers run recei%ts concurrentl& with billin+ s&stem. *his means a failure on one

machine is a draw back to another de%artment then the su%ervisor is notified about the

breakdown occurred writes a 4ob card outlinin+ the %roblem occurred, the machine

with the breakdown and the t&%e of breakdown i.e. network, software or hardware. '

4ob is created when the su%ervisor writes the 4ob card. *he su%ervisor then +oes to the

worksho% and +ives the 4ob card to the technician on dut& in the de%artment that

coincide with the breakdown. 3urin+ this %rocess, the su%ervisor will have reuested

a 4ob.


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4.. Jo/ A##ocation

*he technician who will have the 4ob card will be allocated to that 4ob. He attends to

the %roblem on the machine and fies the %roblem. He ma& use some %arts in

re%airin+ the machine de%endin+ on the breakdown. In some cases, the %roblem ma& be too bi+ for a sin+le technician so two or more technician can attend to the %roblem.

'fter the machine is re%aired, the su%ervisor si+ns the 4ob card a%%rovin+ the re%air

work done.

'fter the si+nin+ of the 4ob card, the technician then writes a small re%ort on the 4ob

card s%ecif&in+ briefl& how the %roblem was solved, the %arts used if an& and the time

taken to re%air the machine. ' %roblem comes when two or more technicians attend to

a %roblem, as there is onl& one section a technician on the 4ob card. ;ver& 4ob card has

two co%ies, one ke%t b& the technician which is later submitted to the 6%erations

Mana+er and the other one ke%t b& the su%ervisor.

4..4 R(ort Pr(aration

'fter ever& three months, the en+ineerin+ 6%erations Mana+er, the head of the

worksho% de%artment, %re%ares %erformance re%orts of technician. *he 6%erations

Mana+er collects all the 4ob cards and arran+es them firstl& b& technician and then b&

date. ;ach 4ob is recorded in a 4ob book. 'll details on 4ob cards are recorded in this

book. *o avoid workload, the 6%erations Mana+er records entries in this book once a

fortni+ht. However the re%orts are %re%ared once in three months.

*he re%ort shows declines in %erformance, increase in %erformance and rate of

breakdowns of machines.

4.6 SYSTEM EAL-ATION

2EA@NESSES O+ T,E C-RRENT SYSTEM

4.6.1 Jo/ R;ustin! and A##ocation

*he current s&stem has an advanta+e in this %rocess in that two co%ies of the 4ob card

are ke%t. *his allows for the accountabilit& of the technician on 4obs done. *he

%rocess however has the followin+ drawbacks5


22/73

• >irstl& the s&stem is not time efficient. 'fter a reuest has been made, the

su%ervisor has to +o and look for the technician to +ive the 4ob card. *his

%rocess takes some time, as there is a considerable distance between the

worksho% and the Hel% 3esk. 6n arrivin+ at the worksho%, the su%ervisor ma&discover that the technician is attendin+ a breakdown somewhere else will

have to locate the technician.

• 'nother %roblem is that if two or more technician re%air a machine, onl& one

technician can record his name on the 4ob card. It will seem as if he did the 4ob

on his own and the other technician are not accounted on the 4ob.

4.6. Pr(aration of r(orts

*he %rocess of re%ort %re%aration is time consumin+. *his %rocess has a lot of

shortcomin+s and normall& does not +ive a true reflection of the 4obs done due the

followin+ reasons

• -ome 4ob cards +et mis%laced or lost and these 4obs are not included in the

re%ort

• -ome 4obs would have involved two or more technician but onl& one

technician would be recorded on the 4ob card

• 0ith time, some of the writin+ on the 4ob cards ma& not be clearl& visible

since it is %rinted usin+ carbon %a%er resultin+ in loss of information

• *he re%ort %re%aration %rocess is time and labour intensive and due to this, it

disturbs the o%eration of the 4ob allocation s&stem

4.: Scurit

*he current manual s&stem is not full& secure. *he 4ob cards are ke%t in a %ile in the

res%ective de%artments and some 4ob cards +et lost this wa&. -ince the 4ob cards are in

the o%en, the technician can easil& alter them after 4ob a%%roval. *his is a ma4or

weakness of the current s&stem.


23/73


24/73

4.7.1 Cont5t $ia!ra&

*his is viewed as the summar& of the functions or %rocesses that are involved in the

s&stem. *he contet dia+ram is a tool for %rocess modellin+ and the %rocesses are

desi+ned to show how the current s&stem o%erates.

*echnician -u%ervisor@ser

I*

Mana+er-u%ervisor

Kob 'llocation -&stem

Job Allocation

Job Acceptance

Job Completion

Job Details

Report Details

Job Approval

JobRequest

Job Completion

:e&

;ntit&


25/73

$ata +#ow $ia!ra& of t% currnt sst&

' 3ata flow dia+ram shows data in%ut and resultin+ data from %rocesses. It also

shows the data stores of the s&stem. 6n the net %a+e is the data flow dia+ram of the

current s&stem.

DepartmentSupervisor/User

Process Kob

'llocation

Job ApprovalDetails

Breado!n Details Jobs "ile

Repair Details

Job Details

#ec$nician JobRequest

Job AttendanceDetails

Process 9e%ort

J

o

b

D

et

ai

ls%# &anager/Supervisor

JobDetails

Report Details

Report "ile

#ec$nician Report

&ac$ine Report

:e&


26/73

4.9 R E3-IREMENTS ANALYSIS

4.9.1 +unctiona# R;uir&nts

*he %ro%osed s&stem should be able to function in the followin+ wa&52

• Concurrnt accss to t% sst&

*he users su++ested that there is need for a multi user s&stem that can su%%ort

as man& concurrent users as %ossible. In other words, it means that the s&stem

should allow an& number of users to use the s&stem at a time.

• Scurit.

*he users su++ested the need for a secure s&stem. *he s&stem should allow

creation of user Grou%s and @sers. ;ach user should be assi+ned hisher lo+inname and %assword b& the 'dministrator. 0ithout these credentials, a user cannot

be able to use the s&stem. ;ach user should be assi+ned to @ser +rou%s and

Permissions and 'ccess ri+hts are +ranted to the @ser Grou%s.

• R(ort Printin!

*he s&stem should be able to %rint on an& %rinter that is installed on the user

machine or on the network. *he s&stem should be able to %roduce user2defined

re%orts at an& +iven time without failure. *he followin+ standard re%orts should be

%roduced b& the s&stem

• Kobs attended 9e%orts

• 'rtisans 9e%orts

• Machine 9e%orts about machines in 3e%artments

• 9e%orts on a%%roved 4obs

• 9e%orts on una%%roved 4obs

$ata ntr

*he s&stem should allow the followin+ with res%ect to data entr&5

• $a%turin+ dates on which the 4obs were reuested.

• =alidate data entr&.

=erif& details (e.+. time taken to attend 4ob reuests.)

• *he s&stem should allow the artisans to e%lain how jobs were

done.


27/73

4.7 -SE CASE $IA'RAM

*he use2case table and dia+ram below shows the roles of the actors @sersC -u%ervisor,

I* Mana+err and technician in the s&stem

Actor Acti*it Procsss in*o#*d

@sersC -u%ervisor Lo+s 9euest Kob • lo+ into the s&stem

• enters 4ob reuest

• check status of re%orted 4ob

I* Mana+er 2'ccess Kob 9euests

2$lassification and

allocatin+ 4obs

• check for re%orted ueries

• classif& and allocates 4ob

reuests to s%ecific artisan

• monitor all 4ob reuests

'rtisan 29esolve ueries

2u%date 4ob allocation

database with solutions

• find solutions to user

%roblems

• u%date the database with

solutions


28/73

USER’SSUPERVISOR

RECEIE

S

SERICE

APPRO

ES JOBS

$ONE

MA@ES

JOBREPORT

ALLOCA

TE JOB

TO

ARTISAN

36;- K6B

6>>;9IAG

-6L@*I6A

RE3-ES

TS JOB

ARTISAN

-SER

IT

MANA'ER


29/73

-SE CASE $IA'RAM

C,APTER 6

$ESI'N P,ASE

6.0 INTRO$-CTION

*his %hase contains s%ecifications on desi+n of the new s&stem. *he lo+ical model of

the current s&stem is the basis used to develo% the new s&stem. *he lo+ical %rocess

flows and relationshi%s of the s&stem are desi+ned. *his %hase shows how the s&stem

is to be built and how it e%ected to function. -ome %rocesses from the current s&stem

will be removed and new %rocesses will be added in the lo+ical model of the new

s&stem.

6.1 SYSTEM $ESI'N CONSI$ERATIONS

6.1.0 +unctiona#it8 *he main function of the %ro%osed s&stem is to ca%ture, retrieve

and out%ut 4ob reuests, allocations and technician %erformance.


30/73

6.1.1 -sa/i#it8 *he s&stem should be user friendl& and for this reason the s&stem is

+oin+ to be G@I based usin+ dialo+ boes and the ke&board and mouse as the main

in%ut devices.

6.1. Prfor&anc8 *he s&stem should %rovide immediate res%onses to 4ob reuests

and uickl& %re%are the various re%orts as and when reuired.

6.1.4 Scurit8 Information stored b& the s&stem must be secure. *here is +oin+ to be

restricted access throu+h the use of %asswords and the database is +oin+ to be backed

u% at re+ular intervals to %revent loss of information.

6. $ESCRIPTION O+ PROPOSE$ SYSTEM

*he %ro%osed s&stem is +oin+ to be network based with seven deskto% com%uters, one

actin+ as the server. *he s&stem is +oin+ to make use of a centralised database, which

will be located at the server. *he 6%erations Mana+er (head of worksho%) will be the

one usin+ the server. ;ach de%artment will be havin+ a deskto% com%uter runnin+ the

s&stem from the server.

6..1 Lo!!in! In

*he s&stem will have a users table in the database consistin+ of all the technician,

su%ervisors and the 6%erations Mana+er. ;ach of the users will access different %arts

of the s&stem. -u%ervisors will onl& be able to reuest 4obs and a%%rove com%leted

4obs. *echnician will onl& be able to attend reuested 4obs and fill in 4ob re%orts of


31/73

com%leted 4obs. *he 6%erations Mana+er will be able to access the whole s&stem

ece%t for 4ob reuestin+ and 4ob a%%roval.

6.. Jo/ R;ustin!

0hen a breakdown occurs, the su%ervisor in the de%artment in which the breakdown

occurred will fill in a 4ob reuest and sends the reuest to the server. 0hen the reuest

is sent, the s&stem looks for a com%uter in which an technician belon+in+ to the re%air

de%artment will be lo++ed on. *he reuest will be reflected on that com%uter. 'll 4ob

reuests will also be reflectin+ on the 6%erations Mana+erCs com%uter. *he technician

will then acce%t to attend to the reuested 4ob. *his acce%tance will be reflected on the

su%ervisorNs com%uter.

6..4 Jo/ A##ocation

'fter this, the technician will attend to the breakdown. 'fter com%letion, the

su%ervisor who would have made the 4ob reuest will a%%rove the re%air 4ob. If

however there is another su%ervisor when the 4ob is com%leted, he can also a%%rove

the 4ob. *he technician will then fill a re%ort on the 4ob done.

6..6 R(ort Pr(aration

*he 6%erations Mana+er will need to %re%are re%orts for technician and machines.

>or the technician re%ort, he will select the date %eriod and technician and the re%ort

will be %rinted. He can also %rint a re%ort includin+ all technician.

>or machine re%ort, he will s%ecif& the machine number and date %eriod and the

re%ort will be %rinted. He can also %rint a re%ort includin+ all machines.

Pac)a! dia!ra&


32/73

*he %acka+e dia+ram shows the de%endencies of the various com%onents or modules

of the s&stem for the satisfaction of s&stem ob4ectives. It shows the interaction of the

main com%onents and modules of the main s&stem.

>i+


33/73

6.4 $ATA +LO2 $IA'RAM O+ PROPOSE$ SYSTEM

#ec$nician

Repair !or details

6%erations

Mana+er

upervisor

Process Kob

9euest

Breado!n Details

Con'irmation o' Job

Attendance Details

Job Requests "ileJob Request Details

Job Request

Re

que

st

Att

end

anc

e

Process Kob

'llocation

ob

pp

ova

eq

est

Job Approval

Jo

b

R

eq

ue

st

s

Job Report Details

#ec$nician Details'or Approved Job

Pre%are 9e%ort

Jo

b

R

ep

or

ts

&ac$ine Details

Job Details

#ec$nician Report Details

&ac$ine Report Details

Job Requests "ile

#ec$nician Report"ile

*echnicia

n 9e%ort

&ac$ine Report "ile&ac$ineReport


34/73

6.6 P,YSICAL AN$ ARC,ITECT-RAL $ESI'N

*his is concerned with the %h&sical as%ects of the s&stem and arran+ement of

hardware com%onents. Hardware and software reuired b& the %ro%osed s&stem is

anal&sed. *he hardware listed below is the recommended hardware and software for

the %ro%osed s&stem.

6.6.1 ,ardwar

• -even Pentium I= com%uters with the followin+

"MB free hard disk s%ace

#


35/73

*here are +oin+ to be seven com%uters connected to a hub. 6ne com%uter will be

actin+ as the server and the %rinter will be connected to this com%uter.

+i! 6.8Brif c#ass dscri(tion of t% (%sica# dsi!n

6.6. $ata/as $si!n

Printer

(ort )ub

-olution

;m%lo&ee

I* Mana+er @sersC

-u%ervisor

'rtisan

Kob

9euest Kob

'llocation

@ser

@serCs -u%ervisor

@ser

'rtisan

'rtisanI* Mana+er

@serCs -u%ervisor

3atabase -erver


36/73

*his sta+e involves desi+nin+ the database where the data of the s&stem will be

stored. ' relational database is +oin+ to be used for this s&stem.

6.6.4 Entitis

*he dia+rams below show the entities of the s&stem and their attributes. *he entities

of the %ro%osed s&stem are

• *echnician

• -u%ervisor

• 6%erations Mana+er

• 3e%artment

• Kob

Since the attributes of Technician, Supervisor and Operations Manager are the same,

they will be shown on a single diagram

Tc%nician Su(r*isor

O(rations Mana!r

I$ Na& $(art&nt

Password

3e%artment

3e%artment

I3

Aame


37/73

Kob

Kob I3 3ate-u%ervisor I3

9e%air3escri%tion

9e%air

3e%artmentProblem

3e%artment

Problem

3escri%tion

&ac$ine*umber

*echnician I3


38/73

6.6.: Cardina#it

*his shows the relationshi%s that eist between entities and how the& interact with one

another.

*echnician3e%artmentBelongs to

%ervisor 3e%artmentBelongs to

6%erations

Mana+er

3e%artmentBelongs to

Kob 3e%artment%s "rom

Kob *echnician%s

Allocatedto

u%ervisor KobRequests


39/73

6.6.: Entit R#ations%i( $ia!ra& of Pro(osd

Sst&

-u%ervisor Kob Approves

Job

Job%D

3ateSupervisor

%D

RepairDescriptio

n

RepairDepartment

(roblem

Departm

ent

(roblemDescription

&ac$ine*umber

#ec$nician%D

#ec$nician

%D

*ame Department%D

(ass!ord

Supervisor

%D

*ame Department%D

(ass!ord

%D

*ameDepartment

%D

Attends

Requests

Belon+s to %s "rom


40/73

6.:.0 Ta/#s

>rom the entities and attributes shown above, the followin+ tables are +oin+ to be

created in the database

>or *echnician, -u%ervisors and 6%erations Mana+er, these entities are +oin+ to be

saved in one table since the& have the same attributes. ' table called *&%e is +oin+ to

be created to save the three t&%es of users i.e. -u%ervisor, *echnician and 6%erations

Mana+er. 'nother table called 3e%artment *&%e is also +oin+ to be created which will

store the relationshi%s between de%artments and t&%e of user usin+ the followin+ rules

T( of usr $(art&nts w%r t( of usr is found

*echnician ;lectrical

Mechanical

*oolin+

-u%ervisor Blow Mouldin+

In4ection Mouldin+

Printin+

6%erations Mana+er 0orksho%

Ta/# Na&8 @ser

tit&9elationshi% 'ttribute


41/73

$scri(tion8 *his table stores the users of the s&stem i.e. *echnician, -u%ervisors and

the 6%erations Mana+er.

+i#d Na& 3ata *&%e $scri(tion

-sr I$ Lon+ Inte+er Primar& ke& of the table. It is

automaticall& +enerated.

Aame *et O8 *he name of the user. *his field does

not acce%t du%licate values.

3e%artment I3 Lon+ Inte+er *he I3 of the de%artment, which the

user belon+s to.

Password *et O1 Password used b& the user to lo+ on.

Ta/# Na&8 3e%artment

$scri(tion8 -tores the de%artments of the com%an&

+i#d Na& $ata T( $scri(tion

$(art&nt I$ Lon+ Inte+er *he I3 that identifies a de%artment

Aame *et O8 *he Aame of the 3e%artment

Ta/# Na&8 *&%e

$scri(tion8 -tores the t&%es of users


T( I$ Lon+ Inte+er *he I3 that identifies the t&%e of the

user.

3escri%tion *et O8 *he descri%tion of the t&%e of user.

Ta/# Na&8 3e%artment *&%e

$scri(tion8 Links the de%artments and t&%es of users. It shows the de%artments each

user t&%e belon+s to.


Department ID Lon+ Inte+er *he de%artment I3

*&%e I3 Lon+ Inte+er *he *&%e I3


42/73

Ta/# Na&8 Kob 9euest

$scri(tion8 -tores 4ob reuests made b& su%ervisors.

+i#d Na& 3ata *&%e $scri(tionJo/ I$ Lon+ Inte+er *he I3 +iven to a 4ob so as to make it

uniue. It is the %rimar& ke& of the

table.

3ate 3ate*ime *he date the reuest is made

*ime 3ate*ime *he time of the reuest

-u%ervisor I3 Lon+ Inte+er -u%ervisor that makes the reuest. It is

derived from @ser I3 in the users table.

Machine Aumber *et O Machine with the fault

Problem 3escri%tion *et O1 3escri%tion of the faultProblem 3e%artment Lon+ Inte+er *he de%artment I3 of the de%artment

where the breakdown occurred.

9e%air 3e%artment Lon+ Inte+er *he 3e%artment I3 of the de%artment

where the re%air technician is to be

found

'ttended QesAo $hecks whether the reuest has been

attended or not

'%%roved QesAo $hecks whether the 4ob has beena%%roved


43/73

Ta/# Na&8 Kob 9e%ort

$scri(tion8 -tores 4ob re%orts made b& technician.

+i#d Na& 3ata *&%e $scri(tion

Kob I3 Lon+ Inte+er *he I3 of the 4ob bein+ re%orted.

*echnician I3 Lon+ Inte+er *he I3 of the technician makin+ the re%ort. It

is derived from @ser I3 in the users table.

9e%air 3escri%tion *et O1 3escri%tion of the re%air work done on the

machine.

*ime *aken 3ate*ime *ime taken to com%lete the 4ob.

3ate of 9e%air 3ate*ime 3ate the re%air work was done

Ta/# Na&8 'ttended Kobs

$scri(tion8 -tores 4obs and *echnician that res%onded to the 4obs.


Kob I3 Lon+ Inte+er Kob I3 of 4ob attended*echnician I3 Lon+ Inte+er I3 of technician that attended the 4ob

Ta/# Na&8 '%%roved Kobs

$scri(tion8 -tores 4obs and su%ervisors that a%%roved the 4obs


Kob I3 Lon+ Inte+er Kob I3 of 4ob a%%roved

-u%ervisor I3 Lon+ Inte+er I3 of su%ervisor that a%%roved the 4ob

6.:.1 3ur $si!n

*he s&stem is +oin+ to make use of ueries to select s%ecific data from tables. Eueries

are also +oin+ to be used to mer+e data from two or more tables. Eueries are also

+oin+ to be used for data mani%ulation tasks like deletin+ records and u%datin+

records.


44/73


45/73

Initialise Kob 9e%orts

*his uer& initialises the 4ob re%orts table.

-EL statement

3;L;*; T >96M OKob 9e%ortS

Initialise 'ttended Kobs

*his uer& initialises the attended 4obs table.

-EL statement

3;L;*; T >96M O'ttended KobsS

>or full initialisation of the s&stem, three ueries must be eecuted which are Initialise

Kob 9euest, Initialise Kob 9e%orts and Initialise 'ttended Kobs

6.7 -SER INTER+ACE $ESI'N

*he interface is a link between the user and the data of the s&stem. *he %ro%osed

s&stem is +oin+ to be menu driven. *he s&stem will have a menu bar from which the

user selects an o%tion to carr& out. *he menu la&out of the s&stem is shown below

stem Kob 9e%ort Hel%

erscup Database

g +'' t

RequestCancel Request

&ae ReportCancel Report&ac$ine Details Approveie!

Attended Jobs

Approved Jobs#ec$nicianReport&ac$ine Report

)elp #opics

About

AddC$ange *ameC$ange (ass!ordDelete

Unapproved Jobs Attended Jobs


46/73


47/73

b (pproa! Form

Job ID

Machine

Superisor

Date and "ime

DoneCancel

is form will used to a%%rove attended 4obs

sers (ddin% Form

&ame

Department

Pass'ord

$on)irm

CancelSave

his from will be used to add new users

$han%e Pass'ord Form

O!d Pass'ord

&e' Pass'ord

$on)irm

Cancel+0

is form will be used to chan+e %asswords


48/73

6.7. Out(ut $si!n

*his shows how out%ut is +oin+ to be %roduced b& the s&stem. *he user will first

%review re%orts before %rintin+ them. Below are the re%orts of the s&stem.

Tc%nician R(ort

Mac%in R(ort

tswanaLife Kob 'llocation -&stem

echnician Report

Tc%nician Na&F

b %D&ac$ine *umberSupervisorDate(roblem DescriptionRepair DescriptionDate o'

pair#ime #aen


achine Report

Mac%in Nu&/rF

b %D&ac$ine *umber#ec$nicianDate(roblem DescriptionRepair DescriptionDate o'

pair#ime #aen


49/73

A((ro*d Jo/s R(ort

Attndd Jo/s R(ort


ttended Jobs Report

Tc%nician Na&


pair#ime #aen


pproed Jobs ReportMac%in Nu&/rF


pair#ime #aen


50/73

C,APTER :

IMPLEMENTATION P,ASE

:.1 INTRO$-CTION

Im%lementation is the %rocess of deliverin+ the workin+ s&stem to the user. Before

this s&stem is delivered to the user it should %ass a series of tests to ensure that it

conforms to user reuirements and it %erforms in accordance to the s&stem

s%ecifications. *rainin+ on how to o%erate the s&stem should be conducted before

s&stem becomes full& functional. -ecurit& measures should be %ut in %lace to +uard

a+ainst attacks, unauthori7ed access and %ossible loss of data.

:. Codin!

*his is the %rocess of turnin+ %ro+ram lo+ic into instructions that can be eecuted b&

the com%uter s&stem. Microsoft =isual Basic #. and Microsoft 'ccess 1 were

selected for the develo%ment of the Kob 'llocation s&stem.

Guided with the desi+n s%ecifications, the database was the first thin+ to be

constructed. ;ach entit& described in the desi+n %hase was re%resented with a table in

the database. *he fields of these tables were the attributes of the entities. 6ther tables

were also created for normali7ation %ur%oses and relationshi%s between entities were

also established.

0ith the database in %lace, the user interface was the net item to be desi+ned. '

Gra%hical @ser Interface was develo%ed which makes use of windows and menus.

*he s&stem was develo%ed module b& module. ;ach task of the s&stem was devised

into a module and the modules were coded one after the other in linear manner. *o

connect the database to the interface, which was created usin+ =isual Basic, Microsoft

Ket 3atabase en+ine was used usin+ the '36 ('ctive2J 3ata 6b4ects) method.

-ince the s&stem is +oin+ to be network based, real time %rocessin+ was devised as

the best method of %rocessin+ with multi2user access to the database. *he main form

of out%ut of the s&stem is in the form of re%orts %rinted b& the 6%erations Mana+er.


51/73

*he other form of out%ut will be dis%la&ed on the =3@.

*he codin+ task also included debu++in+ and some in2house testin+ that included unit

testin+, module testin+, and s&stem testin+.

:.4 Sst& Scurit

*here is need to undertake securit& measures to ensure that the s&stem will be used b&

onl& authori7ed users. *hreats to the s&stem include5

• 'ttack form viruses

• @ne%ected natural disasters

• 3evice failure

• ;ui%ment theft or sabota+e

• @nauthori7ed data access

:.4.1 P%sica# Scurit

*o ensure that there is %rotection of the s&stem a+ainst sabota+e and theft the

com%uters will be %laced in rooms that will be under lock and ke&. *his measure also

hel%s %revention of unauthorised access. *he server, which is of more im%ortance

because it holds the database, will have etra securit&.

:.4. $ata Scurit

*he s&stem is made u% of the database and the a%%lication %ro+ram. *he latter is

res%onsible for5

• Governin+ who uses the database

• Governin+ how data is mani%ulated

Intruders or malicious users can however decide to +o strai+ht to the Microsoft 'ccess

3atabase. *his im%lies that the securit& and inte+rit& of the data is at risk since the

+overnin+ a%%lication %ro+ram can be b& %assed. *o remove or minimi7e the chances


52/73

of this b& %assin+ the followin+ measures would be %ut in %lace

• 3atabase name should not be related to the s&stem so that intruders and

users wont know which database to o%en

•

Hidin+ the database file this would also reduce the chances of the database

bein+ seen.

• Puttin+ a %assword to the database in the event that an attem%t is made to

o%en the database a %assword will be reuired. In the current set2u% onl& the

a%%lication %ro+ram Fknows the correct %assword.

Back u% co%ies of the data and software are to be ke%t on the serverCs hard disk so that

when a s&stem fails, a recover& %rocess can be done usin+ the back u% co%ies. *he

back u% co%ies also needs to be u%dated re+ularl& to avoid back u% that is out dated.

*o %revent attacks form viruses, an anti2virus %ro+ram will be installed on all the

com%uters to as to detect and clean viruses.

:.6 TESTIN'

:.6.1 a#idation

=alidation is concerned with buildin+ the ri+ht s&stem and evaluatin+ whether it is

meetin+ the or+ani7ational needs and ob4ectives. *he main t&%es of validation checks

done were ran+e checks, t&%e checks and format checks. 3ata ca%ture is done throu+h

the use of forms. *he forms within the s&stem onl& acce%t data that is com%atible with

the fields of destination, meanin+ that if data is to be ca%tured for a field that reuires

numeric data onl&, for eam%le for the Kob I3, the s&stem will onl& acce%t di+its forthat field. *o make sure that the user does not enter data for a s%ecific field into the

wron+ fields, the interface su%%lies clear labels, tellin+ users were to enter the data

relatin+ to a certain field. 0ithin the database, fields are set in a wa& that the& onl&

acce%t data that relates to the t&%e for that field meanin+ that if a field is dimmed to

acce%t data that is numeric it will onl& acce%t data that is numeric and not an&thin+

that is not numeric.

;am%les of =alidation $hecks


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*he user would have entered an invalid time and so an error re%ort showed.

*he user tried to view attended 4obs b& an technician who has not attended an& 4obs.


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*he user tried to enter an invalid machine number format.

:.6. rification

*his was done to ascertain that the final %roduct conforms to its s%ecifications as

sti%ulated in the ob4ectives. *his %rocess is +oin+ to be linked with the testin+ of the

a%%lication. *his is necessar& to ensure that all the %ro+rams of the s&stem functions

correctl&.

:.6.4 Tstin! Procss

*he essence of this sta+e is to make sure that the s&stem function as %rescribed b& the

users hence a need to detect s&nta, lo+ical and run2time errors and obtain a clear

com%ilation is needed. *his ensures that the s&stem will be read& to be acce%ted and

im%lemented.


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*estin+ sta+es to be followed

-nit Tstin!

*his is +oin+ to involve individual %ro+rams (functions or %rocedures) of the s&stem

bein+ tested inde%endentl&. >or eam%le the %rocedure of deletin+ a user in the

database is +oin+ to be tested to determine its functionalit& without considerin+ the

%rocedure for chan+in+ the userCs %assword.

*he ob4ective is to identif& and eliminate the eecution errors and an& remainin+

lo+ical errors.

Modu# Tstin!

' module is a collection of de%endent %rocedures. ' sin+le module is tested without

other s&stem modules. ;ver& form in the s&stem %ro%osed is +oin+ to be tested for

verification of desired %erformance.

Su/sst& Tstin!

Involves the testin+ of two or more modules that de%end on each other. *he ob4ective

is to remove errors that ma& result from the inte+ration of the modules.

Sst& Tstin!

AcceptanceTesting

SystemTesting

SubsystemTesting

Unit

Testing

ModuleTesting


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*his involves the testin+ of all the inte+rated modules and sub s&stems that make u%

the s&stem. It reuires users to verif& all %rocesses o%tions and out%ut. *his

encom%asses the final testin+ of all modules for validation of functionalit& to

determine whether the s&stem meets functional and non2functional reuirements. 0e

can distin+uish two t&%es of testin+S functional testin+ and data testin+.

+unctiona# Tstin!8 involves describin+ s&stematicall& what is su%%osed to ha%%en

when buttons are %ressed on an event driven interface or menu choices are selected.

If an& choice is made to view re%orts, does the %ro+ram +o to the Ure%orts moduleUV

Tst $ata8 should be develo%ed at the desi+n sta+e of the s&stem when the code has

been com%leted in detail. *he %rocess of detectin+, dia+nosin+ and correctin+ errors

in a %ro+ram are known as debu++in+.

Acc(tanc Tstin!

*his is the final sta+e of the testin+ %rocess before the s&stem is acce%ted for

o%erational use. *he s&stem is +oin+ to be tested with data su%%lied b& the end users

of the s&stem. *his %rocess will enable revealin+ of errors and omissions in the

s&stems reuirements definitions. It must also reveal reuirements difficulties where

the s&stemCs facilities do not reall& meet the userCs needs or the s&stemCs %erformance

is below e%ected efficienc&.

*estin+ strate+ies

*wo strate+ies for testin+ are +oin+ to be im%lemented and these are namel&5

i. 3efect testin+

ii. Black bo testin+

3efect testin+

*his strate+& is +oin+ to be used to test the s&stem so that defects are discovered

before the s&stem is delivered to the end users .' successful defect test will cause the

s&stem to %erform incorrectl& hence e%osure of the defects. *his test demonstrates

the %resence and not the absence of the defects, e.+. enterin+ wron+ data t&%es for

different variables, if it is acce%ted then defects are %resent thus need to rectif& the

s&stem for %ro%er eecution of tasks


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$ia!ra& for dfct tstin!

• *est data5 in%ut, which has been devised to test the s&stem.

• *est cases5 in%ut and out%ut s%ecifications and the statement of the function

under test.

• 3esi+n cases5 im%ro%er in%uts desi+ned to test for defects

• *est results5 the outcome attained after testin+ the test data.

• *est re%orts5 final out%uts, which reveal the defect test.

Black Bo *estin+

*his a%%roach s%ecificall& relies on the s%ecifications of the s&stem or com%onents

bein+ tested. 3ata from users will be in%ut into the s&stem and the result will be

anal&sed. It is functionall& oriented hence itCs testin+ for functionalit&.

*est %resentation

'fter the test results are %resented to mana+ement and the status of all reuired

documentation is anal&sed, work on the installation %hase will be+in. Information

%ertainin+ to detailed time schedulesS cost estimates and staffin+ reuirements will

also be %resented to mana+ement for a%%roval. *heir recommendation allows

%roceedin+ to the im%lementation %hase. 'fter the test %resentation is a%%roved then a

%re%aration of the schedule for s&stem installation will be done, and evaluation be

established.

#estcases

#est data #estresults

#estreport

Design case (repare#est data

Runprogram

!it$ test

Compareresults to

test


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:.: INSTALLATION

Installation starts with the hardware and then software. Hardware installation involved

settin+ u% the network for the allocation s&stem. *he server and si client machines

will be set u%. *he network is then confi+ured and necessar& software for networkin+

installed. *his will take minimum amount of time since most of the hardware had

alread& been acuired in advance.

:.:.1 Insta##ation Procss

'll the reuired hardware was installed and the network set u% read& for software to

be loaded on the machine. Hardware %eri%herals s%ecified in the desi+n %hase will be

%ut in %lace.

-oftware loaded on the P$s includes5 6%eratin+ s&stem (0indows 18 server on the

server and 0indows JP %rofessional on client machines) and the 4ob allocation

s&stem, which will consist of the a%%lication %ro+ram and the database.

:.:. Con*rsion

Pro(osd Stu(

*his is a technical %rocess where a new s&stem re%laces the old s&stem. *he users in

the or+ani7ation will be transferred from usin+ the Fas is business %rocess to the Fto

be new s&stem %rocess offered b& the new s&stem.

*he a%%roach that is eas& and feasible considerin+ the business value, %arallel will

maintain the inte+rit& of old s&stem data while new s&stem is bein+ im%lemented so

when a %rocess cannot be done on the new s&stem, business does not sto%, old s&stem

takes over. Havin+ both the new and the old s&stem workin+ at the same time can

also %rovide etra time for the new s&stem testin+ with real data. However it also

im%lies that staff will be reuired to work double time for the %eriod of chan+e over.

*his has an im%lication on over time e%enses but will safe +uard the inte+rit& of data


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durin+ this %hase.

Para### runnin!

Mi+ration

-%ecifies what will be %erformed b& %eo%le and it includes technical as%ects such as

installin+ hardware and software and convertin+ data from current s&stem to the

%ro%osed s&stem. *here are 8 ma4or ste%s in mi+ration %rocess and these are5

i. Installation of hardware and should be tested and certified.

ii. -oftware installation

iii. $onvert data from the old s&stem to the new s&stem.

Parallel $onversion

*he conversion method to be used is %arallel conversion. *his method allows both the

new and old s&stem to o%erate full& for a s%ecified %eriod of time. Both s&stems

o%erate side b& side until the %ro4ect develo%ment team and end2users a+ree to switch

over to the new s&stem after satisfaction that the new s&stem will be able to run

inde%endentl& without com%leities. 3ata will be in%ut to both s&stems and results

will be com%ared and verified. ;rrors will be identified and corrected without havin+

to disru%t the dail& o%erations of the business. *his method facilitates the solvin+ of

o%eratin+ %roblems before the old s&stem is abandoned.

*he main advanta+e of this method is that it +ives the end user enou+h time to verif&

the efficienc& and effectiveness of the new s&stem. 9isk is relativel& low because

results can be verified and a backu% o%tion eists.

CurrentSystem (roposed system

Un'ree1e

Analysis design

&ove

&igration#ec$nical conversion

C$ange management

Support and&aintenance


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However the weaknesses of this method are that

• $osts are hi+h because both s&stems will be o%eratin+ for a certain %eriod of

time.• ;m%lo&ees will be e%ected to %erform twice the usual work because the&

have to enter the same data into both s&stems thus its time consumin+ because

it reuires the in%ut of data in both s&stems and evaluatin+ the %erformance for

verification %ur%oses.

• It takes too lon+ because the advanta+e of the new s&stem does not become

available until the old s&stem is abandoned.

•

It is im%ractical if the s&stems are dissimilar or cannot be su%%orted to+ether.

:.:.4 Trainin!

*rainin+ is +oin+ to facilitate deliver& of the ri+ht trainin+ to the ri+ht %eo%le at the

ri+ht time in order for efficient and %ro%er use of the s&stem to be achieved. -%ecific

trainin+ will be necessar& for worksho% 6%erations Mana+er (who will o%erate as

s&stems administrator on the server) and all the technician and su%ervisors.

InD%ous trainin!

*he s&stems anal&st will have the res%onsibilit& for conductin+ trainin+ of users on

how to use the s&stem. *he trainin+ %rocess will be conducted soon after installation

at the com%an&. *he trainin+ techniues to be used are

• 3emonstrations

•

$harts

3emonstrations

*hese will enable the s&stems anal&st to demonstrate to the users how to use the

s&stem. He will demonstrate the %rocedures for %rom%tin+ the %assword, enterin+

data, checkin+ records, and %rintin+ of various re%orts.

$harts

*he same %rocedure will be followed onl& that the trainin+ will be shown on charts

for %rocedure of use. *he trainer will be tabulatin+ data on charts for use to be a%%lied


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to the real s&stem.

*he trainin+ eercise should take about a week in which all the areas of the s&stem

will be covered. *he 6%erations Mana+er will be told on how to trouble shoot the

s&stem.

:.7 MAINTENANCE

*his sta+e is +oin+ to be there throu+h out the s&stemCs life until it +oes obsolete. It is

the %rocess of refinin+ the s&stem to make it continue to meet business needs. It

includes all the activities associated with chan+in+ an& %ro+ram or %rocedure or

documentation of the s&stem to kee% the s&stem o%eratin+ correctl&, to ada%t the

s&stem to meet the chan+in+ user reuirements or to enhance the s&stem, makin+ it

o%erate more efficientl&.

:.7.1 T% Maintnanc Procss

9ecommendations to Maintenance

*he mana+ement was tau+ht that the& should maintain the s&stem for the s&stem to

have a lon+ %eriod meetin+ its user reuirements. *his continuous eercise is

im%ortant because the s&stem continues to chan+e and evolve as it is used. *he

chan+es mi+ht arise from %roblems arisin+ durin+ s&stem use. Bu+s identified must be

re%orted so that the& can be fied.

St(s of t% Procss

*he maintenance %rocess will be carried out as follows5

C$angeRequest

%mpact Analysis

SystemRelease(lanning

C$ange%mplementation System

Release

Corrective&aintenance

(er'ect&aintenance

Adaptive&aintenance


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*he maintenance %rocess is tri++ered b& chan+in+ reuests from users, mana+ement

and a client. -&stem service from the s&stem will be submitted b& whoever reuested

the chan+es. Im%act of the chan+es will be assessedS a release is %lanned then

im%lemented.

Sst& R*iw

*his is done on a re+ular basis to ensure that the newl& im%lemented s&stem meets the

ob4ectives for which it was develo%ed to address. Periodic review or audit or

monitorin+ of the s&stem will be held with users or re%resentatives of the or+ani7ation

so as to ensure that the s&stem is o%eratin+ %ro%erl& and meets the worksho%s

ob4ectives. Initiall&, the reviews will be carried out on a monthl& basis and later on

annuall&. *his is because durin+ the first da&s, if there are an& %roblems arisin+ or that

ma& have been identifiedS the& are corrected as a matter of ur+enc&. Later on, after

some time in the %ost2im%lementation era, the s&stem will have stabili7ed. 'nnual

reviews will be conducted so that if there are an& chan+es the& will be attended to and

the s&stem continues to meet business reuirements.

Sst& Bac) -( +aci#itis

Backu% was mentioned under -&stem -ecurit& where co%ies of the database will be

stored elsewhere for securit& and use in recover& %rocedures in cases of data

corru%tion.

*he backu% is to be done once a week. *here is an o%tion as to where the backu%

database will +o. It can be %laced an&where on the serverCs hard disk or diskettes or

memor& sticks. *he backu% module onl& backs u% the database. If the a%%lication

%ro+ram is to fail, it will be reinstalled.

.


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:.> -sr Manua#

*his user manual is +oin+ to hel% much in the maintenance of the s&stem because the

end users will refer to the user manual if there is an& %roblem of the use of the s&stem

durin+ o%eration. Below is the user manual of the 4ob allocation s&stem.

:.>.1 Introduction

*his manual shows how to use the allocation s&stem. *he s&stem %rovides fast and

efficient 4ob reuestin+ and allocation.

:.>. 'ttin! Startd

9un the 4ob allocation s&stem b& selectin+ the icon from &our deskto%. *he s%lash

screen will show u% while the s&stem will be loadin+. 'fter loadin+, the lo+in form

will then a%%ear.

Qou select &our name and enter &our %assword. If &ou are not in the list, see the

6%erations Mana+er so that &ou can be added to the s&stem as a user. If &ou enter a

wron+ %assword, an error messa+e will a%%ear tellin+ &ou to enter the correct

%assword. 6n enterin+ the correct %assword, &ou +ain access to the s&stem.


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:.>.4 R;ustin! Jo/s

T%is function is for su(r*isors on#. *o reuest a 4ob, either %ress >1 on the

ke&board or select F9euest under the Kob menu. *he 4ob reuestin+ from will

a%%ear.

*he Kob I3 is automaticall& %laced. *his can however be chan+ed. *he lo++ed on

su%ervisor and his de%artment will automaticall& be %laced in the fields as shown

above. Qou then enter &our 4ob reuest details. 'fter enterin+, click F3one and the

reuest will be sent to the worksho% de%artment. If an technician attends the 4ob, &ouwill receive a notification as shown below.


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:.>.6 A((ro*in! Jo/s

T%is function is for su(r*isors on#. 'fter a 4ob has been attended, it needs

a%%roval. *o a%%rove a 4ob, select F'%%rove Kob under the Kob menu or %ress $ontrol

W K on the ke&board. *he 4ob a%%roval form is like this.

Qou then select the 4ob &ou want to a%%rove and select &our name (the su%ervisor

a%%rovin+ the 4ob) and click F'%%rove and the 4ob will be a%%roved.

:.>.: Jo/ R(ortin!

T%is function is for t% O(rations Mana!r and tc%nician on#. *o re%ort a 4ob,

&ou select F9e%ort under 4ob or %ress >8 on the ke&board. *he 4obs re%ort from will

a%%ear


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Qou first select the Kob I3 of the 4ob &ou are re%ortin+. 'fter that &ou then enter &our

re%ort. If a sin+le technician did the 4ob, &ou click F3one and the re%ort will be

saved. If more than one technician did the 4ob, click F'dd to List and then enter all

the details of the other technician then click F3one and the re%ort will be saved

:.>.7 C%an!in! Passwords

*o chan+e &ou %assword, select F$han+e Password from the -&stem menu. Qou will

be reuired to enter &our old %assword and the new %assword. Please note that &ou

must be lo++ed on to be able to chan+e &our %assword.

:.>.> Addin! -srs

T%is function is for t% O(rations Mana!r on#. *o add a user, %ress $ontrol W '

on the ke&board or select F'dd under the users menu.


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Qou enter the user name, de%artment and the %assword. *he %assword is o%tional and

can be left out. $lick F-ave and the user details will be saved.

:.>.9 R(ort Printin!

T%is function is for t% O(rations Mana!r on#. *o %rint re%orts, select the t&%e

of re%ort &ou want to %rint under the re%orts menu. ' form will a%%ear askin+ &ou

o%tions of the re%ort as shown below.

Qou then select the o%tions &ou want and click FPreview and a %review of the re%ort

will be shown.


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Qou select the director& and drive where &ou want to backu% the database and the

database will be co%ied there.


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:.9 SYSTEM EAL-ATION

:.91 Jo/ R;ustin!

*he %rocess of 4ob reuestin+ has been made sim%le and fast as the su%ervisor

reuestin+ onl& has to fill in the 4ob details and is not e%ected to locate the

technician. *here is confirmation that the 4ob will be attended and b& who im%rovin+

efficienc&.

:.9. Jo/ r(ortin!

Kob re%ortin+ has im%roved, as now it is %ossible for more than two technician to

re%ort on the same 4ob done as com%ared to the old s&stem.

:.9.4 $ata Stora!

*he new s&stem has +ood data stora+e as it %revents the loss of data throu+h backu%s.

-ince data is +oin+ to be ke%t electronicall&, there will be no %roblem com%risin+

from the obscurit& of 4ob cards.

:.9.6 R(ort Pr(aration

9e%ort %re%aration has +reatl& im%roved, as there is no need for data +atherin+ before

%re%aration. *he 6%erations Mana+er can %rint the re%orts an&time and the re%orts

%rovide accurate information.

:.9.: Scurit

*he s&stem is ver& secure as it makes use of %asswords for authorised access onl&.

*his ensures that the data ke%t b& the s&stem is secure and can not be tam%ered with.

*he database is locked with a %assword that is not disclosed to an&one so thatsomeone cannot tam%er with the database alone.

*he s&stem uses real time %rocessin+ and reuires dedication such that it reuires a lot

of %rocessor time and therefore ma& slow down other %ro+rams runnin+ on the

machine.

:. Rco&&ndations

-ince the s&stem is network based, the database used ma& not be ver& efficient. '

Microsoft -EL server database will %rovide much efficienc& and stabilit& to thes&stem. *he s&stem can also be modified usin+ the latest =isual Basic version5 =isual


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Basic.net, which %rovides better methods of software develo%ment for a better

a%%lication %ro+ram.


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'PP;A3IJ

INTERIE2S

'n interview was conducted with the 6%erations Mana+er, technician and su%ervisors ofthe com%an&. *hree %eo%le were interviewed at the same time, one from each de%artment.

Information about the s&stem was +athered from this interview and also from

observations. Below are the uestions asked.) 0hat are the main o%erations of the current s&stemV

1) 0hat are the drawbacks that ha%%en at each sta+e in the s&stemV

8) 0here are the 4ob cards ke%tV


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BIBLIO'RAP,Y

. 9 Kacobson @ML 3istilled 8rd ;dition (!!!)

1. www.uasc.edulearnin+Xmaterials&stems and desi+n18.html. Material %roduced

b& %rofessor K.: Miller, 6%en Learnin+ Institute.

8. www.nccedu.comncc

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