DEVELOPMENT OF ASSET MANAGEMENT SYSTEM

(CASE STUDY FEDERAL POLYTECHNIC ADO-EKITI)

BY

OJO OLAMIDE TIMILEHIN

FPA/CS/21/3-0169

A PROJECT SUBMITTED TO THE

DEPARTMENT OF COMPUTER SCIENCE,

SCHOOL OF SCIENCE AND COMPUTER STUDIES,

FEDERAL POLYTECHNIC ADO-EKITI.

IS PARTIALLY FULFILMENT OF THE AWARD OF HIGHER

NATIONAL DIPLOMA (HND) IN COMPUTER SCIENCE.

SUPERVISED BY:

MR OGUNLOLA OKUNOLA

OCTOBER, 2023
 CERTIFICATION

I certify that this project was carried out under my supervision by OJO OLAMIDE
TIMILEHIN with Matric Number FPA/CS/21/3-0169 in the Department of
Computer Science, Federal Polytechnic Ado-Ekiti, Ekiti state, Nigeria.

…………………………….. …………………………
MR OGUNLOLA OKUNOLA DATE
Project Supervisor

………………………………... …………………………
DR. MRS. FALUYI DATE
(HOD) Head of Department

……………………………….. …………………………
External Supervisor DATE
 DEDICATION

I dedicate this project report to almighty God whose love and grace towards my
Academic pursuit is endless and also to my wonderful parent MR. and MRS. OJO
especially my precious mother for her moral and financial support and relentless effort
in prayer their love and contribution.
 ACKNOWLEDGMENT

This work will not make a meaning without me giving honor to whom it is due,
therefore I thank THE ALMIGHTY GOD for his mercy, provision, protection and
guidance in all my undertakings.

However, words are not enough for me to express my profound gratitude goes to my
project supervisor, MR OGUNLOLA OKUNOLA for making this project a learning
process, and also a guidance, high sense of direction and suggestions at various phase
of the work, Sir may God grant you peace and prosperity in your entire endeavors.

My appreciation also goes to my amiable Coordinator DR. ONWUEGBUZIE

INNOCENT, Head of Department DR. MRS. FALUYI and all other lecturers in the
department who have taken me in one course or the other; I say a big thank to you to
you all. God bless you.

I heartily express my gratitude to my adorable parents Mr. And Mrs. OJO for their
spiritual and financial support which has helped me achieved this feat in my academic
career. I pray that God will grant you long life with sound an perfect health to reap the
fruit of your labor.

I pray we shall all succeed in life in Jesus name. Amen.

 TABLE OF CONTENTS

CERTIFICATION……………………………………………………………… ii

DEDICATION…………………………….…………………………………… iii

ACKNOWLEDMENT………………………………………………………… iv

TABLE OF CONTENT.…………………………………………………… v – vi

ABSTRACT…………………………………………………..………………… vii

CHAPTER ONE

INRODUCTION …………………..……………………………………………..1

1.1 Background of Study .………………………..……………………………… 1 - 2

1.2 Problem Statement ………………………………..……………………….... 2 - 3

1.3 Objective of the study………………………..……………………………… 3

1.4 Research Questions………………………………………………………… 3 - 4

1.5 Scope of Study……………………………….……………………………….. 4

1.6 Limitations…………………………………..…………………………………5

1.7 Significance of the study………………….…………………………………...5

CHAPTER TWO

2.1 Overview …………………………………………………………… 6

2.2 Differentiating an Asset and Inventory ……………………………. 6

2.3 What is an Asset ……………………………………………………… 7

2.3.1 Fixed Assets ….………………………………………………… 7

2.3.2 Current Assets …………………………………………….…… 7

2.4 What is inventory ……………………………………………….………… 7

2.5 The role of an asset management system …………….………….………... 8

2.6 Data and Information …………………………………………….…………8

2.7 Asset Management …………………………………………….…………... 9

2.8 Asset control ………………………………………………………………… 11

2.9 Asset management Techniques .…………………………………………… 13

2.9.1 ABC analysis ……………………….……………………………… 13

2.10 Signs of poor asset management system …………………………………. 14

2.11 Database of an asset management system ………………………………… 14

CHAPTER THREE

3.0 Methodology………………………………………………………………… 15

3.1 General Analysis of Existing System……………………………………….. 15

3.2 Method of Data Collection…………………………………………………. 15

3.2.1 Oral Interview……………………….……………………………… 16

3.2.2 Study of M 3.2.3 Evaluation of Forum ………………………………. 16

3.3 Problem of the current system ……………………………………………… 16

3.4 Justification for the new system ………………………………………….… 16

3.5 Requirement ………………………………………………………………… 17

3.6 System development Methodology …………………………………………. 18

3.7 System Requirement Planning ………………………………………………. 19

3.8 System requirement Specification ……………………………………………19

3.9 System input requirement ……………………………………………………20

3.10 System output requirement …………………………………………………21

3.10.1 System analysis ……………………………………………………21

3.10.2 Hardware requirement …………………..…………………………21

3.10.3 Software requirement ………………………………………………22

3.10.4 Data dictionary.……………………………………………………..22

3.10.5 Context data flow diagram …………………………………………24

3.10.6 Entity relationship diagram ………………………………………..24

CHAPTER FOUR

4.0 Introduction ………………………………………………………………..25

4.1 Results ……………………………………………………………………..25

4.2 Discussion ……………………………………………………………….....25

4.3 Software execution ………………………………………………...……….26

4.3.1 Starting the Application ………………………………………...……….26

4.4 Screen shoots explanation ………………………………………….………27

4.4.1 Asset room ………………………………………………………...27

4.4.2 Asset logging screen ………………………………………………27

4.4.3 Asset Report ………………………………………………………28

4.4.4 Asset system Admin ………………………………………………29

4.4.5 Asset system help ………….……………………………...……….30

CHAPTER FIVE

Summary …………………………………………………………………... 31

Problems encountered and recommendations …………………….…………. 31

Conclusion ………………………………………………………………. 32

References ……………………………………………………………….. 33

Appendix …………………………………………….……………….. 34
 ABSTRACT
The rapid growth in technology, has initiated a new era of asset management. From e-
commerce and e-services, paperless environment, mobile technologies, applications
development, and automation to become a regional center for the training of top-
quality ICT professionals and researchers. In today’s world where every transaction
and administrative procedures require the use of ICT, managing asset effectively is
important for any organization. It is a generally held opinion that where asset
management by any organization is poor, delivery of maintenance and service
delivery are normally affected. Hence, this study is aimed at implementing an asset
management system to help check this deficiency of managing assets.

This study is aimed at developing a web asset management application for recording
assets and sending reports across. The proposed system begins with a statement of
problem which identifies the challenges observed from the existing system. Objective
and Research questions for the study were stated to direct the emphasis of the work.
Rapid application development (RAD) is a software development technique was used
to design and develop this application.
 CHAPTER ONE

1.0 INTRODUCTION

Asset Management System is an application used by the student to automate and keep
track of the equipment and inventory that are vital to the day-to-day operation of their
businesses. Exactly how those assets are managed, though, is highly variable.
A lot of organizations are managing their equipment and inventory through a manual
process, including spreadsheets over which an employee or employees are tasked with
the responsibility of maintaining. So, this application helps to keep track of these vital
assets and manages efficiently and provides an ease to use for Federal Polytechnic
Ado-Ekiti, Ekiti State.
This project is intended to replace the manually managed system and provide a
platform that is more efficient, reliable and robust.

1.1 BACKGROUND OF STUDY

The School Asset Management System (SAMS) is proposed to be used by the Federal
Polytechnic Ado-Ekiti, Ekiti State. Asset in school is divided by two categories the
first is inventory stationery and second modal asset. Inventory asset is defined as any
materials, such as paper, envelopes, pens, ink, rulers, etc. System is defined as an
organized and coordinated method, or a set object or phenomena grouped together for
classification or registration. The financial management and asset the school has been
discovered by management of Ministry of education.
The asset inventories such as stationeries are used very commonly by people working
in an office. Stationaries are supplied for the use staffs. School Asset Management
System (SAMS) in an asset booking and registration system developed for staffs of
the school to take stationeries they need, keep booking and view the stationaries
available. Other than that administrator responsible to approve the booking asset item.
This system is a computerized the manual system asset management.
School Asset Management System is a web – based system developed by HTML,
PHP and JavaScript scripting languages. The system interacts with a database using
Server Query Language ( SQL ) (REGENT UNIVERSITY COLLEGE OF SCIENCE
AND TECHNOLOGY, 2018).
1.2 STATEMENT OF PROBLEM
The statement of problem described for the conflict asset management of the school
(Federal Polytechnic Ado-Ekiti, Ekiti State) and problem which manage to the need
simplify, record and printing certificate of each asset. Currently, a school asset
management system at the school is performed manually, through a manual process.
This, however makes the process laborious and time consuming.
The manual process normally will involve extensive paperwork and is prone to human
error. The Microsoft Word and Microsoft Excel which currently used to record
information of an asset sometimes can be mistaken, incomplete and miscalculate as
well as non-integrated. It is also troublesome tedious to trace the physical asset and
track their movement.
According the problem discovered above, vulnerabilities arise because of the manual
process flows and its effect on almost all categories of user such as the applicant, an
administration office and staff.
Basically, there are two foremost statement of the problem which is to be solved by a
proposed system:

i. How the School Asset Management System, can be used to be improved and
simplify the current process.

ii. How and what asset information can be integrated and shared among process or
user.
Seeing such problems exist among the users, it motivates the author to develop
SAMS, which is a computerized system solution that is developed based on Rapid
Application Development ( RAD ) (Mahavidyalaya, 2020).

1.3 AIM AND OBJECTIVE

The main aim of this research is to ties the assets with the IT infrastructure of Federal
Polytechnic Ado-Ekiti, Ekiti State. With a robust asset management system,
management and IT professionals can review and monitor all types of assets within
the organization.
There are two objectives identify in this study, which is:
 i. To develop based system computerized School Asset Management System for
Federal Polytechnic Ado-Ekiti, Ekiti State.

ii. To produce Software Development Planning, Software Requirements

Specification and Software Design Documentation.

1.4 RESEACRH METHODOLOGY

Following are the Technology used in the system:
 Backend: PHP
 Frontend: HTML, CSS
 Database: MySQL

Overview of PHP:
PHP is a programming language and at the same time works for web development. It
survives many purposes like web contents management systems, web template
systems and web frameworks. PHP codes are executed by CLP (Command-line
Interface).

Overview of HTML:
HTML standards for Hyper Text Markup Language, which is the structural
description of contents of a file. It is the arrangement of text, image and other
multimedia contents on the display.

Overview of CSS:
CSS is basically a style sheet language which presents a document written in a markup
language as like as HTML. It separates contents like layout colors, fronts and
improves control over the contents.

Overview of MYSQL:
MySQL is a relational database management system (RDBMS). The MySQL
Development Project has provided its source code. MySQL owns a single for-profit
student. Swedish student MySQL AB is now owned by Oracle Corporation (Zubaer et
al., 2020).

1.5 SCOPE OF THE STUDY

The scopes are defined as the boundary of the functionality, user system and database.
These elements are important to make sure that the scopes of the system do not
override the boundaries of the system. For User scope’s elements, above shows the
scopes of the user involved. This system is a web-based application. It can be accessed
via the Intranet so that staffs can make bookings before taking items from the counter
whom the person eel in command of the system manage the inventory asset item. It
has security elements whereas only authorized users can view the specific amount of
the content of this web-based application based on their user level of the system. In
the database framework, its contains a feq table the record the data history,
information, staff details and item details. All documentations are referring to
Software Engineering such as SDP, SRS, and SDD (No Title, 2012).

i. Administrator
a. School admin uses this system to insert, update and delete the information such as
asset details, and record all new assets issued.

b. Manages staff such as register new staff, updated staff details and delete staffs.

c. All school assets must to record and register for each asset such as computer,
laptop and so on.

d. Admin can view all request assets of the applicant before sending

e. Admin will have to handle the booking asset when that requested approved.

ii. School Staff

a. Staff can make bookings of items before taking them from the administrator.
b. View status booking of users taken items.

1.6 EXPECTED CONTRIBUTION TO KNOWLEDGE

The expected contribution of this research is that, Asset management system makes is
easy for business of all sizes across all industries including Institutes to keep track of
their assets, whether liquid or fixed. Also employees will know where the assets are
located, how they are being used, and whether there are changes made to them.
 CHAPTER TWO

LITERATURE REVIEW

2.1 INTRODUCTION
The importance of this review is to make known of some other research made in
relevance to the project topic. Many researchers have made some findings on how this
problem can be solved and achieve the objective of the subject. As many institutions
in Nigeria have chosen to pursue the dynamic financial options available online, the
advantages of online transactions are now many. As people of this generation become
more dependent on the internet for information, the need for an automated system
becomes more apparent. The skills needed to access and comprehend information
online are becoming commonplace, and the flexibility of wireless computing means
that at any place in time e.g. Coffee shop, airport or bedroom can become an asset
hall. Online transactions and online treasury bill purchase.

2.2 ASSET VS. INVENTORY

Assets are the resources owned by the student N.Bontis (2001), and these assets can
be classified as fixed assets and current assets. Inventory is a specific type of current
asset which can be classified into raw materials, work in progress and finished goods.
Although both are categorized as assets, they are treated differently.

2.3 WHAT ARE ASSETS?

Financial resources (capital, shares), physical resources (buildings, furniture,
machines and equipment’s), human resources (employees, executives, managers), etc.
For this research purposes, all the resources have been classified as fixed assets and
current assets. J Godfrey, A Hodgson, A Tarca, J Hamilton. 2010.

Fig. 1 IASB framework (asset)

2.3.1 FIXED ASSETS
Assets which are expected to have a useful life of more than one year is considere as
fixed assets. E.g. Tangible assets-Property, plant and equipment, furniture and
fixtures, vehicles and machinery. Intangible assets – Goodwill, Intellectual property,
etc. The value of the fixed assets depreciates over time.

2.3.2 CURRENT ASSETS

Assets which have the possibility of converting to cash within one year can be
considered as current assets. For eg: Inventory, accounts receivables, cash in hand,
cash at School, prepaid expenses, etc. J Godfrey, A Hodgson, A Tarca, J Hamilton.
2010.

2.4 WHAT IS INVENTORY

According to SK Goyal, BC Giri- (2001). Inventory can be classified into three
main categories as:
i. Raw materials
ii. Work in progress
iii. Finished goods
These are considered as current assets which can be converted into cash within a
shorter period (less than one year). The turnover of inventory represents one of the
primary sources of revenue generation and earnings for the student’s shareholders and
the owners.
Fig.2 IASB framework (Inventory)

2.5 THE ROLE OF AN ASSET MANAGEMENT SYSTEM

The introduction of computer and the fast growth of information technology, has
massively improved the information need of the organization; the success of this
machine is dependent on the knowledge base. Therefore, one can be prompted to ask
aloud “what is a computer” (Oxford English Dictionary 2 Ed. Oxford University
Press. (1989) defined a computer as a device that can be instructed to carry out
sequences of arithmetic or logical operations automatically. A computer may also be
described as an information system consisting of all communication channels used
within an organization and include software and hardware. The aim of an information
system to Federal polytehnic Ado-Ekiti, Ekiti State, using online automated systems is
to improve the quality and accuracy of information provided to all involved as well as
assisting organizations in compiling and reporting information as well as making work
easier for departmental heads.
Information technology has been an integral part of financial institutions since almost
four decades. According to Hewlett-Packard Journal, (1993-12), the world is entering
an era in which technology will literally transform every aspect of the business, every
aspect of life and every aspect of society. Since the arrival of internet technology,
financial asset management systems have taken a new shape and style with a blend of
convenience and satisfaction.

2.6 DATA AND INFORMATION

The thought of data and information are very important in understanding issues that
go with development and implementation of a computer software-based asset
management system. The term “data” and “information” are used interchangeably
everyday conversation as meaning the same thing. According to O'Leary and Brasher
(1996) data simply consist of raw unprocessed facts while information is data that
have been processed by the computer. M. Hordeski (1986) defined data as graphics or
textual representation of facts concepts, numbers, letters, symbols or instructions
suitable for communication, interpretation or processing. Data is the basic element of
information that is used to described objects, ideas, conditions or situations.
PS Shenkin, B Erman (1991) defines data and information as factual events,
transactions and so on, which have been recorded. They are the raw materials from
which information is produced. Information is data that has been produced in such a
way as to be useful to the receiver. Data are fact obtained by observation, counting,
measuring, weighing etc., which are often records of day-to-day transactions of the
organization.
The concept of information in an organizational sense is more complex and difficult
than the frequent use of this common word would suggest. Oketunji (2002)
emphasized that information is data that have been processed, transmitted by the
recipient, interpreted and understood by the recipient. Here it should be noted that the
user, not just the sender is involved in the transformation of data into information.
There is a process of thought and understanding involved and if follows that a given
message can have a different meaning to different people.
Based on this, one can conclude that data which has been scrutinized summarized or
processed in some other approach to producing a message or report which is
conveniently deemed “management information” only becomes information if it is
understood by the beneficiary. Therefore, it the user who determines whether a report
contains information or just processed data.

2.7 ASSET MANAGEMENT

According to RB Chase et al. (2001), assets are the properties owned by the student or
a firm, and these assets can be classified. In computing, an asset management system
is an application or programme developed to set policies and controls that monitor
levels of asset and determine what levels should be maintained, when stock should be
replaced, and make future projections. Asset management is one of the important key
activities of business logistics.
Because of its role in business organizations, P Schönsleben (2000) adds that asset is
one of the most important instruments of logistics planning and control. While
inventory on work in progress is linked to the production process, the fixed asset is
necessary from the standpoint of added value. According to Hill (2002), inventory
keeping and management is a significant asset in most organizations. Its effective
management, therefore, is a key task within the auspices of operations. But controlling
organizational asset is far from easy. It involves a complex set of decisions due to the
 many forms of inventory taking and integration of strategic means to keep track of all
assets. In addition, inventories are the result of functional policies within an
organization as well as the short- and long-term decisions in purchasing, operations,
and sales. Bertolini et al., (2002). The optimal management of asset is a primary
objective for all the. As a matter of fact, asset management has an important
implication for both the financial and the economic performance of astudent, therefore
it is widely acknowledged that an optimal asset management system will allow
students to achieve higher profitability levels and future forecast.
In general terms, asset management should be aimed at lowering the holding costs
through higher inventory rotation, but without triggering substantial stockouts and
backorders, caused by demand peaks and/or lead time delays. DJ Bowersox et al.,
(2002) are of the opinion that inventory typical represent the second largest
component of logistics cost next to transportation. Asset management as an important
concern for Head of each Department in Federal polytechnic Ado-Ekiti, Ekiti State.
The challenge isn’t to pare asset to the bone to reduce costs or to have plenty around
to satisfy all demands but to keep track of the database of all students assets. There are
many reasons that motivate students to have inventories of their fixed asset.
Bloomberg et al., (2002) have identified five reasons for holding this, namely:

a. Economies of scale. A firm can realize economies of scale in manufacturing,

purchasing, and transportation by holding inventory of their assets. Manufacturing can
have longer production runs if more material assets are inventoried, allowing per unit
fixed cost reductions.
b. Balancing supply and demand is another important reason for having an asset
inventory. If supply is seasonal, asset inventory can help meet demand when materials
or products are not available. If there is an occurrence of seasonal demand, firms must
accumulate asset inventory in advance to meet demand in the future.
c. Specialization. Asset inventory allows firms with subsidiaries to specialize. Instead of
manufacturing a variety of products, each plant can manufacture a product and then
ship the finished products directly to students or warehouse for storage. By
specializing, each plant can gain economies of scale through long production runs.
d. Production from uncertainties. A primary reason to have an asset management system.
Having stock on hand can reduce the risk of shortage or stockouts situationwhich
 might lead to lost sales and lack of reliability. Students can possibly buy products
from competitors instead. A system to keep track of fixed assets of the institution is
key.
e. Buffer interface. Asset Inventory keeping can buffer key interfaces, creating time and
place utility. Key interfaces include:
i) Supplier and purchasing
ii) Purchasing and production
iii) Production and marketing
iv) Marketing and distribution
v) Distribution and intermediary
vi) Intermediary and Students

2.8 ASSET CONTROL

Controlling assets in an organization are the activity which organizes the availability
of items to the organization. Its coordinates the purchasing, manufacturing, and
distribution functions to meet the organization's needs. This role includes the supply
of current sales items, new products, consumables, spare parts, obsolescent items and
all other supplies (T. Wild 2017).
T. Wild (2002) adds that the purpose of the inventory control function in supporting
the business activities is to optimize the following three targets:
i. Student service
ii. Asset cost
iii. Operational cost

The most profitable policy is not to optimize one of these at the expense of others. The
asset management system can control has to make value judgments. If profit is
lacking, the institution goes out of operation in the short term. If the Student service is
poor, then the Students disappear and the institution goes out of business in the longer
term. Balancing the financial and marketing aspects is the answer: the asset
management system must have a fine judgment to make decisions. The first target,
Student service, can be considered in several ways, depending on the type of demand.
In a general store environment, the service will normally be taken as “availability ex
stock”, whereas in supply to Student specification, the service expected would be
delivered on time against Student requested date. The second target, asset cost,
requires a minimum of cash tied up in the asset. This should be considered carefully
since there is often the feeling that having any assets in custody for a few periods is
bad practice. Minimizing the assets usually means attending to the major costs: very
low-value assets are not considered a significant problem. Low asset inventory can
also be considered in terms of space, or other critical resources. Where the item is
voluminous, or the store space restricted, the size of the items will also be a major
consideration.
The third target, avoiding operating cost, has become more of an issue as the focus has
been placed on inventory management. The prime operating costs are those associated
with the store's operations, inventory control, purchasing, and the associated services.
The development of logistics, linking distribution costs with inventory, has added this
new set of transportation costs to the analysis. The research done by J. Småros et al
(2003) on the impact of increasing demand
visibility on production and inventory control efficiency reveals that for products with
stable demand a partial improvement of demand visibility can improve production and
inventory control efficiency, but that the value of visibility greatly depends on the
target products’ replenishment frequencies and the production planning cycle
employed by the manufacturer.
Asset management is the active control program which allows the management of
sales, purchases, and payments. According to Coyle et al (2003), the asset is acritical
factor for success in many Institution’s.
They further stressed that asset management plays a dual role in Federal Polytechnic
Ado-Ekiti, Ekiti State. Asset management impacts the cost of sales, but it also
supports order fulfillment (Students service). As stated earlier in chapter one, asset
management is vital for the successful operation of most organizations due to the cost
inventory represents.
Effective management of asset is a major concern for firms in all Institutions
(Mentzer, et al., 2007). To achieve this, there is, therefore, the need for firms to
effectively and efficiently manage their assets. There are two main concerns about
asset management. First, the asset inventory management concerns the level of the
organizational services, that is, to have the right items in sufficient quantities, in the
right place and at the right time. Another concern is the cost of ordering and carrying
assets (Stevenson, et al., 2009).

2.9 ASSET MANAGEMENT TECHNIQUES

Asset management relates to the tracking and management of all fixed items of the
firm which includes the monitoring of commodities moved into and out of stockroom
locations and the reconciling of the asset inventory balances. Some of the techniques
used in managing assets are discussed below:

2.9.1 ABC ANALYSIS

This technique assigns items to three groups according to the relative impact or values
of the items that make up the group. Those thought to have the greatest impact, or
value, for example, constituted the ‘A’ group, while those items thought to have a
lesser impact or value were contained in the ‘B ‘and ‘C’ groups respectively (Coyle et
al., 2003).
In many ABC analysis, a common mistake is to think of the ‘B’ and ‘C’ items as
being far less important than the ‘A’ items and, subsequently, to focus most or all of
management’s attention on the ‘A’ items. A decision might be made to assume very
high in-stock levels for the ‘A’ items and little or no availability for the ‘B’ and ‘C
‘items. The fallacy here relates to the fact that all items in the A, B and C categories
are important to some extent and that strategy to assure availability at an appropriate
level of cost.
The purpose of this classification is to ensure that purchasing staff use resources to
maximum efficiency by concentrating on those items that have the greatest potential
savings. Selective control will be more effective than an approach that treats all items
identically (Lysons and Gillingham, 2003).
The relevance of this theory to this study is that it suggests that though all categories
of asset inventory are important, asset inventories must be categorized or classified in
accordance to their relative impact or value and treated differently.
 2.10 SIGNS OF POOR ASSET MANAGEMENT
A certain number of signs allow for discovering poor asset management. Lambert et
al., (2001) mention the following elements in order to diagnose poor asset
management:
a. An increasing number of uncertainties.
b. Increasing asset investment
c. High Students turnover.
d. Increasing the cost of purchasing new items.
e. Periodic lack of sufficient storage space.
f. Large quantities of obsolete items (Fixed assets).

2.11 DATABASE OF AN ASSET MANAGEMENT SYSTEM

In the early days of computerization, it was normal to maintain specific files for the
individual application. Data where processes centrally in batches and there was little
or no online interrogation of the data. This approach is wholly inefficient for most of
today 's data processing systems. Supporting this G. Vossen (1991), estimated the
problems that result from organizing the data using the file system.

i. There exist high redundancies between files which result from the fact that the
information is replicated in different places, and that these replications are not
controlled by a central monitor.
ii. Inconsistencies might result from the possibilities that a program makes changes
on the files it uses without these changes being made (at the same time) by all
other programs that use the files.
iii. There exist inflexibility against changes in the application: if new actions or
event arise in the cause of time, these can be realized at a substantial expense of
time.
iv. The work of many programmers involved is characterized by low productivity,
seems program maintenance is expensive: if the structure of an existing file must
be modified during its lifetime, then all application program should modify
correspondently.
 v. Finally, there is the problem of adopting and maintaining standard (with respect
to coding data format etc.), which is important for exchanging data or for
migration to new operating system released, or even to a new computer system.

To overcome these problems, databases where developed. It is now common for

large organization to organize their operational data using the database technology.
The subject of data is adequately covered in many works in database technology. C.
Clifton et al., (1983) briefly define a database as a collection of data supporting the
operation of an organization. Quoting CIMA, Lucey (1991) provide a more detailed
definition.
A database is a file of data structured in such a way that it may serve a number of the
application without it structure being dictated by any one of that application, the
concept is that programs are written around the database rather than files being
structure to meet the need of particular programs.
Russel M. (1987), dealt extensively on the need for the use of a computer on such
database system like computerized clearance system. By Dimorji (2003). “At the
center of any information system is a database, which is any collection of related
information grouped together as a simple item. The term can also apply to the ways in
which information is cataloged, analyzed, stored and used manually”. Rossell M
(2005) was also of the view that without a computer, effective handling of candidate
record cannot be achieved effectively in a database, all the data is defined together
rather than each file being define separately. In fact, all the literature consulted seems
to support the fact that a database is a collection of structured data with the structure
of data being independent of any particular application.

Specify the need for a database, O’leary (1996) listed the following advantages:
i. Sharing: in an organization, information from one department can be readily
shared with others.
ii. Security: users are giving password or access only to the kind information they
need to know.
iii. Fewer files: with several departments having access to one file, there are fewer
files, therefore, excess storage or what is called redundancy is reduced.
iv. Data Integrity: older filing system many times did not have integrity i.e. a change
made in the file in one department might not be made in the file in another
department. In these days of integrated networks, the database appeared as the
most logical method for organizing the operational data of large organizations.
One may as well say that these advantages give the database the attraction over the
traditional file processing method.
 CHAPTER THREE
METHODOLOGY
2.0 INTRODUCTION
This chapter includes the research method and procedures prepared by the researcher
in order to develop the Asset Management System for Federal Polytechnic Ado-Ekiti,
Ekiti State. This comprises the general analysis of the current system, recommended
hardware and software requirements, the conceptualization and the research approach
used. It will also include an overview of how to treat research data gathered by the
researcher.

3.1 GENERAL ANALYSIS OF CURRENT SYSTEM

The current system used by the Federal Polytechnic Ado-Ekiti, Ekiti State was a
manual way of keeping ICT inventory of their assets. This include spreadsheet format.
This method of managing the Institution ICT assets did not address certain
fundamental needs like asset relocation, vendor information and managing asset
status.

3.2 METHOD OF DATA COLLECTION

During this research work, data needed for the project was gathered from the various
sources. In gathering and collecting necessary data and information needed from the
system analyses, two major fact-finding techniques were used in this work and there
are:

i. Primary Source: This refers to the source of collecting original data in which the
researcher made use of an empirical approaches such as personal interview and
questionnaires.
ii. Secondary Source: The secondary data were obtained by the researcher from
journals, books, school library, and internet downloads. The data collected from
this means have been covered in the literature review in chapter two.
3.2.1 ORAL INTERVIEW
This was done between the researcher and the staff of the Federal Polytechnic Ado-
Ekiti, Ekiti State. Also, various departmental heads were interviewed reliable facts
were got based on the questions posed to the staffs by the researcher.

3.2.2 STUDY OF MANUAL.

Manuals and report based on the Intitution assets management were studied and a lot
of information concerning the system in question was obtained. The ICT asset forms
were gathered and information relating to major ICT asset and other requirement was
also obtained.

3.2.3 EVALUATION OF FORUM.

Some forums that are necessary and available were accessed. These included
Institution logos, ICT purchase receipt, asset tag log book etc. These assets form help
in the design of the new system for the Institution.

3.3 PROBLEM OF THE CURRENT SYSTEM

Due to the manual means been used by the Institution, keeping information about ICT
inventory and the location of these assets, a lot of problems are encountered which
includes:
a. Delay in getting detailed information about ICT asset at any given location.
b. Loss of vital document as the filing system is manual.
c. Damage of document due to fire or rain incident.
d. Illegal removal of ICT items by fraudulent staff leading to insecurity and
unaccountable assets.
e. Take a lot of time to retrieve a particular ICT asset information form.

3.4 JUSTIFICATION FOR THE NEW SYSTEM

The new system is designed to solve a problem affecting the manual system in use. It
is designed to be used online thereby relieving both IT departments and departmental
audit staff from much stress as experienced from the manual system. This will do the
analyzing and storing of information either automatically or interactively. The
proposed system will also have some other features like.

a. Accuracy in the handling of ICT asset data

b. ICT Data security
c. Fast rate of operation and excellent response time.
d. Flexibility (i.e.) it can be accessed at any time
e. An enhanced way of back up or duplicating data in pen drives or storage devices
in the case of data loss.
f. Better storage and faster data retrieval.
g. Accessibility from any part of the world once connected to the centralized system.

3.5 REQUIREMENTS
I. Functional Requirement: Functional requirements for the asset management
system are:
a. Administration of Users: The system shall record a database of user accounts and
the domain on which the users can access the information. Technical users like
the system administrator who will be able to create new users, editing data, and
deleting a user.
b. User Authorization: The asset management system shall allow the user to be
authenticated by a domain association.

II. Non-Functional Requirements: These kinds of requirements are sometimes called

constraints of the system. Non- functional requirements denote limits of the system
and its expected behavior. They do not impact the system directly in terms of
functionality, these includes;
a. Usability: The system must be errorless in the most common web browsers such
as Chrome, IE 8 and 9, Firefox, Opera, and Safari. The system shall inform the
user about its current state (loading, item created, item updated, etc.)
b. Reliability: The system must not contain errors making some system
functionalities unavailable or errors disturbing the user while working with the
system.
 III. Design Requirements: The system must work in a form of web application.
Records deleted in the system shall be kept in the database.
IV. Implementation Requirements: The system must be implemented in PHP. The
presentation layer of the system has to be implemented in HTML Framework,
razor and a Java front end which makes it run on any browsers available. The
database for the system shall be MySQL.

3.6 SYSTEMS DEVELOPMENT METHODOLOGY

Systems Development Life Cycle (SDLC) is a conceptual model used in project
management that describes the stages involved in an information system development
project (Rouse 2009). It is the process of creating or altering software systems, and
the models and methodologies that people use to develop these systems.
The proponents will use the Rapid Application Development in developing the
system (diagram as shown in Fig.3). RAD is also a team-based technique that speeds
up information systems development and produces a functioning information system.
The iterative process continues until the system is completely developed and users
are satisfied. The RAD model consists of four phases: requirements planning, user
design, construction, and cutover, as shown in Figure 3. There is continuous
interaction between the user design and construction phases.

Figure 3. Rapid Application Development Methodology

3.7 SYSTEM REQUIREMENTS PLANNING
In this phase, the developer first identifies the requirements and specifications that the
system requires in order for it to be understood. The proponents also do the
documentation analysis in which secondary sources such as online journals, books,
and websites are being gathered, documented then synthesized the information. Asset
management System is proposed to enhance ICT asset management and detailed
information of all current ICT assets of Federal Polytechnic Ado-Ekiti, Ekiti State.
Additionally, the weakness of the system is modified where the system administrator
cannot access the system without intranet or interconnected communication
connection.

i. User Design: during the design phase of the RAD model, the developer
distinguishes the design and functionalities of asset management System
ii. Construction: it is one of the most fundamental phases where the programmer
starts coding the proposed system. The development of the asset management
System is based on the design presented by the developer.
iii. Cutover: this phase indicates the deployment stage. It covers the implementation
of the system where it is being tested to ensure that it is running correctly. The
developer conducted an evaluation to know if the system meets the requirements
of the institution.

3.8 SYSTEM REQUIREMENT SPECIFICATION

i. Functional Requirements
The asset management system involves ICT staff, auditors and a system administrator
in order for the system to function. All data input will be processed by the system
administrator with the ICT asset data provided.
The system administrator has the access in the system to undertake the following: edit,
add, remove, update location and transfer ICT items in the system to other locations.
The system will have the following functionalities.

a. System administrator

 Add/Edit/Remove/update/transfer ICT assets

 View current assets Profile
 View status of each asset
 Can view users’ profiles
 Manipulate data entries of all ICT objects
 Print asset inventory list
 Print asset location list
 Print asset cost and vendor
 Print asset warranty period

b. Users
 Transfer ICT assets
 View current assets Profile
 View status of each asset
 Print asset inventory list
 Print asset location list
 Print asset cost and vendor
 Print asset warranty period

c. System auditors

 View current assets Profile

 View status of each asset
 Print asset inventory list
 Print asset location list
 Print asset cost and vendor
 Print asset warranty period

3.9 SYSTEM INPUT REQUIREMENTS

i. For system administrator: The admin ID is needed while password and AD
authentication to access the system and manipulate the system are needed. The
administrator is responsible for the integrity and security of the end user as well
as database.
ii. For other ICT staff: Username, Password, and AD authentication is required to
log in in the system and must be approved by the system administrator.
3.10 SYSTEM OUTPUT REQUIREMENTS
i. Downloadable report: An output generated in the processing of the asset
management system. The file document can be downloaded by each location or
department to have their own copy. All done data will be saved in a single or a
zipped file where an authorized person is permitted to access it.
ii. Reports: Reports include all the asset location, condition, warranty, vendor,
expiring date, etc.

3.10.1 SYSTEM ANALYSIS

The system analysis helps the developer to continually learn new techniques and
approaches to properly capture, maintain, understand and develop efficient and
effective systems;
i. Data analysis: This section discusses the study of the data collection process,
data storage and manipulations in the proposed asset management system, the
system administrator have the authority to manipulate the system. All data
entered by the administrator will be stored in the asset management system’s
database.
ii. Process analysis: Federal Polytechnic Ado-Ekiti, Ekiti State is still in manual
processing of capturing their ICT assets. In this case, the researcher proposed the
“ITAR” IT Asset register also referred to as the “asset management system” that
could generate asset reports in a fast and reliable process. In order to access the
system, the administrator has administrator user ID and password to manipulate
and maintain the security of the system. Each ICT staff of the Institution is
responsible for the accurate input of data or updating the information in the
system to the administrator.

3.10.2 HARDWARE REQUIREMENTS

Since the system will basically run on a Local Area Network system and also a
database driven backend (MySQL). These technologies need an immerse hardware
resources which includes:

 Minimum memories of 1GB RAM.

 A minimum processor speed of 1GHz.
  A minimum video graphic acceleration of 256MB RAM.
 A minimum free hard disk space of 200MB.

3.10.3 SOFTWARE REQUIREMENTS

The system would require:
 32bit Windows vista, windows 7 and windows 8 Operating system. Appls OS
 Microsoft .Net framework 4.5.

3.10.4 Data Dictionary

The following tables contain the list of all fields included in the tables in the database.
Also displayed are the properties and a brief description of fields.

Field Name Optiona Field Type Length Key Description

l
admin_user N INT 5 PK admin user ID number
id is given
Fname N VARCHAR 15 First Name of the admin
Mname N VARCHAR 15 Middle Name of the
admin
Lname N VARCHAR 15 Last Name of the admin
Contact_no N INT 20 Mobile Number of the
admin
Gender N VARCHAR 6 Gender specification of
the admin
Email N VARCHAR 30 Email Address of the
admin

Table 3.1: Administrator

Field Name Optional Field Type Length Key Description
reqstat_id N INT 5 PK System generated equence
number of asset id
status N VARCHAR 10 status of asset
asset _id N INT 5 FK asset ID
location_id N INT 5 FK location ID

Table 3.2: ICT Asset

Field Name Optional Field Type Length Key Description

admin_userid N INT 5 PK Generated ID Number of
the admin
Password N VARCHAR 15 Password of the system
administrator
AD_id N INT 5 FK Active directory ID

Table 3.3: Admin user create

Field Name Optional Field Type Length Key Description

location_id N INT 5 PK Location of asset
location_conte N VARCHAR location content
nt
users_id N INT 5 FK Generated ID Number
of the users

Table 3.4: Locations

Field Name Optional Field Type Length Key Description

asset_id N INT 5 PK asset ID
asset_name N VARCHAR 15 asset name
asset_vendor N VARCHAR 15 Assigned to the asset
sysasset _id N INT 5 FK System Generated
 Sequence Number
serial _id N INT 5 FK serial number is given

Table 3.5: Asset details

3.10.5 CONTEXT DATA FLOW DIAGRAM

The context data flow diagram shows the entire process of the asset management
system. System administrators, auditors, and users serve as the external entity while
the center part represents the incoming and ongoing process.

3.10.6 ENTITY RELATIONSHIP DIAGRAM

Figure 3.7. Entity Relationship Diagram

The figure above shows the relationship of each entity on the table in the database of
the proposed asset management system. The relationship in the above tables is one-to-
one, one-to-many and many-to-many relationships

CHAPTER FOUR
RESULTS AND DISCUSSION
4.0 INTRODUCTION
To complete this study properly, it is necessary to discuss the achievements realized in
relation to the objectives of the project to answer the research questions as well as
limitations encountered during the project’s timeline. This chapter compasses the
interpretation of the finding resulting from this study as well as the discussion on the
development of the system.

4.1 RESULTS
For designing the asset management system, we operated on different stages like
graphical user interface (GUI), input data fields, Image upload bottoms, and forms. A
system for capturing assets details and information into a database and the users
authenticated via active directory system was developed successfully. A prototype of
the system was set up for a test run on the computer systems of the information and
communication units of Ghana Homes Loans. It was found out that, the system served
the purpose for which it was developed. Another test was run on one of their business
branches at different locations and the result was the same. This means Ghana Home
Loans will now use the system at their various branches were necessary to store data
and keep an inventory of their ICT assets.

4.2 DISCUSSION
The proposed asset management system will provide security to information files and
data files as well as ease the burden of tracking ICT assets. This will prevent
unauthorized allocation, transfer, and modification of any asset data files. In the long
term, this will protect information integrity, availability, authenticity and access.
The design phase is the primary phase, which gives a brief idea about the different
levels used for developing an application with the help of block diagrams. The
software is designed in a user-friendly manner. So, it is simple to use for developing a
prototype of the application. The most important phase in the project is the execution
phase. The execution phase is developed with the help of the design phase.
The program is designed using razor and java applets platform, the next part is
debugging the program. I faced some challenges when writing the code, but at last, I
am successful in executing the program without errors. I used different approaches for
testing the application, which helped me to know about the limitations. This project
gave me good experience in dealing with the information and data security issues in
theoretical as well as in technology. I did the project in a satisfactory level with the
help and good guidance from my supervisor Mr. Ogunlola Okunola.

4.3 SOFTWARE EXECUTION

You can execute the application or system by performing the following steps below;
Step 1. Login into application or system
Step 2. Complete an asset inventory. One would be able to see:
a. What assets you have
b. Where they are
c. What their values are
d. When they were built or bought
e. What their expected life-cycles are.
Step 3. Apply cost-effective management
a. Maintenance, repair or replacement at the right time during the entire asset
life-cycle.
Step 4. Execute long-term financial planning
b. Designed to help asset managers find ways to minimize capital
expenditures and operating expenses by maximizing the useful life of an asset.

4.3.1 STARTING THE APPLICATION

a. Can be accessed using http://172.29.18.95/ITAR/ on a particular network and
as part of the domain.
b. The above (a) will show a welcome interface when inputted correctly. Login
to the application with credential created by the SysAdmin or the AD
credential.
c. Under the Manage menu, click on the drop-down to Create an asset type,
categories, asset states (whether operational or not operational), asset brands,
branch, location (departments, offices or places within the branch) where I.T
assets are placed, you can also track the asset vendor, model name, warranty
date, arrival, and effective date, asset custodian and remarks.
d. Record important information such as contact names, addresses, phone
numbers, and emails centrally.
4.4 SCREEN SHOOTS EXPLANATION
These are the various screenshot images of the asset management system. This gives a
detailed graphical process on how to use the system.

4.4.1 ASSET MANAGEMENT ROOM.

This is the first screen which shows up when the system is launched, the screen has
several left tabs or option tab;
a. Welcome Screen
b. Access
c. Manage
d. Report
e. System Admin

4.4.2 LOGIN ACCESS SCREEN

Click on button “Access” and this will give access to change the password or exit the
application.

Figure 4.1. Asset Login Page.

4.4.3 ASSET MANAGE TAB.

Click on the button “Manage” to have access to;
a. Asset Item
b. Asset Purchase
c. Asset Vendor
d. Asset Sale
e. Asset Customer
f. Asset Search
g. Asset Report
h. Service Provider

Figure 4.2. Asset Create Item

4.4.3 REPORTS
Under this tab, system users get to see the various reports like;
a. Asset Report
b. Items
c. Customer
d. Vendor
Figure 4.3. Asset Reports

4.4.4 SYSTEM ADMIN

When the Sys Admin button is clicked, the admin user will have access to.
a. User profile
b. User Accounts (where there are options to create, modify and delete accounts).

Figure 4.4 Asset Register

4.4.5 SYSTEM HELP

This is the final tab on the application. This tab provides users with application use
and support. Help can be channeled through the system admin. It also provides
information on the Asset management system.
 CHAPTER FIVE
SUMMARY, CONCLUSION, AND RECOMMENDATIONS
5.1 SUMMARY
The use of computer software-based Asset management system forms the basis of the
Company’s decision. It aims at providing the management with adequate, effective,
well documented up-to-date and formatted output. To help as a tool in
planning and decision making based on the inventory of assets owned by the
Company ant any of its branches across the country.
The lack of learner outcome variation of an asset system signals the establishment of
concurrency between the two measures even though they are measures of the same
construct. This investigation supports the use the online system delivery structure to
broaden the instruction audience in technology e-commerce program. Having come to
the completion of this project work a lot of achievement was made and they include;
a. The replacement of error-prone manual system with new automated online asset
system.
b. Data can now be processed with great speed and efficiency.
c. The application can update the record in various files automatically there relieving
the departmental staff the stress from working from file to file.
d. The security of data is ensured.
e. The use of database server was implemented.
f. Less paperwork

5.3 RECOMMENDATION
The research work carried out is limited to intranet network only. It would be better if
a full portal is developed for effective and wholesome of information management
technology of the Company. More can be done to enable this application to reach a
wider and broader area. Example of such improvement is
a. Mobile-based technology of such an application
b. Addition of an automated email report to supervisors of that branch
c. Barcode scanners and electronic QR gadgets can be introduced to made data taking
and retrieval easier.

5.2 CONCLUSION
Research and development are continuous processes; this is the same in computer and
software development. However, the effectiveness and efficiency of this new system
provide room for further improvement.
And lastly, the study concludes that the personnel of the company are the fundamental
barometers of the level of efficiency provided by the system. To develop an ultimate
asset inventory, a prior consultation among the employees would be advisable to cater
the needs of who and which department will use the
system.
 REFERENCES
A market orientation in supply chain management S Min, JT Mentzer, RT Ladd -
Journal of the Academy of Marketing Science, 2007 – Springer.
Bibliography on object-oriented database management. G Vossen – ACM
Coyle et al (2003), Systematic review of the use and value of computer simulation
modelling in population health and health care delivery. A Weightman, K
Roberts, E Coyle… - Journal of Public …, 2003 -academic.oup.com
Database integration using neural networks: implementation and experiences. WS Li,
C Clifton, SY Liu - Knowledge and Information Systems, 2000-Springer
No Title. (2012). June.
Mahavidyalaya, B. V. (2020). Asset
Management System ( AMS ). 2019–2020.
REGENT UNIVERSITY COLLEGE OF SCIENCE AND TECHNOLOGY. (2018).
SIGMOD Record, 1991 - dl.acm.org
Zubaer, A. Al, Mondal, S. K., Islam, N., Hossain, A., & Hasan, M. (2020). Design
and Development a Website using HTML , CSS , PHP and MySQL Design
and Development a Website using HTML , CSS , PHP and MySQL.
December.

APPENDIX

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session_start();

// Check if user is already logged in

if(isset($_SESSION['loggedIn'])){
header('Location: index.php');
exit();
}

require_once('inc/config/constants.php');
require_once('inc/config/db.php');
require_once('inc/header.html');
?>
<body>

<?php
// Variable to store the action (login, register, passwordReset)
$action = '';
if(isset($_GET['action'])){
$action = $_GET['action'];
if($action == 'register'){
?>
<div class="container">
<div class="row justify-content-center">
<div class="col-sm-12 col-md-5 col-lg-5">
<div class="card">
<div class="card-header">
Register
</div>
<div class="card-body">
<form action="">
<div id="registerMessage"></div>
<div class="form-group">
<label for="registerFullName">Name<span
class="requiredIcon">*</span></label>
<input type="text" class="form-control"
id="registerFullName" name="registerFullName">
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text-muted"></small> -->
</div>
<div class="form-group">
<label
for="registerUsername">Username<span
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<input type="email" class="form-control"
id="registerUsername" name="registerUsername" autocomplete="on">
</div>
<div class="form-group">
<label
for="registerPassword1">Password<span
class="requiredIcon">*</span></label>
<input type="password" class="form-
control" id="registerPassword1" name="registerPassword1">
</div>
 <div class="form-group">
<label for="registerPassword2">Re-enter
password<span class="requiredIcon">*</span></label>
<input type="password" class="form-
control" id="registerPassword2" name="registerPassword2">
</div>
<a href="login.php" class="btn btn-
primary">Login</a>
<button type="button" id="register" class="btn
btn-success">Register</button>
<a href="login.php?action=resetPassword"
class="btn btn-warning">Reset Password</a>
<button type="reset" class="btn">Clear</button>
</form>
</div>
</div>
</div>
</div>
</div>
<?php
require 'inc/footer.php';
echo '</body></html>';
exit();
} elseif($action == 'resetPassword'){
?>
<div class="container">
<div class="row justify-content-center">
<div class="col-sm-12 col-md-5 col-lg-5">
<div class="card">
<div class="card-header">
Reset Password
</div>
<div class="card-body">
<form action="">
<div id="resetPasswordMessage"></div>
<div class="form-group">
<label
for="resetPasswordUsername">Username</label>
<input type="text" class="form-control"
id="resetPasswordUsername" name="resetPasswordUsername">
</div>
<div class="form-group">
 <label for="resetPasswordPassword1">New
Password</label>
<input type="password" class="form-
control" id="resetPasswordPassword1" name="resetPasswordPassword1">
</div>
<div class="form-group">
<label
for="resetPasswordPassword2">Confirm New Password</label>
<input type="password" class="form-
control" id="resetPasswordPassword2" name="resetPasswordPassword2">
</div>
<a href="login.php" class="btn btn-
primary">Login</a>
<a href="login.php?action=register" class="btn
btn-success">Register</a>
<button type="button" id="resetPasswordButton"
class="btn btn-warning">Reset Password</button>
<button type="reset" class="btn">Clear</button>
</form>
</div>
</div>
</div>
</div>
</div>
<?php
require 'inc/footer.php';
echo '</body></html>';
exit();
}
}
?>
<!-- Default Page Content (login form) -->
<div class="container">
<div class="row justify-content-center">
<div class="col-sm-12 col-md-5 col-lg-5">
<div class="card">
<div class="card-header">
Login
</div>
<div class="card-body">
<form action="">
<div id="loginMessage"></div>
 <div class="form-group">
<label for="loginUsername">Username</label>
<input type="text" class="form-control"
id="loginUsername" name="loginUsername">
</div>
<div class="form-group">
<label for="loginPassword">Password</label>
<input type="password" class="form-control"
id="loginPassword" name="loginPassword">
</div>
<button type="button" id="login" class="btn btn-
primary">Login</button>
<a href="login.php?action=register" class="btn btn-
success">Register</a>
<a href="login.php?action=resetPassword" class="btn btn-
warning">Reset Password</a>
<button type="reset" class="btn">Clear</button>
</form>
</div>
</div>
</div>
</div>
</div>
<?php
require 'inc/footer.php';
?>
</body>
</html>