Professional Documents
Culture Documents
S Y S T E M S
Chapter
4
What is a system?
What exactly is a system? What makes up a system? What is data and
information? How is information used in decision making? What is an
information system? What are the different types of information systems used
today? How can we build information systems? Understand the benefits of
learning information systems. This chapter provides the answers.
A bicycle contains many parts such as wheels, chain, pedal, seat and handle. These parts
are combined together to create a bicycle. A bicycle is
used by people to travel (performs a task).
I C O N K E Y
Valuable information
Seat
Handle
Workbook review
Bicycle
considered as a
system
Bicycle can be considered as
a system which contains
many parts and is used to by
persons to travel
Chain
Paddle
Wheels
123
A radio can be considered as a system. Radio has many parts such as antenna,
speakers, volume controller and tuner. A radio is used to listen to radio transmissions
(performs a task).
Radio as an
example of a
system
Radio is used to list to music
and news (i.e. performs a
task) and consist of many
part such as speakers,
antenna, etc.
Class Activity
Can you think of
other examples of
systems? Identify
their tasks and parts.
What function does
each part play in the
systems task?
We can even consider living beings as natural systems. A good example is a human.
Humans have a very complex system: the human body. The human body contains
many subsystems such as respiratory
subsystem, digestive subsystem, circulatory
subsystem, and others. The respiratory
Human body
subsystem contains many components
viewed as a
complex natural
such as nose, nasal passage, wind pipe and
system
lungs. These components function
together to provide oxygen to the
Human body is a complex
natural system that contains
body.
Similarly,
the
digestive
many subsystems providing
subsystem contains the mouth, food
many functions.
passage, stomach, intestines and other
organs which together digest food to
produce energy for the body to
function.
124
Organisations as Systems
Until now, our study of systems has been limited to tools such as bicycles and natural
systems such as the human body. We can even consider organisations as systems. Let
us consider a school which is an important organisation in our community.
A school has many
components, such as
students,
teachers,
principal, classrooms,
laboratories,
desks,
chairs,
blackboards,
playground etc. All
these components
make up a school.
School also has a
goal - provide education to children.
Class Activity
Consider
organizations that
you know of as
systems. Identify
their components
and goals.
School viewed as
system
School has many
components such as
students, teachers,
classrooms, playground and
provide education to
students (goal).
Elements of a System
SYSTEM
Input
Processing
Output
125
Considering the school example, a school receives input, which includes, funds to pay
teachers salaries, children who require education, materials (such as chalk and
blackboards) for classrooms and activities.
A school produces output which is students who have gained an education. Students
completing school education have gained knowledge and skills that help them live in
and contribute to society.
There is processing that occurs to produce the output. In the school example, there is
teaching by teachers and learning by students that occurs to produce its output and
achieve its goal.
SCHOOL
School example
Identification of goals, input,
processing and output.
Class Activity
Consider
organizations that
you know of.
Identify their goals,
inputs, processing
and outputs.
VIEWED
AS
SYSTEM
System
School
Goal
Education of students
Inputs
Processing
Output
Educated students
Religion
126
marks for each subject are processed to compute the grades and position of the student
in the class.
We can use a computer to process data to produce information (which is referred to
as computer-based information system) or process data manually (which is
referred to as manual information system). In our school example, the teacher
prepares the reports manually. In certain situations, using a computer-based
information system is advantageous as we will see later.
Why do we need information?
Do I need
tuition?
Information helps
to make
decisions
REPORT
Subject
Grade
Mathematics F
Information helps us make decisions!!! Let us consider the students report. The
students report contains the grades for each subject and position in the class. If a
student obtains a failure grade for Mathematics, then the student knows that his/her
performance is poor in Mathematics. This information is useful for the student to
make decisions. The student may decide to study harder and solve more problems in
Mathematics, refer additional books on Mathematics or attend tuition classes in
Mathematics to improve his/her performance on Mathematics. This is a decision
taken by the student based on the information in the student report.
Similarly, the Mathematics teacher might consider average marks across different
questions. This provides the teacher with information such as areas where students
are weak (for instance, geometry). This information may lead to the teacher to
decide to give extra homework exercises on geometry and also revise the geometry
lesson in class.
Information
used by a
teacher in
decision making
Average marks for each area
in Mathematics paper assist
the teacher to make decisions
Arithmetic Geometry
127
Revisit
Geometry
Lesson!
Similarly, the principal of the school may consider average marks across subjects
within a particular grade to identify strong and weak subjects. This information assists
the principal to make decisions.
Decision making in organisations
ROLE
INFORMATION
SOURCE
DECISIONS MADE
Student
Timetable
Teacher
Timetable
Principal
Attendance
Register &
Timetable
Department
of
Education
Report on number
of teachers,
students and
resources in school
128
Class Activity
Consider organisations
that you know of. Think
of data collected and
information used by
these organisations. Who
uses this information?
What types of decisions
are made based on the
information?
For information to be useful in our decision making process, this information should
contain certain properties as described below:
Example of incomplete
information
Example of inaccurate
information
The student report contains incorrect information of
students grades by mistake. An example of inaccurate
information
129
130
131
Information Systems
From the previous discussions, it is evident that in any type of organisation, people
make decisions at all levels for their day-to-day activities. Data is collected and
processed to gain information which is used in decision making. The information
processing can be done manually or with the use of computers. The organisation of
people, processes, data for information processing and decision making in an
organisation to support their day-to-day activities is called an information system.
Capabilities of Computers
As is evident from the discussion in previous sections, computers can be used for
many data processing tasks in an organisation. Use of computers for data processing
can be advantageous over manual processing due to their capabilities.
A-D
M-Q
2000
E-H
R-U
2001
I-L
V-Z
2002
132
Communicate efficiently over networks: Computers can send data efficiently over
long distances over a network to remote computers. In a manual system, data are
recorded in paper (such as files and books) and require sending them physically
which is inefficient.
Data transfer between
computers in a CBIS
Network
Computer at
Colombo
Branch
Computer at
Anuradhapura
Branch
Transfer of data in a
Manual Information
System
In a manual system, to send a file
of records from Colombo to
Anuradhapura takes 6 hours.
Colombo
Branch
Anuradhapura
Branch
Work for long periods of time: Computers can work for a long period of time (as
long as the necessary environment exists such as
electricity and air conditioning etc.). Usually, humans
get tired and require a break.
SHIFT:
8 HOURS
SHIFT:
24 HOURS
OLD REPORT
NEW REPORT
AVERAGE
MARKS
58.2
66.4
133
Example of a
change in
report
Example of a
change in a report
required in an
organisation
For instance, in a school, let us assume that we maintain a record of files containing
student marks. If we need to obtain average marks obtained by students for A/L
Pure Mathematics paper for the last five years requires a manual procedure
consuming a long time to obtain this information. In a CBIS, if the data is stored in
an organised manner in the computer, generating this report could be easily
performed. Later, if we need to change this report to contain maximum and
minimum marks scored for Pure Mathematics paper for each year for the last five
years requires rescanning all student files manually. In a CBIS, the report can be easily
adapted to reflect this change.
Due to these capabilities of computers, they can be used effectively in organisations
for their information processing needs. In the next section, well learn elements of a
computer-based information system and see how it is effectively used in a banking
environment.
ATM
Printer
Computer
1. System software which controls the basic computer operations such displaying
words in the screen, starting-up the computer etc. These programs include the
Operating System.
2. Application software are programs
developed to perform certain tasks.
For example, Word Processing
software enables us to create
documents letters and books.
Example of
software used in a
bank
Examples of software
packages used in a bank
devices used in a bank.
134
A bank uses many software packages including system software such as Operating
Systems that control the hardware devices and also application software which
includes banking packages to perform many different tasks bank account
management, loan processing and others.
A database is an organised collection of data and information.
A banks CBIS contains a large database of all account information, transaction
information, loan information and other relevant information for the bank. This
database is frequently accessed by many persons including customers and bank
employees for their day-to-day activities. By
using a computer-based information
system, all relevant persons can have
ACCOUNT
AccNo Balance Type
efficient, timely access to this
123240 12002.20 Savings
324214 4532.42
Savings
information.
TRANSACTION
CID
Name
Tel
1232 K.R.Sampath 232312
1233 A.J. Fernando 455323
Database in a bank
A banks database contains an organised collection of data
and information including customer information,
transaction information and other related banking
information
Use of networks in
a bank
Transaction information is
accessed via the network
Customer deposits at
Colombo branch
Customer withdraws
at Kandy branch
Information of transactions
are accessed from different
branches in a bank via a
network
Computers from around the world are connected to the Internet (which is the
worlds largest computer network). Some banks allow access to the banks CBIS
from the Internet (popularly known as Internet Banking). This allows bank
customers to access his/her account information from anywhere in the world!
135
People include users of the system, persons who maintain, manage and program the
CBIS. In the banks CBIS, users include customers who access the CBIS, employees
of the bank who use the CBIS. There also exists a group of persons (sometimes
referred to as system administrator and system engineers)
who maintain the CBIS performing tasks such as backing
up, upgrading the system and program it.
Procedures include the strategies,
policies, methods, and rules for using
a computer-based information system.
Customers access the banks
Procedures may include methods such
CBISs services using an
ATM.
as how to perform a task by
executing a particular program? or
policies such as who can have access to the database and what data?
Customer using
the banks ATM
For instance, in our bank example, a policy might be that the branch manager must
approve a withdrawal amounting to over Rs. 1 million. There is set of steps
(procedure) to be followed by the manager to provide the approval in the CBIS.
Use of computer-based information system effectively in a bank has results in
good quality information available for day-to-day activities:
Accuracy: The banks CBIS is programmed correctly and data entered is verified and
provides highly accurate information.
Complete: All data is stored in a database and the banks CBIS can be programmed
to obtained information in a complete manner.
For instance, at the end of each day, the branch manager may need a report of
consisting of all transactions performed during
REPORT
the day and total amount withdrawn and
DATE: 06-02-06
TID TIME AMOUNT TYPE
deposited to the branch. The banks CBIS can
123 9:01 am 12000.00 Deposit
be programmed to produce this report to the
124 9:02 pm 2500.00 Withdrawal
manger at the end of each day.
136
TOTAL DEPOSITS
1200212.50
TOTAL WITHDRAWALS 520042.25
Example of a report
generated by the banks
CBIS in an easy-tounderstand manner
Amount in Millions
35
Colombo
30
25
Kandy
Galle
20 Anuradhap
ura
15
10
0
Anuradhapura
Accessible: Due to the fact that the banks CBIS are connected through networks,
the information is easily accessible by bank employees and customers from any
branch.
Some other major advantages of using a CBIS are that most of the tasks can be
automated or handled by the computers. For instance, due to the fact that computers
do not need a break unlike humans, they can be kept switched on. This allows
customers to use the bank services even when the bank is closed! Customers connect
to the banks CBIS from Internet and banks services are made available to
customers 24 hours a day and 365 days a year via the Internet (Internet Banking).
However, a CBIS does not come without its disadvantages. There is a high initial cost
in setting up a CBIS in an organisation. . In a computer-based information system,
there is a high cost for hardware, software, and computer networks (also called
technology infrastructure) in addition to training people, revising and developing
procedures for effective use of a CBIS. In a manual system, the initial cost is lower
since this technology infrastructure is not required.
Also, sometimes, there is a fear among employees to change to a CBIS from a
manual information system as they fear that their jobs may be automated and make
them redundant. This culture barrier and resistance to change also may affect the
speed of adoption of a new CBIS to an organisation. When introducing a CBIS to an
organisation, these factors need to be considered. Appropriate training and proper
guidance and supervision allow for smooth transition to CBISs and provide higher
productive and gain to an organisation.
In todays competitive business environments, many organisations believe that
advantages of computer-based information systems far outweigh manual information
systems and are required for an organisations survival. With the cost of hardware
137
Class Activity
Consider an organisation
that you are aware of.
Describe how a computerbased information system
can be effectively used in
the organization. Describe
the elements of the CBIS.
Compare and illustrate
advantages/ disadvantages
of using CBIS vs. a manual
information system.
Class Activity
Discuss with the
teacher the various
processes in the
school that qualify
for batch processing.
At a supermarket checkout counter you need to know the price of each item as the counter
person keys-in items. You do not want to know it a day or two later. On the other hand you
do not need to know how much it costs each time you switch on a bulb at home or each time
you open the water tap. You like to have such information at the end of a period (eg. every
house that has electricity needs to receive a bill at the end of a period).
Batch Processing
So, when we use computer systems to process large number of such events, and when
processing is simple and always the same we can process such events in defined intervals. We
refer this mode of processing as batch processing. A batch processing system is one where
computer programs and data are collected together in a batch before processing starts.
138
139
Online
Batch
Immediate results
Information is available on demand
Class Activity
Find some
processes that
require online realtime processing, at
your school.
Information is every where. Do you agree with this sentence? Let us see the various sources
of information available to us in current day life. For example, today we have number of
newspapers, radio & TV channels compared with few years back. In addition to these, use
of many other technology tools such as home computers, mobile computers, mobile
phones, and access to Internet (World Wide Web of computer networks) are on the rise.
All these provide one common thing to all of us that is, Information.
This means we all have opportunities to access information in
various means and forms. And then, information is used by
us for various purposes such as add new knowledge, verify
and compare current understanding, make better choices, and share
it with others.
Class Activity
Discuss with
your teacher the
importance of
online real time
processing, in
todays world.
Class Activity
List the ways
you use
information at
home and in
your school?
140
Class Activity
Discuss with
your teacher
similar activities
in school.
Thus all organizations carry out many common activities, such as:
Writing letters, memos and receiving responses to them
Perform calculations, comparisons & analysis
Communicate ideas, outcomes and plans
Capture and record events
Create and implement plans, and many more
Since such tasks can be numerous, let us generalize (categorize) these tasks into
meaningful categories:
Document creation
Communications
Coordination, collaboration, scheduling
Prioritization
Maintain and store information
Monitor
Automation
141
Class Activity
Search Internet
to find a
definition to
OAS.
The next question is how do organizations carry out these numerous tasks?
Organizations can use two types of information systems to perform different
tasks.
Organized systems based on manual methods
Computer-based Automation Systems
They can perform these tasks in several ways:
One way is to do it just using people (human ability). Let us assume that a
supervisor in a garment production organization wants to do following:
Assign work to production workers such as writing down steps to perform
(work sheet), and communicate them to workers. (See Fig 4.3.1)
Monitor work progress (observe work)
Make a report at the end day (collect days work sheets and summarize it to
another sheet).
142
Instruction
card
Sewing instruction
card, 1958
Maidenform Co.,
NewYork, New York.
Printed ink on paper.
143
Similar to above, the supervisor can collect each production workers daily work
output and record them into the computer. To do this supervisor can use either
Word Processing software, Spread Sheet software or simple Database software.
Monitor work progress
Word processing spreadsheet or
simple database software can be used
to monitor.
As you learned in earlier units, if you record data inside the computer using an
information system, you can view or further processes such recorded data later.
This helps produce a report that contains various information that you like to
know.
Class Activity
What are the
advantages and
disadvantages
among manual
systems vs OAS
144
Interface of an
ATM
An ATM can be used to
perform a variety of
banking operations.
Mini Statement
Deposit
Fund Transfer
Withdrawal
Cancel
Class Activity
Identify 3
organizations
and list 3
transactions for
each of these
organizations.
145
Class Activity
Discuss with
your teacher the
processes in
your school that
can be done by
manual
methods &
using OAS.
Class Activity
- Payment acceptance system when making
payments for electricity, water & telephone bills
- Salary/wages processing system
Transaction
Processing
System
A typical TPS has
input, process,
output, storage and
validate sub
systems.
146
In many organizations people play different roles. One such role is management,
and people who carry out management function are called managers. So, what
functions managers do in an organization? Essentially managers are responsible to
use organizational resources (money, plant and machinery, people, land and
buildings) to achieve organizations goals.
The next thing we should know is how do managers do that? Well, there are
several ways. However, the most commonly used approach has five steps to
follow;
Class Activity
Planning
Organizing
Staffing
Leading
Controlling
In this unit, we will see one common task for all of above steps performed by
managers that is making decisions. We all make decisions, whether in an
organization or in our personal lives. Simply, a decision is what you choose from
various alternatives.
Decision Making Process
In our daily lives we face different situations. For example some situations are
problems, some are choices and some others are opportunities. So when we
face a problem we naturally want to solve it, and based on our solution we make
decisions.
Class Activity
We make decisions at home, at school, at play, or perhaps at
When did you
the grocery store. Common examples include shopping, make a decision
deciding what to eat, and deciding whom or what to vote for last? What was the
in an election or referendum.
problem or
Interestingly, some of these problems and decisions are very
challenging, and some may even change our lives
dramatically. So, making decision may need lot of thought,
147
opportunity?
emotion, and research. As you may have noticed, either you followed your heart
or perhaps a set of formal steps to make the decision.
Lets see a simple guideline that can help you make decisions:
Step 1: See whether you can define the problem, in terms of what you
know about the problem situation, how it affects you, why you identify the
situation as a problem
Step 2: All problems have solutions, but which one is right? To find an
answer for this question you need to generate several options or alternative
courses of action.
Step 3: Think about how does each solution affect
the situation? What are my feelings, fears about each
option?
Step 4: Check whether your decision affects others
feelings, emotions, or values.
Step 5: After weighing all above, choose the best
one.
Class
Activity
Write down
steps you
followed to
make above
decision.
148
149
MISs that support all managers (eg. systems that help to carry out
basic management functions)
MISs that support functional managers (eg. sales and marketing
MIS, management accounting MIS, production planning MIS)
150
Discuss Discuss
how different
levels of staff at
your school make
use of
information
Many thousands
of people
carrying out
many tasks
These people work
according to a well defined
Set of activities (processes)
Let us take the process of making hoppers that you probably may have seen at
home. At times you may think the manual process is very cumbersome, and
subject to many issues leading to poor quality hopper.
However, if we use a process control systems, such as shown in below diagram,
the process becomes easy and possibly improve the quality of hoppers.
Process
control
system
The figure
shows the
whole process
which consists
of sub
processes such
as recipe
151
The above figure shows that the whole process should consist of several subprocesses, such as;
Have Breakfast
152
Structure of the
Functioning Of an
Intelligent System
An intelligent system is a type
of response system. It should
learn during its existence based
on situations it faces.
As you can see from the figure, the intelligent system is fundamentally a
type of response system. It takes inputs through the senses. The brain extracts
information from this and represents it as a situation. Next, the intelligent
system selects a response rule, appropriate to the situation, and performs the
response part of this rule. Performing the response permits the system to
get nearer to the situation that is its objective. The intelligent system makes its
selection of response rules from those that it finds stored in its memory. In
this memory, the intelligent system has accumulated response rules that it
has generated from earlier experiences and from generalizations based on
previously used response rules.
To do all these intelligent systems use two distinct processes.
Studying these processes beyond the scope of this book, and you would
one day learn more about it.
153
Today the world uses many computer based intelligent systems, such as;
Garry Kasparov
vs. Deep Blue
Japan is the leader in using robots in the world. In 1995, 700,000 robots were in
use worldwide; over 500,000 of which were from Japan.
154
Class
Activity
Can you come up with
requirements for
developing an
information system for a
sports club in your
school?
For the example of your school discussed above, if we analyze the requirements
we can clearly see a necessity of developing an information system for the school
to manage student data. The reasons for justifying the development of the
information system are
Difficulty in updating data manually
In the manual system of recording student data, it is very difficult to update the
data if any change occurs.
155
This is a
mess
No central location
Another disadvantage of the manual system is that there is no central repository to
keep the data. There might be many files, many drawers, and many cupboards in
many buildings. If any one wants to access all students data, he will surely have to
spend more than one day to collect the data!!
There are many more drawbacks and disadvantages in the manual student data
recording system which are not listed here and through developing an information
system we can overcome most if not all of the drawbacks mentioned above.
Data updating
With a computer based information system, updating the student data will take
only a few minutes and the data updated will be reflected in all the records for that
student.
156
Loss of data
Loss of data can be completely overcome by taking backups periodically and
storing them in a separate place or sending them to the relevant authorities.
Retrieving data
Data retrieval might need only a mouse click. You can get details about the one
student, class of students or even the data of all the students in the school.
Central location
An information system gives you the advantage of centrally located data.
Central location
For example, all the data about all the students
are located in one place, may be on a database
or a file system or any other storage, but the
users can access, search and retrieve from a
single location
All these reasons and many more justify the development of an information
system to store student details for your school.
Feasibility Study
An analysis of possible solutions to a problem
and a recommendation on the best solution to
use
157
Lets take the same example discussed above. Through the feasibility study we
have to find answers to similar questions given below.
Do we have enough funds for the project?
Here we have to do a rough cost estimate covering the
costs for hardware, software and other tools to develop
the information system. Then we check whether we have
sufficient funds in school to cover the above estimated
cost.
Class Activity
Do a feasibility study for the
information system for the
sports club in your school.
Come up with a cost
estimate and required
technical expertise.
Class Activity
Design one module of the
information system for the
sports club. Identify the
inputs, outputs, storage
structure and other data
necessary for the design.
158
Inputs
Some of the inputs for this module will be student registration number,
registration year, name, address, birth date, telephone number and birth certificate
number.
Inputs
When deciding on inputs, think about what
information you are going to store in the
system.
For example, for the student detail
management system, we have to store the data
about the student, but you have to decide
whether the data you are going to store is a
required data for the system. Only required
data should be taken as inputs.
For example, the data about students
neighbors is not required for the school, so
that data is not an input to the system.
Outputs
One of the outputs of this module will be the details of a student when you search
for a given registration number.
Reg. Number
000167
Name
Alwis K.D.
Address
32, Kahantota Road,
Malabe
Phone Number
0112418297
File structure
To store the details of the students, we should decide on
the data structure. The data structure can be a file system
or a database having tables of data. If the amount of data
is less and if there wont be any major expansion, then we
can go for a file system, otherwise to store a large amount
of data we can design tables in a database.
Birth date
03/04/1991
Class
Activity
Design one module of
the information system
for the sports club.
Identify the inputs,
outputs, storage structure
and other data necessary
for the design.
Depending on the above and other details we design the modules of the student
details management information system. These designs should be reviewed by all
the parties involved with the development of the system and should take the feed
back of the users of the system.
159
Development
This is an example of a form developed
through VB.NET.
Assuming that your school has more than 2000 students and will be expanded in
the future, we can store data in a SQL data base called MySchool. This database
will have many tables including the student table and the grade table.
160
Student Table
The student table will
store the personal
details of the student.
This figure shows the
data as columns in the
table Student.
Class
Activity
How would you develop
the information system
for the sports club? What
are the software you are
going to use? Will you
use any databases? Justify
your answer.
161
Integration testing
After all the modules of a system have been coded and unit tested, integration of
modules starts. The full product takes shape only after all the modules have been
integrated. The integration testing consists of a number of steps. During each
integration step, some modules are added to the previously partially integrated
system and the system is tested again.
In the student details management system, there can be several modules in which
several teams work in. Some of them are store student details, search student
details, update student details and delete student details modules. As these
modules are developed by separate teams, they have to be integrated and tested.
The integration is done step wise; first the store student details and search
student details modules are integrated and then tested to see if these two
modules are performing as required. Once the two modules are tested, update
student details module is added and all the three modules are tested again. In this
manner, the modules will be integrated one by one and the system is tested in
order to ensure that there are no errors during the integration.
Testing
The figure shows the testing
pyramid. Stating from the lowest
level, the modules are separately
tested (unit testing) then modules are
tested together (integration testing)
and lastly the whole system is tested
on the requirements.
System testing
Once all the modules have been integrated and tested, system testing can start.
During system testing the fully integrated system is tested against the requirements
of the system as recorded in requirements analysis in step 1.
System testing will ensure that the student details
management system works according to the requirements we
identified in our requirements analysis. For example, if there
was a requirement that only the staff members are allowed to
view student performance rating, in system testing, when a
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Class
Activity
Come up with a
detailed test plan to
test the modules in
the information
system for the sports
club.
user logs in as a student he should not be able to view his performance ratings.
In order to carry out proper testing of the system, a test plan should be designed
before testing commences. Part of a test plan for the student details management
system is as follows.
Part of system
Purpose
tested
store student Add new
details
student
Remove a
Members File
member
Expected result
Actual result
Class Activity
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same time. This has the advantage that the results from the new system can be
compared with those of the old system.
However, it has the major disadvantage that each job is done twice and therefore
it means a lot of extra work for the users.
Deployment
The deployment of your system can be in one computer or
several computers. In case of several computers, the computers
can be networked where the deployment can be done in one
computer but can be accessed from the other connected
computers.
The method of deployment will depend on the users requirements. For the
student details management system we have been discussing so far, direct
implementation will be easier to be used, as in school holidays, we can stop the
manual system and then deploy the new system. Before deploying the system, the
potential users (teachers, clerks and students) of the system will be given training
and after deployment they can use the system at school.
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