INSTITUTE OF ACCOUNTANCY ARUSHA

RESEARCH PROPOSAL ON
ORGANIZATIONAL PROBLEMS IN ADOPTING THE DATABASE SYSTEM

THE CASE STUDY OF INSTITUTE OF ACCOUNTANCY ARUSHA

STUDENT NAME: JANDAWE, SEMEKI

SUPERVISOR: MR. HAMNASHI, SANDAWE

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 TABLE OF CONTENTS

EXECUTIVE SUMMARY……………………………………………………. i

ABBREVIATIONS …………………………………………………………….ii

CHAPTER ONE
1.0 INTRODUCTION …………………….………………1
1.1 Background to the Problem …………….……………...1
1.2 Statement of the Problem ………………………….…..2
1.3 Research Questions ……………………………………3
1.4 Objectives of the study ………………………………...4
1.5 Significance of the study……………………………….4
1.6 Scope of the study ……………………………………..5
1.7 Limitation of the study …...............................................5

CHAPTER TWO
2.0 LITERATURE REVIEW .............................................6

2.1 Relevance of Theories ……………….…………………6

2.1.1 Different database models …………….……………...7
2.1.2 Components of database ……….….………………….9
2.1.3 Data independence ……………………………………11
2.1.4 Data persistent ………………………………………...11
2.1.5 Why database…………………………………………..11
2.1.6 Benefits of database……………………………………12
2.1.7 SQL: A focus for database……………………………..13
2.1.8 What SQL can do ……………………………………...14

CHAPTER THREE
3.0 RESEARCH METHODOLOGY ……………………...15

3.1 Research design…………..………………………….…...15

3.2 Research techniques …………………...…………….…...15
3.3 Population ………………...………………………….…..15
3.4 Sampling Techniques ………...………………………......16
3.5 Sample size ……………………...…………………….….16
3.6 Data Collection Methods…...………………………..........17
3.7 Types of Data Collected ………………...………...……...20
CHAPTER FOUR
4.0 ANNEXES ………………………………………………..21
4.1 Budget……………………………………………………...21
4.1 Schedule of Activities……………………………………...22
4.3 Bibliography /Selected references ...…………..…………..23

EXECUTIVE SUMMARY
The study is meant to examine the organizational problems in adopting the database system, in which
Institute of Accountancy Arusha (IAA) will be used as a case study.

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 The researcher starts by introduction which includes background to the problem, some of research
questions, objective of the study, and significance of the study, scope and limitation of the study. In the
second chapter there is literature review in which there are terms defined with relevant theories.

The third chapter explains about how the study will be conducted and techniques that will be used. The
last chapter shows the schedule of activities and the cost expected to be used.

ABBREVIATIONS
DBMS – Database Management System

DBA – Database Administrator

DDL – Data Definition Language

DB – Database

DML – Data Manipulation Language

I/O – Input/ Output

IAA – Institute of Accountancy Arusha

SQL – Structured Query Language

CHAPTER ONE
1.0 INTRODUCTION
1.1 BACKGROUND TO THE PROBLEM
Early in the 1950’s when commercial use of computers was just beginning, magnetic tape was the storage
medium and records and files were sequentially. In order to work with these files, a user needed a file
manager, or file management system, software for creating, retrieving and manipulating files, one file at a
time. In large organization, the situation was boring because each employee would usually have different
purposes. Each department produced its own separate reports. If employee changed his address, he had to
notify each office separately, so each file could be updated.
As times goes on, sequential access storage had began to be replaced by direct access storage. The result
was a new technology and new software: the database management system (DBMS). As database is
concerned, is a single organized collection of structured data, stored with minimum of application of data
items so as to provide a consistent and controlled pool of data, according to C.S French (2001). These
computer- based files are organized so that the parts that have something in common can be easily retrieved.
The software that allows us to do this is a database management system (DBMS) or database manager, a
program that controls the structures of a database and access to the data.
The database application in the organization has a number of advantages such as sharing of data, economy
of files (which results into less a data redundancy), data integrity (state of data in which all contains are
fulfilled) and high data security. Basically, databases are three general types, i.e. personal, public and
company.
Due to the importance of database in an organization, a specialist is usually hired to manage the database.
This is the database administrator, a person who co-ordinates all related activities and needs for
corporation’s database.

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 STATEMENT OF THE PROBLEM
Despite of the importance of database in an organization and the rapid development of technology in the
world, most of the organizations in the peripheral world still do not thrive to their potential on applying this
technology effectively. Profound to this, difficulties may be visible in one way or another might motivate
the organization toward the database approach and processing effectively includes:
 Inability to get quick answers to requests
 Low data integrity
 In adequate database model of the real world

Since data is vital resource and pertains to various aspects of the organization, it must be effectively
managed and processed. So it is literally that, it belongs to whole organization and not anyone individual.
As shared database environment requires central control to coordinate the collection of usage of data and not
to integrate the storage data. This can result in increased consistency, reduced redundancy, and reduced
effort in the capture and maintenance data.

1.3 RESEARCH QUESTIONS

1. How secure is the data under the current data control?
2. What are the factors organizations must consider before starting a database system?
3. What are the factors that make the organization fail to adopt the database approach?
4. Would the database approach have a positive impact to the way the organization functions?

1.4 OBJECTIVE OF THE STUDY

The study aims at the following specific objectives;
1. To study how secure and accurate is the data under current data control.
2. To find out the factors that must be considered before organization starting a database.
3. To find out what are the factors that make the organization fail to adopt the database
system.
4. To find out positive impact of database system approach to the organization functions.

1.5 SIGNIFICANCE OF THE STUDY

The findings of this study may be useful in the following areas;
 It is hoped that the research findings will lead to a better understanding of the existing problems.
 The findings of this study will help the organization to solve the existing problems in IAA.
 The findings of this study normally provide ways for further investigation/ research on database
system that are useful to other researchers.
 The research study is expected to provide the researcher with potential knowledge on the area of
his study.
 And finally it makes the researcher as a student to meet a part of my course requirements.

1.6 SCOPE OF THE STUDY

The study will be on organizational problems in adopting the database system.

1.7 LIMITATION OF THE STUDY

The researcher will expect to face the following limitations during his study;
 Problems in source of data. The researcher is expecting to find it difficult to get the some of the
desired information.
 Some of the respondents will be incorporative to give out some information.

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 CHAPTER TWO
1.0 LITERATURE REVIEW
This chapter explains all about database theories, different models, components, and importance of
database.

2.1 RELEVANCE THEORIES

The term database suffers from many different interpretations. It has been used to refer everything from a
collection of index cards to the volume and volumes of the data that organization store about its people. In
this report proposal, we use this term with specific meaning: According to David M. Kroenke (1998)
defined a database as “A self describing collection of integrated records.” It is a self- describing because it
contains a description of itself is data dictionary and is a collection of integrated records because the
relationship among records stored in database.
According to Gordon C. Everest (1986), Data are facts represented by values- numbers, characters strings
or symbols which carry meaning in a certain context.
In a database system, the data is managed by the DBMS and all access to the data is through the DBMS
providing a key to effective data processing. This contrast with conventional data processing systems where
each application program has direct access to the data it reads or manipulates. According to Thomas
Connolly and Carolyn Begg (2002), DBMS is a software system that enables users to define, create,
maintain and control access to the hardware.

DBMS provide the following facilities,

 It allows users to define the database, usually through Data Definition Language (DDL).The DDL
allows users to specify the data types and structures and the constraints on the data types and structures and
the constraints on the data to be stored in the database.
 It allows users to insert, update, delete and retrieve data from the database, usually through a Data
Manipulation Language (DML). Having a central repository for all data and data descriptions allows the
DML to provide a general inquiry facility to this data called query language.

2.1.1 DIFFERENT DATABASE MODELS

According to Robert Symanki et al (1995) Computer and information system with hands – on software
tutorials, there are four different database models, these are hierarchical, network, relational, and object
oriented.

Hierarchical model; This model is similar to Hierarchical database except that each record can have more
than one parent, thus creating a many – to – many relationships among the records. The main advantage of a
network database is its ability to handle relationships among various records. In both network structure and
hierarchical structure, data access is fast because the data path is predefined.

Relational model; A relational model is composed of many tables in which data are stored but relational
database involves more than just use of tables. Tables in a relational database must have unique rows and
columns (must be single valued).
In relational database, data relationships do not have to be pre- defined. Users query a relational database
and establish data relationships spontaneously by joining common fields.

Object oriented model; Object oriented database uses objects and messages to accommodate new types of
data and advanced for providing data handling. An object–oriented database.

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 2.1.2 COMPONENTS OF DATABASE
According to Date .C.J (1996), in an introduction to database system, database system involves four major
components these are data, hardware, software and users.

Data refers to values actually stored in the database.

Hardware consist of
 Secondary storage volumes typically head magnetic disks, which are used to hold the stored data
together with the associated input/output device (Disk drivers etc), device controller, I/O channels and do
forth.
 The processor and associated main memory that are used to support the execution of the database
system software.

Software: Between the physical database itself (i.e. the data as actually stored) and the users of the system
is a layer of software, the database manager or usually database management system (DBMS) .All requests
from the users to the database are handled by DBMS for adding and removing files (or Tables), retrieving
data from and updating data in such files or tables.

Users; Three broad classes of users are considered

I. Application programmers who are responsible for writing application programs that use the
database, typically languages such as JAVA, Visual Basic, C+ + etc. Those programs operate on the data in
all the usual ways retrieving existing information.
II. Second class of users is end user who interacts with the system from online workstation or
terminals. A given end user can access the database via one of the online application mentioned in previous
paragraph or he or she can use an interface provided as integral part of the database system software.
III. The third class is the database administrator or DBA who create the actual database and
implementing the technical controls needed to enforce the various policy decisions, also he or she is
responsible for ensuring the system operates with adequate performance
2.1.3 DATA INDEPENDENCE
According to Date .C.J (1996), data independence can be defined as the immunity of applications to
change in storage structure and access technique which implies, of course that the application concerned do
not depend on any particular storage or access technique.

2.1.4 DATA PERSISTENT

According to Date .C.J (1996), persistent data means to suggest that database data differs in kind from,
other, more ephemeral, data such as input data, output data, control statements, work queues, software
control blocks, intermediate results and more generally any data that is transient in nature.

2.1.5 WHY DATABASE?

The advantage of the database system over traditional paper based method of record keeping will perhaps
be more readily apparent in these examples:
 Compactness; No need for possibly voluminous paper files
 Speed; The machine can retrieve and change data for faster than human can.
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  Less drudgery; much of sheer tedium of maintaining files by hand is eliminated. Mechanical
tasks are always better done by machines.
 Currency; Accurate, up- to-date information is available on demand at any time.

2.1.6 BENEFITS OF DATABASE APPROACH

 Redundancy can be reduced; in non- database system each application has its own private files.
This fact can often lead to considerable redundancy in stored data with resultant waste in storage.
 Inconsistency can be avoided; this is really a corollary of the previous point. There will necessary
be occasions on which the two entries will not agree.
 The data can be shared; it might be possible to satisfy the data requirements of new applications
without having to create any additional stored data.
 Standards can be enforced; with central control of database the DBA can ensure that all applicable
standards are observed in representation of the data.
 Security restrictions can be applied; DBA can ensure that only means of access to the database is
through the proper channels and define security rules to be checked whenever access is attempted to
sensitive data.
 Integrity can be maintained; the problem of integrity is the problem of ensuring that the data in the
database is accurate. Inconsistency between two entries that purport to represent the same “fact” is an
example of lack of integrity.

2.1.7 SQL:A FOCUS FOR DATABASE

SQL is an ANSI (American National Standard Institute) standard computer language for accessing and
manipulating database systems. SQL statements are used to retrieve and update data in a database. SQL
works with database programs like MS Access, DB2, Informix, MS SQL Server, Oracle, Sybase, etc.
Unfortunately, there are many different versions of the SQL language, but to be in compliance with ANSI
standard , they must support the same major keywords in a similar manner (such as SELECT, UPDATE,
DELETE, INSERT, WHERE, and others).

Most of the SQL database programs also have their own proprietary extensions in addition to the SQL
standard.

2.1.8 WHAT SQL CAN DO?

 SQL can execute queries against a database
 SQL can retrieve data from a database
 SQL can insert new records from a database
 SQL can delete records from a database
 SQL can update records from a database

NOTE: SQL can not be used alone; it needs other languages such as Visual Basic, JAVA, C++ etc so that
it can work properly

CHAPTER THREE
RESEARCH METHODOLY
This chapter explains about the way this research will be conducted.

3.1 RESEARCH DESIGN

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 Case study of descriptive nature will be used. The design has been recommended because it is
comparatively less expensive and data collection is more manageable more than in other research designs.

3.2 RESEARCH TECHNIQUES

Both qualitative and quantitative methods will be applied in processing of the collected data. Quantitative
research technique will be applied in collecting and analyzing non-numerical data. For qualitative (that is
numerical) data, simple statistics will be used.

3.3 POPULATION
Population of the study will be originated from employees to the organization. The researcher is expected
to use proportional or disproportional stratified random sampling technique to ensure a balance of at least
respondents from each department or course. In this method the researcher will divide the population into
strata (groups) according to the number of specific group of population to be included in the sample. Then
from each stratum a sample is randomly drawn either proportionally or disproportional.

3.4 SAMPLING TECHNIQUES

Judgmental sampling will be used because the number of staff involved in the data processing using
computer is not large.

3.5 SAMPLE SIZE

The sample comprises staffs i.e. 10 IT staffs and 15 non – IT staffs, of the institute of Accountancy
Arusha (IAA).

3.6 DATA COLLECTION TECHNIQUES

The following below are the methods/techniques to be employed in the collection of data

3.6.1 INTERVIEW
Employee will be asked questions in relation to their duties. The questions will be ready prepared before
the interview and are to be both open – ended questions and close ended questions.

This method involves two people or more, one asking a set of questions (interviewer) and the other
answering questions (Respondent or an interviewee).
Depending on the circumstances in the area of study, the researcher may use both structured (pre- set) and
unstructured questions during the time of conducting the interview.

The reason as to why the researcher plans to use this method is that:-

3.6.1.1Flexibility
The researcher can repeat or refine the question when the response indicates that the respondents
misunderstood it and the fact that people who are unable to read and write can still answer questions in an
interview.

3.6.1.2 Non – verbal behaviors

The interviewer is present to observe non- verbal behaviors. This will assist him or her to assess the
validity of respondent’s answers.

3.6.1.3Control over the environment

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 An interviewer can standardize the interview environment by ensuring that the interview is conducted in a
private, non- noisy place and last but not least

3.6.1.4 No cheating
The required respondent gives answers, and no body answers on behalf, hence no cheating.

3.6.2 OBSERVATION.
This involves observation activities performed in the offices of the users of the information of the
organization this is the method of collecting data without letting the observed person know that there is
someone observing him/ her.
Observation helps to collect information concerning attitude, perceptions and behaviors of respondents in
the problem area.

3.6.3 DOCUMENTATION
Documentation method will be used in collecting data during the research work. Researcher will read
some of the records of the organization. The collection of data using this method involves historical records,
company documents and reports.

3.6.4 QUESTIONNAIRE

Questionnaires will be use in collecting data from the heads of the department section, administrators and
users of the information. A series of 14 questions will be conducted. The respondents will be required to put
a tick in the space provided and give some remark where necessary.

3.7.0 TYPES OF DATA COLLECTED

In this study both primary and secondary will be used.

3.7.1 PRIMARY DATA

Those are data in which the researcher will collect through observation, experiment, and survey or by the
agent known top the researcher.

3.7.2 SECONDARY DATA

Those are data that have been collected by others. This will include literature such as magazines and
textbooks.

Conclusion; The researcher is expecting to use all of the data collection techniques.

CHAPTER FOUR
4.0 ANNEXES

4.1 BUDGET

The budget expected to be used is summarized as follows;

COST PER DAY
ITEMS (119 DAYS) TOTAL(TSH)
1 Traveling expenses 400 * 119 47600

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 Meals and accommodation
2 Expenses 4000 * 119 476000
3 Stationery 50000 50000
4 Printing 80000 80000
5 Binding 40000 40000
6 Miscellaneous Expenses 80000 80000
  TOTAL   773600

4.2 SCHEDULE OF ACTIVITIES

TIMES TO BE
TAKEN
ACTIVITY (WEEKS) FROM TO
1 Exploration of 29th Oct
situation 4 4 Oct 2004 2004
th

2 19th Nov
Data collection 3 1 Nov 2004 2004
st

3 17th Dec
Data analysis 4 22 Nov 2004 2004
nd

4 28th Jan
Report writing 5 20 Dec 2004 2005
th

5 Report submission 1 31st Jan 2005 4th Feb 2005

TOTAL 17    

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 4.3 REFERENCE AND BIBLIOGRAPHY
Kroenke, D. (1998), Database processing, New York: McGraw Hill Companies, Inc.

Date, C. (1996), an introduction to database system (6th Ed), New York: Addison – Wesley publishing
Company

Everest, G. (1986), Database Management, New York: McGraw Hill Companies, Inc

French, C. (2001), Data processing and information technology (10th Rd) London, Continuum

Symanski, R. (1995), Computer and information system with hands on software tutorials, New Jersey;
Prentice Hall.

Connolly T and Begg C (2002), Database systems (3rd Ed), London, Addison Wesley

W3Schools (2005) SQL [Online] available from

http://www.w3schools.com/sql/sql_intro.asp[ 16th Nov 2004]

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