MUNESU MUKARATI

PROJECT PROPOSAL

SECTION A

ST JOHN’S HIGH SCHOOL COVID 19 MANAGEMENT SYSTEM

PROBLEM DEFINITION
ST High School is an Anglican driven public educational entity operating under the
Zimbabwean branch of education - Ministry of Primary and Secondary Schools. The school
was established in 1972 and it is located in Goromonzi District East of Harare 5 km from
Juru Growth Point.

The school has an average of 1200 STUDENTS each and every year. Students health details
are recorded and are stored using a manual system. The system captures health information
through the traditional pen and paper method. The system captures information about number
of all students and workers at the school. Records that are kept in the register book includes
student names, date of birth,COVID 19 status, home address, parent details.

The current system is not efficient because it does not save time and there is too much
duplication of files. It also causes some information to be lost and to be accessed by
unauthorised users. More over the system does not provide backup of data if data is lost
because it cannot be recovered. Data can be lost accidently, it can be natural disasters or theft
so there is need for back up of data. It cannot update covid 19 records automatically as new
student is tested. Due to these problems the analyst proposed to came up with the new
computerized system ST JOHNS COVID 19 System.

ST JOHNS COVID 19 System is an application that is designed to store and retrieve

information about covid 19. The system will allow maximum of 4 users and one of them is
headmaster, two senior teachers for them to update the database and one administrator, the
one who manages the whole system.

INVESTIGATION OF THE CURRENT SYSTEM.

RESEARCH INSTRUMENTS.
The system analyst used observations, questionnaires and interviews in the process of trying
to come up with relevant information about the existing system.

QUESTIONNAIRES.
In trying to find more information about the existing system, the analyst sourced information
from the senior lady teacher Mrs NCUBE The analyst issued out a questionnaire which was
filled in by the deputy head at her spare time. The questionnaire layout was as follows:
QUESTIONNAIRE

1. Is this system efficient enough?

2. What is the average number of COVID CASES DO you RECORD EACH MONTH?
3. How long do you take to compile reports, for example those who have been TESTED
IN A WEEK OR MONTH?
4. How long do you take to search COVID RECODS stored IN files?
5. How many people needed to do the process?
6. How much do it cost to buy all the required stationery
7. Can different users for example teacher AND PREFECTS be given different access
rights by the system?
8. Any plans of implementing a new system?
9. How do you want to make you system efficient?
10. Do you want to move to computerized system?

INTERVIEW

1. What type of system you are using for THE COVID 19?
2. Please can you give a brief description on how you register and stores student’s
/teachers details in this system
3. What are the good aspects about your COVID 19 system?
4. Are there any modifications that you think are necessary in current system?
5. Would you like the introduction of a new computerized system

6. How does the information flow in the current COVID 19 system?

7. As the headmistress of the school what kind of information you need in form of
reports?
8. Who is responsible in the compilation of these reports?
9. Are they any problems that you are facing in terms of students and staff healthy
records?
10. Is there anything that you think can solve these problems?
11. Would you prefer a computerized system that will automatically updates the
healthy/COVID record database

PROBLEMS WITH THE CURRENT SYSTEM

The existing system requires a lot of manual work thus requiring more people to undertake
the healthy– process. Also a lot of paperwork and therefore requires a lot of books and files to
be used. Moreover, insecurity is a disturbing feature of the existing system. As a result there
is vulnerability of information and therefore it is largely prone to unauthorised access and
misuse (Insecurity). The current system is very slow and inefficient in processing, as a result
the process is very long and tiresome. It is also difficulty to keep COVID 19 records.
 REQUIREMENTS SPECIFICATION
The users are the ones who use the system so they need to be computer literate. Also they
must have knowledge about the COVID 19 and know how the person is tested and
recorded in the COVID 19 system. They should also know what information is important
about the patient.

The school nurse, doctor or any health worker is needed to do the first stage of the system,
which is entering the new tested person into the school health database. The senior teacher
is the one responsible of updating the system’s records and adding information like parent
information and other details that are not entered by the doctor for the purpose of time

An administrator is there to monitor and control all other users and is the one capable for
viewing all the reports.

SOFTWARE REQUIREMENTS
Operating System (Microsoft Windows 8 to 10) –it is needed to provide a working platform
for COVID 19 system. It acts as an interface/communication between hardware, COVID 19
system and the user. The operating system ensures that the inventory system has adequate
resources.

Programming Language (Microsoft Visual Basic .NET) – is an Integrated Development

Environment (IDE) programming language which was used to create the system. It is used to
develop graphical user interface forms applications.

Microsoft Office Suite– it contains Ms Access which is used to create a database, to store
user and TESTED records. Moreover it has Microsoft word processor that is used to create
documentation

Latest Anti-virus kit – it protects the computer from virus attacks and it prevents data
corruption by keeping it safe. If malware is detected, it prevents the malware from running
e.g Smadav. An anti-virus software requires to be frequently updated.

HARDWARE REQUIREMENTS
Printer– The printer will be required to produce the reports in hardcopy form produced
periodically by the system. The printer must support a learning environment like computer
laboratory.

RAM (4GB)–The internal memory needs to be large enough to manage both the OS and the
COVID 19 inventory system itself.

Corei3-7 Processor (2.10GHz and above) - Used for faster processing of registering,
searching and execute every form with high speed.
CD ROM or DVD-ROM drive- A CD ROM will be required to install the system onto the
machines. This could also be used to burn the results onto a disk.

Monitor- The monitor will be required to display the operating system and to provide a user
interface which enables communication between user and computer. It displays computer
inventory details and reports in softcopy form.

Hard drive (500 GB) - The system must have an effective way of managing its storage
space, so that the system will have sufficient storage space at the appropriate time.

AIMS
1) To reduce duplication of files, data redundancy.
2) To improve data integrity and to promote data security
3) To reduce paperwork hence promoting efficiency and effectiveness.
4)

OBJECTIVES
1 To provide a controlled access to covid 19 information and safeguard data against
unauthorized access. Hence improving data security
2 To maintain a comprehensive database of information on all students details
3 To centralize all information about covid 19 at the school and reduce data
redundant.
4 To automatically produce reports when they are needed.

5 The system should provide security to college vital records by implementing user’s
access levels with different access rights.
6 The proposed system should automatically update the database whenever a new tested
person is added into the system.
7 The system must show details for tested students, teachers and all workers at the
school.
8 To improve efficiency and operations on the system in terms of its speed Production
of reports which are more accurate than the human reports
9 Add users