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Solutions for the Book Room

Procedure

Caribbean Advanced Proficiency Examination

(CAPE)

Name:

School:

Centre Number:

Candidate Number:

Teacher:

Territory: Jamaica

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Table of Content

Title Page #

Acknowledgement ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 3

Problem Statement ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 4

Description of Problem Identified ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 5

Analysis of the Problem ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 6

Identification and Justification of Tools~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 7

Assessment of the Implication of the Solution~~~~~~~~~~~~~~~~~~~~~~~~~~~~8

Solution

Implementation of the Solution ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 9

Human Computer Interface ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 10-11

Mitigation ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 12

Bibliography ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 13

Appendix~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 14-15

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Acknowledgement

I must give thanks to God for his blessings, for sparing my life so I could be

able to even do this Internal Assessment. He had given me the knowledge to

develop concepts for work flow and wisdom of good interpretation.

I would like to excessively thank my educationalist, Ms. Meredith for being

around to guide me throughout this Internal Assessment. I must also thank my

parents for their support in completing this as they put fort all their efforts to make

it possible to hand in on due date.

To all my family and friend that were there for me in making the SBA

possible, I thank you all for support.

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Problem Statement

Inaccuracy lies within the book room as records pertaining to the rental of

the school’s text books to the students of William Knibb Memorial High School, is

not kept properly. The occurrence of the incomplete information relating to those

of the book room is more frequent. Some books rented are often times returned

damaged, late or stolen and there are at times no records of this information.

Installing a computerized system in the department would be the best decision to

enhance accuracy and efficiency of the records kept of the student’s records.

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Description of Problem Identified

The book room has fallen short on keeping the records for students of the

school. The paper containing students information are continuously increasing

making a pile resulting in a jumble of student information, it also was seen that

records are not properly kept and leads to inaccuracy. If student information should

be asked for by any member of staff, it could be misleading as some records are

incomplete.

No proper tracking system is involved and allows for many missing books,

having to be that enough is not in stock to provide service for those coming after

them. So the book room officers are not precise enough to pull charges against

these students. Missing or corrupt files occurs on various occasions. In each record,

at least three pages are missing or have been damaged by many substances. Some

of these files left these students unidentifiable as they could not uniquely identify a

book culprit. The book room needs more development in the successful

management and organization of student rental book records.

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Analysis of Problem

The book room at William Knibb Memorial High is faced with a number of

problems.

This includes the inaccurate storage of student’s information.

The inaccurate storage of information that results in book theft since

records are not up to date.

The absence of a computerized information system.

The above gives a brief description of the problems that the book room currently

faced that may be eliminated with the use of a computerized system. This will not

only hold data but aid in the maintenance of the quantity of books that are found in

the book room.

The researcher made all efforts to ensure that the information presented are

accurate and therefore used a number of researching tools to gather information,

these included;

1. Questionnaire

2. Interview

3. Observation

According to the questionnaires, this information was gathered to find out the

views of students about the book room;

The services provided at the book room are very slow and takes a whole

day to get registered.

Some of their information are missing and are often being referred to by

wrong names.

Students are often times in the book room and they do not know how

enter the information correctly for they are not properly trained.

The records are not reliable, credible nor valid.

Physical condition of the book room and the space needs improvement.

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Identification and Justification of Tools

At the book room at the William Knibb Memorial High, they current engage

in book room operations which involve the supplying of textbooks to the school’s

population with the use of a manual information system that can be at its maximum

potential if a computerized information system is used. Implementations of a

computerised system in the book room to overcome challenges faced by the

manual system are:

Database Management System – Using a database management system to

control the inaccurate and pile of information for students who uses the book

room is much more appropriate than using the current information system.

Database Management packages are available in different packages, but

Microsoft Access is the most understandable package and can be easily

coordinated. The operation in using a computerized system is to store

information in a very organized way and to know that no record can be left

incomplete. Also, tables that has similar keys, (Foreign key, Primary key)

can be related and thus increase the functioning of the efficiency of the book

room.

Computer – The use of computers will enhance speed for access and will

allow for the large storage of information in an organized fashion. This will

reduce the risk of having too much files and will enhance the speed and

efficiency of the book room.

Files Server – A computer system is required for the completion and

efficiency of the information that is recorded in the book room. A custom

database system will be loaded onto the computer to manage the logging

system.

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Assessment of the implication of the

solutions

Database is a powerful software tool that stores and manages records in a

manner able and time efficient way. The system which includes the installation of

the custom software will ease the problems that are faced constantly with the

manually information management.

No longer would one have to wait on the book room operator to deal with a

student too long. The current system’s operation is very much time consuming, but

the custom computerized DBMS is prepared to decrease ineffective loggings. Of

importance, the system will make the loggings easier because it is on computers.

This will increase efficiency and effectiveness in processing.

Finding a student would be no problem, as the tracking system will be at its

best. The user of the computer system will be able to use queries to find the

students to which ever criteria they fall. Data security will also be present; the files

which are stored can be locked and encrypted so that unauthorized accesses to files

are restricted. More speed will be gathered by the operator as options are more in

place for use. Books can be traced through the system to students that has rented

the book. The operation will make available the student which loses or steals

book/s so one can be held responsible and that the information recorded is

accurate.

A problem that can occur when exploiting the computerized system is that a

computer system can be costly. This includes the cost for the system and to install

the system and training for the operators of the book room.

This can be corrected by :

1. Getting an affordable system that is durable and worth its price.

2. Having training sessions for the users of the system so no problems are

occurred.

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Solution

Implementation of solution

The book room at William Knibb Memorial High School need improvement.

However, the best way to improve the book room is by installing a computerized

database management system. This will allow the processing and handling of

student information more accurate and efficient and decrease the risk of

information inaccuracy. This will therefore increase operation speed and

effectiveness.

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Human Computer Interface

The image above shows the screenshot of fore login screen. The user must first

tick the type of user they are, whether they are administrators or teachers.

Example: Administrator (If person is an admin)

This is the login screen that will be used to access the information relating to

the use of the book room.

Example : Username – Admin1

Password - Williamkmh

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This will give the user a choice to choose the different options that are available on

the menu.

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Mitigation

There are many ways a system can be protected from threats. However, this

system will include various mitigations in order for the system to be error free.

Some of these are :

1. Install an Anti-Virus software - This will protect the system from catching

viruses, which allows the system to crash and cost the school more money to

repair. Also avoid the file from being corrupted which can cause for

information loss.

2. Enable Firewall – This will block hacker from getting into the system and

Gaining access to the file. All unauthorized access will not be allowed.

3. Hardware protection (Lock and Keypads) – This is a method that decrease

the risk of the hardware being missing. However not the best is means of

protection but is worthwhile.

4. Use of individual username – this will avoid one to enter invalid usernames

and password. Once someone has access to the system, they will have their

own username and password. Eg. Username: MrBarnett

Password: ******** (Nicholas)

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Bibliography How Personal & Internet Security Works, by Preston Gralla. Indianapolis, Ind.: Que/

Sams, 2006.

Hacking Exposed Windows: Windows Security Secrets & Solutions, by Joel Scambray, Stuart

McClure. 3rded. New York, NY: McGraw-Hill, c2008.

Implementing NAP and NAC Security Technologies: the Complete Guide to Network

Access Control, by Daniel V. Hoffman. Indianapolis, IN: Wiley Pub, 2008.

Microsoft SQL Server 2008 R2 unleashed, by Ray Rankins ... [et al.]. Indianapolis, Ind.: Sams,

c2011.

Data Mining Techniques: for Marketing, Sales, and Customer Relationship Management, by

Gordon S Linoff, Michael J Berry, Robert Fonseca-Ensor. 3rded. Indianapolis, IN:

Wiley Pubishing, Inc., 2011

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Appendix Grades Table

Grade ID First Name Last Name Teacher

100127-10 Chrystal Riley Mrs Brown

100127-11 Charlie Wilson Mrs Leeberts

100127-7 Trevan Brown Ms Meredith

100127-8 Michael Black Mrs Steel

100127-9 Carolyn Rodger Ms Meredith

Math Books Returned

Book ID Last Name Math Bk Returned or Unreturned

eljd/83 Rodger Returned

eljd/134 Wilson Returned

eljd/12 Tramplin Returned

eljd/36 Black Returned

eljd/47 Brown Returned

eljd/60 Riley Returned

eljd/274 Yelims Returned

eljd/24 Lincoln Returned

eljd/74 Gordon Returned

English Books Returned

Book ID Last Name Eng Bk Returned or Unreturned

eljd/83 Rodger Returned

eljd/134 Wilson Returned

eljd/36 Black Returned

eljd/24 Lincoln Returned

eljd/74 Gordon Returned

eljd/1 Nooks Returned

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Accurate Students Informations

Students Under 15

Student ID Last Name Date of Birth Age

WKH11 Black Feb.27.2000 13

WKH26 Yelims Jan.5. 2000 13

WKH01 Rodger Aug.5.1998 14

WKH09 Tramplin Dec.12.2001 11

WKH15 Brown Jun.6.1999 13

WKH12 Nooks Oct.13.1998 14

Students Table

Student ID Grade ID Book ID First Name Last Name Date of Birth Age

WKH01 100127-9 eljd/11 Carolyn Rodger Aug.5.1998 14

WKH04 100127-11 eljd/112 Charlie Wilson Jan.17.1996 17

WKH09 100127-7 eljd/134 Gary Tramplin Dec.12.2001 11

WKH11 100127-8 eljd/24 Michael Black Feb.27.2000 13

WKH12 100127-9 eljd/55 George Nooks Oct.13.1998 14

WKH15 100127-8 eljd/274 Trevan Brown Jun.6.1999 13

WKH21 100127-10 eljd/36 Chrystal Riley Mar.17.1998 15

WKH26 100127-8 eljd/47 Jonas Yelims Jan.5. 2000 13

WKH28 100127-11 eljd/60 Abraham Lincoln Oct.30.1995 17

WKH32 100127-10 eljd/74 Raphelia Gordon Jul.12.1996 16

Book ID Last Name Eng Bk Rented

Math Bk Rented

Eng Bk Returned or Unreturned

Math Bk Returned or Unreturned

Accurate or

Inaccurate

eljd/1 Nooks No No Returned UnReturned InAccurate

eljd/12 Tramplin No No UnReturned Returned InAccurate

eljd/134 Wilson No No Returned Returned Accurate

eljd/24 Lincoln No No Returned Returned Accurate

eljd/274 Yelims No No UnReturned Returned InAccurate

eljd/36 Black No No Returned Returned Accurate

eljd/47 Brown No No UnReturned Returned InAccurate

eljd/60 Riley No No UnReturned Returned InAccurate

eljd/74 Gordon No No Returned Returned Accurate

eljd/83 Rodger No No Returned Returned Accurate