1.1 Introduction
Automated Record Keeping is the process of collecting, inputting, storing, classifying, summarizing and interpreting data. Record keeping has two facets − financial record keeping and managerial record keeping. The basic purpose of financial record is to assist decision makers in evaluating the financial strength, profitability and future prospects of a business. Managerial record keeping in contrast is tailored to the needs of a particular company. It helps the executives to measure success in carrying out their plans, to identify problems requiring executive attention and to attain company objectives.
As a prelude to other parts of this study, this chapter will discuss the background upon which this study was initiated, the statement of problems that led to this study, the Aim and Objectives of the study. Others are Significance of the study, Scope of work, Limitations of the Study and Definition of technical terms.
1.2 Background of Study
The business centre of Caritas University Amorji Nike Enugu was established with the institution in January 21, 2005. Justifiably, the business centre of Caritas University have the problem of keeping adequate record of financial transactions, workers file and managerial documents accrued by the purpose of planning, accuracy, timely data processing and security. They do this in manual means with its associated problems of insecurity, high cost of operation and long period of time used for processing data. The design and development of computerized record keeping system in the business centre will no doubt bring about immeasurable relief from the problems associated with manual system of record keeping. Therefore, the study is aimed at producing an efficient computer software package that can handle the record keeping system of the business centre.
The purpose of record keeping is to produce financial statement about a business entity. Therefore in this study, we narrowed down to the record keeping system as been practiced by the business centre of Caritas University Enugu. Nearly all the tasks manually performed by man some years back can now be done in matter of seconds with computer technology.
1.3 Statement of Problem
Investigation revealed that the recording of staffs employed, students admitted and their activities are done manually in a book, which looks/appears rough. Thus, the books or files are exposed to physical damage by ants and pests, accumulation of dust particles; this makes the contents to be lost, misplaced or even altered. The long queue of students waiting to be attended to, on daily basis, the fatigue, time wasting in daily reports of accounts to the management can be reduced or even eliminated with the introduction of the proposed system.
1.4 Aim and Objectives of the Study
The aim of the study is to design and implement an Automated Record Keeping System for a Science Laboratory Technology (SLT) Garden. In achieving this aim, the following specific objectives were laid out as follows to develop an application software that will:
- Save time in inputting and accessing of records of SLT Garden
- Enable the management to plan ahead and reduce fatigue of the staff
- Ensure safety of the documents/records, because the system will be passworded to reduce access.
- Ensure accuracy and integrity of the records
- Ensure consistency of accounts and reduction of error due to damage
- Reduce forgery and loss of records by theft
- Promote efficient and quality delivery of services to customers
1.5 Significance of Study
This study is primarily aimed at computerizing the manual system of an automated record keeping system for a science laboratory technology (SLT) garden of Caritas University Enugu. It will help in a good number of ways to ease the queuing method in the business centre.
This study will be of immense benefit to other researchers who intend to know more on this study and can also be used by non-researchers to build more on their research work. This study contributes to knowledge and could serve as a guide for other study.
1.6 Scope of Study
The scope of the research is focused on design and implementation of an Automated Record Keeping System for a Science Laboratory Technology (SLT) Garden in Caritas University Enugu. The study will covers the university as a whole and users/customers from outside the university community
1.7 Limitations of the Study
During the course of this study, many things militated against its completion, some of which are:
- Time Constraint: The time frame given to accomplish this project was very short due to school academic calendar and it was carried out under pressure which made the researcher not to implement some necessary features.
- Establishment Policies: Establishment policies posed a serious limitation as most staffs are not ready to release information needed for this project work. There were lots of information needed from the staffs of this institution to enhance the study which took them time to release or they did not release at all for security purposes, hence the scope was reduced.
- Research material: availability of research material is a major setback to the scope of the study.
- Frequent power failure: This made the researcher append more money on fuel to ensure sustainable power.
- Financial Constraint: Insufficient fund tends to impede the efficiency of the researcher in sourcing for the relevant materials, literature or information and in the process of data collection (internet).
1.8 Definition of Terms
Automation: This is the use of control system such as computer to control and process data, reducing the need for human intervention
Database: This refers to a large store of related data on a computer that can be access and modified by the user.
Password: This is a secret code that a user must type into a computer to enable him access it or its applications. This is made up of numbers, letter, special character or a combination of any of the above categories.
Record System: The act of using a computer system to store and update information/data sequentially in order to keep file security.
Computerized: To convert a based system to start using a computer system to control, organize and automate something.
Research: A careful study of something, especially to discover new facts or information about it.
System: Set of computer component (that is, the assembling of hardware, software and peripherals to function together).
…
