CHAPTER ONE

1.0 INTRODUCTION:

In today’s fast-paced corporate environment, the efficient management of time is crucial for

directors and senior executives. The traditional methods of scheduling appointments, often

relying on manual coordination through administrative staff, can be cumbersome and prone

to errors. To address these challenges, organizations increasingly turn to digital solutions that

automate and streamline the appointment booking process.

According to a study by McKinsey & Company, effective time management among

executives can significantly enhance organizational productivity and decision-making

processes (McKinsey, 2021). This underscores the importance of implementing robust

systems that not only facilitate seamless appointment scheduling but also integrate with

existing organizational workflows.

The Director Appointment Booking System (DABS) proposed in this study aims to

revolutionize how appointments are managed within organization. By leveraging modern

technologies and best practices in software development, DABS seeks to optimize director

availability, improve communication between stakeholders, and enhance overall operational

efficiency.

1.2 BACKGROUND OF THE STUDY

Appointment scheduling systems are used by primary and specialty care clinics to manage

access to service providers, as well as by hospitals to schedule elective surgeries. Many

factors affect the performance of appointment systems including arrival and service time

variability, patient and provider preferences, available information technology and the

experience level of the scheduling staff. In addition, a critical bottleneck lays in the

1
application of Industrial Engineering and Operations Research (IE/OR) techniques. The most

common types of health care delivery systems are described in this article with particular

attention on the factors that make appointment scheduling challenging. For each environment

relevant decisions ranging from a set of rules that guide schedulers to real-time responses to

deviations from plans are described. A road map of the state of the art in the design of

appointment management systems is provided and future opportunities for novel applications

of IE/OR models are identified.

Appointment Management system is a desktop application that is designed to help fix

schedule and appointment from the management of organization and the customers, send

messages to customers either by phone or email. With this computerized system there will be

no loss of record or member record which generally happens when a non - computerized

system is used. It is designed in Visual Studio and the database used is Microsoft SQL Server

2005.

In contemporary organizational settings, effective management of director appointments

plays a pivotal role in ensuring smooth operations, strategic decision-making, and efficient

resource utilization. Directors, being key decision-makers, often have damanding schedules

that require precise coordination to maximize their availability and effectiveness.

Traditional Methods of Appointment Scheduling, such as Manual booking or basic Calendar

tools, frequently fail short in meeting the complexities and demands of modern organizational

structures.

The need for a dedicated Director Appointment Booking System arises from these challenges

and demands. Such a system aims to streamline the process of scheduling appointments,

enhance communication among stakeholders, and optimize the use of director’s time.

2
1.3 STATEMENT OF THE PROBLEMS

In a dynamic corporate environment, directors and other senior executives often have tight

schedules that necessitate efficient management of their time. Currently, the process of

scheduling appointments with directors involves manual coordination via administrative staff,

which can be time-consuming and prone to errors. To streamline this process and enhance

productivity, there is a need to develop a Director Appointment Booking System that will

help organizations to solve the problem which found in booking system which include an

increase in the waiting time for appointments, Frustration for Staff, and clients and A waste

of valuable resources

1.4 AIM AND OBJECTIVE

The aim of this study is to design and implement a web-based Director Appointment Booking

System that automates and simplifies the process of scheduling appointments with directors.

1.4.1 OBJECTIVE

1. To developed user friendly interface for bother Director and users

2. To developed a robust and efficient booking algorithm that minimizes conflicts and

optimized director availability ensuring that appointments and scheduled in a fair and

timely manner

3. To implement a secure and reliable database management system to store and manage

appointment data, ensuring data privacy and integrity, and providing reporting.

4. To design user friendly intuitive interface for the director appointment booking

system, allowing user to easily schedule and manage appointment with director.

3
1.5 SIGNIFICANCE OF THE STUDY

The significance of this study is to help and give benefits to staff, Clients and school

management of knowing what appointment booking system is all about and the potential to

address several critical needs and challenges within an organization

The Director Appointment Booking System significantly enhances organizational efficiency,

productivity, and user experience by automating and optimizing the scheduling process. It

fosters better communication, improves resource utilization, and provides valuable insights

for strategic decision-making, thereby contributing to overall organizational effectiveness and

success.

1.6 LIMITATION OF THE STUDY

When developing a Director Appointment Booking System, several limitations and

challenges should be acknowledged to ensure realistic expectations and effective

management throughout the project. DABS promises significant benefits, it is important to

acknowledge potential challenges such as integration complexities with existing IT

infrastructure, user adoption issues requiring adequate training and support, and the need for

robust security measures to protect sensitive data. Addressing these limitations will be critical

to the successful implementation and adoption of Director Appointment Booking System

within the Organization.

Some limitations are as follows Unavailability of academic materials, Transport problem,

Lack of financial support and Lack of Time

1.7 SCOPE OF THE STUDY

This study will focus on defining the functional and non-functional requirements of DABS,

including appointment scheduling, user roles and permissions, notification systems,

4
integration with calendar services, security measures, and usability considerations. It will

encompass the design, development, testing, and deployment phases, ensuring alignment with

organizational goals and regulatory compliance. It will also concentrate on creating new

appointment, and Allow directors to manage their availability, view pending appointment

requests, and confirm or reschedule appointments also other details will be viewed for entry

by staff, School Management and the clients as the case may be, with a case study of Federal

College of Animal Health and Production Technology, Vom.

1.9 DEFINITION OF TERMS

APPOINTMENT: An arrangement to meet someone at a particular time and place. E.g.:

"she made an appointment with my receptionist".

MANAGEMENT: It is the co-ordination of all the resources of an Organization through the

process of planning, Organization, directing and controlling

SYSTEM: Physical component of a computer that is used to perform certain task.

DATA: Numbers, Text or image which is in the form suitable for Storage in or processing by

a computer, or incomplete information.

INFORMATION: A meaning full material derived from computer data by organizing it and

interpreting it in a specified way.

INPUT: Data entered into a computer for storage or processing. An emergency is a situation

that poses an immediate risk to health, life, property, or environment.

OUTPUT: Information produced from a computer after processing.

5
INFORMATION SYSTEM: A set of interrelated components that collect (or retrieve),

process, store and distribute information to support decision making and control in an

organization.

COMPUTER:-Computer is an electronic device that accepts data as Input, processes data

and gives out information as output to the user.

SOFWARE:-Software is set of related programs that are designed by the manufacturer to

control the hardware and to enable the computer perform a given task.

HARDWARE: - Hardware is a physical part of a computer that can be touched, seen, feel

which are been control by the software to perform a given task.

DATABASE: - Database is the collection of related data in an organized form.

PROGRAMMING: - programming is set of coded instruction which the computers

understand and obey.

TECHNOLOGY: -Technology is the branch of knowledge that deals with the creation and

use technical and their interrelation with life, society and the environment, drawing upon

such as industrial art, engineering, applied science and pure science.

ALGORITHM: A set of logic rules determined during the design phase of a data matching

application. The ‘blueprint’ used to turn logic rules into computer instructions that detail what

step to perform in what order.

APPLICATION: The final combination of software and hardware which performs the data

matching.

DATA MATCHING DATABASE: A structured collection of records or data that is stored

in a computer system.

6
DATA CLEANSING: The proactive identification and correction of data quality issues

which affect an agency’s ability to effectively use its data.

DATA INTEGRITY: The quality of correctness, completeness and complain with the

intention of the creators of the data i.e ‘fit for purpose’.

DABS: Director Appointment Booking System

7
 CHAPTER TWO

LITERATURE REVIEW

2.1 INTRODUCTION

This chapter discusses the efforts of several authors and developers on this issue across time.

However, for improvement and reference purposes their works will be cited in this chapter.

The appointment schedule/management can be defined across-the-board as a service facility

for consumers to obtain service from the facility for reserving or assigning arrival times and

dates. Consequently, the management of organization appointments is to allocate and monitor

the schedule of clients, Management and staff entry by an organization to control the working

flow and to achieve the greatest pleasure for the Staff. The design and execution of the

Director appointment Booking system is designed to meet the challenges of the Clients,

staffs, management and students reservation manual method. As a result of a manual system

commonly used for Institute and organizations Centre, Staffs, students, management and

Clients wait for long periods, often receiving little to no information on the nature of the lines

and, because the director does not have the time and resources to meet their requirements at

the time, Clients, Staffs and Students must eventually return to their places.

In a basic investigation at a health Centre running Covid 19 patient tests, it was discovered

that a minimum of 40 people had to be waited at the Centre for at least 1/2 hour per test, and

that very little information was provided as to how long they would wait and how soon. The

people to be tested at Covid-19 were another day in the same medical Centre only 20, most

likely as other prospective patients believed the waiting period would be as long as prior

days.

8
According to Zozi, by Daniel Gruneberg and TJ Sassani (2008) online booking systems bring

tour and activity business owners into the 21stcentury and it is defined as making a

reservation or appointment for a service via the Internet. When you pair the technology with

old-school customer service, your business gets an exciting edge for selling services and

filling activities. With it, customers can book for show tickets online and pay via the Internet

beforehand using debit/credit or master cards, etc. After an online payment, customer will

receive a booking code or serial number which is unique for entry and also a form or ticket

with the code on it will be printed by the customer. The ticket will include the passport of the

customer for security against theft. In case of loss of ticket, the customer can go online to

request for another one; and this differs a lot from the traditional booking, which involves

long hours queuing for tickets.

The above-mentioned issues will be addressed by a systematic and efficient Director

appointment Booking system; schedules distributed fairly and time management

effectiveness and Client satisfaction as a priority. The adoption of a Director appointment

Booking System scheme enables the Director to plan and be equipped to handle the number

of Clients expected on a certain day. The Direct can therefore director the flow from the busy

days to the less busy.

2.2 Historical Development of Appointment Booking Systems

Appointment booking systems have evolved significantly over the years. Initially,

appointments were managed manually through paper-based systems, which were time-

consuming and prone to errors. The advent of computers introduced electronic scheduling,

which improved efficiency and accuracy. Early computerized systems were often standalone

applications, but the rise of the internet and mobile technologies has led to more sophisticated

and integrated online booking systems.

9
2.2 CONCEPT OF APPOINTMENT MANAGEMENT SYSTEM

The concept of the project is focused on the Design and implementation of Director

Appointment Booking system and management of the Directors appointments. The Director

personnel track and manage appointments with the software system, govern work flow and

prevent long waiting time for Clients. The concepts of the Director appointment Booking

system include the following:

 Scheduling: Scheduling can be described as the process of resource assignment for a

period of time. The scheduling challenges vary from computer systems and networks

to production facilities and healthcare appointments. Many of these issues are

overcome either by human operation or the use of heuristics designed specifically for

the context, Jeffery (2017). The schedule of appointments according to Akman (2019)

may be divided into three:

Single Batch Process: Decisions are held until all appointment applications are received for

a given time period in this scheduling process. Used usually in surgery, this procedure

enables for entire scheduling information to be obtained in an almost perfect or perfect

solution using heuristics or discrete optimization methods.

Unit Process Appointment: The procedures are assumed to occur one at a time in this

appointments schedule model and are scheduled upon arrival. This is the case when the

request is received. This approach is not likely to be the perfect solution, but if the

distribution of the request types for appointments is learned they can be estimated.

Periodic Process Appointment: In this model schedule of appointments, requests are stored

temporarily in a predetermined size buffer and scheduled once the buffer is complete. This

10
suggests that the ideal solution can be closer approached by considering optimal or near

optimal solutions at each planning stage.

Online Appointment System: An online appointment system is a web system by means of

which a user can access the website (the hospital), and plan services appointments, whether it

is a guest, customer, or patient. Furthermore, users(patients) can also provide the service

provider with additional information, make him better aware of their current position and

comprehend their service requirements. This advance booking method also allows doctors

sufficient time and information in the case of a hospital environment to arrange the resources

required to take care of each patient upon arrival. The web-based appointment system might

significantly boost patient satisfaction with pre-registration and efficiently minimize overall

wait time in comparison with the typical queuing method Nazia, (2017)

2.3 GLOBAL VIEW OF APPOINTMENT BOOKING SYSTEM

Online planning schedules have numerous names; online planning, software programming,

application booking, etc. Time schedule management systems are one of the most popular

web apps allowing individuals to securely and simply book online reservations and service

requests via a laptop, tablet, smartphone or computer or any other Web-related device.

Everyone can also easily access the appointment booking system by utilizing the URL

provided by the service facility or using the website option "Book Now." Without employee

interaction, the application system automatically confirms and records bookings on the

system once the time and date is chosen. The appointment system offers capabilities such as

automated SMS and message reminders sent to registered Clients or individuals prior to their

planned reservation. The following are some of the many advantages of the healthcare online

appointment management system:

11
Time-Saving: The personnel spend less time organizing appointments and phone

reservations, so that they can make more urgent and important use of their free time. Patients

can also save time, because the system removes the need for long waiting hours in the

hospital and does not take care of it.

Consider, for example, a large medical Centre with 100+ appointments every day manually.

The support personnel of the administrative authorities handle every call, which takes about 3

to 4 minutes to make a telephone call. The medical facility might save a considerable amount

of time to take on additional urgent work by moving to an online booking system.

Monetary Savings: During the reduced services and employees, the time saved by the

facility can automatically translate into monetary savings. The designation management

system lowers the need in the process of manual appointment planning for additional

resources.

24-Hour Convenience: An individual must arrange an appointment during office hours over

the telephone calls and people must therefore work on their telephone bookings around the

clock.

Customers or patients can book an appointment at any time using the online appointment

management system. More than 35% of all appointments were booked after business hours

because customers opted later to arrange the appointment, possibly not finding time during

their own working time. By using a scheduling system online, customers may book without

the additional stress of their facilities personnel at their convenience.

Online Payment: A secure payment system is required for all services. Since the online

appointment system is safe and the data is protected, individuals may easily pay online.

Offering free consultation fees or reductions in the after-consultation period, encourages

12
individual patients each time to reserve an appointment using the on-line appointment

management system.

Healthcare providers employ the newest technologies and are up-to-date to improve quality.

A new step forward in bringing a health facility to the future is regarded the online

appointment schedule system.

Centralized information system: enhance patient management and efficiency in online

systems. Some scheduling solutions for online appointments also involve management of

patient records. The organization can provide a single site for storing, update, manage and

analyze patient information.

Web based appointment systems (WAS) were developed in conjunction with the standard

manual registration approach for patients due to the rapid expansion of Internet. These web-

based technologies have now proven indispensable in preventing trans-infection and the

transmission of coronavirus, reducing the danger of patient cross-infection during manual

registration (COVID19).

In 2003, the Turkish government launched a Health Transformation Program (HTP) as an

extensive effort to build a better health-care system. The central physician appointment

system is an important project conducted under the HTP (CPAS). This single scheduling

system allows

Turks to book prior appointments at a convenient time with their favorite hospital, dental

facility or family physician. In Turkey and in other countries throughout the world, such as

Italy, Taiwan,

Canada, Singapore and China, alternative online appointment systems were utilized prior to

the CPAS introduction. But all the state hospitals in Turkey began managing appointment

13
systems from a single Centre using the CPAS and became the world's first and only system to

do so. In general, there has been a favorable effect on waiting times in Turkey under the

Central Medical Appointment System. Given that waiting times are an essential measure of

service quality, the application of the appointment scheduling system can be concluded that

service and access to care have successfully been enhanced. Küçük et al. (2021).

2.4 AFRICAN PERSPECTIVE ON DIRECTOR APPOINTMENT BOOKING

SYSTEM

A director appointment management system in Africa must balance modern technological

advancements with respect for cultural traditions and local practices. By addressing these

unique requirements, such systems can enhance governance and efficiency in African

organizations (Muheirwe & Mbabazi, 2014)

A system that is available online/web is used for a specified purpose to fulfil a particular task.

According to Chua (2010), The general public's need for a better healthcare system has

forced the health sector to reconsider how to offer care services and the shocking number of

appointments missed.

2.5 NIGERIAN PERSPECTIVE ON HOSPITAL APPOINTMENT MANAGEMENT

SYSTEM

Olawale and Adeoye (2020) explore the unique challenges and opportunities in implementing

director appointment booking systems in Nigeria, focusing on cultural, technological,

economic, and regulatory factors. A well-designed director appointment booking system can

enhance governance and operational efficiency in Nigerian organizations by addressing these

specific needs. By addressing these specific needs, director appointment management

systems can improve governance and operational efficiency in Nigerian organizations.

14
2.6 REVIEW OF RELATED LITRATURE

Chaitanya (2014) provides a comprehensive examination of appointment management

systems, focusing on their evolution, technological advancements, and impact on

organizational efficiency. The study emphasizes the importance of integrating cultural and

regional considerations into system design to enhance user acceptance and effectiveness.

Diwakar (2017) provides an in-depth analysis of appointment management systems,

emphasizing the integration of modern technology to enhance efficiency and user

satisfaction. The literature highlights several key aspects: Technological Integration, User-

Centric Design, and Operational Efficiency

In Nan’s (2010) study on appointment scheduling systems, the author provides a

comprehensive analysis of the design principles and performance metrics for digital booking

systems. Nan emphasizes the importance of optimizing scheduling algorithms to handle

complex appointment requests efficiently. The study also highlights the significance of user

interface design in enhancing user experience, particularly for high-level executive users who

require customized scheduling solutions. Nan’s research contributes valuable insights into the

challenges and best practices in appointment scheduling, particularly in addressing system

scalability and user preferences. For our Director appointment booking system, Nan’s

recommendations on implementing adaptive algorithms and ensuring a user-centric design

will be instrumental in developing a robust and effective solution. Additionally, Nan’s

exploration of integration techniques will guide us in connecting our system with existing

calendar platforms and other third-party services.

In Nan’s (2010) By leveraging Nan’s findings, our project will build upon established best

practices while also addressing specific requirements for executive scheduling that Nan’s

15
work only partially covers. This approach will ensure that our system not only aligns with

existing knowledge but also offers enhancements tailored to the needs of directors.

Wang (2015) explores advanced scheduling algorithms and their applications in appointment

booking systems. The study presents several innovative approaches for optimizing scheduling

efficiency, including real-time adjustments and predictive scheduling models. Wang also

provides insights into integrating scheduling systems with external tools such as calendar

applications and CRM systems, enhancing the system’s versatility and usability.

Wang (2015) One of the key contributions of Wang’s research is the introduction of novel

algorithms that improve scheduling accuracy and reduce conflicts, which is particularly

relevant for high-level executive scheduling. Wang’s work also emphasizes the importance of

user interface design, noting that an intuitive and responsive interface significantly impacts

user satisfaction and system effectiveness.

Su et al. (2003) One of the significant contributions of Su et al.’s research is the development

of new scheduling models that address complex scenarios, such as those encountered in high-

level executive environments. The study’s emphasis on system performance and user

interaction provides valuable insights for designing a robust and effective Director

appointment booking system. By applying Su et al.’s models and recommendations, our

project can enhance scheduling accuracy, manage high-demand scenarios effectively, and

improve the overall user experience for directors.

Wang (2015) For our Director appointment booking system, Wang’s findings offer valuable

guidance on implementing advanced scheduling algorithms to handle complex and dynamic

appointment requests. Additionally, Wang’s recommendations on system integration will be

instrumental in ensuring seamless connectivity with other tools used by directors. By

16
incorporating Wang’s insights, our system will benefit from enhanced scheduling precision

and improved user experience, addressing the specific needs of executive users.

Su et al. (2003) provide a comprehensive analysis of scheduling models and optimization

techniques for appointment systems. The study introduces several innovative approaches for

improving scheduling accuracy and system performance, including advanced algorithms for

conflict resolution and resource allocation. Su et al. also examine the impact of user feedback

on system design, highlighting the importance of responsive interfaces and user-centered

design.

Mey (2013) investigates advanced scheduling techniques and their impact on the design and

usability of appointment systems. The study introduces new frameworks for optimizing

scheduling processes, emphasizing the importance of both system performance and user

interface design. Mey also explores the broader effects of scheduling systems on business

operations, including efficiency improvements and cost savings. Mey also show the core of

the Director waiting time to appointments with an alternative Client appointment system. In

practice the implementation is performed with the appropriate PHP, NFC and MySQL

databases. Mey, (2013).

2.7 TYPE OF MODELS IN SOFTWARE DEVELOPMENT

Methodology is crucial to ensure that the development process fulfils its aims and solves

complex problems. Fredrick, Fredrick (2015). Agile Methodology is the software

development methodology used in this study.

Agile Methodology is an iterative, progressive approach that has become, because of speedy

delivery nature, one of the most employed in software developments in recent years. Agile

innovations in software have a life cycle; initially, elicitation of demands. The developer and

17
the stakeholder will generate the backlog documentation in this step. In order to achieve

system functionality, this backlog is extracted. The next phase is to iterate the project, to

develop, test and respond and release.

2.8 HISTORY OF Federal college of Animal Health and Production Technology, Vom

The College was established in 1941, as a Veterinary School, Vom, with a total of ten

students. Some of these are, are registered as Veterinary Assistants (junior course),

Veterinary Assistants (senior course) and others as Veterinary Officers.

The School has the credit of being the first Higher Institution in West Africa to produce

graduate Veterinary Surgeons long before the first University was established in Nigeria, at

Ibadan in 1948. The school also played a key role, especially between 1947 and 1962, in

training middle-level veterinary manpower for other African Countries, notably the

Cameroons, Liberia, Ghana, Sierra Leone, Gambia, Ethiopia and Sudan.

On the establishment of University College at Ibadan now known as University of Ibadan, it

was recommended that the higher training to the Veterinary Officers’ level be consigned to

the University. Consequently, the Veterinary School, Vom, discontinued the Veterinary

Officers’ course in June 1950, and thereafter concentrated entirely on running only one

course, namely a 2-year Veterinary Assistants’ Course. In March 1980, the Veterinary School

was formally accorded a college status and renamed College of Animal Health and

Husbandry with a mandate to award Ordinary and Higher Diplomas.

The National Science and Technology Amendment Decree No. 46 of 30 December 1990,

gave legal backing to the Research Institute to conduct training for the technicians and

technologists for the award of National Diploma (ND), Higher National Diploma (HND) and

Certificates.

18
However, with the approval granted to the College by the NBTE in 1989 and 1992, for

National Diploma (ND) programmes in Animal Health and Production and the Higher

National Diploma (HND) in Animal Health respectively a set of students were enrolled.

In 1990, the National Science and Technology Amendment Decree No. 46 of 30 December,

gave legal backing to the Research Institute to conduct training for the technicians and

technologists for the award of National Diploma (ND), Higher National Diploma (HND) and

Certificates. It will be mentioned that the College was again renamed the Federal College of

Animal Health and Production Technology on 29 January 1991.

In 2014, the department of Veterinary Science Laboratory Technology (VSLT) was

established sta with options in Veterinary Microbiology, Pathology, Radiology and

Anaesthesiology. In 2021, the department graduated and inducted 162 maiden graduands of

Veterinary Laboratory Technology and Animal Health Technology into the Veterinary

Council of Nigeria (VCN), as professional para-veterinarians.

19
 CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

3.1 METHODOLOGY OF THE STUDY

Director appointment booking system is a system by which a Client may browse a Director

website, or simply, and client can easily arrange appointments via the online software. Client

can also supply the director with extra information, give the director a sense of their position

and allow the director the opportunity to prepare the information essential for the arrival of

Client.

The Appointment Booking System enables individuals to arrange their appointments online

comfortably and securely. The web-based appointment system may greatly boost registration

satisfaction and successfully decrease the total waiting time compared with the typical

queuing approach. Time to wait Waiting time refers to the time a client has to wait for a

specific step after this activity is initiated or requested. It is defined as "the time it lasted from

the moment the Client visited the Director Office. The overall time spent by a Client from

registration to the visiting point is also described. PHP is a web application programming

language on the server utilized for data development and transmitting via SQL and MYSQL.

3.2 METHOD OF DATA COLLECTION

The data gathered in the research came from the main sources and other data sources,

including information collection from journals and periodicals, Internet materials, premium

Microsoft Encarta, seminars, conferences and personal research. The data was acquired using

secondary sources.

20
3.3 SYSTEM ANALYSIS

Analyzing the current system provides insights into the limitations and areas for

improvement. The existing system for booking appointments with a director typically

involves manual processes, which can be inefficient and error-prone.

System analysis is a critical phase in the development of the Director Appointment Booking

System. This chapter discusses the existing system's limitations, requirements gathering,

feasibility study, and proposed system's analysis to ensure it meets the user needs effectively.

3.3.1 ANALYSIS AND PROBLEMS OF THE EXISTING SYSTEM

The Institute now uses a manual appointment system. The existing system involves many

paper forms, with data shops dispersed over the infrastructure for institute management.

Information is often incomplete or does not comply with the norms of management. Formats

that require an extensive auditing process to guarantee that no essential information is lost are

commonly lost in transit between within the Director Office. In the Director Office there are

several copies of the same information and data in various data stores may be inconsistent.

3.3.2 JUSTIFICATION FOR THE NEW SYSTEM

The following justifies why I have embarked on the project:

1. To Automate Client scheduling system in the Director Office

2. Provides sufficient back-up and safekeeping of organization enquiries

3. To simplify how client, reach the director.

5. Providing industry with greater manpower.

6. To developed user friendly interface for both Director and users

21
 7. To developed a robust and efficient booking algorithm that minimizes conflicts and

optimized director availability ensuring that appointments and scheduled in a fair and

timely manner

8. To implement a secure and reliable database management system to store and manage

appointment data, ensuring data privacy and integrity, and providing reporting.

3.3.3 DESCRIPTION OF THE NEW SYSTEM

The Director appointment Booking system is meant to replace the present manual paper

system in the institution. The new system is designed to monitor client information. Time and

date book appointment with the Director, meeting objective, etc. These services must be

delivered in an efficient and cost-effective manner in order to reduce the time and resources

needed for these jobs now.

3.3.4 REQUIREMENT ANALYSIS

The following are required to effectively carry out this project, which majorly is the

programming language as a tool:

CHOICE OF PROGRAMMING LANGUAGE

This project is implemented with the programming languages.

PHP is a general-purpose Web development script language. The PHP Reference

Implementation is now provided by The PHP Group and initially developed by Danish-

Canadian programmer Rasmus Lerdorf in 1994.

XAMPP Server: XAMPP is the cross-platform, Apache, MySQL, PHP and Perl acronym

which allows you to create WordPress off-line site, on a local web server, on your PC. This

22
easy and easy to use solution works on Windows, Linux and Mac - the cross-platform

component.

REASONS FOR CHOOSING

PHP is open source

PHP development is reliable.

PHP development is less time-consuming

The Code in PHP is flexible and integrative.

PHP is well documented and scalable

PHP is easy to maintain

Good hosting support for PHP

3.3.5 ANALYSIS OF THE NEW MODEL

This work has been based on a modified waterfall model. It was reduced to five different

phases rather than the six major phases of the waterfall model. This is because all needs have

been known and the aim of my software development is to computerize/automate an existing

manual functioning system.

23
WATERFALL MODEL

These phases are:

1. Analysis

2. Tool Evaluation and Selection

3. Design

4. Implementation

5. Post-Implementation

This is a straighter approach to waterfall. The analysis begins. The following stage, the

evaluation and selection phase of the tool can be used once this phase is done. This

methodology differs from the waterfall model since the design phase is implemented

differently than usual and a development phase is not required as the product is existent.

24
Instead of designing the system itself, the design phase is concerned further with integrating

the product with existing infrastructure and how the system is filled in.

Analysis phase

During the analysis phase, the high-level needs, aims and objectives of the Director will be

identified and the requirements for the Director will be obtained. In this phase the needs for

the Director appointment Booking system will be made evident. During this phase,

interviews, observations and collecting of pertinent documents were done. At the end of this

phase a comprehensive functional requirements specification which was done. At the end of

this phase a complete functional requirements specification, which outlines all facets of the

system were developed. A series of profiles, which will document the information acquired,

which helps not only the functional requirements specification but also the tool selection and

design phase will also be developed. The profiles to be created are:

a. Organization profile

b. Document profile(s)

c. User profile(s)

Use diagrams of case The aim of the case diagramming technique for waterfalls is to consider

and design the dynamical aspects of a system that help to gather needs while also identifying

the external and internal factors influencing the system and showing the interactions between

different actors / users of the system.

3.4 SYSTEM DESIGN

The objective of system design is to define a detailed computer-based solution in particular.

This method defines a system to meet its needs by specifying the architecture, components,

modules, interface, and data. A solid and dependable database for efficient collecting and

25
processing of data is the main feature considered in designing the new system. The system

also aims to provide specifications which enable the new system to be fully implemented,

accurately and specifically.

After a careful review of the existing system the replacement system was designed. The

design is a solution that translates demands in ways that meet them The design of the system

comprises three levels: the physical, logical and architectural.

DESIGN GOAL

The objective of the design is to create a user-friendly application with full functionality for

registration activities, login, Client appointment reservations, Director response and above all

security measures, and optimization of the code simultaneously.

SYSTEM ARCHITECTURE

26
 Figure 3.2: Program Flowchart

HARDWARE / SOFTWARE PLATFORM

The Electronic base application will be implemented on any micro-computer configuration

with the following capacities:

1. A hard disk of at least 500 GB

2. 4GB RAM memory

3. Pentium IV 1.0 MHz

4. Window 7 operating system (Minimum)

5. PHP programming language

27
 6. Microsoft Azure

DATABASE DESIGN

The overall subject of a database is the integrated management of information. Database is an

inter-related, minimum redundancy data collection which can swiftly and efficiently serve

multiple consumers. Its aim is to make it easy, fast and adaptable for the user to get

information. Database design consists of creating a conceptual database model that addresses

an organization's current and future information storage needs. Its objective is to improve

current conditions. By accepting input from the existing system, the new system is

constructed and delivered to the proposed system.

The structure and relationships of the patient database appointment were designed on a

functional basis. We used data from a relational MySQL database to store different booing

aims, history and patient investigation. We utilized MySQL Workbench, a visual tool for data

modelling and SQL databases development, to design and implement the database structure

combined with the relationships.

Reference

. Akinola, A., & Oke, B. (2019). "Corporate Governance and Technological Solutions in

Nigeria." Nigerian Journal of Business Management, 12(2), 98-110.

Shittu, Muhammad Tanko (2021-11-02). "Vom college of animal health graduates 162 para-

veterinarians". Blueprint Newspapers. Retrieved 2022-11-08.

28
Chaitanya, S. (2014). "Appointment Management Systems: Evolution and Impact." Journal

of Information Systems, 29(3), 75-89.

Diwakar, P. (2017). "Innovations in Appointment Management Systems: Enhancing

Efficiency and User Satisfaction." International Journal of Information Systems, 34(2), 102-

117.

Nan, J. (2010). [Full citation of Nan’s work here].

Mey, L. (2013). [Full citation of Mey’s work here].

29