AN AUTOMATED INFORMATION MANAGEMENT SYSTEM FOR

SCHOOLS IN UGANDA. (A CASE STUDY OF KASUBI FAMILY

SCHOOL)
BY
AGATHA BABIRYE
REG NO: 2019/BU/029
BIT
Department of business computing
Multitech business school
Telephone: +256784475947
email,agathababie28@gmail.com
Supervisor
MR WAKALE FAZALI
Department of business computing,
Multitech business school.
A project report submitted to the department of business computing and
information technology leading to a research in partial fulfillment of the
requirement of a bachelor in information technology.
TABLE OF CONTENTS
DECLARATION.............................................................................................................................3
1.0 INTRODUCTION................................................................................................................4
BACKGROUND OF THE STUDY................................................................................................7
1.1 PROBLEM STATEMENT...................................................................................................8
1.2 SIGNIFICANCES................................................................................................................8
1.3 PROJECT SCOPE................................................................................................................9
RESEARCH QUESTIONS...........................................................................................................10
1.4 OBJECTIVES.....................................................................................................................11
1.4.1 Main Objective............................................................................................................11
1.4.2 Specific Objectives...........................................................................................................11
CHAPTER TWO...................................................................................................................11
2.0 Literature review......................................................................................................................11
Methodology..........................................................................................................................14
3.0 introduction......................................................................................................................14
3.4.2 Data Flow Diagram.......................................................................................................18
3.4.3 Entity Relationship Diagram........................................................................................20
3.5 implementation and develop....................................................................................................21
DEDICATION...............................................................................................................................22

LIST OF FIGURES

Figure 1: Institution Management system Context Diagram..................................10

Figure 2: Level 0 Data flow Diagram......................................................................11
Figure 3: Level 1 Data flow Diagram for students..................................................12
Figure 4: Level 1 Data flow Diagram for staff........................................................13
Figure 5: Institution management ER diagram.......................................................14

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DECLARATION

I BABIRYE AGATHA declare that the work presented in this research is my own
and true completion of information obtained from my participation in research at
kasubi family school and is without any forgery whatsoever.

Signature……………………………………. Date………………………….

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Approval
This research proposal has been submitted for review with the approval of the
following supervisors.
Signature……………………………….. Date…………………………….
Supervisor name……………………………………………..

Head of department
signature………………………………… date……………………..
Head of department name……………………………………………….

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 1.0INTRODUCTION
Nowadays, the computer system is being intergraded into several aspects of the
society and bit is often visible noticed that schools are dropping the manual
method of information management which entails the use of pen, paper and
calculators or excel spreadsheets which is time consuming and tasking. Schools of
learning in the western world in a bid to make storage of information easier are
now adopting the use of special software’s application built for the purpose of
result computation and information management. Information management system
is primarily redeveloped to computerize, integrate and control all collection and
processing of student data mostly the academic records. (O, 2015,)
the essence of adopting the use of computerized system over other method is that
its percentage of errors are zero to none or minimal and also due to the fact that
records can be stored in a central location simultaneously while providing access to
the records when needed and also eliminating the difficulty in retrieving lost data
as often experienced with other methods.
The history of modern management information systems parallels the devolution
of management control from centralized to decentralization. Today, all computer-
based systems that collect, process, store and communicate that data as information
systems or MIS.MIS is any computer system used to collect and store
information ,with tools for analyzing that information so that you can monitor
operations and make information school decisions. (DAVID, 2019;)
Many MIS pundits divide the history of MIS into the five eras,
First era: mainframe and minicomputer computing
Second era: personal computers
Third era: client/server networks
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Fourth era: enterprise computing
Fifth era: cloud computing

The first era, pre-1965, was the huge mainframe computers that were housed in
special temperature-controlled rooms and required computer technicians to
operate.IMB was the one-stop supplier of hardware and software. Computer time
sharing was common due to the enormous cost of owning and operating
mainframes. As computer technology advanced and computers shrank in size,
companies could afford microcomputers, still enormously expensive by today’s
standard but sufficiently affordable for large companies to own and do their own in
–house computing. (IBM, 1960S-1970S,)
The second era of the personal computers started in 1965 with the introduction of
the microprocessor .by the 1980s, it was in full bloom with the proliferation of the
lowest-cost Apple 1and 11 and the IBM personal computer or pc.The introduction
of VisiCalc spreadsheets software empowered ordinary employees with the ability
to do tasks that companies paid huge sums to 10 years earlier.
This need advanced the transaction to the third era MIS client/server networks.
Employees at all levels of the organization could share information in a verity of
formats through computer terminals linked to computer servers over common
networks called intranets. (LAUDON, 1965-1970S;)
the fourth era, enterprise computing consolidated disparate single-application
software by different departments onto one intergraded enterprise platform that
was accessed over high-speed network .enterprise software solutions integrate
essential business operations-marketing and sales,accounting,finance,human
resopurcves,inventory and manufacturing to harmonize work and facilitate
cooperation across the entire enterprise.

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The exponential growth in internet bandwidth consumption is ushering in the fifth
era of MIS, cloud computing. Cloud computing unchains everybody from ounce-
bound pcs, allowing access to enterprise MIS from anywhere with mobile devices.
The fifth era is also the time of the time of the knowledge workers ascendancy. As
decision-making pushes to the lowest levels of the organization, Is expected to
increasingly, empower workers, as producers of information but also consumers of
the information but also as consumers of the same information. In effect,
knowledge workers, as producers and consumers of MIS information will
determine precisely what information IMSgenerates. (PAUL M, 1980s-1990s;)

The purpose of the this project study is to develop an automated information

management system for schools in Uganda which will help schools
To keep records of all pupils in their school. It can provide administrators and
teachers with the information required for informed planning, policy-making and
evaluation.
This will be done through proper requirements for the successful development and
implementation of an automated information management system.

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BACKGROUND OF THE STUDY

kasubi family school is ,government owned in Uganda. it is located in kasubi

kampala near kasubi polish post on hoima road, and it has been operating up today
the school offers range of good educational services, record keeping in the school.
Several studies done elsewhere have indicated and concluded that a gap really
exists between the quality of education produced and what the market demands
(For this and other reasons, training institutions and employers have accepted the
need to seek mitigation steps to bridge the gap. There has also been the
realization that imparting the relevant practical skills is a partnership between the
training institution and the prospective employers through having a good
developed system in the school.

1.1PROBLEM STATEMENT
This research was conducted at Kasubi family school located in a populated area
that attends to many students at a time, hence this research was able to track
problems such as inaccurate record keeping ,poor information management within
school, a lot of complexities are involved in maintaining, updating and retrieving
selected information within the school

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 1.2SIGNIFICANCES.
To the researcher, It can even further its financial and time saving benefits by
automatically labeling and interfacing samples to the existing data about the
system making it accessible for researcher.
To the government, manually inputting data can be tedious and time
consuming .data capture streamlines documentation and allows for the automation
of multiple processes, improving reliability and efficiency of those processes hence
makes it easy for the government to capture every information in different school
in a short time.
To the case study (kasubi family school), it facilitates and manages key
administrative processes, maintains order and organization within a school’s
records, and can make schools more effient.It helps school to keep records of all
pupils in their school. It can provide administrators and teachers with the
information required for informed planning, policy-making and evaluation.
To today’s society, it helps to build and grow the commerce and business sector
and generate the maximum possible output. The time taken by different sectors to
generate business is now minimized with advancements in information technology.
It provides electronic security, storage and efficient communication to the society.

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 1.3PROJECT SCOPE
Technical scope.
Technical scope means the description of inspection schedules and procedures and
the equipments. (technical specifications and scope of work,, 2007,)
An automated information management system is a computer based collection of
data and software’s that use the input of various resources to automate the
management of operations and information, creating useful output that can help an
organization to make strategic decisions
Time scope
Time scope means the period the study will cover. (chetty, 2020;)
The study was conducted for the period of three months that is from November to
January 2023.
Geographical scope.
The geographical scope is the area covered by model or analysis.
(zonia, 1904)
The research study was conducted at the selected school of kasubi family school in
Kampala Uganda. This study area chosen because it holds the information that is
necessary for this research topic

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RESEARCH QUESTIONS

Main research question

Influence of automated information management system in schools, and that
to what extent can automated information management system can improve the use
of technology systems in schools in Uganda?
Specific research questions
1.How feasible is the new system going to be
2. How will the system be designed and what technology that is going to
be used
3. How will the security and data consistence of the system be ensured
4. Will the system be tested? How and where will it be implemented?

1.4OBJECTIVES

1.4.1 Main Objective

(i) To develop an automated information management system for schools
in Uganda that allows schools to adopt change without costly
customization.

1.4.2 Specific Objectives

(i) To analyze an automated information management system for schools
that will help the school to improve information without increasing
costs and more efficiently connect information to action.
(ii) To design an automated information system for schools in Uganda that
will offer a powerful foundation for making better and more strategic
decisions about students performance, fees payments and population.

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 (iii) To develop a system using suitable software’s that help to automate the
organization’s tasks as well as reporting the progress in the
organizations activities.
(iv) To test the developed system that helps a tester or testing team
uncovers hard to predict scenarios and situations that can lead to
software errors.

CHAPTER TWO.

2.0 Literature review.

this section consist of the literature related to the research at hand .this involves the
way of reading ,analyzing, and organizing scholars’ materials to identify gaps to
suit the objectives of the research project. A literature review is a comprehensive
summary of previous research on a topic. (Ajzen, 1991,1982;)
2.1information management system
An automated management system (IMS) refers to any framework of software that
facilitates the collection, storage, organization and distribution of information.
Information management encompasses a series of organizational activities about
acquiring, storing and distributing information to stakeholders.
Information management systems have become an integral part of a business’s
internal operations .this hardware or software is developed to help us control, store,
create collect and access huge amount of information which can be accessed by
employees to help plan and define business strategy. (Shaqiri, 2014,)
2.2 automated system.
An automation system is an integration of sensors, controls and actuator designed
to perform a function with minimal or no human intervention.

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The field concerned in this subject is called machatronics which is an
interdisciplinary branch of engineering that combines mechanical, electronically
and electronic system.
An automated system is a tool that enables data to more from one system to
another on its own without human intervention and inaccuracies. These tools help
organizations collect manage and analyze securely to accomplish everyday tasks
and processes.
Automated system is the set of software and hardware that allows computer
systems, network devices or machines to function without any manual
intervention. It allows computer systems to work without a human operator
physically located at the site where the system is installed. (johansson, 2011, p. 94)
2.3 Education system.
Education system refers to the economic and social factors that typically make up
public schools at the federal, state or community levels such as factors include
public funding, school facilities, staffing, compensation, employee benefits,
teaching resources and more.
The term “education system “includes all institutions which are concerned with the
education of children, young persons and adults in particular
preschool,kindergarten,preschool/nursery school, primary school, lower secondary
school, vocational upper secondary school, general upper secondary school.
Education system helps to provide the opportunity for acquiring knowledge and
skills that will enable people to develop their fill potential and become successful
members of society. (cohen, 1992,, p. 240)

2.3 Different hardware’s used in developing

Hardware’s is used for taking input data from the user, store the data or are
physical tangible comments of a computer.
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RAM
RAM (random access memory) is the of computer hardware that is used to store
information and then process that information. it helps the researcher to keep and
store safely.

Hard disk.
The hard disk is another type of computer hardware that is used to store data in it.
The hard disk can preinstalled in CPU or can be used as an external device. It help
the researcher to store and keep data safely it because hard disk is the non-volatile
component which means the data is stored permanently in hard disk and it does not
wipe out when the system is shut down. It will help the task automated and help to
store huge amount of data that can be beneficial for the organization or individual.

Pc (personal computer)
For the computer hardware, the hardware is another device that is used to display
out puts as it is connected to CPU.It will help to establish an effective mode of
communication that can help the organizations to improve their business standards
CPU
CPU (central processing unit) is the core hardware part of the computer system
which is used to interpret and execute most of the commands using other computer
parts. Like software and hardware. The processing speed of a hardware device is
fast which will help to execute more operations at one time.

Keyboard
The keyboard is another type of computer hardware that is used to give input text,
commands to the computer. It contains alphabets, numbers special characters and
other buttons to give input to the computer. (lednicki, 2015;)
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CHAPTER THREE

Methodology

3.0 introduction
Methodology is the study of research methods. However the term can also refer to
the methods themselves. Method is a structured procedure for bringing about a
certain goal. In the context of the research, this goal is usually to discover new
knowledge to verify pre-existing knowledge claims. This normally involves
various steps like choosing a sample, collecting data from the sample and
interpreting this data. The study of methods involves the detailed description and
analysis of these processes.
It includes evaluation aspects by comparing different methods to assess their
advantages and disadvantages of relate to different research goals and situations.
This way, a methodology can help make the research process efficient and reliable
by guiding researchers on which method to employ at each step. (silverman, 2000,
p. 236)

3.2 data collection

Data collection methods.
1. Interviews.

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If you asked some completely unaware of data analysis how to best collect
information from people, the most common answer would likely be interviews.
Almost anyone can come up with a list of questions to find out the information
needed.
2. Observation.
Observation involves collecting information without asking questions. This method
is more subjective, as it requires the researcher or observer to add their judgment to
the data.

3. Documents and records.

Sometimes you can collect a considerable amount of data without asking anyone.
Document and records-based research uses existing data for a study.Attendence
records, meeting records, and financial records are just a few examples of this type
of the research.

4. Focus groups.
A combination of interviewing, surveying and observation, a focus group is a data
collection method that involves several individual who have something in
common. The purpose of a focus group is to add a collective element to individual
data collection.

5. Oral histories.
At first glance an oral history might sound like an interview. Both data collection
methods involve asking questions. But oral history is more precisely defined as
recording, preservation and interpretation of the historical information based on the
opinions and personal experiences of people who were involved in the events.
6. Questionnaires and surveys.
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Questionnaires and surveys can be used to ask questions that have closed-ended
answers.
Data gathered from questionnaires and surveys can be analyzed in many different
ways.
3.3 Target population.
Target population is the audience or leadership of a publication, advertisement or
other massage catered specifically to say intendment audience.
The target population will be 800 students as this a maximum number received
according to the school records and 30 school holders (administrators, staff).

3.4 system design.

The design phase decides how the system operates in terms of the hardware,
software and the infrastructure that will be in place, the interface, forms, and
reports that will be used and the specific programs, databases and files that will be
needed. The researcher used structured analysis and design to understand and
describe study developments, define user needs specific to user views. System
analysis and design portrays functions; reflects data and the relationships diagrams
between different functions.
An Automated information management system for schools was designed basing
on the field study results which described the perimeters and the information which
was incorporated into the system. Data flow diagrams, context diagram and entity
relationships diagrams were used to design the process and data models of the
system.

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Research population
In this research study the target population included 35 teaching staff, 12 non
teaching staff, 30 students and 6 heads of departments.

3.4.1Context diagram
A System Context Diagram (SCD) in software engineering and systems
engineering is a diagram that represents the actors outside a system that could
interact with that system. System Context Diagrams are diagrams used in systems
design to represent the more important external factors that interact with the

An Automated information management system for schools context diagram

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Figure 1: An Automated information Management system for schools Context
Diagram

3.4.2 Data Flow Diagram

A Dataflow Diagram also known as “Bubble Chart” is used to clarify System

requirements and identifying major transformations that all become programs in
System Design.

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 Figure 2: Level 0 Data flow Diagram

Figure 3: Level 1 Data flow Diagram for students

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 Figure 4: Level 1 Data flow Diagram for staff

3.4.3 Entity Relationship Diagram.

In software engineering, an entity-relationship model (ERM) is an abstract and

conceptual representation of data. Entity-relationship modeling is a database
modeling method, used to produce a type of conceptual schema or semantic data
model of a system, often a relational database, and its requirements in a top-down
fashion. Diagrams created by this process are called entity-relationship diagrams,
ER diagrams, or ERDs. (derbinsky, 2018,, p. 57)

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 Figure 5: An Automated information management ER diagram.

3.5 implementation and develop.

To achieve the objective4 the following technologies were used to develop an

automated information management system for schools in Uganda.

MySQL server

MySQL is the most popular open source SQL database management system is
developed, distributed and supported by my SQL AB.it a web based application,
the researcher used this tool to create database to add and retrieve data/information
to and from database. The developer chose my SQL tool in developing the

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database because it is the best and most widely used database ,available and
affordable by all ,easy to use ,fast reliable and an open source database
management system.

Visual Basic (VB).net

VB.Net is an event –driven programming language and environment from

Microsoft that provides a graphical user interface (GUI) which allows
programmers to modify code by simply dragging and dropping objects and
defining their behavior and appearance. The developer chose VB programming
language in developing the system because makes it fast and easy to create type-
safe.NETapps. (stack, 2019,)

DEDICATION
Computer is the magic word of today’s world. The object of “automated
information management system for schools in Uganda” is to harness the power of
the computer for our practical and potential need. This research proposal expected
to extensively cover this concept and plant a seed of inquisitiveness in the minds of
the users.

Am thankful to all the people who have given me their hearty support in this
endeavor, I again thank out institute for providing me all the facilities and thanks to
my beloved Coordinator ………………………..and to my guide

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