WELCOME TO THE PRESENTATION OF

CHANGING WORK AND ORGANIZATION BY MEANS OF IT:

EXPERIENCE GAINED FROM IMPLEMENTATION OF ZALONGWA

SOFTWARE PROJECT AT UDSM

PRESENTER

J. H. LUNGO,

M.Sc. STUDENT IN INFORMATICS,

UNIVERSITY OF OSLO

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PRESENTATION OUTLINE INTRODUCTION BACKGROUND OF THE PROJECT FEASIBILITY STUDY REQUIREMENTS SPECIFICATION SOFTWARE DESIGN AND

IMPLEMENTATION ADVANTAGES OF ZALONGWA ZALONGWA OUTSIDE UDSM EXPERIENCE GAINED CONCLUSION

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INTRODUCTION Zalongwa Software Project:

A project conducted at the University of Dar es Salaam, Tanzania.

Its aim was to develop a computer software to assist University of Dar es Salaam Student Accommodation Bureau (USAB).

Key issues were to prepare student accommodation database and re-engineering USAB working processes.

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INTRODUCTION Zalongwa Software Project:

Began in July 2000 and lasted till August 2001

Participants An average of five people participated Four of them, participated in part time basis

Sponsors Income Generation Unit (IGU), UDSM Programme Management Unit (PMU), UDSM Department of Computer Science, UDSM

(contd…)

(contd…)

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BACKGROUND OF THE PROJECT

In 1990s, UDSM introduced overall Strategic Plans programme - Institutional Transformation Programme (ITP) One of the strategic plans was to increase

number of students enrolled at the University of Dar es Salaam.

As the number of students increased, the University was unable to accommodate all students enrolled.

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BACKGROUND OF THE PROJECT

Accommodation priorities were defined The defined room allocation criteria with

priorities from high (1) to low (5) were: Disabled Students - 1 International Students - 2 Upcountry female students - 3 Senior Students - 4 Male students - 5

(contd…)

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BACKGROUND OF THE PROJECT

Student Accommodation Bureau was formed to work hand in hand with the Office of Dean of Student in allocating students in the residence halls.

In the year 1999, printing of student identity cards became difficulty. The University Admission System lost a lot

in printing student identity cards on time.

(contd…)

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BACKGROUND OF THE PROJECT

In July 2000, Chief Academic Officer, UDSM signed a contract for Designing and Printing Student Identity Cards. This was the first phase of Zalongwa Software

Project. In January 2000, Manager, University Student

Accommodation Bureau signed a contract for Developing Zalongwa Software. An extension of Zalongwa Software Project

(contd…)

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FEASIBILITY STUDY The system was very slow to meet deadlines of

the University calendar in producing room allocation reports and Printing Student Identity Cards.

The system involved a lot of man power. Some were teaching staff and students.

Student identity cards were printed using type writer machines.

It was not easy to tell how much room accommodation rents have contributed in the University income.

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FEASIBILITY STUDY (contd…) No records of student residence halls, and

records of students accommodated in the halls.

It was not possible to implement the room allocation criteria no records of how many room applicants fall

under certain criteria. Management of the system was very

difficult.

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REQUIREMENTS SPECIFICATION

Key issues Database to keep records of Halls of

residence and records of students accommodated on the Halls of residence.

Design and Print student identity cards and nominal roll reports

Rent Payments Reports

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SYSTEM MODEL

USAB - DATA FLOW DIAGRAM

Application. Letter

Draft

Allocation R

eport

Unsigned Rep.

Signed ReportApproved allocation report

Room Allocation

Sorted

letters

StudentStudent

Receive and Compile room application letters

Dean of Student office1

Room Allocation Exercise

Accomm. Committee2

Room Allocation Report review and approval

Dean of Student office3Dean of StudentDean of Student

Posts Room Allocation Report

Public Relation Office4

Room Allocation Report

Accom. Info.

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ZALONGWA SOFTWARE DESIGN Design method

Structured Design (Constantine and Yourdon).

System Models applied. Data Flow Diagram (DFD)

USAB System is modeled using the data transformations which take place as it is processed.

Entity Relation Diagram (E-R Diagram) Describe the basic entities in the design and

relations between them.

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ZALONGWA SOFTWARE DESIGN Entity life history

Show how each entity is transformed as it is processed.

Interface Design documentation of how Zalongwa application

system will connect to Zalongwa Database. Report formats

describe all of the reports that will be produced by the system

(contd…)

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ZALONGWA SOFTWARE DESIGN

User interface Design Diagrams and description of basic user

interface like input forms and Command Menus.

Standard University of Dar es Salaam Room Application Form. To be filled in by all room Applicants.

(contd…)

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ZALONGWA SOFTWARE DESIGN Zalongwa Software Subsystems

Database System Student Identity Cards Room Allocation

The system was designed to work in the Client/Server context

(contd…)

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ZALONGWA SOFTWARE DESIGN Incremental Model of Developing Software was

adopted. Software Requirements

Easy Case Program Windows 95/98/NT/2000 - OS Microsoft Access 2000 Microsoft Word 2000 Microsoft Project 9.0

Hardware Requirements IBM PCs with at least 16 MB RAM, 100

MHz,5MB HDD free space.

(contd…)

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IMPELEMENTATION Zalongwa Database - LUNGO.MDB

A relational Database was developed in Microsoft Access 2000

Has 16 data tables. Zalongwa Application - ZALONGWA.MDE

Codes in Microsoft Access 2000 Visual Basic 16 Forms 13 Queries 10 Repots

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IMPELEMENTATION

Distribution of Zalongwa Software. Self extracting files in one 3.5” diskette. Website: http://www.ifi.uio.no/~jumal/ Includes Zalongwa User’s Manual

(contd…)

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IMPELEMENTATION

Zalongwa User Interface

(contd…)

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ADVANTAGES OF ZALONGWA It took two months to print student identity cards

with type writers, now it takes One Day with Zalongwa Software!

The University has up todate nominal roll reports. Update Student database.

Room Allocation tasks are computerized. Zalongwa checks empty room and allocate students

according to room allocation criteria.

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ADVANTAGES OF ZALONGWA USAB financial reports are generated through

Zalongwa Software, so it is easy to monitor who pays, when and how much.

Zalongwa facilitates the management of Room facilities Inventory.

Student records could be shared by other bodies of the University. Examination office can borrow nominal roll

reports from USAB.

(contd…)

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ZALONGWA OUTSIDE UDSM Zalongwa main resources are:

Rooms for accommodation Occupants to be accommodated

Any Room Booking System can benefit from Zalongwa software capabilities. Boarding Schools Hotels Camps

Its main functions are Room Allocation and Printing Identity Cards.

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EXPERIENCE GAINED Changing work and Organization by means

of IT triggers changes of many kinds, not just of the business process it self. Job design Organization structures Management Systems Any thing associated with the process-must

be refashioned in an integrated way.

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EXPERIENCE GAINED (contd…) The extent of these changes suggests one

factor that is necessary for reengineering to succeed; executive leadership with real vision. This is because: No one in Organization wants changes of the

current system. It affects everything people have grown

accustomed to.

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EXPERIENCE GAINED (contd…)

Organizations top level Managers are the main characters in Changing Organizations by means of IT.

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CONCLUSION If top level Managers back the effort and outlast

the Organization cynics. Then only will people take reengineering

seriously. Changes by means of IT become successful

We have the tools to do what we want to do. IT offers many options for organizing work. Our imaginations must guide our decisions about

technology - not other way around. If Managers have the vision, Information

Technology will provide a way.

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THANK YOU ALL