DESIGN AND IMPLEMENTATION OF WEB BASE LOST AND FOUND

INFORMATION SYSTEM

(A CASE STUDY OF SECURITY DIVISION ALIKO DANGOTE

UNIVERSITY OF SCIENCE AND TECHNOLOGY WUDIL,)

BY

OLADESU OLUWATOSIN ISAAC

UG17/COMS/1009

SUPERVISED BY,
MALAM BASHIR SALISU

AUGUST, 2023

CHAPTER ONE
INTRODUCTION
1.1 Introduction
In today's fast-paced academic environment, the misplacement of personal belongings
has emerged as a pressing concern for both students and staff at Aliko Dangote
University of Science and Technology (ADUST) in Wudil. Valuable items like
laptops, school IDs, and textbooks are frequently lost, often resulting in a frustrating
lack of recovery options. This escalating issue has prompted the implementation of a
comprehensive Lost and Found Information System within ADUST's Security
Division.
The core objective of this system is to revolutionize the process of reclaiming lost
items by introducing a user-friendly web platform. This innovative approach
empowers students and staff to swiftly recover their belongings by leveraging the
platform's capabilities. Through seamless integration and digitalization, individuals
who have lost items can now report them online, complete with detailed descriptions.
Simultaneously, the system enables administrators to efficiently manage and facilitate
the recovery process.
The operational flow of the Lost and Found Information System is designed to be
intuitive and effective. When a person discovers a lost item, they can utilize the web
platform to upload essential information about the item, including its description and
relevant identification details. The platform's administrators, upon receiving the
submission, review and verify the details provided. Subsequently, if the information is
deemed accurate and genuine, the administrator approves the listing, and the item is
then displayed on the platform's notification page.
For individuals seeking to recover their lost items, the platform serves as a convenient
hub for searching and identifying belongings. Through easy-to-navigate search
features, claimants can quickly identify items that match their descriptions. Once a
match is identified, the claimant can initiate contact with the administrator to verify
ownership and coordinate the return of the lost item.
The implementation of this Lost and Found Information System signifies a
transformative step in enhancing the overall experience of the ADUST community.
By embracing digitalization and harnessing the capabilities of a web-based platform,
ADUST aims to mitigate the frustration and inconvenience associated with lost
belongings. This case study delves into the intricacies of the system's development,
implementation, and anticipated impact, offering insights into how ADUST's Security
Division is leveraging technology to address a pertinent issue and contribute to an
enhanced campus environment.

1.2 Statement of the Problem

The Aliko Dangote University of Science and Technology (ADUST) community,
comprising students and staff, has been facing a persistent and increasingly
challenging issue related to lost personal belongings, Items such as laptops, school
IDs, and textbooks are frequently misplaced within the university premises, resulting
in frustration, inconvenience, and financial losses for individuals. The traditional
approach to handling lost and found items involves physically reporting the loss or
discovery to security personnel. This method is often time-consuming and prone to
errors, leading to inefficiencies in managing lost and found items. lack of a
centralized and organized system may result in delays in reuniting lost items with their
owners. Therefore, there is a need to develop a web-based system that streamlines the
process of reporting, tracking, and retrieving lost and found items within ADUST's
security division.

1.3 Aim and Objectives

The primary Aim of this research is to design and implement a web-based Lost and
Found Information System for ADUST's security division. Specific objectives
include:

i. To analyze the existing process of handling lost and found items within
ADUST's security division.

ii. To design a user-friendly web-based system that allows users to report lost or
found items and enables security personnel to manage and track these items.
iii. To implement the designed system, integrating features such as user
registration, item categorization, search functionality, and notification
mechanisms.

iv. To evaluate the effectiveness of the implemented a system in improving the

efficiency of managing lost and found items.
1.4 Significant Of the Study
The study's significance lies in the successful implementation of a web-based Lost and
Found Information System at ADUST. This brings efficiency to item handling,
improves organization and accessibility, facilitates data analysis for trends, and
highlights ADUST's commitment to technological advancement.

1.5 Scope of the Study

This research focuses specifically on the design and implementation of a web-based
Lost and Found Information System for ADUST's security division. The system will
cover the processes of reporting lost or found items, categorizing items, tracking their
status, and generating notifications. However, it does not extend to the integration of
payment systems or legal procedures related to unclaimed items. The scope also does
not include the development of a mobile application, as the focus is on a web-based
solution.
 CHAPTER TWO
LITERATURE REVIEW

2.0 Introduction
A lost and found system refers to a structured and systematic approach or platform
established to manage items that have been unintentionally misplaced, lost, or found
within a particular setting or location. These systems play a crucial role in facilitating
the identification, documentation, secure storage, efficient retrieval, and eventual
return of lost items to their rightful owners and are integral to various environments,
such as transportation hubs, educational institutions, workplaces, and public venues.
They aim to streamline the process of item recovery, reduce instances of unclaimed
property, and enhance overall user satisfaction by providing a centralized mechanism
for reporting and resolving lost item incidents.
For example, in an educational setting like a university campus, a lost and found
system enables students and staff to report items they have lost, providing detailed
descriptions and potential locations where the items were last seen. Similarly,
individuals who discover lost items can contribute to the system by recording
information about the found items, including their physical characteristics and the date
and location of discovery. These reports are then processed and cataloged within the
system, allowing users to search for and identify lost items based on various attributes
[1]. One notable example is the implementation of digital lost and found platforms in
airports. Such systems utilize technology to create databases of lost items, enabling
travelers to report missing belongings online. This digital approach expedites the
process of matching lost items with their owners, often leading to quicker
reunifications [2]. Its encompass both physical storage facilities for recovered items
and digital interfaces that allow users to interact with the system remotely. The digital
aspect can include web-based applications and mobile apps, providing users with
convenient tools for reporting and tracking lost items from their device. [3].
It serves as essential tools for efficiently managing lost and found items within diverse
environments. By offering a structured framework for reporting, documenting, and
retrieving lost belongings, these systems contribute to enhancing user experiences and
maintaining a more organized environment.

2.1 Empirical Review (Review of Related Works)

2.1.1 Innovative Lost and Found Application for Community Engagement

In 2014, Zipato introduced a web application aimed at revolutionizing lost and found
practices within communities. This innovative initiative yielded creative solutions to
address the challenge of reuniting individuals with their misplaced belongings. By
capitalizing on the widespread use of social media, Zipato's web application harnessed
the power of digital connectivity to enhance information sharing and community
engagement.
One of the central strategies employed by Zipato was the integration of their web
application with the expansive reach of Facebook. This strategic move facilitated
seamless sharing of details about lost or found items among users. The integration
sought to expedite the dissemination of crucial information, thereby expediting the
process of reuniting rightful owners with their possessions. This approach tapped into
the potential of digital platforms to bridge the gap between lost and found items and
their owners.
This innovative approach encountered several limitations and challenges, shedding
light on the intricacies of managing lost and found items within a digitally
interconnected community. Notably, a key limitation of Zipato's application was the
absence of a structured mechanism for item claiming. While reporting lost or found
items was made simple, the lack of a well-defined procedure for rightful owners to
claim their belongings introduced potential inefficiencies, hampering the application's
overall effectiveness [4].
The integration of the application with Facebook brought both advantages and
disadvantages, particularly with regard to user privacy. While this integration
facilitated transparent identification of those reporting items and bolstered the
credibility of postings, it also raised concerns about user privacy. Individuals might be
hesitant to divulge personal information on a publicly accessible platform like
Facebook. Perhaps the most significant gap in Zipato's application was the absence of
robust validation mechanisms to verify the authenticity and accuracy of posted data.
This deficiency in validation mechanisms created the possibility of misinformation or
falsified reports, which in turn undermined the platform's reliability and eroded trust
among users.
Zipato's innovative lost and found application demonstrated the potential of digital
solutions to transform community engagement. By leveraging the ubiquity of social
media, the application aimed to streamline the process of reuniting individuals with
their misplaced belongings. However, the study also highlighted certain limitations,
such as the lack of a structured claiming mechanism and potential privacy concerns.
These findings contribute to a deeper understanding of the complex dynamics inherent
in managing lost and found items within a digitally connected community.

2.2 Impact of Information and Communication Technology on Information

Retrieval

The research conducted by Agboola and Shaibu (2019) centered on investigating the
impact of Information and Communication Technology (ICT) on the information
retrieval system within educational archives. This literature review aims to delve into
the study's findings, which illuminated the affirmative effects of ICT integration on
the retrieval of crucial materials from educational archives.
Within the dynamic landscape of modern education and archival practices, the
integration of ICT has emerged as a transformative force. Agboola and Shaibu's study
was situated within this context, with the primary goal of exploring the symbiotic
relationship between ICT and information retrieval systems in educational archives.
The central premise revolved around assessing how the incorporation of ICT tools and
techniques enhances the efficiency and effectiveness of retrieving vital information.
By surveying existing literature, the researchers recognized the pressing need for
optimized information retrieval mechanisms, particularly within educational archives.
Building upon this foundation, the study designed an information retrieval system
tailored to the needs of diverse communities. This system was strategically developed
to recover essential credentials of materials that held significant relevance for these
communities. The ultimate aim was to ensure the availability of accurate and pertinent
information to the appropriate individuals.
Agboola and Shaibu's research methodology encompassed a meticulous examination
of the developed information retrieval system. Through comprehensive analysis and
empirical investigation, the study substantiated its initial hypothesis: the integration of
ICT indeed yields affirmative effects on the information retrieval system within
educational archives [5]. The implications of this research are far-reaching,
highlighting the potential of ICT in revolutionizing information accessibility and
retrieval. By offering a technological framework designed to facilitate the recovery of
crucial materials, Agboola and Shaibu's findings underscore the role of ICT in
bridging the gap between archived knowledge and the contemporary information
needs of diverse communities. The positive outcomes of this integration contribute to
a more streamlined and accurate dissemination of information, aligning with the
overarching objectives of education and archival practices.

2.3 Exploring Effective Information Retrieval Methods for Web Users.

In the realm of information retrieval, the study conducted by Bachchhav (2016)

embarked on a comprehensive exploration of diverse procedures and methods that
hold the potential to facilitate efficient access to essential materials. This literature
review seeks to delve into the study's focus, shedding light on the significance of these
methodologies in empowering users to retrieve pertinent information while optimizing
their time utilization. The advent of digital technology and the vast expanse of the web
have transformed the way individuals seek and access information. As such,
Bachchhav's study assumes particular importance in providing insights into the
strategic approaches that can lead to effective information retrieval. Acknowledging
the evolving nature of information-seeking behaviors, the research underscores the
critical role that operational methods and approaches play in ensuring users acquire
appropriate and accurate information [6].
Bachchhav's investigation is rooted in the premise that an individual's ability to
navigate and harness the capabilities of information retrieval systems directly
influences their success in obtaining relevant materials. By concentrating on the
mechanisms that facilitate information retrieval, the study contributes to the
optimization of user experiences. The inherent value of the
study lies in its endeavor to minimize the wastage of precious time, a concern that
resonates with users across diverse domains.

2.4 Advantages of Lost And Found Information Systems

Lost and found information systems play a pivotal role in modern society by offering
a structured approach to managing lost items and reuniting them with their owners.
This literature review aims to comprehensively explore the myriad advantages
associated with the implementation of such systems, shedding light on their impact on
efficiency, user experience, and responsible item management.

2.4.1 Efficiency and Streamlined Processes:

One of the primary advantages of lost and found information systems is the
remarkable enhancement of operational efficiency. By providing a seamless platform
for reporting lost items, these systems expedite the process, reducing the time and
effort required from both users and administrators. Digital systems, in particular, offer
instant reporting capabilities, automating notifications and expediting the
communication between users and the lost and found facility [7]. This streamlined
approach ensures that lost items are swiftly reported, increasing the likelihood of their
successful retrieval.

2.4.2 User Convenience and Accessibility

Lost and found systems contribute significantly to user convenience and accessibility.
Through intuitive interfaces, often available via websites or mobile applications,
individuals can readily report their lost items with ease [8]. This user-centric design
empowers users to take control of the reporting process, thereby enhancing their
overall experience. Such accessibility minimizes the frustration associated with lost
belongings and encourages a proactive approach to item recovery.

2.4.3 Centralized Database and Tracking Technologies

The implementation of lost and found information systems results in the creation of a
centralized database, a critical advantage that aids administrators in effectively
managing and categorizing lost items [9]. This organized repository improves the
efficiency of item tracking and retrieval, optimizing the chances of reuniting items
with their rightful owners. Moreover, the integration of tracking technologies, such as
QR codes, RFID, and GPS, offers precise item location capabilities, further
streamlining the recovery process [10]. The utilization of these technologies
contributes to the overall effectiveness of the system.

2.4.4 Automated Notifications and Proactive Communication

Lost and found systems facilitate the integration of automated notifications and alerts,
a pivotal feature that amplifies proactive communication channels between
administrators and users. This swift dissemination of information serves as a catalyst,
ensuring that users are promptly apprised upon the discovery of their lost items,
thereby mitigating the possibility of items languishing unclaimed [11].The symphony
of real-time communication woven through this feature engenders a palpable sense of
trust and reliability, serving as a conduit that not only motivates users to report their
losses but also augments the prospect of successful reunions.

2.5 The Challenges Faced By Founders In The Context Of Lost And Found
Information Systems

Navigating the landscape of lost and found systems presents a formidable array of
challenges for both founders and individuals who have lost items. These challenges
underscore the intricate dynamics of the domain and evoke the need for innovative
solutions to bridge the gaps between lost and found. For founders, the challenge of
verification looms large. Ensuring the rightful return of items to their owners while
guarding against false claims requires the establishment of robust mechanisms [12].
This demands a delicate balance between efficiency and accuracy, compelling
founders to design authentication processes that inspire trust and mitigate potential
abuses.

On the other side of the equation, individuals who have lost items grapple with the
uncertainty of recovery. The process of reporting a lost item and subsequently
navigating the intricacies of the system can be daunting, requiring clear and user-
friendly interfaces [13]. Additionally, the emotional toll of losing an item of personal
significance can exacerbate the challenge, necessitating a support structure that
extends beyond the technological framework. The challenges faced by founders and
individuals who have lost items converge to form a tapestry woven with complexities.
As technology continues to reshape the landscape, addressing these challenges
becomes an imperative, calling for a harmonious blend of innovation, empathy, and
practicality.

2.5.1 Verification and False Claims

Amidst the realm of lost and found systems, a pivotal challenge that founders grapple
with pertains to the verification of lost items and the looming specter of false claims.
This intricate dance necessitates administrators to craft mechanisms that authenticate
ownership, thereby ensuring the rightful return of retrieved belongings [14]. A
symphony of meticulous attention to detail and the orchestration of rigorous validation
processes are prerequisites, serving as bulwarks against potential abuse that could
compromise the integrity of the system.

2.5.2 User Interface and Adoption

The user interface design poses a significant hurdle for founders aiming to foster
widespread adoption of lost and found systems. Creating an interface that strikes a
balance between simplicity and comprehensive functionality is a delicate task [15].
Navigating the intricate dance of information input, search functionality, and real-time
notifications demands a deep understanding of user behavior and preferences.

2.5.3 Privacy and Data Security

With the digital landscape comes the critical challenge of safeguarding user privacy
and data security. Founders must ensure that personal information remains
confidential and protected from potential breaches [16]. The delicate act of balancing
transparency about data usage with stringent security measures calls for a deft touch,
especially in an era of heightened awareness around data privacy.

2.5.4 Item Mismanagement and Inventory Control

The effective management of found items within a lost and found system is a
challenge that founders must address diligently. Without meticulous inventory control
and categorization, items risk becoming misplaced or overlooked, defeating the very
purpose of the system [17]. Striking a harmonious equilibrium between technology-
driven automation and manual oversight proves to be a constant balancing act.

2.5.5 Integration of Evolving Technologies

The rapid pace of technological evolution introduces an ongoing challenge for

founders as they strive to integrate cutting-edge technologies into their lost and found
systems. Embracing emerging trends like artificial intelligence, machine learning, and
blockchain entails navigating uncharted territory and adapting systems to harness the
potential of these innovations [18].

2.5.6 User Interaction and Communication

Nestled within the intricate framework of lost and found systems, the pivotal
interplay of user interaction and effective communication emerges as an indispensable
lynchpin [19]. The scholarly contributions of Chen, Garcia, and Lee (2018)
reverberate with profound insights as they embark on a meticulous expedition into the
nuanced dynamics that underlie user interaction within these systems. Within their
scholarly discourse, a resounding crescendo underscore the paramount significance of
establishing seamless channels of communication, serving as the

connective sinews between individuals reporting misplaced items and those

fortuitously stumbling upon them. In this landscape, the advent of mobile applications
emerges as a transformative force. [20] deftly steer the discourse towards the
revolutionary sway of mobile apps. These digital marvels have not merely augmented
the landscape of user engagement within lost and found systems; they have
orchestrated a paradigm shift that traverses the very fabric of interaction and
communication. Mobile applications have not only expedited reporting and retrieval
processes but have also manifested as a vanguard in reshaping the contours of
engagement, ushering in an era where interactions are redefined, facilitated, and
elevated through innovative technological interfaces.

2.6 Technological Advancements

Lost and found systems are getting better because of new technology like the Internet
of Things (IoT). Lee and Park (2020) did a study that helps us understand how IoT
can be used in these systems. They talk about using special devices that can track lost
things and tell us where they are. This makes it easier to find lost items [21]. The way
these devices work is like magic and can show us new ways to use lost and found
systems.
As technology gets better, lost and found systems are changing. The study by Lee and
Park tells us how these changes can make things better. It's like a new song that brings
more life and energy to lost and found systems. This change is not just about making
things work faster, but also about helping us understand how lost things happen and
what we can do to fix them.

CHAPTER THREE
SYSTEM ANALYSIS AND DESIGN
3.0 Introduction
This chapter provides an overview of the research project's methodology and delves
into the fundamental components of system design approaches. The central emphasis
of this chapter lies in the enhancement of the current Lost and Found Information
System via refined procedures and techniques. It encompasses an exhaustive
investigation of the method employed to identify system prerequisites, followed by the
utilization of design methodologies and the tactics for executing the suggested system
enhancements.

3.1 Methodology
In this project, we have opted for an agile software development approach as our
chosen methodology. The primary rationale behind adopting the agile approach is its
inherent flexibility, which not only encourages continuous stakeholder input
throughout all stages but also enables developers to focus on key functionalities and
essential features.
The lost and found information system constitutes a sophisticated software solution
primarily intended for student use, encompassing a wide array of functionalities.
Given the intricate nature of the system, there exists a necessity to incorporate
numerous functionalities. This, along with other pertinent factors, renders the agile
approach the most suitable strategy for effectively bringing this system to fruition.
The agile methodology represents a structured and iterative framework for both
project management and product development. Its defining characteristic lies in the
gradual construction of projects, wherein they are deconstructed into smaller, more
manageable components. A prominent advantage of this methodology is its
adaptability, affording the seamless incorporation of adjustments and modifications at
any juncture of the process.

3.2 Requirements Gathering and Analysis

In this phase, all potential system requirements are captured and documented in a
requirement specification document. This phase serves as the foundation for designing
and implementing the system.

3.2.1 System Design

Building upon the requirement specifications, the system design phase focuses on
creating a blueprint for the system architecture. It defines the hardware and software
components, as well as the overall structure of the system.
.
3.2.2 Implementation
With inputs from the system design, the system is first developed in small programs
called unit; which are integrated in the next phase. Each unit is developed and tested
for its functionality, which is referred to as Unit Testing.

3.2.3 Integration and Testing

All the units developed in the implementation phase are integrated into a system after
testing of each unit. Post integration; the entire system is tested for any faults and
failures.
3.2.4 Maintenance
The maintenance phase involves addressing issues that may arise in the client
environment. Patches are released to fix these issues, and improved versions of the
system are developed to enhance functionality and user experience.

3.3 System Analysis

This is the process of studying a current situation with the intention of improving of
through better procedure and methods. It may involve breaking the system into
smaller group and also identifying the problems area. System analysis has become a
very demanding field in recent years. It directly deals with the organizations system of
modernization. To develop a new system, it is very important to have a clear idea
about the existing system (Saleh, 2012).
System analysis can be categorized into four parts: -
1) System planning and initial investigation
2) Information Gathering
3) Applying analysis tools for structured analysis
4) Feasibility study
5) Cost/ Benefit analysis
The analysis of the proposed system for the Lost and Found information System will
be the main focus of attention in this section. This system phase itself consist of
component phase.
 Figure 3.1: The Component Phase of System Analysis

3.3.1 Proposed System

The proposed system aims to address the challenges faced by the manual Lost and
Found Information System. It aims to streamline the process of reporting lost items,
searching for found items, and reuniting owners with their belongings in a more
efficient and user-friendly manner.

3.3.2 Functional Requirements

The functional requirements of the system are:
1) The system should provide a user authentication mechanism to ensure secure
access to authorized users only.

2) Users should be able to report lost or found items through the system,
providing relevant details for documentation.

3) The system must enable users to search for lost or found items based on various
criteria, such as keywords, categories, or locations.

4) When claiming a lost item, the owner should be able to provide necessary
identification to verify their ownership.
 5) Users should have a means of communicating with administrators regarding
lost and found items, and administrators should be able to respond and manage
these interactions.
These functional requirements outline the essential features that the system should
possess to effectively manage lost and found items, ensuring smooth user interactions
and efficient
administration.

3.3.3 Non-functional Requirements

1) Safety: The system should incorporate measures to prevent unauthorized or

incorrect operations by utilizing tools like validation controls, ensuring a secure
environment for users and administrators
2) Understandability: The system must ensure secure and private access,
safeguarding against unauthorized entry to maintain the confidentiality of user
data.
3) User-Friendly Design: by developing good interface and data accessibility,
must be easy.
4) Privacy and Security: The system must ensure secure and private access,
safeguarding against unauthorized entry to maintain the confidentiality of user
data.
5) Integration Capabilities: The system should be designed to support seamless
integration with both existing and future systems, enhancing its interoperability
6) Performance: The system's performance should be optimized to ensure fast
response times and efficient processing of tasks.
7) Usability: The development should prioritize a user-friendly interface that
makes it simple for students to navigate and interact with the system.
These non-functional requirements ensure that the Lost and Found Information
System operates securely, smoothly, and effectively, providing a reliable platform for
managing lost and found items within the community.

3.3.4 Preliminary Investigation

The current process of managing lost and found items within the university
community faces certain challenges. When someone finds or loses an item, they
typically report it to a central authority or department. this manual reporting process
can be inefficient and time-consuming.
Once an item is reported, it often involves posting physical notices or relying on
word-of-mouth communication to help the rightful owner reclaim their item. This can
lead to delays and confusion in the process. there might not be a standardized system
for verifying the ownership of the items, which can lead to potential disputes or
misunderstandings.

To address these challenges, an automated Lost and Found Information System is

proposed. This system aims to streamline the reporting and management of lost and
found items. It will provide a centralized platform where users can easily report lost or
found items, along with relevant details. The system will then match reported items
and connect them with their owners through a secure verification process.

This proposed system seeks to overcome the limitations of the current manual
approach by providing a user-friendly and efficient solution. By automating the
process and implementing a secure verification mechanism, the Lost and Found
Information System intends to enhance the overall experience of reporting, searching
for, and claiming lost or found items within the university community.

3.3.5 Requirement Analysis

Requirement analysis reveals the necessity for an improved Lost and Found
Information System that streamlines the reporting and retrieval process. It highlights
the importance of creating a
system that is easy to use and enhances user experience.

3.3.6 Fact Finding

Fact-finding techniques, including interviews and questionnaires, are employed to

gather data and insights for the study. Existing lost and found systems are also
analyzed to incorporate successful features into the proposed system. Fact-finding
techniques are used in the early stage of System Development Life Cycle including
system analysis phase, design and post implementation review. By studying the
Requirements, we can easily find out how the system works and in which field it need
to develop the process model of the new system.

3.3.7 Feasibility Analysis

The feasibility analysis assesses the technical and operational viability of the proposed
system. Based on the analysis, the web-based Lost and Found Information System is
deemed feasible due to its compatibility with existing resources and potential to
address user needs.
a. Technical Feasibility: Technical feasibility means the proposed solution can
be implemented with the available hardware, software and technical resource.
The existing resources are: System software which are XAMPP (Cross-
Platform(X) Apache(A) MySQL(M) PHP(P) and Perl(P)) Server and any Web
Browser. Therefore, the system is said to be technically feasible because the
solution of the problem can be easily implemented in the present hardware and
software environment.

b. Operational Feasibility: The web based Lost and Found Information

system is a straight forward and easy to use system. With a little knowledge of
computer, the user can be able to work well with the system without the need
 for any training. As is common for any new software at the beginning, things
may appear a little unfamiliar. But if the system is gradually used it will be
found to be quite easy to operate, and the user will become skilled in short
time. This is the reason why this system is operationally feasible too.

3.3.8 Sources and Types of Data

The data used in this study were collected from two sources of data collection, the
primary and secondary source.

3.3.8.1 Primary Data Source: The primary source came mainly from direct
observation of events, thus carrying out personal or online interviews and through
questionnaire.
a) Interview
We made use of interview method of data collection. This is a physical
conversation between us and the hostel management staff in the university
student affairs division.

b) Questionnaire
I made use of structured questionnaire method of data collection which was
shared with some students the university. A Structured Questionnaire is the
type of questionnaire which restricts the respondent from the answers provided
for him for the questions. They are normally “yes or no”, “true or false”
answers.

3.3.8.2 Secondary Data Source

This constitutes the existing literature on the subject matter of this research such as:
a) Textbooks.
b) Search Engines.

3.3.9 Purpose of the System

The proposed system aims to address the challenges faced by the manual Lost and
Found Information System. It aims to streamline the process of reporting lost items,
searching for found items, and reuniting owners with their belongings in a more
efficient and user-friendly manner.

3.4 System Design

System design is the process of designing the elements of a system such as the
architecture, modules and components, the different interfaces of those components
and the data that goes through that system. This system is designed to allow input,
processing, and output of hostel allocation system to be carried out by a computer
system. However, the information and result obtained from system analysis stage are
to be used in designing and developing an effective and efficient system that is
expected to solve the problems being faced by the existing system. The design or
architecture of the system can be described using four major sections. The web server
(Apache) is the core of the system it is the section where all services of the system are
carried out. The relational database (MySQL) serves as the store of the system where
all the records of the system are stored as it is created in the server of the system and
can be accessed by using the MySQL queries. The middleware (PHP) is a set of
programs that takes users requests from the browser. The middle is between the
browsers to the system database process it and returns the result to the user through
the browser. The middle is between the browser and the server. The browser (internet)
provides the user where to type the URL of the system in order to access the user
interface to interact with the system. The System

Design is shown in the next diagram.

 Figure 3.2: System Design

3.5 Analysis Model

This refers to a model developed to learn all aspects of a problem domain to determine
the best way to solve a specific set of user needs. In this section we describe the
system design of

Lost and found information system that show the Use case diagrams, class diagram,
sequence diagrams, and the program structure chart.

3.5.1 Use Cases of the Proposed System

A use case diagram is a graphic depiction of the interactions among the elements of a
system. A use case is a methodology used in system analysis to identify, clarify, and
organize system requirements.

A use case defines a goal-oriented set of interactions between external actors and the
system under consideration. Actors are parties outside the system that interact with the
system []

Login

Report lost item

ZZZ
CV Report found item

Search lost item

Update Item

Admin user
Manage user account

Generate Report

Logout
 Figure 3.3: Use-case of the Proposed System

3.5.2 Class Diagram of the Proposed System

Class diagram describe the attributes and operations of a class and also the constraints
imposed on the system. The class diagrams are widely used in the modeling of object-
oriented system because they are only UML diagrams, which can be mapped directly
with object-oriented languages. (Summerville I. 2007)

Figure3.4: Class diagram of a propose system

3.5.3 Program Structure Chart

 A structure chart is a top-down modular design tool, constructed of squares
representing the different modules in the system, and lines that connect them. The
lines represent the connection and or ownership between activities and sub activities
as they are used in organization charts. In structured analysis structure charts,
according to Peter, B. (2012), "are used to specify the high-level design, or
architecture, of a computer program. As a design tool, they aid the programmer in
dividing and conquering a large software problem, that is, recursively breaking a
problem down into parts that are small enough to be understood by a human brain.
The process is called top-down design, or functional decomposition Programmers use
a structure chart to build a program in a manner similar to how an architect uses a
blueprint to build a house. In the design stage, the chart is drawn and used as a way for
the client and the various software designers to communicate. During the actual
building of the program (implementation), the chart is continually referred to as "the
master-plan".

Start

Post an item LOGIN

Home Lost and found About contact

Input: username
Input: username

Invalid
password

Is password and
username correct

NO

YES
Dashboard Categories Items Page Message User Contact System
information information

End

Figure 3.5 Program Structure Chart of the Proposed System

3.6 Database Design

The data in the system are stored and retrieved from the database. Designing the
database is part of the system design. Data elements to be stored have been identified
at analysis stage. They are put together to design the data storage and retrieval system.
A database is a collection of interrelated data stored with minimum redundancy to
serve many users quickly and efficiently. The general objective is to make data
processing easy, quick, inexpensive and flexible for the user. MySQL has been chosen
for developing the relevant databases in this project.

3.6.1 System Requirement

The system requirement has to do with the two basic components of the computer
system.

These are the hardware and software requirements.

3.6.2 Hardware Specification

 Computer hardware is a group of physical components that consist of a computer
system (tangible). These computer modules include monitor, keyboard, hard drive
disk, mouse, printers, and CPU. In this project, the list of all the hardware
requirements that will be used in implementing the system is given. Table 3.1. Shows
the hardware requirements of the system.

Hardware Minimum Recommended Description

Processor Dual core G630 Core i53330 This device is used to

2.70GHz. 3.00GHz process instruction in a
computer system

RAM D1 1GB. D3 8GB This hardware is used

to store temporary data
in the system.

Hard Disk 80GBSATA 1TB SATA. This device will be used

to store data in the
system permanently

Monitor Benq G615HDPL 17inch Samsung This device will be used

(15inch wide E1720NRX. displaying the interface
1366*768) of the system during the
designing.

Mouse and Keyboard AVF waterproof key & Logitech MK200 key& This device will be used
mouse. mouse in designing the system
keyboard for typing
code and mouse for
selecting and clicking
functions.

Printer L11D inkjet. Epson Tx121 3 in one. This device will be used
to print, scan and copy
 any documents when
designing the system

Table 3.1 Hardware Requirement

3.6.3 Software Specification

Software is a set of machine-readable instruction that direct the computer to perform

specific operation. According to Somerville, (2007) software process is a set of
activities that lead to the production of a software product. Software requirements also
helps to know what kinds of software are needed in implementing the system.

Table 3.2 Software Requirement

Software Minimum Recommended Description

Database MySQL Server. MySQL Server MySQL is a server

R2. software that will be
used to store record in
the proposed system.

Window operating Windows XP. Windows 8, Windows This is the operating

system 10, Mac OS, and system that the
LINUX. proposed system will
(OS)
run on.

Design Tools Notepad++ Visual Studio Code A software tool that

will be used to create
and edit system
interface.

Microsoft Office Microsoft office 2003 Microsoft Office Software Package for
 2013/2016. Documentation.

UML tool Rational Rose Microsoft Visio 2016. Microsoft Visio is a

Enterprise Edition 98 modeling tools that will
be used to draw UML
diagrams like use case,
class diagram, activity
diagram etc.

Programming language PHP, HTML, JAVA PHP, HTML, JAVA They are the language
Script Script that will be used for
writing the codes of

the new system.

XAMPP Server XAMPP Server Version XAMP Server is a XAMP Server is a

2.0 server site tool that will server site tool that will
be used to connect he be used to connect the
web pages to database web pages to database
and un on the web and run on the web
browsers. browsers.