Cape Information Technology

Internal assessment
On
The poor logging system at the
Portland youth information centre

Name : Edricko Williams

School : Titchfield high school

Territory : Jamaica

Registration number: 100121-

Teacher : Miss Campbell

Centre # : 100121

Date : 13 April 2016

1
 Abstract
The researcher was motivated by the fact that he knew the solution for the problem

affecting the Portland youth information centre. The problem was that the logbook at the

Portland youth information centre is an outdated method of collecting data which can cause the

user data to be compromised by another user and the logbook is expensive to store data in.

In conducting this research the researcher had to use various fact finding tools to gather

information for his research.The researcher used a questionnaire to get responses from the users

and an interview to get responses from member of the staff working there.

The researcher sought to find two solutions that could fix the problem, the researcher identify

using a database management system and a smart card, upon finding these two solutions the

researcher then sought to evaluate the solution towards the problem.

Upon finishing the evaluation the researcher came to the conclusion that the best solution for the

system would be to implement a smart card system.

2
 Table of content

Program definition...4
Schedule of activities....5
Ghant chart....6
Analysis of the problem.....7
Identification of solutions......10
Evaluation of possible solution..11
Selection of solution..13
Justification of possible solution...14
Appendix15
Bibliography .19

3
 PROBLEM DEFINITION
Topic: The poor logging system at the Portland youth Information Centre.

Description of the problem:

The logging system at the Portland youth information Centre needs a proper database system
put in place, as their current system is futile, lack confidentiality and is very difficult to index.

As their logging system is out dated as they had to be asking users of their service to be jotting
data into big logbooks, logbook are outdated in comparison to what other information Centre are
providing.

This have cause the user of their service great strain as they have to place a whole lot of data
on the books , for which data is not be used for the correct purpose as it sit there not evaluated or
not analyzed for a useful purpose. Then come the issue of confidentially in which there is little or
no privacy in the storing of data, without other being able to view the data. For example if
someone was to register to use a computer at the Portland youth information Centre, Then this
person had to write down data such as Name, Address, Contact. This information could be very
hazardous if place in wrong hands.

This problem of the poor logging system at the Portland youth information Centre has led to
the persons working there not to be able to fully document the data and convert it into
meaningful Information such as; the volume of data is large which makes it hard to input into a
virtual format has it was not documented in any database software or any kind of management
software. This also make it lengthy and frustrated to the regular user of the service.

4
 Schedule of activities

DURATION

LIST OF TASKS (weeks)

Identification of Problem 4

Construct of Interview Questions 3

Construct of Questionnaire
Questions 4

Carry out Observation 3

Report On Interview 2

Report on Questionnaire 5

Carry Out Background Research 4

Report on Background Research 1

Analyze Observation 3

Identification of Possible Solutions 3

Evaluation of Possible Solutions 5

Selection of most Feasible Solution 4

Justification of most Feasible

Solution 10

Organization of Project 9

Ghant Chart

5
 Analysis of the problem

The problem of the poor log book system stem from the lack of confidentiality as it regards

handling their user personal information and the fact that all of the data documented is done so in

no particular order excepted in the order of time, even when the data Is listed based on time

6
reading so in order to collect data for the research paper various fact finding tools were used such

as:

Questionnaires
Interview
Observation

Questionnaire

According to the Merriam-Webster dictionary a questionnaire is a written set of questions that

are given to people in order to collect fact and opinions, in addition a questionnaire is

7
inexpensive, guarantee anonymity and can be applicable over a large number of people. 20

questionnaires were issued to the user of the Portland youth information Centre. A sample

questionnaire can be found in the appendix section. The questionnaire was written for the users.

Observation
An observation is a systematic data collection approach, in which the researcher use all their
senses to examine people in their natural setting or naturally occurring situations. An observation
can exercise was carried out on the Portland youth information Centre from the observation it
was notice that the Centre employed 10 staff member but all 10 would not show up all week as
when a couple might be on their day off a next couple would fill their post, so on an average day
only 8 would be seen working at the Centre. The observation was conducted over a; period of
three weeks. On day one (3 hours 8-11 Am) a few users were using the service provided which
made it easy to pinpoint the dilemmas of the Centre such as the Centre lack of privacy when
dealing with confidential information as there was this when someone was trying to get the
contact numbers and address of one of it user without their permission.

The researcher notice that the person easily pick up the book and jot down the contact and
address of the individual without her permission. It was also observed an hour later that the data
is placed in the log book is not structured to be place in the youth Centre log on software, the
incompatibles was noticed when the guy at the front desk was trying to enter the sign up time for
the user program but this time contradicts and is in line with the time interval of those using the
service with leads the program displaying a notification log on time error this can be displayed
because of the maximum numbers of users on the computer have already log on so in order to
satisfy the incoming users their as to be a delay in the registration process.

On day 7 of the observation which was conducted on November 14, 2015 which lasted for 2
hours around (11 am-1pm) It was observed that a large amount of people were converging at the
Centre, this created a problem as the noise disturbed the researcher sense of hearing and also

8
cause him to be distracted but, this problem was eradicated when the researcher moved closer
toward where the user were writing down their data to be kept confidential as anyone in the
public might be able to view it.

Interview

An interview is a conversion between a person asking the questions the interviewer and the
person answering the questions interviewee. The interview was written for those who are
working at the Portland youth Centre. The interview was very useful in completing this research
as it permits face to face contact with respondents. Provides opportunity to explore topics in
depth. May allow to the interviewer to explain or hate clarify questions, increasing the likelihood
of useful responses.

But the interview can also be very expensive and time consuming, and may need a well-
qualified, trained interviewer;flexibility can result in inconsistences across interviews.

Identification of possible solution

Using a smart card system

9
 A smart card is a device that includes embedded integrated circuits that can be either a

secure micro controller or equivalent intelligence with internal memory or chip alone. the smart

card can be used to store personal data while making encrypted hence a smart card can be used to

solve the problem at the Portland youth information Centre.

Using a database management system

A database management system is an n organized collection of information of a particular subject

or multi disciplinary subject areas. A database management system can be used to collect

information on the users of the Portland youth information Centre. This would allow for the

users personal data to be updated at any time and to perform query, advance filters and so on.

Evaluation of possible solution

Using the smart card

The smart card would be placed next to a smart card reader, where the information would be
place in the computer system and log on the user on the computer slog on software. The smart
card system would prevent the possibility of a typing error, it would also make user information
be more accurate and stored at real time, it would also enables the computer to contact the person

10
via telephone or email with one click directly without manually typing it in a browser as this
contact details would already be place on the card.

The smart card price may range from as cheap as US $16 to US$324 the researcher has also take
in consideration that a smart card reader may be required which may cost around US$32 to
US$258 this system would require at least two persons one monitoring the smart card reader and
one monitoring the computer data being imputed into the system.

The training would be conducted by someone who distributes the smart card, an expert
from the manufacturer company might come to teach a few of the employee at the Centre and
provide them with a manual that contains additional information on how to use the system and
troubleshooting information along with manufacture contact details.

The smart card system would take at least two weeks to set up as the cost and training to
use and distributes the smart card would require some time. The smart card reader may cause
radiation to the environment and cause those operating it to get radiation cancer.

The smartcard provides a sense of security as it encrypt it user data enabling it to be read
by that specific smart card reader and if the smart card is lost or stolen the owner does not of to
worry as the data can be backed by the computer from the last time the user use the service. And
if any one attempts to use a smart card which is reported stolen would be tracked remotely by the
manufacturer.

The data would be backed up in various form as it would be printed and then be stored in the
hard copy formbut the information would also be presented in a softcopy form.

Database management system

The database management system would require one computer and a database software example
of which is Microsoft access this would enable the user to input data in the program in order to
better monitor it user activities. The database management system would require a computer
speed of about 2GHz processor, 250 GB hard, a cd/dvd drive and atlaest 2 usb port and a
window xp, 2000, 7,8,10 operating system.

11
 The cost of the database management system might range from $15 US to $280 US
depending on what you are using it for and the type or volume of data you are storing. The
database management system would require atlaest 2 persons to operate it these persons may
take turn managing this dataon the software.

Training would be conducted by a database manager who would train at least three of the
employee how to use the system and how it works this may takes around 3 weeks to implement
as the employee must be put in place first. `The database software must be bought and the
hardware and software has no negative or any impact at all on the environment.

Selection of solution
The researcher recommends that the Portland youth information Centre use a smart card system
as it will ensure that the user enter his/her data into the computer and it would be safe to do so as
the user data would be encrypted, this is where the database management system fails short as
someone can easily manipulate the data on a database management.

It would provide for quicker and easier access to the service being used as against using the
database system access to the service being used as against using the database system where the
user had to either type in the information or speak and have the person at the front desk type it in

12
for them. The smart card also saves times as the person managing the data base does not need to
re-enter the same data twice.

Justification of possible solution

The researcher believes that a smart card must be put into place as to be very reliable as it carries

memory of its own, not dependent on any form of external storage. The smart card can be used in

13
order to protect user information to be view by any other user at the Centre as it carries strong

encryption capabilities unlike data management system also would allow the user to carry their

information portably. This would mitigate typing errors experience by users, has their data would

be automatically transferred from the card to the card reader allowing for faster data access time

versus using the log book or a database management system as the data from the smart card

would be presented fully on the screen.

14
 Appendix

Questionnaire for user

1. How often do you visit the Portland youth information centre?

Once every week

2-5 times a week

6-10 times a week

11 or more times a week

2. Why do you come to the Portland youth information centre?

To use wifi
To use the computer
For print or photocopy
To use the reference book there

3. How do you rate the logbook system put in place by the Portland youth information center?

Poor
Moderate
Good
Advance

4. Do you have any problem with the current system?

Yes
No
15
5. If, the answer to number 4 is yes, what problem do you have?

Poor input data options

Lengthy input of data
Poor management of data
Lack of confidentiality

6. How can the logging system be fixed?

Through the use of biometric
Smartcards
A computerized database

7. Why do you think they use a logbook instead a computer or tablet with a database software?

The cost would be cheaper

The person working there may not know how to use a computer
They may not know about database management

16
 8. Why you think they collect your contact information?
So they can employ you
So that they can keep track of their users
To check the services you use

9. How do think that your data could be confidentially secure from unauthorized personnel?

Input the data through biometric

Input the data through a smart card
Input the data manually yourself
Input the data through a customize device

10. What are the advantages of using the logbook?

It is portable

Easy to read

Users trust it

You understand how to use it

11. What are the disadvantages of the logbook?

Difficult to index
Difficult to search
Cost to store
Expensive to purchase
12. What are the fatigues you experience when using the log book?
Writing strain fingers
Feel tired of writing over similar information
Eyes strain from font on page
Writing strain wrist
13. What are the other methodsof collectiondata from your user would you recommend except

the logbook?
An interview
A database management system
A biometric system
A smart card
14. Who are the ones who normally write down information?
You

17
 A worker
The manager
A random stranger
15. Do think this questionnaire was adequate?
Yes
No

Bibliography

"Smart Card Alliance." About Smart Cards: Introduction: Primer . N.p., n.d. Web. 13 Apr. 2016.
"Oracle Database." Database 12c. N.P., n.d. Web. 13 Apr. 2016.

"Database." Oxford Journals. N.P., n.d. Web. 13 Apr. 2016.

18