CHAPTER ONE INTRODUCTION

1.0 Introduction
A teleconference or teleseminar is the live exchange and mass articulation of
information among several persons and machines remote from one another but linked
by a telecommunications system. Terms such as audio conferencing, telephone
conferencing and phone conferencing are also sometimes used to refer to
teleconferencing.
This chapter includes background of the system, problem statement, purpose of the
project, project objectives, project scope, significance of the project and report
organization.

1.1Background of the system

Teleconferencing has significantly evolved since its earliest form as basic
communication over telegraphs and early telephone systems. Globally, the concept of
connecting people across distances began in the 1800s with the invention of the
telegraph and later the telephone by Alexander Graham Bell in 1876. The first known
conference call occurred in 1915, connecting participants across the United States,
including President Wilson.

Since then, teleconferencing has grown to include not only audio calls but also video,
web, and data conferencing through innovations like VOIP (Voice Over Internet
Protocol), fiber optics, and broadband Internet. Organizations such as AT&T and
Polycom played a major role in advancing both telephone and video conferencing
technologies. By the 1990s and early 2000s, tools like WebEx, Skype, and Zoom
revolutionized global communication, enabling virtual meetings with video, audio,
and document sharing.

Today, teleconferencing is a critical component in international business, education,

healthcare, and governance, offering cost-effective and time-saving alternatives to
physical meetings.

In East Africa, the adoption of telecommunication technologies has grown steadily in

recent decades, particularly with the rise of mobile phone usage and improved
Internet infrastructure. Countries like Kenya, Uganda, and Rwanda have taken notable
strides in implementing digital communication systems, including teleconferencing,
especially in government, health, and education sectors.

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Though infrastructural challenges like limited broadband access and high costs still
exist in some areas, regional organizations and governments are increasingly
investing in ICT infrastructure and training. The COVID-19 pandemic further
accelerated the adoption of remote working tools and virtual meetings across East
Africa.

Regional collaboration platforms, such as the East African Community (EAC) and
IGAD (Intergovernmental Authority on Development), have also used
teleconferencing to coordinate cross-border efforts, demonstrating growing regional
capacity.

In Somalia, the use of teleconferencing remains relatively limited but is gaining

momentum. Historically, decades of conflict and underdeveloped infrastructure
hindered the growth of telecommunications. However, in recent years, Somalia has
seen a digital transformation driven by mobile phone penetration, increased internet
connectivity in urban areas, and the efforts of private telecom companies.

Educational institutions, government ministries, NGOs, and private firms in Somalia

are gradually adopting teleconferencing tools to improve efficiency and coordination.
Particularly in the post-COVID era, the need for remote communication has become
more apparent, encouraging the shift from traditional, manual communication systems
to digital platforms.

Despite this progress, many organizations in Somalia still rely on manual methods—
such as physical records—for storing teleconference data. These practices pose risks
of data duplication, loss, and lack of security. Therefore, transitioning to automated
teleconference management systems is vital for improving information handling,
decision-making, and collaboration in Somali institutions.

1.2 Problem statement

In a modern teleconference management system, user records and conference data should be stored
electronically in a secure, organized, and easily retrievable format. The system should support
quick search and access to historical data, eliminate data redundancy, and ensure authorized access
to sensitive information.
The client uses manual to store all records related to Teleconference, users are stored
in books. There is lot of duplicate data, and chance of mistake. In case of Teleconference records.
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The previous paper system there is no option to find previous saved records and there is no security
anybody can access any report and sensitive data.
There is a significant gap between the current manual system and the expected electronic standard.
The manual process results in inefficiencies, potential data breaches, and difficulty in managing
and retrieving teleconference records. The system does not meet the necessary standards for data
integrity, accessibility, and security.

1.3 Purpose of the project

The purpose of this system is to replace the current manual, paper-based method of managing
teleconference records with an automated, digital solution. The system will allow the company to
store, manage, and retrieve all teleconference-related data efficiently and securely.

1.4 Project objectives

Here are the most three objectives:
1. To plan of a Web Based Teleconference System for Schools
2. To analyze of a Web Based Teleconference System for Schools
3. To design, implement and test of a Web Based Teleconference System for
Schools

1.5 Project Scope

Content Scope
This study focuses on the design and implementation of a Web-Based Teleconference System for Schools.
The system is developed using PHP as the server-side scripting language and MySQL as the database
management system.
Time Scope
The study and implementation of the system will take place over a one-year period, beginning on
September 9, 2025, and ending on June 6, 2026.
Geographical Scope
The geographical focus of this study is Mogadishu, Somalia. The system is specifically designed to be
implemented in educational institutions within this region

1.6 Significance of the project

This system is significant for Teleconference System those are now work
traditionally, when this system is used, all the facilities done through online by any
time from any place.

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Report organization
In this research, it is organized chapters as follows:
Chapter One: describes an introduction and background of desktop-based Design
and Implementation of a Web Based Teleconference System for Schools.
Furthermore, this chapter will cover the objectives

, scope as well as significance of the study and how the project was organized.
Chapter Two: This chapter also discusses the introduction of relevant literature of

desktop-based Design and Implementation of a Web Based Teleconference System

for Schools with listing concepts and opinions from experts or authors. This chapter
deals with previous work or existing systems for based Design and Implementation of
a Web Based Teleconference System for Schools. Gab analysis will be displayed
using tabulated form.
Chapter Three: Defines how the data collected, analyzed, how the interview has
been done and the finding of the analyzed data and also the chapter will discuss how
the system was analyzed using UML (use case diagram).
Chapter Four: Proposes the design of the desktop-based Design and Implementation
of a Web Based Teleconference System for Schools in details using Entity
Relationship Diagram (ERD), Database design, table design and form design.
Chapter Five: is the last phase of the project and describes the implementation of this
project and testing it to produce complete functioning system.
Chapter Six: Finally, this chapter provides conclusion and recommendations by
describing the strengths and achievements of the projects. This chapter also gives the
weaknesses of the desktop-based Design and Implementation of a Web Based
Teleconference System for Schools and its future enhancements.

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 CHAPTER TWO LITERATURE REVIEW

2.0 Introduction

paper that presents the current knowledge including substantive findings as well as
theoretical and methodological contributions to a particular topic. Literature reviews
are secondary sources and do not report new or original experimental work. Most
often associated with academic-oriented literature, such reviews are found in
academic journals and are not to be confused with book reviews, which may also
appear in the same publication. Literature reviews are a basis for research in nearly
every academic field. A narrow-scope literature review may be included as part of a
peer-reviewed journal article presenting new research, serving to situate the current
study within the body of the relevant literature and to provide context for the reader.
In such a case, the review usually precedes the methodology and results sections of
the work.

Producing a literature review may also be part of graduate and post-graduate student
work, including in the preparation of a thesis, dissertation, or a journal article.
Literature reviews are also common in a research proposal or prospectus (the
document that is approved before a student formally begins a dissertation or thesis).
(Baglione, 2012)

A literature review can be just a simple summary of the sources, but it usually has an
organizational pattern and combines both summary and synthesis. A summary is a
recap of the important information of the source, but a synthesis is a re-organization,
or a reshuffling, of that information. It might give a new interpretation of old material
or combine new with old interpretations. Or it might trace the intellectual progression
of the field, including major debates. And depending on the situation, the literature
review may evaluate the sources and advise the reader on the most pertinent or
relevant. (Adams, Khan, & Raeside, 2016)

This chapter includes introduction, theoretical and conceptual development, case

study of the research, compare between existing system and chapter summary.

5
 Literature
Review

2.0 Theoretical and Case Study of Compare Chapter

Introduction Conceptual the research between Summary
existing system

Figure 2. 1 Literature Review Map

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2.1 Theoretical and Conceptual Development
This Section will discuss concept of Design, Implementation, Web portal,
Teleconference System.

2.2 Design

Software design is a process to transform user requirements into some suitable form,
which helps the programmer in software coding and implementation.
For assessing user requirements, an SRS (Software Requirement Specification)
document is created whereas for coding and implementation, there is a need of more
specific and detailed requirements in software terms. The output of this process can
directly be used into implementation in programming languages.
Software design is the first step in SDLC (Software Design Life Cycle), which moves
the concentration from problem domain to solution domain. It tries to specify how to
fulfill the requirements mentioned in SRS. The output of software design process is
design documentation, pseudo codes, detailed logic diagrams, process diagrams, and
detailed description of all functional or non-functional requirements.
It is then becoming necessary to verify the output before proceeding to the next phase.
The early any mistake is detected, the better it is or it might not be detected until
testing of the product. If the outputs of design phase are in formal notation form, then
their associated tools for verification should be used otherwise a thorough design
review can be used for verification and validation. (design, 2017)

2.3 Implementation

In the process of coding, the lines of code keep multiplying, thus, size of the software
increases. Gradually, it becomes next to impossible to remember the flow of program.
If one forgets how software and its underlying programs, files, procedures are
constructed it then becomes very difficult to share, debug and modify the program.
The solution to this is structured programming. It encourages the developer to use
subroutines and loops instead of using simple jumps in the code, thereby bringing
clarity in the code and improving its efficiency Structured programming also helps
programmer to reduce coding time and organize code properly. (implementation,
2018)

2.4 Web based

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The World Wide Web (WWW), commonly known as the Web, is an information
system where documents and other web resources are identified by Uniform Resource
Locators (URLs, such as https://www.example.com/), which may be interlinked by
hypertext, and are accessible over the Internet. The resources of the WWW are
transferred via the Hypertext Transfer Protocol (HTTP) and may be accessed by users
by a software application called a web browser and are published by a software
application called a web server.

English scientist Tim Berners-Lee invented the World Wide Web in 1989. He wrote
the first web browser in 1990 while employed at CERN near Geneva, Switzerland.
The browser was released outside CERN in 1991, first to other research institutions
starting in January 1991 and then to the general public in August 1991. The World
Wide Web has been central to the development of the Information Age and is the
primary tool billions of people use to interact on the Internet.

Web resources may be any type of downloaded media, but web pages are hypertext
media that have been formatted in Hypertext Markup Language (HTML).Such
formatting allows for embedded hyperlinks that contain URLs and permit users to
navigate to other web resources. In addition to text, web pages may contain references
to images, video, audio, and software components which are displayed in the user's
web browser as coherent pages of multimedia content. (Tobin:James, 2012)

2.5 Teleconference

A teleconference or teleseminar is the live exchange and mass articulation of

information among several persons and machines remote from one another but linked
by a telecommunications system. Terms such as audio conferencing, telephone
conferencing and phone conferencing are also sometimes used to refer to
teleconferencing.

The telecommunications system may support the teleconference by providing one or

more of the following: audio, video, and/or data services by one or more means, such
as telephone, computer, telegraph, teletypewriter, radio, and television.

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2.6 System

A system is a collection of elements or components that are organized for a common

purpose. The word sometimes describes the organization or plan itself (and is similar
in meaning to method, as in "I have my own little system") and sometimes describes
the parts in the system (as in "computer system"). A computer system consists of
hardware components that have been carefully chosen so that they work well together
and software components or programs that run in the computer.
The main software component is itself an operating system that manages and provides
services to other programs that can be run in the computer. A filing system is a group
of files organized with a plan (for example, alphabetical by customer). All of nature
and the universe can be said to be a system. We've coined a word, ecosystem, for the
systems on Earth that affect life systems. The term can be very useful because so
many things can be described as systems. It can also be very un-useful when a more
specific term is needed. (Margaret, 2005)
System is a set of things working together as parts of a mechanism or an
interconnecting network; a complex whole. System is group of related hardware units
or programs or both, especially when dedicated to a single application. System is a set
of organs in the body with a common structure or function. System is a set of
principles or procedures according to which something is done; an organized scheme
or method. (system, 2014)

2.7 School
A school is an educational institution designed to provide learning spaces and learning
environments for the teaching of students (or "pupils") under the direction of teachers.
Most countries have systems of formal education, which is commonly compulsory. In
these systems, students’ progress through a series of schools. The names for these
schools vary by country (discussed in the regional section below) but generally
include primary school for young children and secondary school for teenagers who
have completed primary education. An institution where higher education is taught, is
commonly called a university college or university, but these higher education
institutions are usually not compulsory.
In addition to these core schools, students in a given country may also attend schools
before and after primary (Elementary in the US) and secondary (Middle school in the
US) education. Kindergarten or preschool provide some schooling to very young
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children (typically ages 3–5). University, vocational school, college or seminary may
be available after secondary school. A school may be dedicated to one particular field,

such as a school of economics or a school of dance. Alternative schools may provide

nontraditional curriculum and methods. (Roser & Ortiz-Ospina, 2019)

2.8 PHP

PHP is a popular general-purpose scripting language that is especially suited to web

development. It was originally created by RasmusLerdorf in 1994; the PHP reference
implementation is now produced by The PHP Group. PHP originally stood for
Personal Home Page, but it now stands for the recursive initialism PHP: Hypertext
Preprocessor.

PHP code is usually processed on a web server by a PHP interpreter implemented as a

module, a daemon or as a Common Gateway Interface (CGI) executable. On a web
server, the result of the interpreted and executed PHP code – which may be any type
of data, such as generated HTML or binary image data – would form the whole or
part of a HTTP response. Various web template systems, web content management
systems, and web frameworks exist which can be employed to orchestrate or facilitate
the generation of that response. Additionally, PHP can be used for many
programming tasks outside of the web context, such as standalone graphical
applications and robotic drone control. Arbitrary PHP code can also be interpreted
and executed via command line interface (CLI). (Rasmus, 2008)

The standard PHP interpreter, powered by the Zend Engine, is free software released
under the PHP License. PHP has been widely ported and can be deployed on most
web servers on almost every operating system and platform, free of charge

The PHP language evolved without a written formal specification or standard until
2014, with the original implementation acting as the de facto standard which other
implementations aimed to follow. Since 2014, work has gone on to create a formal
PHP specification.

As of April 2020, over half of sites on the web using PHP are still on
discontinued/"EOLed"version 5.6 or older; and with version 7.0 and 7.1 over 68%,

10
that are neither officially supported by The PHP Development Team, while security
support is provided by third parties, such as Debian (up to June 2020 for PHP 5).
Because of the popularity of PHP that means at least 53% of the websites in the world

run on implementations of languages no longer supported by their designers. In

addition, PHP version 7.2, the most popular supported PHP version, will stop getting
security updates on November 30, 2020. (Lerdorf, 2010)

2.9 MySQL

MySQL is an open-source relational database management system (RDBMS) based

on Structured Query Language (SQL). MySQL runs on virtually all platforms,
including Linux, UNIX, and Windows. Although it can be used in a wide range of
applications, MySQL is most often associated with web-based applications and online
publishing and is an important component of an open-source enterprise stack called
LAMP. LAMP is a Web development platform that uses Linux as the operating
system, Apache as the Web server, MySQL as the relational database management
system and PHP as the object-oriented scripting language. (Sometimes Perl or Python
is used instead of PHP.)
MySQL, which was originally conceived by the Swedish company MySQL AB, was
acquired by Sun Microsystems in 2008 and then by Oracle when it bought Sun in
2010. Developers can still use MySQL under the GNU General Public License (GPL),
but enterprises must obtain a commercial license from Oracle. (Margaret , MySQL,
2013)
MySQL, the most popular Open-Source SQL database management system, is
developed, distributed, and supported by Oracle Corporation.
A database is a structured collection of data. It may be anything from a simple
shopping list to a picture gallery or the vast amounts of information in a corporate
network. To add, access, and process data stored in a computer database, you need a
database management system such as MySQL Server. Since computers are very good
at handling large amounts of data, database management systems play a central role in
computing, as standalone utilities, or as parts of other applications.
A relational database stores data in separate tables rather than putting all the data in
one big storeroom. The database structures are organized into physical files optimized
for speed. The logical model, with objects such as databases, tables, views, rows, and

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 columns, offers a flexible programming environment. You set up rules governing the
relationships between different data fields, such as one-to-one, one-to-many, unique,
required or optional, and “pointers” between different tables. The database enforces

these rules, so that with a well-designed database, your application never sees
inconsistent, duplicate, orphan, out-of-date, or missing data. (what-is-mysql, 2016)

2.10 Case study of the research

Banadir Zone School is the spearhead of educational institution in Somalia from KG

Class (preschool) through 12 Grade which set the real standards of international
education. Banadir Zone is the leading School based on 4-4-4 educational System
succeeds to the Ministry of education, Culture and Higher Education of Federal
Government of Somalia (MOECHE) in Partnership with Schools Association for
Formal Education. Banadir zone is private school owned by Somali entrepreneurs.
We aim to give our children a complete educational experience, with outstanding
academic teaching in an excellent pastoral setting, and to prepare them fully for the
senior school of their choice. Our central belief is that our children should be happy
and positively challenged in what they do, and they will achieve to very high levels.

The Banadir Zone Foundation was established in the 1990s and each of the member
schools is encouraged to retain its own individuality while benefiting from belonging
to a larger group, which gives it financial security and allows the sharing of
educational ideas and best practice. All of the schools in the Trust share a common
purpose: to offer outstanding, varied and inspirational education to children of
Preparatory School age.

Compare Between exiting system Ma’mur Primary and

Secondary School

Ma’mur Foundation (MF) is one of a private educational organization in Somalia. The

credit for idea of establishing this foundation goes to Ma’mrur Foundation Trust
(MFT), which is the founder and sponsoring body.
The trust is non-political, non-profit, voluntary organization. The trust realized the
need of a school with high standard of teaching and Islamic moral under private

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 initiatives. Based on this idea, which it had its origin in 2006.The trust discussed the
concept of private school with a group of intellectuals, researchers and educationists.
It was those personalities who came forward to materialize the idea of this institution
by putting their ideas, energies together with financial efforts. In 2006, they
established the anchor organization, Ma’mur foundation. Thus, a long cherished

dream of people especially of Mogadishu came into reality (mamurschool.com,

2020).

Hamar Boarding School

Hamar Boarding school is one of the actives school in Banadir region. Consist For
branches 1- Hodan district km4 Main branch 2- Rage Ugaas Hamar weyne district 3-
Hamar Bile Near Police station of Hamar bile Warta Nabada district 4- Elasha Branch
lower shabbele region. The school enroll the students in two ways a- As day both
female and male student b- as boarding student only for male students The school is
one of the schools who are under FPENs umbrella. The education system of the
school is part of Early Somali education system and Kenya. (james, 2013)
Hamar Boarding school is one of the schools operating at Banadir region which was
established in 1997 by group of Somali educators who led by Professor or
Abdirahman Yousuf Mohamud(Dhegey).(hamarboardingschools, 2020)

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Table 2. 1 Compare Between Existing System
Ma’mur Primary Hamar Boarding Proposed System
and Secondary School
School
Location YES YES YES
Branch YES YES YES
Conference NO NO YES
Employee YES YES YES
Security NO NO YES

2.11 Chapter Summary

This chapter discussed introduction, theoretical and conceptual development, case
study of the research, compare between existing system and chapter summary.

14
 CHAPTER THREE SOFTWARE PLANNING AND ANALYZING

3.0 Introduction

Software planning: Planning is an objective of each and every activity, where we

want to discover things that belong to the project. An important task in creating a
software program is extracting the requirements or requirements analysis. Customers
typically have an abstract idea of what they want as an end result but do not know
what software should do. Skilled and experienced software engineers recognize
incomplete, ambiguous, or even contradictory requirements at this point. Frequently
demonstrating live code may help reduce the risk that the requirements are incorrect
Once the general requirements are gathered from the client, an analysis of the scope
of the development should be determined and clearly stated. This is often called a
scope document. (Ralph & Wand, 2009)

This chapter will include the following sections: Introduction, Operational

Framework, Work Break down structure (WBS), System Requirement, Problem
Analysis Identification, Requirements Gathering Techniques, Process Modeling, Data
Modeling, Suitable solution Strategies of the proposed system, System Feasibility and
Chapter Summary.

3.1 Operational Framework

The Operational Framework starts planning, proposal, chapter one introduction,
chapter two literature review, chapter three software planning & analyzing chapter
four software design, chapter five system implementation and finally chapter six
conclusions & enhancement

15
 initiation and
Planning

Literrature Review

Data Collection

Interview Observation

Data Analyze

Design Prototype

Develop
Prototype
No

Yes

Test

Figure 3. 1 Operation Frame Work

3.2 Work Break down structure (WBS)

Work breaks down structure (WBS) is a vehicle for breaking an engineering project
down into subproject, tasks, subtasks, work packages, and so on. It is an important
planning tool which links objectives with resources and activities in a logical
framework. It becomes an important status monitor during the actual implementation
as the completions of subtasks are measured against the project plan.(Tausworthe,
1984)

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 Specification

Validation Development

Implementation

Figure 3. 2 Work Break down Structure (WBS) Process

3.3 System Requirement

System requirement is a characteristic or feature that must be include in any
information system to satisfy users. Since the Administrator and the users are the
main target collection of our software, I will only concern about some important
functions for the admin and the user. the system needs Applications like web browsers
safari, Mozilla Firefox, Google chrome and internet connection. they include the
following interfaces:
a) User Interfaces: The keyboard, mouse, menus of a computer system. The user
interface allows the user to communicate with the operating system.
b) Software Interfaces: The languages and codes that the applications use to
communicate with each other and with the hardware.
c) Hardware Interfaces: The wires, plugs and sockets that hardware devices use to
communicate with each other, computer systems, or any other medium of
communication. A physical interface is the interconnection between two items of
hardware or machinery.
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3.3.1 Software Requirement Specification
One of the critical success factors in the development of high-quality software product
or website is the deep understanding of the user’s real requirement as opposite to their
perceived requirements. This will make the product very easy to develop, maintain,
and to use the software properly by the end users.
User requirement is the process by which user desires, needs, and expectations are
gathered in order to establish what the users will actually use the software for, and
recorded in a way that will be meaningful both to the users and developments.
Software Requirements
Table 3. 1 Software Requirements

Operating System : Macintosh, Linux, Windows Xp,7,8,8.1

Front End : PHP
Back End : MySQL

Hardware Requirement

Table 3. 2 Hardware Requirements

1 Computer HB
2 Corei3 or Corei5
3 4GB or 8GB RAM
4 500 or 1 TB Hard Disk or 500 GB Solid State Drive (SSD)

3.3.2 User Requirements Definition

A document that defines what a proposed system must be capable of doing to solve
the problems of a defined set of potential users of such a system. The user
requirements specification should be completely independent of any solution-oriented
bias and must use terminology from the problem domain of the users. It must be
understandable by the intended users who must “buy in” to it. Therefore, it is most
unlikely to be created using a conventional requirements-analysis method, since these
introduce solution bias, representations, and concepts that are rarely understood by
(and are irrelevant to) the users (user-requirements, 2017).

18
3.4 Problem Analysis Identification
Problem analysis is focused on identifying cause and effect. It can be very difficult to
determine what is cause and what is effect. For example, a problem that initially looks
like a human error may be a latent human error that is the result of a poorly designed
user interface, system or process.

3.5 Requirements Gathering Techniques

Requirements gathering techniques are a process of collecting data from different
sources. Data or (datum in singular) is valuable pieces of information collected during
the research. Data can be divided in to two categories: primary data and secondary
data. In this research, the primary data comes from observation to the respondents.
First, the observation will be carefully evaluated and to ensure its validity and
reliability by pilot test. There are various methodologies for gathering data as the
following:

 Interviews
 Observations
3.5.1 Interview

An interview is a formal face-to-face meeting, especially, one arranged for the

assessment of the qualifications of an applicant, as for employment or admission. A
conversation, as one conducted by a reporter, in which facts or statements are elicited
from another, the interview is the primary technique for information gathering during
the systems analysis phases of a development project. It is a skill which must be
mastered by every analyst. The interviewing skills of the analyst determine what
information is gathered, and the quality and depth of that information. Interviewing,
observation, and research are the primary tools of the analyst.
The interview is a specific form of meeting or conference, and is usually limited to
two persons, the interviewer and the interviewee. In special situations there may be
more than one interviewer or more than one interviewee in attendance(martymodel,
2017).

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Advantages of interview
The main advantage of interviews is that the researcher (interviewer) can adapt the
questions as necessary, clarify doubt and ensure that the responses are properly
understood, by repeating or rephrasing the questions. The researcher/interviewer can

also pick up nonverbal cues from the respondent. Any discomfort, stress and problems
that the respondent experiences can be detected through frowns, nervous taping and
other body language, unconsciously exhibited by any person.
This would be impossible to detect in a telephone interview. So face-to-face helps the
interviewee to get the desired results and help them the expression of the person to
whom they are interviewing. By reading the facial expression of the respondent the
interviewer can easily understand what the respondent wants to tell them about
anything (answers-yahoo, 2017)

Disadvantages of interview
The main disadvantages of face-to-face interviews are the geographically limitations
they may impose on the surveys and the vast resources needed if such surveys need to
be done nationally or internationally. The costs of training interviewers to minimize
interviewer's biases for example differences in questioning methods, interpretation of
response are also high. Another drawback is that respondents might feel uneasy about
the anonymity of their responses when they interact face to face interviews.

3.5.2 Observation
An observation is a data collection method used to gather detailed information about
a situation or event. Observation data is used to describe the setting, activities,
participants, and the meaning of the observations from the observer's perspective.
Observation in this project will be based on facts which are both accurate and
detailed, but left any irrelevant or slight information that makes the description
difficult to understand. This data allows the reader to fully understand the situation.

Advantages of observation
a) Allows you to directly see what people do practically rather than relying on what
people say they did.
b) Observer’s document program activity takes time and cost gathering providing
documentation, rather than relying on recollections of the events.

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Disadvantages of observations
a) Observer bias may occur. (Observer may only notice what interests him or her).
b) With participant’s observation, a skilled facilitator is needed to help participants
present a critical evaluation.

3.6 Modeling Process

A process model is a formal way of representing how a computer system operates. It
illustrates the processes or activities that are per-formed and how data move among
them. A process model can be used to document the current system (i.e. as-is system)
or the new system being developed (i.e. to-be system). Whether computerized.
Process modeling is the process and analysis of data and objects that are used in
business or other context and identification of the relationship among these data
objects. Data modeling is a first step in doing object-oriented Programming and
involves professional data modelers working closely with business stakeholders, as
well as potential users of information system.

3.6.1 Data flow Diagram (DFD)

Data Flow Diagrams show information transfers and process steps of a system. The
general concept is an approach of a depicting how occurs input in a system, further
processes and what runs out. The aim of DFD is in accomplishing of understanding
between developers and users. Data flow diagrams are maintained with other methods
of structured systems analysis.

A data flow diagram (DFD) illustrates how data is processed by a system in terms of
inputs and outputs. As its name indicates its focus is on the flow of information,
where data comes from, where it goes and how it gets stored.

 Graphical representation of the "flow" of data through an information system;

 Modeling process aspects;
 An overview of the system;
 For the visualization of data processing (structured design);
 What kinds of information will be input to and output from the system;
 Where the data will come from and go to;
 Where the data will be stored.(conceptdraw, 2017).

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Data Flow Diagrams notations:
The Data Flow Diagrams solution from the Software Development area of
ConceptDraw Solution Park provides three vector stencils libraries for drawing DFD
using the ConceptDraw PRO diagramming and vector drawing software.
The design elements library DFD, Yourdon and Coad notation contains 22 data flow

diagram symbols of Yourdon/DeMarco DFD notation(conceptdraw, 2017)

Process

Data Storage

External Entity

Data Flow

Figure 3. 2 UCD

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 3.6.2 Unified Modeling Language (UML)
UML stands for Unified Modeling Language; UML is a way of visualizing a
software program using a collection of diagrams. The notation has evolved from the
work of Grady Booch, James Rumbaugh, Ivar Jacobson, and the Rational Software
Corporation to be used for object-oriented design, but it has since been extended to
cover a wider variety of software engineering projects. Today, UML is accepted by
the Object Management Group (OMG) as the standard for modeling software
development(smartdraw, 2017)
The key to making a UML diagram is connecting shapes that represent an object or
class with other shapes to illustrate relationships and the flow of information and data.
To learn more about creating UML diagrams:

Types of UML Diagrams

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 The current UML standards call for 13 different types of diagrams: class, activity,
object, use case, sequence, package, state, component, communication, composite
structure, interaction overview, timing, and deployment.

3.6.2.1 Use Case Diagram (UCD)

A use case is a methodology used in system analysis to identify, clarify, and organize
system requirements. The use case is made up of a set of possible sequences of
interactions between systems and users in a particular environment and related to a
particular goal. It consists of a group of elements (for example, classes and interfaces)
that can be used together in a way that will have an effect larger than the sum of the
separate elements combined(techtarget, 2017).
A use case diagram shows you some of the use cases in your system, some of the
actors in your system, and the relationships between them. A use case is a high – level
piece of functionality that the system will provide. An actor is anyone or anything that
interacts with the system being built.
Use case diagram is done in an early phase of a software development project. The
use case diagram describes the use case (functions of the system), Actors (users) and
the relationship between the actors and the use case is connective

Here are the symbols of UCD:-

Actor Connector Use case System

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Figure 3. 3 UCD

Create Users

Login

Branch

Users
Admin Location

Conference

Employee

Logout

Figure 3. 4 Use Case Diagram

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3.7 Data Modeling
Data modeling is the analysis of data objects and their relationships to other data
objects. Data modeling is often the first step in database design and object-oriented
programming as the designers first create a conceptual model of how data items relate
to each other. Data modeling involves a progression from conceptual model to logical
model to physical schema(webo, 2017).
Data modeling is the process and analysis of data and objects that are used in business
or other context and identification of the relationship among these data objects. Data
modeling is a first step in doing object-oriented programming and involves
professional data modelers working closely with business stakeholders, as well as
potential users of information system.

3.7.1 Entity Relationship Diagram

An entity-relationship (ER) diagram is a specialized graphic that illustrates the
interrelationships between entities in a database. ERD show entities in a database and
relationships between tables within that database. It is essential to have one of these if
you want to create a good database design. The patterns help focus on how the
database actually works with all of the interactions and data flows, although another
useful tool is a Data Flow Diagram (DFD) which more directly described ERD is a
detailed, logical representation of the entities, associations and data elements for an
organization or business. ERD is a graphical modeling tool to standardize ER
modeling; the modeling can be carried out with the help of pictorial representation of
entities, attributes and relationships(lucidchart, 2107).
The basic building blocks of ERD are Entity, Attributes, Relationship and lines entity
is an object that exists and is distinguishable from other object in other words Entity
types or Entity set is a collection of similar entities; an entity may belong to more than
one entity type. A relationship is an association of entities where the association
includes one entity from other particular types is meaningful association before entity
types. Attributes are properties of entity types in other words; entities are described in
a data base by a set of attributes (Peter Pin-Shan Chen, 1976)

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3.7.1.1 ERD SYMBOLS
The ERD is used to represent database schema, here are some symbols used to
represent ERD Symbols:

 A rectangle represents an Entity.

 An Ellipse represents an attribute.
 A diamond represents a relationship
 Lines represent linking of attributes to entity sets & of entity sets to
relationship sets.

Line
Attribute
Entity Relationship

Figure 3. 5 ERD

3.7.1.2 TYPES OF RELATIONSHIP

Relationship is an association among one or more entities. This relationship can be
broadly classified into one-to-one relation, one-to-many relation, many-to-many
relation.
o One to many Relationships Type: Abbreviated 1:M, the relationship that
associate one entity to more than one entity is called one to many
relationships: - Example is country having states for one country there can be
more than one states hence is an example one to many relationships.
o One to one Relationship Type: Abbreviated 1:1, one to one relationship is a

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 special case of one-to-many relationships. True one to one relationship is rare.
The relationship between the president and Country is an example is one to
one relationship.
o Many to Many Relationships Type: Abbreviated M: M, the relationship
between EMPLOYEE entity and PROJECT entity is an example of many to
many relationships. Many employees will be working in many projects hence
the relationship between employee and project is many to many relationships.
o Many to One Relationship Type: Abbreviated M: 1, the relationship between
EMPLOYEE and DEPARTMENT is an example of many to one relationship,
there may be EMPLOYEE working in one DEPARTMENT. Hence
relationship between EMPLOYEE and DEPARTMENT is many to one
relationship (Aplim, 2010).

Table 3. 3 ERD Proposed System

Relation Type Representation

One-to-one

One-to-many

Many-to-many

Many-to-one

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3.7.1.3 ERD of the Proposed System
Admin Admin

manage

User start

Design and Implementation of a Web

Based Teleconference System for
Schools
Conference

register

Locations Schools Bracnhes

have

3.8 Suitable Solution Strategies of the Proposed

System
As we are reaching the development phase, this section would contemplate on
other ways project’s objectives can be achieved. As you may know, the
system will be developed in . programming language and it is the most used
or popular.

3.9 System Feasibility

A feasibility study for an information system project is an in-depth look at the
project in order to determine whether or not an organization should proceed
with its implementation. Feasibility studies provide project managers with an
overview of the primary issues related to the project, as well as insights about
the outcomes of the project, before the company invests too much time and
money(reference, 2017).

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 A feasibility study could be used to test a new working system, which could
be used because the Feasibility study is an analysis of possible alternative
solutions to a problem and a recommendation on the best alternative. It can
decide whether a process be carried out by a new system more efficiently
than the existing one.

Feasibility study is divided into four types: -

1. Technical Feasibility.
2. Operational Feasibility.
3. Economic Feasibility.
4. Schedule Feasibility.

3.9.1 Technical Feasibility

Technical Feasibility is defining as the feasibility that is concerned with
specifying equipment and software that will successfully satisfy the
requirement. It compasses the technical needs of the system Configuration of
the system is given a huge importance than the actual make of hardware while
examining technical feasibility(quora, 2017).
This can be counted in terms of volumes of data, trends, frequency of
updating, etc. in order to estimate whether the new system will perform
sufficiently or not. Technological feasibility is carried out to determine
whether the company has the capability, in terms of software, hardware,
personal and expertise, to handle the completion of the project.

Table 3. 4 Technical Feasibility

No Item Description Quantity Cost Per Amount
Unit
1. Desktop Core i7 1 $430.00 $430.00

2. Epson LaserJet 1 $120.00 $120.00

Total $550.00

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Table 3. 5 Items

No Item Description Quantity Cost Per Unit Amount

1. PHP and MYSQL 1 Free
Total Free

3.9.2 Operational Feasibility

Operational feasibility is the ability to utilize, support and perform the
necessary tasks of a system or program. It includes everyone who creates,
operates or uses the system.

To be operationally feasible, the system must fulfill a need required by the

business. The following table will show the training cost of the user of the
system.

Table 3. 6 Operational Feasibility

Activities Duration Expected Cost

Training Current 1 Week $250.00

Employee
Training New Employee 2 Week $250.00

Total $500.00

3.9.3 Economic Feasibility

Economic analysis is the most frequently used evaluating the effectiveness of
proposed system, more commonly known as benefit analysis.
The benefit analysis is to determine benefits and saving which are expected
from candidate system and compare them with cost. If the benefits are more

31
than the cost, the decision is made to design and implement the system. The
cost and benefits may be direct or indirect and tangible or intangible.
Table 3. 7 Economic Feasibility
Types of feasibility Description Expect Cost

Technical feasibility Hardware & software $550.00

Operational Training with best option $500.00
feasibility
Total $1050.00

3.9.4 Schedule Feasibility

Typically, this means estimating how long the system will take to develop,
and if it can recomplete in a given time period using some methods like
payback period. Schedule feasibility is a measure of how reasonable the
project timetable is.

This involves questions such as how much time is available to build the new
system, when it can be built, whether it interferes with normal business
operation, number of resources required, dependencies, can the system be
developed in time etc. The project duration schedule is explained in the
following.
Table 3. 8 Schedule Feasibility

Level Phase Name Duration

1 Analysis phase 2 weeks

2 Design phase 2 weeks

3 Coding 6 weeks

4 Implementation and Testing 2 weeks

5 Operation and maintenance phase 1 week

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 Total 13 weeks

3.10 Chapter Summary

This chapter presented the following sections: Introduction, Operational
Framework, Work Break down structure (WBS), System Requirement,
Problem Analysis Identification, Requirements Gathering Techniques,
Process Modeling, Data Modeling, Suitable solution Strategies of the
proposed system, System Feasibility and Chapter Summary.

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