1

CHAPTER ONE
INTRODUCTION

1.0 BACKGROUND OF THE STUDY

An Electronic diary is a software program specifically
designed for users to input their daily work schedules,
make list of tasks to be done, arrange appointments,
over a computer network. This allows the users to
browse their appointments, and mark appointments on
electronic “diary page” since the computer holds the
details of each appointment; users can be reminded in
advance of meeting an appointments. The user of
computers also introduces flexibility into the format of
diaries, presenting different views, such as by year,
months or week (JISC website). Unlike a paper diary,
the computer automatically adds new pages when
needed, extra room for day, and retains copies of
diaries for years gone past (Kay Tang, 2008).

Furthermore a diary is a book for writing discrete

entities arranged by date. It can be used for recording
activities or for reporting what has happened over the
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course of a role in many aspect of human civilization,

including governmental business, and daily written
records of (usually person) experience and observations
(Mifflin, 2009).

The most important advantage of an electronic diary

over a paper one is in its ability to be shared. Unlike a
paper diary, which is bound to one place, staff can
access an electronic diary over a computer network,
checking to see when other staffs are free. Moreover,
staff can share a diary, allowing a secretary to run a
manager’s diary, while still allowing the manager
access over the computer network. Electronic diaries
held on desktop computers makes booking of meetings
much easier. An electronic diary allows meeting times
to be found, arranged, and confirmed, all from the
computer, saving time and bother (Munson, 2011).

While these features are useful, an electronic diary does

add some complications. Electronic diaries that are
held on desktop computers are not as portable as paper
diaries. This has led some companies to develop a
 3

range of portable “personal organizers” i.e. the “palm

pilot” (Palm Inc, 1997), “Psion” (Orlowski, 2007) and
“Timex Data Link Watch” (Timex & Microsoft, 1994)
being three of the most popular. These are small
portable computers that attempt to provide the
functionality of a “Filofax” in electronic form. These
computers are still perhaps something of a novelty.
While diaries held in personal organizers are more
portable. They cannot be shared over the network.
Compatibility between portable organizers and
computer diary packages may dramatically increase the
usefulness of using electronic, rather than paper diaries
(Kay Tang, 2008).

1.1 STATEMENT OF THE PROBLEM

The problems associated with the existing system
include the following:
1. It can only be physically accessed.
2. It takes time to search and sort for data.
3. The diary can be damaged or misplaced which
makes or creates more problems.
4. Unauthorised access to its content is high.
 4

1.2 OBJECTIVES OF THE STUDY

The main aim of this project is to develop an E-DIARY
(electronic diary) that will achieve the following
objectives:
1. Ability to access the diary from anywhere in the
world, provided the user has the correct sign-in
information and password.

2. Ease of storage and retrieval of data.

3. Protection of integrity and confidentiality of the data

stored.

1.3 SIGNIFICANCE OF THE STUDY

The following are some of the important features of
electronic diary:
 Keeping a diary
 Sharing a diary
 Booking meetings electronically
 Room and resources booking
 Used in scientific research
 5

1.4 SCOPE OF THE STUDY

Since electronic diary is very scarce, this has made it to
be rampantly used in various institutions, organizations
and by individuals.
The end-user is going to use this to keep track of
his/her schedule and meetings and to keep track of
what new appointments made through a shared
electronic diary. With this system in place, the end-user
can know when another user is free since electronic
diaries can be shared by employees over a network,
which significantly reduces the time it takes to
coordinate multiple individual schedules for a meeting.
Users with heavy schedules can conveniently
coordinate appointments more easily which is better
than going through a paper-based diary system (Brown,
1998).

1.5 LIMITATIONS OF THE STUDY

The following are the limiting factors of this study:
 Time factor- the duration of the time giving for this
research work is limited.
 6

 Finance- funding of this research work is also a

challenge.
 Unavailability of research materials- there are so
many materials about this topic, but not all was
gathered due to high cost of purchasing these
materials.

1.6 DEFINITION OF TERMS

Diary: A diary is a record (originally in handwritten
format) with discrete entries arranged by date reporting
on what has happened over the course of a day or other
period.
Electronic: Electronic deals with electrical circuits that
involve active electrical components such as vacuum
tubes, transistors, diodes and integrated circuits, and
associated passive interconnection technologies
Application: Application is a program or group of
programs designed for end users.
E-Diary: An electronic diary is a schedule book kept
on a computer that allows people to store and manage
information and also share it with others.
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CHAPTER TWO
LITERATURE REVIEW

2.1 PURPOSE OF USING A DIARY SYSTEM

Time is very important and it can be utilized in a very
efficient way by maintaining a diary system. The
efficient planning and organization of your own time
and other people’s is therefore one of the most
important activities that you can get involve with
(123rf.com)

The diary is one of the major resources within the

office, without which, none of us would know where
we should be or what we should be doing at any given
time, the diary may be maintained manually or
electronically (123rf.com)

2.2 TYPES OF DIARY SYSTEM

Diary systems can basically be divided into two types:
 8

2.2.1 MANUAL SYSTEMS

The most common type of manual diary system used in
offices is the bound book in which appointments are
recorded. These may be:
 One day per page
 Two days per page
 One week to view
 Two weeks to view
When selecting the most appropriate type of manual
diary to use, you will need to consider how many
entries you are likely to make in any one day. An
alternative to a bound book is a loose leaf system, often
known as a time manager. This has the advantage that
the diary section is continuous. New pages are simply
added as the years go on, so there is no need to obtain a
new diary towards the end of each year. Another,
completely different, manual system is the wall
planner. These are usually laminated charts which have
a space per day covering the whole of a year
(123rf.com).
 9

2.2.2 ELECTRONIC SYSTEMS

Electronic diaries can be maintained on a personal
computer, a laptop, a palmtop or an electronic
organizer. They have a number of advantages over
manual systems:
 Highlighting potential conflict between
appointments
 Entry of regular events once only.
 Less paper is used.
 Password protection.
 Multiple accesses are available.
 On screen reminder of appointments.
 Database compatibility.
 Electronic contact.

2.3 EXPERIENCES FROM THE UNIVERSITY OF

SURREY OVERVIEW
This report discusses the use of electronic diary at the
University of Surrey, along with reviewing the most
popular systems currently on the market. Interviews
were conducted with fifteen staff members involved
with electronic diaries, a selection of user’s,
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administrators and management. This gives an

overview on how electronic diary systems can be used
within a university, and potential problems to be
overcome in installation. The results from a
questionnaire demonstrate the utility of diary systems
even if only a selection of staff uses the system.
Reviews of four different systems on the market
demonstrate that while there is no perfect system,
Microsoft’s outlook 98 is by far the best client for
windows machines. Outlook can also be accessed by
Mac and UNIX users through a web browser
(University of Surrey, 2012)

2.3.1 SUMMARY FROM THE UNIVERSITY OF

SURREY OVERVIEW
 Electronic diaries are used to keep and share
diaries on computer at Surrey. Interviews
with users show them to be highly useful and
popular.
 The main beneficiaries of electronic diaries
are heavy users of traditional paper diaries,
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such as managers, heads of departments,

professor and their secretary.
 Electronic diaries can save a typical user
twenty minutes per week. Additional
efficiency savings come from the ability to
share diaries with secretary, to see times
when staffs are busy, and to better manage
time and activities.
 “Peer pressure” will encourage people to use
diaries, so as managers support electronic
diary uses, the application is easily available
and proper training and support is provided. It
is important to provide training so as to teach
the correct “conversations of diary use”
 Electronic diaries need not be rolled out
organization wide to be useful since most
meetings are arranged between individuals in
the same department or group.
 There is no perfect diary system. Microsoft
outlook is the best system for windows based
machines, with other user’s accessing their
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schedule through outlook’s “web access”

features.

2.4 USES OF ELECTRONIC DIARY.

Keeping a Diary: An electronic diary allows the user
keep track of his/her appointments in an electronic
form. The most important advantage here is that, the
diary can be viewed in many different formats, by day
or by year for example. Although a user may put
information into the diary on a day by day basis, they
can then view their commitments “by year” when
wanting to book holdings, or plan overtime, there is no
need to have separate year planner. In addition,
electronic diaries can also be loaded onto personal
organizers such as the pilot and the Psion so that they
can be changed when “on the road” and then loaded
back onto the desktop machine. Although,
alternatively, dairy pages can be pointed out and
carried around like paper form. Electronic diary
programs also allows one to keep track of tasks
outstanding with an electronic “to do” list. This varies
in its complexity, but can be useful for time
 13

management and balancing different tasks. Since the

diary is visible by others, it is important that it is kept
up to date and correct (Hornsby, 2009).

Sharing and Diary: This is another important use of

an electronic diary, “the ability to share diaries between
other diary users”. Since the diary is always “on line”,
there is never the case of the diary getting lost, or being
taken away in a briefcase. The diary can be accessed
from any computer on the network, so there is no need
(in theory) to keep multiple paper copies of the diary. A
professor can access his diary, as could his
administrator on the other hand of campus. Some diary
system can even be accessed across the internet,
making it possible to access the diary from home with a
suitable internet connection. The ability to share dairies
reduced much of the administrative overhead of
managing a diary. Secretaries can book meetings
without having to notify the manager since they will be
able to see it on-line in the diary. For managers, there is
also more independence, they book meetings without
having to check with their secretary first. Electronic
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diaries therefore particularly benefits high level

management, such as vice chancellors or professors,
who “live from their diaries”. Privacy can be a concern
for many users, who might not want their diary to be
brows-able. Therefore, diaries can be set up with
different “permission” so that others staff can only see
the time you are free, rather than the details of your
appointments. This protection can be set up on use, by
user basis (Hornsby, 2009).

Viewing Free Time: These features helps in the

management of time, electronic diaries also help in
booking meeting. Since diaries are on-line, it is
possible to view the details of other staff member’s free
time. This way, it is possible to quickly suggest suitable
meeting times. The usual way it is being done, is by
picking a list of meeting participants, and the computer
will display the time where all the participants are free.

Again, this is a particular benefit for secretaries and

upper management who have very busy diaries.
However, it is also useful for other staff in order to cut
 15

down the amount of time spent trying to find suitable

meeting slots (Hornsby, 2009).

Booking Meetings Electronically: Combining these

features together, most allow staff to book meetings
completely automatically. That is using the diary to
find free time and using the system to send invitations
to meeting attendees. Most systems send these
invitations through electronic mail. Microsoft outlook,
which is particularly well integrated into email, even
provides buttons on the receiver’s mail asking them if
they want to accept or reject that meeting time. If the
receiver accepts, then the meeting is automatically put
into their diary (Markle 2002).

Room and Resources Booking: Another feature is the

managing of shared resources, such as laptops of
meeting rooms. These resources can be set up in the
diary system, just as a normal use would be staff book
‘meeting’ with the room resources in the normal way
he would book it with a person. The computer then
manages the booking of resources, and prevents double
 16

bookings, or problem with allocation. Resources can

also be set up so that a secretary can administer that
particular resource, using the diary to control which
bookings are accepted (Dimsdale, 2000).

Used in scientific research: electronic diaries are used

by scientists to conduct time-sensitive research.
According to the University of Sheffield’s “Electronic
Diary System”, a study in the transmission rates of
human genital disease was conducted via an electronic
diary on the web by the department of Epidemiology,
School of Public Health And Community Medicine of
The University of Washington (2002). The status of
each participant in the study was tracked by a web
diary that was secured and accessible only to university
members.

2.5 ELECTRONIC DIARY USERS

There are four basic key users identified. They are
higher management/Academics, secretaries, non-
academic management staff and academic staff. These
different groups have different needs, and different
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ways of using electronic diary, these needs are to be

targeted in different ways to encourage electronic diary
usage (Agbowo, 1999).

2.5.1 HIGH LEVEL MANAGEMENT

Vice chancellors, heads of departments, heads of
organizational units and professors all run their work
very tightly from their diary. These staff members are
the key beneficiaries of an electronic diary system. Any
improvement in their diary efficiency is of real tangible
benefit.
To these staff, the main benefit in using an electronic
diary comes from being able to coordinate the diary
with their secretary, rather than the cumbersome
arrangement of having two or more paper diaries;
everything is kept on the computer. This means that a
manager can have access to their schedule anywhere
they have access to the internet, and a secretary can
quickly see when the manager arranges new meetings.
The electronic diary, then, works as a tool for co-
ordination between secretary and manger. The
electronic permissions on the diary are set so that only
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the secretary and the manager can book meeting,

allowing the secretary to control who has access to the
manager, and at what time. As staff pointed to me,
managers can have their day fully booked in advance,
so time for meetings has to be ‘negotiated’ with the
secretary. For this, the automatic meeting booking is
useless. Since managers also travel considerably,
features to print out their diary are important, as is
connectivity with hand held personal organizers.
Advanced users may request laptops and associated
support (Agbowo, 1999).

Secretary: Secretaries are the second major

beneficiaries of electronic diaries; a secretary spends
most of his/her day negotiating meeting times, a
cumbersome job if there is large attendance list. In this
case, electronic diaries comes into their own, especially
if the people attending the meeting have busy diaries
themselves, since time when all staff are free can be
found automatically, the ability to share an up-to-date
dairy also means that there is less chance of double
bookings. The secretary does not need to keep on
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checking with their boss to confirm particular

meetings. If the manager is away for a length of time,
he or she is still in contact with their secretary, through
the dairy, and is aware of any change to appointments.
The diary can also be used as a resource for finding
where a manager is, by accessing the diary; it is
possible to easily see where a particular manager is,
and when they will be in or out of the office (Agbowo,
1999).

Since secretaries are one of the heaviest users of the

diary system, it is important to focus attention on
convincing them of the utility of the system. Again,
there must be a focus on training and support;
secretaries are one of the key elements in convincing
other staff of using the system. For the secretary,
someone not using the system could be a considerable
inconvenience. Accordingly, they would put pressure
on those who do not use the system, encouraging them
to give the diary system a try (Agbowo, 1999).
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2.5.2 NON-ACADEMIC STAFF

While universities are often thought of, in terms of
their academic staff, non-academic staff, administrative
and management staff, are just as important. This staffs
are more office based than academics therefore
allowing them to maximize the advantage of using a
diary system. Some staff also found that the routine of
entering their time into the electronic diary helped them
with time management. Scheduling all their activities
into the diary, forced them to manage their time in
more efficient way. Staff also found the ability to look
back in their diary great advantages. Since the
electronic diary kept records of all their meetings, they
could use it as a record of when they meet people,
using the search facilities to look back and find the
dates of previous meeting (Agbowo, 1999).
2.5.3 ACADEMIC STAFF
Academic staffs are potentially the hardest users to
encourage the use of electronic diaries. Often junior
researches or teaching staff do not use a dairy heavily
enough to gain much advantage from using an
electronic diary system. In addition, since academic
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staff often work away from their computer (unlike

office staff), keeping an electronic diary up-to-date can
be an inconvenience. Encouraging particular
departments or group to use the diary system is the
most effective way to overcome the need to obtain a
“critical mass” of users (Agbowo, 1999).

2.5.4 THE KEY USERS OF DIARIES

When looking at potential users, who would benefit
most from using dairy system, secretaries and
managers should be at the top of the list. Secretaries
take on the burden of booking and meetings, and thus
have the most to benefit from sharing diaries with their
managers. They can also play a key role in encouraging
others to use the dairy system, exerting pressure on
“laggards” to encourage them to use the system.
Convincing managers and other high level staff has a
dual purpose. Firstly, managers have the most to gain
by improvement in the efficiency of how they book
their time. Time is the most important resources for
senior management, and anything that helps them to
manage it better is likely to be popular. Secondly,
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management has the power to exert pressure on those

below them to get them to use the diary system. This
can help to get a momentum behind using a diary
system. Managers ‘enforcing’ use of the system can
help in gain a critical mass of users (Bellow, 1997).

2.6 TRAINING AND CONVENTIONS OF USE

Staff emphasized that to encourage diary use, it is
important that the correct training is provided, there are
two reasons for this. Firstly, training can help to
overcome hesitancy in learning a new computer
interface. Training gives a “push” to staff to start using
the diary system, rather than it just appearing on their
desktop. Training can be made mandatory, or at least
encouraged by management. Note that without training,
an electronic diary will not be used. It cannot be
supplied to users and their use of the system taken for
granted.
Staff needs to be aware of the “correct way” in which it
is to be used. Since the electronic diary is publicly
available over the network, there is a need to be more
careful about the conventions of how an electronic
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diary is used. As example, when booking a meeting

that is in different site, some distance away, it is
necessary to book travel time around the meeting.
Otherwise, staff could books a meeting straight after
the meeting on different site, giving you no time to be
back from the original meeting. Other conventions of
use include keeping your diary up-to-date with
holidays, and time when you are not free for meetings.
This is “good diary etiquette”, without which, staff may
attempt to book meeting which you cannot attend.
These conventions are fairly, straightforward, and
quickly learnt if the diary system is being used, by
training staff in these conventions before they use the
system, any problem that might occur, can be avoided
(John and Mary, R. Markle, 2002).
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CHAPTER THREE
METHODOLOGY AND SYSTEM DESIGN

3.0 INTRODUCTION
After reviewing how the electronic diaries were used at
Surrey, we move into reviewing the different diary
systems which are currently on the market. Electronic
diary systems were reviewed to access their suitability
for use in a university environment. Microsoft outlook,
Netscape calendar and Goldmine were reviewed in
depth, and three other system-meeting makers, Lotus
Notes and Luigi, are briefly reviewed, but rejected
because of their unsuitability for a university
environment.

The packages reviewed after a wide range of different

features, along with the basic scheduling functionality.
Some application described themselves as “personal
information managers”, in that; they hold a range of
information such as address or past contacts. The range
facilities offered by each package have been
considered, while keeping the meeting scheduling
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aspects of packages central to the reviews. These

applications were investigated in depth, and three are
briefly reviewed. The entire systems reviewed are
working over the internet of internet networks using
TCP/IP. The report concludes with a consideration of
the comparative merits of the three electronic diary
systems and assessment of their suitability for
widespread use across the university.

3.1 METHODOLOGY
The adopted methodology in electronic diary system is
the Structured System Analysis and Design
Methodology (SSADM). The SSADM enables projects
to be supported by computer-based tools such as
computer aided software engineering system.

SSADM adopts a prescriptive approach to information

system development because it specifies in advance the
modules, stages and task which must be carried out in
order to produce befitting software and the techniques
and deliverables needed for the job. It adopts a
waterfall model of software development where each
 26

phase has to be completed and signed off before

subsequent phases can commence (i.e., Define before
design and design before coding principle). SSADM
emphasizes the use of some key techniques which
include:

3.1.1 LOGICAL DATA MODELING

This is the process of identifying, modeling, and
documenting the data requirements of an information
system, it consists of a logical data structure and
associated documentation.

3.1.2 DATA FLOW

This model is the process of identifying, modeling and
documenting how data flow around an information
system. It is composed of integrated data flow diagrams
supported by appropriate documentation.

3.1.3 ENTITY EVENT MODELING

This is the process of identifying, modeling,
documenting the events which these events occur as an
entity/events model consist of a set of entity life
 27

histories (one for each entity and appropriate

supporting documentation. With the rest to the above,
SSADM provides a flow or waterfall view of system
development, which has steps. Each steps leads to the
next step. The SSADM steps or stages are: feasibility
study, Requirement analysis, Requirement
specification, logical system specification and physical
design.

3.2 REQUIREMENT SPECIFICATION

OUTLOOK 98
 Full e-mail facilities
 Personal calendaring
 Meeting organizer
 Address book
 Post-off” style notes facility
 Diary to-do lists

CLIENT COMPATIBILITY
Dos No
Windows 95 Yes
Windows 3-X No
 28

NT Yes
Mac 05 No

SERVER
Using web-access, one disadvantage of the web-based
access is that Mac users cannot access their diary if
they are off-line. If there is a large number of a Mac
“power Books” user, this could be a major
inconvenience. Web access is successfully used at the
load on school of Economics to provide access to
outlook for Mac users.

3.3 ANALYSIS OF THE EXISTING SYSTEM

Presently, users organize their day, and set reminders
for due dates of task and any appointments manually
(on a paper-based diary system). Users with heavy
schedules cannot conveniently coordinate appointments
easily since it is paper-based. Since all data is recoded
on a paper-based diary system, multiple individual
schedules for a meeting cannot be scheduled. User’s
also suffers from loss of information (when the diary
gets damaged or misplaced, the data recoded inside is
 29

lost which creates more problem). When mistakes are

made or dates of events or schedule are changed, it
cannot be neatly changed from a paper-based diary
system (it will require crossing something out with a
pen or using correction fluid which makes everything
look rough and dirty.

3.4 ANALYSYS OF THE PROPOSED SYSTEM

By introducing this system, the end-user will

conveniently manage information and share it with
others, if you have never used one; there are several
advantages to an electronic diary that includes:

1. Anywhere access: it can be access from any

computer or handheld device, provided the user has
the correct sign-in information and password. This
allows information to be changed, confirmed or
reviewed at any time from almost anywhere in the
world.
2. Notification: whether you have an appointment at a
set time or want to remember something on a certain
day, an electronic diary system can send a reminder
 30

before the event arrives, great for once-a-year notice

such as birthdays or anniversary. The appointment
calendar will alert you about week-to-week events
too.
3. Edits: no need for correction fluid or crossing
something out with a pen. If you discover a mistake
or need to make a notation, just make the changes
and save the new information.
4. Project organization: when working on a large
project, an electronic diary system can track the
project status, send information about changes or
delays and update all parties involved, or just certain
members such as senior management or department
heads.
5. Schedules: instead of going through the hassle of
trying to schedule appointments or meetings with
management or co-workers, you can use an
electronic diary instantly view appointments times
that are available, see when training classes are
offered or show times that meeting have been
scheduled.
 31

FIG.3.5 HIGH LEVEL MODEL OF THE

PROPOSED SYSTEM
 32

CHAPTER FOUR
SYSTEM DESIGN AND IMPLEMENTATION
4.0 INTRODUCTION
Chapter four in your project writing and specification
cover the system design. System design involves the
analysis, which covers the new specification of the
proposed solution, the design, which covers the
development and interfacing of the different modules
that makes up the entire system and configuration of
the necessary hardware and software components to
support one’s solution’s architecture.

In the same vein, system design is to deliver the

requirements as specified in the feasibility study. The
main objectives of the system design are: practicality,
efficiency, cost, flexibility and security.

System design contains Logical design and Physical

design. Logical design describes the structure and
characteristics or features, like output, input, files,
 33

database and procedures. There will be constraints like

hardware, software, cost, time and interface.

4.1 OBJECTIVE OF DESIGN

The design objective for this project is to create an
electronic diary application. This system is an example
of a web based application. Using this application, you
can save appointments, input work schedule, save task
you plan doing and save contacts over the internet.

4.2 CRYPTOGRAPHY
Cryptography is an important part of good security
design. It is however the act of preventing private data
from being stolen. Even if an attacker were to break
into your computer or intercept your message, they still
will not be able to read the data if it is protected by
cryptography or encrypted.

4.3 THEORETICAL FRAME WORK

According to Ogantowo (1999), theoretical frame work
is a systematic network of proposition, fact and
 34

assumption that is used in explaining certain

phenomenon.

Many theories abound on electronic process while

some other with social factors. Bellow (1997) observed
that the INTERNET will offer a technology that can
allow nations to restructure their business relationships
with others, thus creating better business environments.
In the past few decades, computers were large and
bulky equipment that lost a fortune to own. Today
computers are commonly placed at home, offices,
supermarket and low courts and so on.

The last few years has witnessed tremendous

improvement in the computer industries. These
improvements came because of digitalization,
miniaturization, coupled with very large scale
integration and microprocessor technology. This
growth has led to the production of faster, cheaper and
powerful laptops and microcomputer systems.
Prospective buyers can now afford computer because
of their cheapness. Their availability has led to the
 35

growth in computer awareness in our society. That is a

welcomed development in our march to economic and
technological development.

4.4 SYSTEM ARCHITECTURE

System architecture is the conceptual model that
defines the structure, behavior and more views of the
system.

The application will follow three-tier architecture.  In

three-tier architecture application will run the
traditional client/server model but from the web server. 
The client only displays the GUI and data but has no
part in producing results.

Three-tier architecture will contain the following tiers

Client/Presentation Tier:
 36

This tier includes all the HTML content or forms to be

displayed on the client browser. It is the form which
provides the user interface to end user. Programmer
uses this tier to get or set the data back and forth.
Business Logic Layer
In the Business logic tier, the actual processing of the
data and the logic behind the implementation of the
application will be present. This tier can contain a
class, which can be used to write the functions, and
also works as a mediator between the presentation tier
and data tiers.
Data Tier:
Data Tier contains methods and classes that deal with
passing and storing data to the data Storage Layer.
Queries or stored procedures are used to access the data
from the database or to perform any operation to the
database. It stores the data passed by the presentation
tier.

4.5 DATABASE DESIGN

A Database is a collection of interrelated data stored
with a minimum of redundancy to serve many
 37

applications. The database design is used to group data

into a number of tables and minimizes the artificiality
embedded in using separate files. The tables are
organized to:
 Reduced duplication of data.
 Simplify functions like adding, deleting,
modifying data etc..,
 Retrieving data
 Clarity and ease of use.
 More information at low cost.

4.6 USER MANUAL

1. The major functionality of the dairy application
includes displaying contacts and space to create new
contact.
2. Creating schedules- The application allows for
the creation of schedule by prompting the user to enter
the schedule information’s such as description of
schedule, schedule objective, date, time, and notes if
the user has more information to write in.
3. Schedule retrieval- The application allows for
the entire or single schedules in the system to be
displayed.
 38

4. Removal of entries- Application allows for

schedule(s) to be deleted from the system when they
are no longer needed.

4.7 DATA DICTIONARY

The data dictionary is a set of tables SQL uses to
maintain information about the database. The data
dictionary contains information about tables, indexes,
clusters and so on.

Symbol Used Name Use

Flow Line: used to
connect symbols and indicates the
flow of logic

Terminal: Used to
indicate the beginning
and the end of a task.
 39

Input/output: Used for input

and output operation.

Processing: Used for

arithmetic and data
manipulation.

Decision: Used for any

logic or comparison
operation.
 40

Start

Enter Login
details to view
diary

Verify username &

password on the database

Does user
name or No Display an
password error message
match?

Yes

Open home page

Stop

FIG: 4.1 FLOWCHARTS TO LOGIN USERS

 41

Start

Launch Sign Up
page

Enter Sign up
Details

Are
Details
Valid?

Display error
No
message

Store details on the

database
Yes

Stop

FIG: 4.2 FLOWCHARTS TO SIGN UP USERS

 42

Star
t

Enter contact
details

Is all No
Display error
required
message
field
filled?

Yes

Launch contacts page

Stop

FIG: 4.3 FLOWCHARTS TO SAVE CONTACT

 43

4.8 CHOICE OF PROGRAMMING

LANGUAGE/JUSTIFICATION
The language of choice for this project is PHP
programming language from the Adobe Dreamweaver
CS5. This is an Integrated Development Environment
(IDE) from Adobe.

Justification
PHP is a server-side scripting language designed for
web development but also used as a general-purpose
programming language. PHP is now installed on more
than 244 million websites and 2.1 million web servers.

My choice of adoption of PHP for this project is that it

can interact with many different database languages
including MySQL. Both PHP and MySQL are
compatible with Apache server which is also free to
license. PHP can also run on Window, Linus and UNIX
servers.
 44

PHP also has very good online documentation with a

good framework of functions in place. This makes the
language relatively easy to learn and very well
supported online.

In line with my project eDiary, it is cheap to setup and

create a website using PHP.

4.9 IMPLEMENTATION AND SYSTEM

DOCUMENTATION
Often in most cases, a smoothly running project gets a
black eye because of problems during implementation.
Those problems often crop up because we don’t
anticipate and plan for the complexity of deploying the
solution. Note that many of these activities need to be
completed ahead of time. You cannot start planning for
implementation while you are actually implementing.
4.10 REQUIREMENTS
For the system to be successfully implemented, the
following requirements must be met:
 45

4.10.1 HARD WARE REQUIREMENTS

Processor: Intel Pentium3 (or its equivalent)
and above
RAM: 512 megabytes (mb) and above
Hard disk: 20 Gigabyte and above

4.10.2 SOFTWARE REQUIREMENTS

Front end: Adobe Dreamweaver CS5
Back end: Wamp Server 2.0
Tools: Adobe Photoshop 7.0,
Microsoft Word 2010
Language: Html 5.0, MySQL and PHP
Operating System: Windows 7

4.11 MAINTENANCE DETAILS

The eDiary application has been developed with the
expectation of further research and subsequent
improvement on the application capabilities and needs.
Being a degree project, the source codes for this
application would be available for modification.
 46

CHAPTER FIVE
SUMMARY, CONCLUSION AND
RECOMMENDATION
5.1 SUMMARY
The electronic diary system, centers on the different
aspect of information management; each offering range
of features and using different systems to organize data.
Outlooks have been considered the best with numerous
features that make it the best. The variation in type
focus on interface, this means that preference for an e-
dairy system may be large, a matter of individual taste,
a factor that has led to the diversity of systems
currently in use at the University of Surrey. The
emphasis is focus on the fact that electronic diary is
very scares and heavy users have no idea of the
important of using electronic diary.

5.2 CONCLUSION
Electronic diaries are useful part of the computing
infrastructure. When planning a successful diary
implementation, it is important to provide sufficient
training and support for the user unlike single-user
 47

application, staff need to follow “conventions of user”

such as leaving time round appointment for traveling.
Problem can be avoided by teaching “correct usage”.
The benefit of a diary system is such, however, that
when a “critical mass” of users has developed, then
peer pressure will encourage other staff to try using the
diary system.
The advantages are in better time management and
speed of booking meeting, such that most users find out
that they prefer an electronic diary to paper diary.

In summary, electronic diaries are useful to staff and

can be successfully implemented, so long as care is
taken over training.
5.3 RECOMMENDATION
There are many people who are supposed to be heavy
users of electronic diary in CRUTECH, but do not see
the need of introducing the system, some believe that
paper diary is the best.

Electronic diary is recommended especially for all

heavy users of paper diary in CRUTECH. So that the
 48

waste of time and resources in manual system of

operation in paper diaries could be reduced and
problems identified can also be curtailed.

In addition, provision should be made for a good

networking system for proper and computerized
communication between other locations that uses this
system.

Also provision should be made in CROSS RIVER

UNIVERSITIY OF TECHNOLOGY (CRUTECH) for
preparation of diary system that can work automatically
on the network.
 49

REFERENCES

Lauritsen K, Degl' Innocenti A, Hendel L, Praest J, Lytje MF,

Clemmensen-Rotne K, Wiklund I (2004). Symptom
recording in a randomised clinical trial: paper
diaries vs. electronic or telephone data capture.
Control Clin Trials. Dec; 25(6): (pg)585–597.

Kerkenbush NL, Lasome CE (2003). The emerging role of

electronic diaries in the management of diabetes
mellitus. AACN Clin Issues Aug; 14(3):(pg) 371–
378.

John and Mary, R. Markle (2002). Science and Technology

Paper on Electronic Voting and Counting System.
Pain. Dec;220: (pg) 30-35.

Palermo TM, Valenzuela D, Stork PP (2004). A randomized

trial of electronic versus paper pain diaries in
children: impact on compliance, accuracy, and
acceptability. Pain. Feb;107(3): (pg) 213–219.

Stone AA, Shiffman S, Schwartz JE, Broderick JE, Hufford

MR (2003). Patient compliance with paper and
electronic diaries. Control Clin Trials. Apr;24(2):
(pg) 182–199.
 50

Jamison RN, Raymond SA, Levine JG, Slawsby EA,

Nedeljkovic SS, Katz NP (2001). Electronic diaries
for monitoring chronic pa1-year validation
study .Pain. Apr;91(3):(pg)277–285.
 51

APPENDIX A
PROGRAM CODES

<?php require_once('Connections/localhost.php'); ?>

<?php
if (!function_exists("GetSQLValueString")) {
function GetSQLValueString($theValue, $theType,
$theDefinedValue = "", $theNotDefinedValue = "")
{
if (PHP_VERSION < 6) {
$theValue = get_magic_quotes_gpc() ?
stripslashes($theValue) : $theValue;
}
$theValue = function_exists("mysql_real_escape_string") ?
mysql_real_escape_string($theValue) :
mysql_escape_string($theValue);

switch ($theType) {
case "text":
$theValue = ($theValue != "") ? "'" . $theValue . "'" :
"NULL";
break;
case "long":
case "int":
$theValue = ($theValue != "") ? intval($theValue) :
"NULL";
break;
case "double":
$theValue = ($theValue != "") ? doubleval($theValue) :
"NULL";
break;
case "date":
 52

$theValue = ($theValue != "") ? "'" . $theValue . "'" :

"NULL";
break;
case "defined":
$theValue = ($theValue != "") ? $theDefinedValue :
$theNotDefinedValue;
break;
}
return $theValue;
}
}
$editFormAction = $_SERVER['PHP_SELF'];
if (isset($_SERVER['QUERY_STRING'])) {
$editFormAction .= "?" .
htmlentities($_SERVER['QUERY_STRING']);
}
if ((isset($_POST["MM_insert"])) &&
($_POST["MM_insert"] == "form2")) {
$insertSQL = sprintf("INSERT INTO sign_up (fname,
lname, usrn, pword, pno, email, sex) VALUES (%s, %s, %s,
%s, %s, %s, %s)",
GetSQLValueString($_POST['fname'], "text"),
GetSQLValueString($_POST['lname'], "text"),
GetSQLValueString($_POST['usrn'], "text"),
GetSQLValueString($_POST['pword'], "text"),
GetSQLValueString($_POST['pno'], "text"),
GetSQLValueString($_POST['email'], "text"),
GetSQLValueString($_POST['sex'], "text"));

mysql_select_db($database_localhost, $localhost);
$Result1 = mysql_query($insertSQL, $localhost) or
die(mysql_error());
$insertGoTo = "index.php";
 53

if (isset($_SERVER['QUERY_STRING'])) {
$insertGoTo .= (strpos($insertGoTo, '?')) ? "&" : "?";
$insertGoTo .= $_SERVER['QUERY_STRING'];
}
header(sprintf("Location: %s", $insertGoTo));
}
?>
<?php
// *** Validate request to login to this site.
if (!isset($_SESSION)) {
session_start();
}
$loginFormAction = $_SERVER['PHP_SELF'];
if (isset($_GET['accesscheck'])) {
$_SESSION['PrevUrl'] = $_GET['accesscheck'];
}
if (isset($_POST['u'])) {
$loginUsername=$_POST['u'];
$password=$_POST['p'];
$MM_fldUserAuthorization = "";
$MM_redirectLoginSuccess = "index2.php";
$MM_redirectLoginFailed = "indexerr.php";
$MM_redirecttoReferrer = false;
mysql_select_db($database_localhost, $localhost);
$LoginRS__query=sprintf("SELECT usrn, pword FROM
sign_up WHERE usrn=%s AND pword=%s",
GetSQLValueString($loginUsername, "text"),
GetSQLValueString($password, "text"));
$LoginRS = mysql_query($LoginRS__query, $localhost)
or die(mysql_error());
$loginFoundUser = mysql_num_rows($LoginRS);
if ($loginFoundUser) {
$loginStrGroup = "";
 54

if (PHP_VERSION >= 5.1)

{session_regenerate_id(true);} else
{session_regenerate_id();}
//declare two session variables and assign them
$_SESSION['MM_Username'] = $loginUsername;
$_SESSION['MM_UserGroup'] = $loginStrGroup;

if (isset($_SESSION['PrevUrl']) && false) {

$MM_redirectLoginSuccess = $_SESSION['PrevUrl'];
}
header("Location: " . $MM_redirectLoginSuccess );
}
else {
header("Location: ". $MM_redirectLoginFailed );
}
}
?>
<!DOCTYPE html>
<!-- saved from
url=(0048)http://localhost/PROJECT/hrrecruitment/index.php
-->
<html lang="en"><head><meta http-equiv="Content-Type"
content="text/html; charset=UTF-8"><meta charset="utf-8">
<title>Home | David's eDiary</title>

<link href="./index_files/6f582cf1_redesign_common.css"
rel="stylesheet" type="text/css">
<link href="./index_files/ab1fd07c_redesign_front_page.css"
rel="stylesheet" type="text/css">
<link href="./index_files/Sample CSS.css" rel="stylesheet"
type="text/css">
<style type="text/css">
#apDiv3 {
 55

position:absolute;
width:346px;
height:824px;
z-index:1;
<?php require_once('Connections/localhost.php'); ?>
<?php
//initialize the session
if (!isset($_SESSION)) {
session_start();
}
// ** Logout the current user. **
$logoutAction = $_SERVER['PHP_SELF']."?
doLogout=true";
if (isset($_SERVER['QUERY_STRING'])) {
$theValue = ($theValue != "") ? intval($theValue) :
"NULL";
break;
case "double":
$theValue = ($theValue != "") ? doubleval($theValue) :
"NULL";
break;
case "date":
$theValue = ($theValue != "") ? "'" . $theValue . "'" :
"NULL";
break;
case "defined":
$theValue = ($theValue != "") ? $theDefinedValue :
$theNotDefinedValue;
break;
<?php require_once('Connections/localhost.php'); ?><?php
require_once('Connections/localhost.php'); ?>
<?php
//initialize the session
 56

if (!isset($_SESSION)) {
session_start();
}

// ** Logout the current user. **

$logoutAction = $_SERVER['PHP_SELF']."?
doLogout=true";
if ((isset($_SERVER['QUERY_STRING'])) &&
($_SERVER['QUERY_STRING'] != "")){
$logoutAction .="&".
htmlentities($_SERVER['QUERY_STRING']);
}

if ((isset($_GET['doLogout']))
&&($_GET['doLogout']=="true")){
//to fully log out a visitor we need to clear the session
varialbles
$_SESSION['MM_Username'] = NULL;
$_SESSION['MM_UserGroup'] = NULL;
$_SESSION['PrevUrl'] = NULL;
unset($_SESSION['MM_Username']);
unset($_SESSION['MM_UserGroup']);
unset($_SESSION['PrevUrl']);

$logoutGoTo = "index.php";
if ($logoutGoTo) {
header("Location: $logoutGoTo");
exit;
}
}
?>
<?php
session_start();
 57

}
$MM_authorizedUsers = "";
$MM_donotCheckaccess = "true";

// *** Restrict Access To Page: Grant or deny access to this

page
function isAuthorized($strUsers, $strGroups, $UserName,
$UserGroup) {
// For security, start by assuming the visitor is NOT
authorized.
$isValid = False;

// When a visitor has logged into this site, the Session

variable MM_Username set equal to their username.
// Therefore, we know that a user is NOT logged in if that
Session variable is blank.
if (!empty($UserName)) {
// Besides being logged in, you may restrict access to only
certain users based on an ID established when they login.
// Parse the strings into arrays.
$arrUsers = Explode(",", $strUsers);
$arrGroups = Explode(",", $strGroups);
if (in_array($UserName, $arrUsers)) {
$isValid = true;
</script>
</body></html>

APPENDIX B
 58

SCREEN SHOTS
 Login Page

 Home Page

 Contacts Page
 59

 New Contact Page

 Appointments Page
 60

 New Appointment Page

 Tasks Page
 61

 New Task Page

 Schedules Page
 62

 New Schedule Page

 Database table
63