COMPUTER BASED CENSUS MANAGEMENT SYSTEM

A CASESTUDY OF

NATIONAL POPULATION COMMISSION (NPC)

BY

UGWU VALENTINE .C.

A PROJECT SUBMITTED TO THE DEPARTMENT OF COMPUTER

SCIENCE/ INFORMATION TECHNOLOGY

FACULTY OF NATURAL SCIENCES

CARITAS UNIVERSITY

AMORJI NIKE, EMENE ENUGU.

IN PARTIAL FULFILLMENT OF THE REQUIREMENT FOR THE AWARD

OF (B.SC) BACHELOR, OF SCIENCE IN COMPUTER SCIENCE &
INFORMATION TECHNOLOGY.

AUGUST, 2013

i
 APPROVAL PAGE

This is to certify that this work carried out under the supervision of Mr. Tochukwu
Umesiegbu has been read and accepted as meeting the requirement for the Award of
Bachelor‟s degree in Computer Science & Information Technology at Caritas
University Amorji Nike, Enugu State.

_____________________ _______________
Tochukwu Umesiegbu (MR) Date
Project Supervisor

_____________________ _______________
DR. Arinze Nwaeze Date
Head of Department

_____________________ _______________
DR.D.O.N EKECHUKWU Date
Project Supervisor

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 CERTIFICATION PAGE
This is to certify that Ugwu Valentine .C. carried out this project. The research work
has not been submitted elsewhere for the award of a degree.

_______________
Ugwu Valentine .C. Date
Cst/t/2010/444

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 DEDICATION

This project is dedicated to Mother Mary, the very mother of Jesus Christ who is God
the son, to God Almighty who made every provision possible for us to attain this
academic level.

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 ACKNOWLEDGEMENT

We wish to thank God Almighty for His mercy and protection on us from the time of
birth through this academic journey.

We are most grateful to my father PROF .S, O.UGWU and Brothers who through their
efforts we have finally graduated from this University.

Our profound gratitude goes to our supervisor Mr. Toby umesiegbu for the fatherly role
and love she played throughout this project task, which helped to make the project a
reality.

We will never forget our able head of department, Dr. Arinze Nwaeze, who would
always give students the conducive environment to carry out their projects and
academic activities successfully. May God reword u?

Our immense gratitude goes to our lecturer Mr. Ejike ugwu who has been our academic
adviser from time and helped us a lot even in the project.

Finally, we will not forget to show our sincere appreciation to our colleagues and
friends who in one way or the other contributed to our academic pursuit and also for
their immense support and contribution to the completion of this project.

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 ABSTRACT

The researcher chose to research on this topic “Computer Based Census Management
System” because of its relevance to the society. Meanwhile, the manual method so far
has its attendant problem of being tedious. The researcher, in order to solve this time
consuming, monotonous, and repetitive manual census activities went into a thorough
study of the existing system. In the report proper, the Structured System Analysis and
Design Methodology (SSADM) was adopted and explained. The high level model of
the proposed system was also designed and displayed in a format easily understandable
to the user. The high level model of the proposed system was designed architecturally
and detailed designed through its separate components. There were four modules in all,
each taking care of specific function like: the staff management module that maintains
records about the staff; the department management module manages information about
departments in the commission; the register person, the register states, and the register
LGA modules that do the actual registration of individuals. Finally, the parallel change
over methodology was adopted to enable the commission compare the results of the
two systems (old and new) before implementation.

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 TABLE OF CONTENTS

TITLE PAGE

Approval Page I

Certification Page II

Dedication III

Acknowledgement IV

Abstract V

TABLE OF CONTENTS

CHAPTER ONE

INTRODUCTION

1.1 Background of Study 1

1.2 Statement of Problem 2

1.3 Objective of Study 3

1.4 Significant of Study 4

1.5 Scope of Study 5

1.6 Limitation of Study 6

1.7 Definition of Terms 7

CHAPTER TWO

REVIEW OF RELATED LITERATURE

INTRODUCTION

2.1 History of Census in Nigeria 8

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2.2 process Involve in Census Operation 9

2.3 Census Population Information 10

2.3.1 Population 11

2.3.2 Population Growth and Decline 12

2.4 Population Density 13

2.5 Human Population Growth and Limitation 14

2.6 Population and Peoples Culture 15

2.7 Database Management System 16

2.8 Importance of Census 17

2.9 Benefit of Computer Based Management System 18

CHAPTER THREE

INTRODUCTION

3.1 Feasibility Study 19

3.2 Research Methodology Adopted 20

3.3 Organization (NPC) and Environment 21

3.3.2 Functions of NPC 22

3.8 Analysis of New System 23

CHAPTER FOUR

INTRODUCTION

4.1 Objectives of the New System 25

4.2 Main Menu 26

4.5 Database Specifications 27

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4.7 Program Data Dictionary 28

4.8 System implementation 29

CHAPTER FIVE

5.1 Summary 30

5.2 Conclusion 31

5.3 Recommendation 32

References 33

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 CHAPTER ONE

INTRODUCTION

Census has been a reliable exercise from time, from where government rely for
decision-making, and aids for administration and planning. According to Robert M.
Groves, (2010) Director of the United States Census Bureau;

“Just like we cannot survive without roads and bridges, the country does not
function well without an updated census to distribute funds to areas that most
need them and to support community decisions and their own future.”

The increasing complexity of modern life means a greater need to plan housing,
schools, roads, transportation, and a vast range of social and economic requirement
for nation. This cannot be done without a detailed count of the population. Census is
being officially managed by some organizations or government, for example the
National Population Commission (NPC).

The installation of computer in these organizations or bodies that manages census

information will assist not only in fast-recording information but also in solving
certain problems, which cannot be easily resolved manually. The human resource of
any enterprises are considered to be their most valuable assets, if they are properly
harnessed and are well motivated to perform their assigned tasks in such a manner as
to enhance the enterprises goals and objectives.

Therefore, adequate population records will provide all the necessary information that
is associated with people, which include the size of the population, age structure,
educational attainment, labour force and socio-economic characteristics, unlike in the
manual method which makes access to data and information very tedious. The
integration of different databases so that these databases can be merged and processed
together and mainly other reasons, prompted the researcher to develop software for this
organization, National Population Commission (NPC).

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1.1 Background of the study
Census taking in Nigeria can be traced to have started from as far back as 1966 after the
colonization of Lagos by our colonial masters. Since then, there have been several
attempts to count Nigeria population. However, these censuses are characterized by
some difficulties and deliberate and ill-minded attempts to inflate population figures;
just in favour of one geopolitical zone or the other. This does not and cannot represent
the nation‟s image as regards to human population. As a result of this, the National
Population Commission (NPC) was established using the Decree No. 23 of 1989. The
brain behind this was to have successful censuses each time and as well accurate
demographic data. It is no doubt that this Commission (NPC) was vested with a lot of
powers and functions some of which are;
To undertake the periodic enumeration of the nation‟s population through
census, sample surveys, etc.
To establish and maintain the machinery for continuous and universal
registration of births and deaths
To collect, collate and publish data on migration statistics
To reach and monitor national population polity and set up national population
information data bank.

Unfortunately, Nigeria still relies on foreign statistics population information data bank
for most of their population estimation.

1.2 Statement of the problem

There are many problems affecting the National Population Commission from
maintaining a steady reliable figures and estimates. These are the more reasons, why
the researcher embarked on this research;

 inadequate manpower

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  lack of equipments
 poor organisation
 unstable polity
 manual bulk carrying of data

1.3 Objectives of the Study

The objectives of this study are summarized as follows:

 To develop computerized software that automatically stores and retrieves all

information on human population.
 To develop a reliable system that could be used in collecting data/information
on human population.
 To develop a system that will support direct access to the specific and required
information

1.4 Significant of the Project

 The system will solve problem associated with the acquisition, storage, and
retrieval of information on human population with ease.
 A timely retrieval of information is anticipated with efficiency and reliability.
 It will provide security to data that are unauthorized, users will not gain access
to those files and fraud will be minimized in the society which will lead to
improvement in administration processes.

1.5 Scope of the Project

The major aim of the project is to design a system that will have all information about
human population and retrieving of data when ever needed in the society. It focuses on
the registration, retrieval and management of information about individuals in the
society.

1.6 Limitation of Study

During the course of this study, many things militated against its completion, some of
which are;

 Lack of finance

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  Refusal of the National Population Commission Awka, to give detailed answers
and in some cases no answer at all to some questions

 This project is limited to all the data associated with census population figure
gotten from the National Population Commission.
 Due to time factor, not all the commissions were reached for source of data and
information.

1.7 Definition of terms

 DEMOGRAPHY: Demography is the scientific study of the changing number
of births, deaths, diseases, etc in a community over a period of time.
 POPULATION: Population is the total number of people living in a particular
area, city or country.
 CENSUS: A census is the procedure of systematically acquiring and recording
information about the members of a given population.
 ENUMERATION: Enumeration is the head to head count of all individuals in a
given society within a period of time.
 MIGRATION: Migration is the act of moving from one region or country to
another. It is the movement of a group of people, births, or other animals that
move in group from one region to another.
 ESTIMATION: Estimation is the act of making an approximate calculation of
something.
 PROJECTION: Projection is an estimate of the rate or amount something.

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 CHAPTER TWO

REVIEW OF RELATED LITERATURE

2.0 Introduction
According to Oxford Advance Learner‟s Dictionary of the contemporary English,
census may be defined as the process of officially counting something, especially a
country‟s population and recording various facts. Population is the major concern in the
census conduct. More so, the Government of these days seems to realize that they
cannot function well without the knowledge, at least to some degree of accuracy, of the
nation‟s population figure. Knowing the population figure means more than what the
statement conveys. For instance, J.G. Ottong (1983) spoke of population thus;

“In the contemporary society, population has become an important issue of

concern. This is because population, in terms of its size and composition, has
far-reaching implications for change, development and the quality of life in
society”.

The primary objective of the census results is to assist the country in knowing as
accurately and reliably as is possible within the constraints the population size, its
composition and distribution. The population figures and characteristic arising out of
census help the country to meet its developmental, administrative and political needs
and provide inputs while planning for improving the quality of life of our countrymen.

According to the National Bereau of Statistics, NBS, (2009) over the years, increasing
interest is being focused on the better measurement of social goals and in assessing the
impact of economic growth and distribution of resources across the three tiers of
government: the economic and social growth of a nation may be determined by its
demographic variables such as the structure of the population.

The population of a nation alongside with its demographic variables is very crucial in
the nation‟s improvement and development. Developing countries like Nigeria can
boast of their good administration without periodic censuses taking every ten years.

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These censuses must be free of fraudulent practices so as to have accurate figures that
represent the nation‟s image in all aspect.

2.1 History of census in Nigeria

Although numerous estimates of the Nigerian population were made during the colonial
period, the first attempt at a nationwide census was during 1952-53. This attempt
yielded a total population figure of 31.6 million within the current boundaries of the
country. This census has usually been considered an undercount for a number of
reasons: apprehension that the census was related to tax collection; political tension at
the time in eastern Nigeria; logistical difficulties in reaching many remote areas; and
inadequate training of enumerators in some areas. The extent of undercounting has
been estimated at 10 percent or less, although accuracy probably varied among the
regions. Despite its difficulties, the 1952-53 censuses have generally been seen as less
problematic than any of its successors.
Subsequent attempts to conduct a reliable post independence census have been mired in
controversy, and only one was officially accepted. The first attempt, in mid-1962, was
canceled after much controversy and allegations of over-counting in many areas. A
second attempt in 1963, which was officially accepted, also was encumbered with
charges of inaccuracy and manipulation for regional and local political purposes.
Indeed, the official 1963 figure of 55.6 million as total national population is
inconsistent with the census of a decade earlier because it implies a virtually impossible
annual growth rate of 5.8 percent. In addition to likely inflation of the aggregate figure,
significant intraregional anomalies emerge from a close comparison of the 1953 and
1963 figures. In portions of the southeast, for example, the two sets of data imply that
some nonurban local government areas (LGAs) had increased at a rate of almost 13
percent per year, while other neighboring areas experienced a minute growth rate of 0.5
percent per year. Despite the controversy, the results of the 1963 census were
eventually accepted.

After the civil war of 1967-70, an attempt was made to hold a census in 1973, but the
results were canceled in the face of repeated controversy. No subsequent nationwide
census had been held as of 1990, although there have been various attempts to derive

xv
population estimates at a state or local level. Most official national population estimates
are based on projections from the 1963 census.

The great improvements in transport and accessibility of most areas, in technological

capability, and in the level of education throughout the country, as well as the
generalized acceptance of national coherence and legitimacy, favored the success of the
fall 1991 census. It was to be conducted in about 250,000 enumeration areas by the
National Population Commission, with offices in each of the country's LGAs. To
reduce possible controversy, religious and ethnic identification would be excluded from
the census forms, and verification of state results would be handled by supervisors from
outside the state. Some analysts believe that the effort to carry out a reliable census
with perceived legitimacy might become an unexpectedly positive exercise, reinforcing
a sense of shared nationhood and providing a model for the attempt to overcome
regional and ethnic differences. Provisional results of the 2006 census in Nigeria show
that Kano in the north is Nigeria's most populous state (9.4 million), followed by Lagos
(9.0 million) in the south. Northern states account for 75 million people, while the
southern states are home to 65 million. The total population was 140 million.

2.2 Processes involved in census operation

Census operation involves a method of collecting data whereby all the data from each
and every member of the population is collected.

For example, when you collect the ages of all the students in a given class, you are
using the census data collection method since you are including all the members of the
population (which is the class in this case).

This method of data collection is very expensive (tedious, time consuming) if the
number of elements (population size) is very large. To understand the scope of how
expensive it is, think of trying to count all the ten year old boys in the country. That
would take a lot of time and resources, which you may not have. However the entire
nation is organized into some smaller groups and a lot of processes are taken to ensure
that every individual is involved.

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While the term Census is generally taken to mean counting the country‟s population
and the recording of certain characteristics at a particular point in time, several distinct
operations have to be completed before a picture of the population can be presented.

In the first place, plans must be drawn up outlining what information is to be collected,
how it is to be recorded and how the findings are to be presented. After these have been
settled, the next step is to organize the collection of the data in the field under careful
supervision.

The country is divided into small areas called Enumeration Districts (EDs) and an
interviewer is assigned to each. The interviewer is thoroughly trained to ensure that
he/she fully understands what questions are to be asked and how to record the answers
quickly and correctly on the questionnaires provided. About three weeks before Census
day, preliminary enumeration begins. During that period, the interviewer will visit all
buildings in his /her ED and record information on the Visitation Record. The actual
enumeration begins on Census Day when all enumerators will visit every dwelling unit
in all buildings and record the information given on the questionnaires. Therefore, if the
quality of enumeration is good, the final tables which will be published will also be of
good quality and usable for policy formation.

A field supervisor is placed in charge of a number of interviewers to monitor their work

and to attend to any problems which may arise while the field work is being done.
He/she also acts as a link between interviewers and the Census Office.

At the Census Office, the completed questionnaires are checked, coded where
necessary, and made ready for processing by computers which are programmed to
provide statistical tables for publication. The information on the questionnaires is that
of the population, therefore this project will not be complete if, to some extent,
population and population information are not explained.

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2.3 Census (population) information
A census is the procedure of systematically acquiring and recording information about
the members of a given population. It is a regularly occurring and official count of a
particular population. The term is used mostly in connection with national population
and housing censuses; other common censuses include agriculture, business, and traffic
censuses. In the latter cases the elements of the 'population' are farms, businesses, and
so forth, rather than people. In this research, however, we are dealing with the census
whose elements of population is the people. Therefore it is necessary to explain
population and formulars in population dynamics.

2.3.1 Population
Population can be defined as the total of people who live in an area, a city, a country,
etc; a particular group or type of people or animals living in an area; and or the total
number of people living somewhere. Often, there is a sharp increase or decrease of the
population of a people, which can be as a result of fertility or war outbreak, epidemics,
disaster, etc., respectively.

2.3.2 Population Growth and Decline

Nevertheless, the difference between the number of births and deaths occurring in a
giving period of time is the natural population growth. This natural increase excludes
changes in a population size due to migration values currently affecting some
developing countries are reported in the last two columns of table1 (Below). The table
shows that for most of the selected countries, the crude birth rate is stationary or
decreasing. The pattern suggests that natural population growth in the regions have
probably been related more to a decrease of mortality (in the early days of life) than to
an increase in natality and fertility. In the 1990s, this trend has reversed in some
countries due to HIV/AIDS, e.g. in Uganda where the average life expectancy from
birth has now dropped into the mid-40s (PRB, 1996). A negative rate of population
growth (natural decline in population size in population sometimes called a „negative
increase‟), occurs when the number of deaths exceeds that of births. This category of
„natural‟ population decline is separate from changes in population numbers due to
migration or displacement. As human population in developing world generally tends
towards increasing size, negative rate of population growth are often the result of the

xviii
natural or man-made disasters. For example, Wolf (1982) spoke of the decrease of a
particular group of people‟s population after a conquest thus; “A primary cause of the
deaths and population decline was spread of Old World pathogenic organisms to which
the new world populations had not yet developed some immunological defenses”.
There were as many as 14 major epidemics in Mesoamerican Coast, malaria (probably
introduced by mosquitoes) traveling on the ships of Spanish merchants and soldiers
from Italy, caused regional havoc and then spread through the tropical lowlands”.

Whatever the baseline figure, the combined effects of „new‟ diseases and colonized
catastrophically decimated the population. Also some population declines have been
linked with severe environmental degradation, genocide (the international destruction
of a given population, often on the basis of ethnic hatred). For instance, in 1993, in the
industrial and affluent communities in some developed countries (areas of northern and
central Italy), the balance between births and deaths was negative, i.e. approximately
minus 78,000. This trend seemed to be related to both economic and behavioral factors,
as well as to the wide availability of family planning services.

According to Solinas (1992), the desired pattern of consumption and the cost of living
require a level of income, which can only be if both the husband and wife have full-
time jobs. In fact the socio-economic living and child rearing has greatly increase in the
few decades. As a consequence, fertility is no longer a way to gain social status, and
parenthood is no longer as a basic condition of adult life as most couples feel
comfortable with just one child; while others completely ignore the biological and
physiological drive towards reproduction and renounce parenthood.

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Table1: POPULATION GROWTH

Country Under-5 Crude Crude Annual

Mortality rate Death rate Birth rate Growth rate

Year 1990 1994 1960 1994 1960 1994 1994 1960
Very High U5MR Countries (over 140)
Niger 320 320 29 19 54 53 2.5 3.4

Somalia 294 211 28 19 50 50 2.2 3.1

Liberia 288 217 25 14 50 47 2.5 3.3

Tanzania 249 157 23 14 51 43 2.8 2.9

Nigeria 204 191 24 16 52 45 2.8 2.9

Gabon 287 151 24 16 31 37 0.7 2.1

Uganda 218 185 21 19 50 52 2.9 3.3

Pakistan 221 137 23 9 49 41 2.7 3.4

High U5MR Countries (over 140)
Kenya 202 90 22 12 53 45 3.1 3.3

Nicaragua 209 68 19 7 51 41 3.2 3.4

Iraq 171 71 20 7 49 38 2.9 3.1

Zimbabwe 181 81 20 12 53 39 3.3 2.7

Calculated on the basis of crude birth and death rate. Source: UNICEF, 1996.

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2.4 Population Density
The concentration or dispersal of people in an area, which determines the relationship
between a population and territorial growth, is commonly referred to as “Population
Density”. It is measured as the number of residents per unit area of land surface. The
population density (people per sq. km) in Nigeria was reported at165.4, according to a
World Bank report released in 2011 and there is an increase in density in the just last
calculated Nigerian density as can be seen in table 2 below.

Table 2 POPULATIONS AND POPULATION DENSITY

Previous Last
Population density (people per sq. km ) in Nigeria 161.4 165.4
Population in largest city in Nigeria 9466458.0 9831147.0
Population in the largest city (%of urban 13.5 13.5
population)
Population in urban agglomerations of more than 14.6 14.7
(%of total population) in Nigeria
Rural population growth (annual%) in Nigeria 21413926.0 22186169.0
Rural population (% of total population) in Nigeria 1.1 1.1
Rural population in Nigeria 52.4 51.6
Urban population growth (annual %) in Nigeria 76943793.4 77803783.0
Urban population (% of total) in Nigeria 4.0 4.0
Rural population in Nigeria 47.6 48.4
Urban population in Nigeria 70007683.6 72861947.0

World bank indicators-nigeria-density&urbanisation

2.4.1 Sex ratio

This is an indicator of the sex distribution of the population. It is defined as the number
of men per 100 women. If it is 100, it means that there are more women than men in the
population; if it is over100, it means that there are more men than women. While when
it drops below 90, it is often an indicator of very high male out-migration. A sex ratio
value between 90 and 100 is considered demographically „normal‟ or typical of an

xxi
undistributed population. However, values lower than 90 or higher than 110 suggest
that some factors (such as gender-specific labour migration or war and the death of
young males) are affecting the distribution of the population under consideration.

The following represent the sex ratios of Nigeria population as at 2011;

Table 3 POPULATION SEX RATIOS

AT BIRTH 1.06male(s)female
UNDER15 YEARS 1.05male(s)/female
15-64 YEARS 1.04male9s)/female
65 YEARS AND ABOVE 0.94male(s)/female
TOTAL POPULATION 1.04male(s)/female

Nigeria Demographics Profile 2012

According to the table above, the total sex ratio (both people at birth, less than 15 years,
15-64 years, and people under 65 years and above) is rated as1.04 male(s) per female.
By percentage ratio, it is 104, and then Nigerian population can be seen to be
demographically „normal‟.

2.5 Human Population Growth Limitation

Although world human population considered in aggregate is growing exponentially,
not all human populations are growing at the same rate.

Per capita growth rates (r) and exponential doubling times vary widely among different
countries and regions. Current population size alone is not a good predictor of doubling
time, nor is population density. The data given below are from 1993, population sizes
are in millions, fertility rate is the average number of children per woman. Replacement
fertility is 2.10.

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Table 4: POPULATION, FERTILITY RATE, AND DOUBLE TIME OF SOME
COUNTRIES

Country Population Fertility Rate (Ro) Doubling Time r

Germany 81 1.40 -654 -0.0011

Japan 125 1.50 217 0.0032

United States 258 2.00 92 0.0075

China 1178 1.90 60 0.0115

Mexico 90 3.40 30 0.0231

Philippines 65 4.10 28 0.0248

Iran 63 6.60 20 0.0347

Nigeria 95 6.60 23 0.0301

(data source: Worldwatch Database. Worldwatch Institute, 1996)

Countries that presently have relatively low fertility rates (<= 2.00) and relatively small
annual rates of growth (<= 1%) did not previously exhibit such slow growth
characteristics. The process of change from rapid population growth to slow population
growth, in human populations, is called demographic transition.

Demographic transition is the process of change from populations with both high birth
and death rates (that are at or near equilibrium) to a situation in which both birth and
death rates are low (and at or near equilibrium).

Historically, the process of demographic transition involves an initial drop in death

rates followed by a later drop in birth rates. The disparity between birth and death rates
during transition results in a period of very rapid population growth. All presently
industrialized countries (economically developed or more developed countries) have
gone through demographic transition, and all other countries (less developed, area

xxiii
marked by the boxes on the graph) are presently in the transition (rapid growth) phase
of demographic transition (after Keyfitz, 1990, p 67, Fig. 6.5).

Causes for decreases in death rate:

nutrition improvement
public health sanitation (water and sewage) improvements
medical advances

Causes for decreases in birth rate:

socioeconomic change, economic development, industrialization
government commitment to family planning (contraception) increases
infant mortality decreases
social status of women increases
education opportunities for women increase

Humans exhibit Type I survivorship, this means that most mortality occurs late in life,
after reproduction. Mortality that follows reproduction may have relatively little effect
on absolute population growth rates, so even high death rates (or poor life expectancy)
compared to industrialized countries have little effect on population growth if birth
rates are also high.

xxiv
High birth rate (rapid population growth, less developed) countries typically have a
broader based age structure pyramid than do low birth rate (slow population growth,
industrialized) countries (Ricklefs, 1996, p 332, Fig. 15.5).

The skew toward younger (pre-reproductive) age classes in the age structure of less
developed countries makes absolute population growth continue even as individual
fecundity is decreasing. Similarly, large population size makes it possible for absolute
population growth to occur even if the per capita rate of growth is near zero.

Although, all human populations are changing toward equilibrium, the absolute
population growth that will occur could exceed the carrying capacity of earth for
humans.

2.6 Population and People’s Culture

In some Third World/Developing countries, high numbers of offspring are encouraged.
In fact, ethnic and peasant groups worldwide set a high value on fertility. For example,
among the Akan of Ghana, a woman who gives birth to ten children is rewarded with
“the tenth-child sheep”, so that she would not stop at the seventh, eighth, or ninth child.

Throughout history, the high fertility of human beings has been balanced by both
natural and cultural control. Natural controls include biological determinants of natural

xxv
fertility, such as women‟s monthly menstrual cycles, their nutritional status, and
infectious or degenerative diseases. Meanwhile, cultures which broadly includes
clusters of shared values and behavior, controls fertility through practices related to
conception, as well as to the care of fertile and pregnant women, infants and children.
Cultural controls affect population dynamics in two ways:

a. By determining and shaping behaviours that result in the reduction of women‟s

natural potential for fertility, e.g. late age of age of marriage and birth,
prolonged breast feeding, prolonged separation of parents after a birth, use of
family planning methods, etc.
b. By defining the sets of values, beliefs and specific attitudes that influence the
context of reproduction and parenting, e.g. perceptions of the best age to start
parenting stigmatizing new pregnancies that occur when the previous child is
still breastfeeding, giving special names to persons who bear twins or triplets,
etc.

According to Short (1984), researches have shown that under favourable conditions,
prolonged breastfeeding can result in birth-spacing intervals of three or more years,
with reliability comparable to modern medical and chemical contraceptives. The way in
which women are physically treated can raise and lower the age of the first
menstruation, lengthen or reduce the period of adolescent sterility, increase or decrease
the frequency of amenorrhea, and hasten or retard the upper limit of the fertility age
(Harris and Ross, 1987).

Also, variation in nutritional intake, physical workload and harsh living conditions may
decrease fertility an increase the risk of natural abortion, maternal mortality and infant
mortality (Bongaarts, 1982; Hamilton et al, 1984).

Overemphasis on modern methods can also lead to discounting traditional values in the
community (Mamdami, 1972). A good method of assessing the effects of any
international change in population control-related behaviours in a community is to
measure birth intervals- i.e average period of time between consecutive births amongs
those women who are having children in the community. This can be a very sensitive
measure at local levels, able to show changes rapidly and inexpensively.

xxvi
Intrauterine death and spontaneous abortion are high among human females, i.e. up to
25 percent of pregnancies during the first month (MacCormack, 1982). Although
pattern is partly due to natural anatomical physiological factors, such a high abortion
rate cannot be explained without taking into account the effects of harmful cultural
practices. Among such behaviours are not reducing the workload of women pregnancy
or not providing them with a high quality diet. Additionally, international abortions (by
mechanical or chemical means) are practiced in many cultures as a child-spacing device
(Devereux, 1976). The impact of these practices may reach far beyond the direct effects
on the new life- unsafe abortion‟s fertility.

More or less deliberate „infanticide‟ has also been widely reported in historical and
anthropological literature. In addition to direct killing, at least five other forms of
infanticides behavior occur in several cultures: placing an infant dangerous situation;
abandonment with little chance of survival; negligence resulting in accidents; excessive
physical punishment; and lowered biological support (Scrimshaw, 1983). And, not only
infants, but also children are victims of direct or indirect of homicide (Dickemann,
1984).

2.7 Database management system (DBMS)

Since the census management system is all about the integration of different database
so that different database can be merged and processed together; then it is necessary to
explain briefly the database management system. Before we say what DBMS is, the
researcher will have to define database.

A database as defined by Ashtontate, (1988), is an organized set of related data

designed to meet the information needs of an organization to avoid duplication of data
and permit retrieval of information. The term database management system (DBMS),
Fred, R. MedFadden, (1988) is defined as the systematic organization and management
of a large collection of information in a large computer. A DBMS is software that
creates, manages, protects and provides complex software packages that are written in
programming languages like java, visual basic, COBOL, FORTRAN, dBase. A DBMS
can give user relatively power commands without having to be introduced by a
programmer or some technically proficient computer intermediary. The DBMS

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provides users, with a set of language commands, for the explicit purpose of accessing
information from the database.

2.8 Importance of census

To meet its goal of being the leading source of data about our nation and its people, the
Census including the population and housing census every 10 years and the economic
census every five years; the need is as follows;

a) Representation
Once the population dynamics are known for regions and states, this information is
used to adjust government representation of the citizens. It is used to determine the
number of seats in the House of Representatives, and draw legislative district and
school district boundaries.

b) Community Programs
The census takes an accounting of the economics, homeless population, the elderly
population, school-age population and the growth of a region. This allows the federal
government to distribute billions of dollars in funds for community programs, such as
job training, or homeless programs that are needed in each region.

c) Genealogy Information
With each census a record has been kept of every respondent's name, age at the time
and where a person was born. This has created a wealth of information that can be used
by anyone researching their family's ancestry as far back as the 1900s.

d) Historical Documentation
The census' collection of information records the changes the Federal Republic of
Nigeria has gone through since 1900s. The information on the economy, movement of
population and industry changes, illustrate "the changing values and interests of the
Nigeria people" and is a significant source of historical information.

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2.9 Benefits of computer-based census management system
Trends across the world show a growing demand for computer-based information
systems for business-oriented organizations (Nyandiere, 2007). In addition, industry,
non-profit organization, government agencies and organizations whether business-
oriented or not cannot boast of anything standard without one form of information
system or the other. Otherwise they will be many years backward and cannot meet up
with challenges of the modern development and settings.

There is no doubt that the increasing demand for information systems is as a result of
the benefits of those systems. Computer-based census management system as one out
of the so many information systems and as a sub-class of information systems must
inherit some of those attributes benefits. However, the benefits of the system will be
explained with respect to the organization and Nigeria at large.

The benefits of a computer based census management systems are clear to see, and
there are many advantages. The most obvious of these are the time taken to access files,
confidentiality, and the space needed to store information.

 Time taken to access files

A computer based census system is far superior to a manual system when it comes to
accessing files, as the speed at which this can be done is far quicker. If an individual's
records are needed, these can be accessed in a matter of seconds, simply by searching
for the relevant person on screen. All the information needed can be stored on a single
file, as opposed to having reams of paper and various files for each individual and/or
staff that would require sifting through to access in a manual census management
system.

 Confidentiality
Files kept on a computer based census management system can be password protected,
so that only the authorized people can view the files. In a manual census management
system, the only way to keep files confidential would be in a locked cabinet. The speed
at which these files can be accessed is far quicker even when using a password
protection system on a computer.

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 Space needed
All files can be kept on computer, taking up far less space, than having to house filing
cabinets, shelves and drawers to keep track of paperwork. A computer census system
for example would house all staff information, population information, department
information, and report details in small files on the computer, whereas in a manual
system the information would be needed to be kept in separate files in a certain order,
for them to be easily accessible.

 Data Centrality
These systems provide fast, centralized access to databases of personnel and population
information. Access to data when those computers are networked is central, providing a
"one-stop" location to find and access pertinent computer data. As it is the case, the
system makes use of central database to manage population demographic information,
store product information and keep track of individual‟s records.

 Information Coverage

Census systems provide organizations with the advantages of having large amounts of
data, all accessible via a central source. Information coverage is a huge advantage for
any organization (Nigerian National Population Commission included), because having
vast amounts of useful data from every different department streamlines access and
increases productivity.

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 CHAPTER THREE

METHODOLOGIES AND ANALYSIS OF THE PRESENT SYSTEM

3.1 Introduction
When analyzing an existing system, note is taken on how the existing system works or
the procedures on how jobs and activities are been carried out in the organization.
During system analysis, investigation of an existing system in order to understand its
operation is carried out for better understanding of the existing system and the
introduction of more efficient and economic means of achieving the desired goals is
also made.

System analysis is conducted with the following objectives in mind: to identify the
client‟s need; to evaluate the system concept for feasibility; to evaluate cost constraints;
to proposed allocate functions to hardware and software, and create a system definition
that forms the foundation for all subsequent engineering work (Pressman, 1997).

The analysis of the present system was carried out to identify the existing problems
affecting the system; this would enable the analyst to validate or invalidate the present
system if many weaknesses were found. The analyst would go ahead in designing the
system that would replace the existing system that must have been proved
unsatisfactory.

Before any meaningful progress could be made in system design, a few numbers of
procedures have to be followed in other to guarantee a successful new system. The
procedures include the following;

3.1.1 Feasibility study

In order to determine whether or not a given project is feasible, i.e., to determine
whether the change can be carried out within reasonable time and the properties to be
identified and development of high level model of the proposed system, there must be
some form of investigation into the goals and implications of the project. Three areas
are considered during this analysis, they include;

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(a) Economic feasibility
This involves the study to determine if the cost of developing a system will be lower
than the overall benefits that will be enjoyed after doing so or will be higher in cost
based on the benefit attached to the system to be designed.

(b) Technical feasibility

This part is concerned with the availability of equipments/hardware, software, and the
knowledge of how it will be required when developing a system, that will respond to
user‟s request promptly. If the equipments, hardware required to develop and design the
system is not available and cannot be easily acquired then, it is not technically feasible.

(c) Behavioral feasibility

This part is concerned with impact the system would make on the social, personal, and
working relationship within the organization. This also concerns the working effect
people would have on the system i.e., reactions of both the computer literates and
illiterates. The investigation or feasibility study is usually carried out by a small team of
systems and management personnel from different levels and departments for an
organization. In some cases, the investigation team may be a group of consultants who
do not really know much about the organization and such investigations may be
lopsided or not very reliable.

These concerns the study of the type of information required by the user and system in
general. The user is recognized to have a scope of the users and the kind of information
needed by the user since the effectiveness of any system is determined by the users‟
satisfaction.

The product of this stage is a formal feasibility study document.

3.2 Research Methodologies Adopted

The research methodology is the process the researcher used in performing the analysis
of the present system and the subsequent acquisition of data for the designing of the
proposed system, which would replace the existing system.

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There are certain methodologies available depending on the software development
environment, the requirements of the user, the nature of the software being developed
etc. Some of the methodologies are as follows:

 Structured System Analysis and Design Methodology (SSADM)

In structured design methodology, the whole project is structured into small, well-
defined activities. SSADM also specifies the sequence and interaction of these
activities. In coding aspect, programs are broken into functions and subroutines and
there is always a single entry point and a single exist point into and from each function
and subroutine.

 Object Oriented Design (OOD)

In OOD, the conceptual model of the real world problem is developed. This is to test
the design before having to build it.

 Prototyping
Prototyping is the process whereby an incomplete version of the eventual program is
created. This is not the eventual implementation and may be completely different from
the actual software.

However, the researcher in completing this research used the Structured System
Analysis and Design Methodology (SSADM) effectively. The methodology revolves
around the use of the three key techniques namely; logical data modeling, data flow
modeling, and entity/event modeling.

In Logical Data Modeling, the data requirements of the system are identified, modeled
and documented. Data are separated into entities (things about which a business needs
to record information) and relationships (the associations between the entities).

The Data Flow modeling is the process of identifying and documenting how data flows
within or moves around the system. Data Flow Modeling examines processes (activities
that transform data from one form to another), data stores (the holding areas for data),
external entities (what sends data into the system or receives data from the system), and
data flows (routes by which data can flow) within the system.

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While in the Entity Behavior Modeling business events are identified and related to its
entity with the necessary documentation of each relation at the end of process.

SSADM consists of five main steps, as listed below;

Feasibility Study
Requirement Analysis
Requirement Specification
Logical System Specification
Physical Design

Furthermore, the researcher chose this methodology (SSADM) because of certain

reasons as can be seen below.

High quality systems are always the product of the SSADM.

The method separates the logical aspects of the system from the physical aspect.

It goes with well-defined techniques and documentation.

And above all, the user involvement of the method gives more room for both
the user and the developer to have a better understanding of the proposed
system.

However, whatever with advantages also goes with disadvantages:

The size of SSADM is a hindrance to using it in some circumstances. There is an

investment in cost and time in training people to use the techniques. The learning curve
can be considerable if the full method is used, as not only are there several modeling
techniques to come to terms with, but there are also a lot of standards for the
preparation and presentation of documents.

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3.3 The Organization (NPC) and her Environment
The National Population Commission (NPC) was established by the Federal
Government under the Decree No. 23 to facilitate its 1991 census project.

Within the Commission, there are hierarchical orders of offices, with separate
responsibilities, but towards actualizing a successful population census. The hierarchies
are the Chief Executive, the chairman and many Commissioners.

Each of the commissioners is responsible for a zone as well as a department in

commission‟s headquarters. There is also a director in charge of the general
administration of the commission and a secretary to the commissioner. In addition,
there is a deputy director for each of the departments. Assistant directors head the
offices including the Capital Territory, while the controller heads the Local
Government offices. The supervisors come next in the hierarchical structure of the
organization and do the field operations.

Before the commissioners are the Chief Analysts and Statisticians who work under the
National Level. The analysis department relates population with National occurrences
and events like prevalent economic issues, epidemics outbreak, population growth and
decline through the data collected from the Statistics department, which keeps record of
data received from the commissioners.

3.3.1 Vision, Mission and the Clients of the Commission (NPC)

As a standard organization, and depending on their services, the Commission has the
following as their vision, mission, clients and even nature of services.

(a) Vision
To harness the nation‟s population into a veritable tool for a greater Nigeria
where population profile will be consistent with the imperatives of sustainable
development.

(b) Mission
To build conducive atmosphere for effective management of Nigeria‟s
population for sustainable development through:
xxxv
 i Provision of demographic data for planning, implementation and evaluation of
development programmes;

ii Continuous and universal registration of births, deaths, and migration and

iii Coordination of population intervention activities and programmes in Nigeria.

(c) Clients
They are essentially the various stakeholders in population activities in Nigeria.
They include the various Federal Government Ministries, Extra Ministerial
Development and Agencies e.g. Federal ministry of health, Ministry of Women
Affairs, Ministry of Internal and External Affairs, National Planning
Commission, Students Researchers / Planners, political parties, International
Organizations and Agencies such as Non-governmental Organisations (NGOs),
Community based organization (CBOS), Federal ministry of Education and
Foreign Embassies.

(d) Nature of Services

The nature of services provided by national population commission is
determined by the roles which it plays and the duties it is expected to perform
in the national interest. These functions are being discharged through the
Departments and Units as explained below.

3.3.2 Functions of the National Population Commission’s (NPC’s) Departments

National Population Commission as an organization is charged with a lot of activities.
These functions need be organized in different ways to be handled by different units to
make things easier and clearer.

Hitherto, the commission is made up of different departments as given below.

(a) Administration and Suppliers

(b) Finance and Accounts

xxxvi
 (c) Planning, Research and Statistic
(d) Cartography
(e) Information Technology
(f) Vital Registration
(g) Census and Surveys
(h) Public Affairs

Below are the functions of each department.

3.3.3 Administration and Suppliers department

This department is responsible for Training Development and service welfare; in
charge of supplies; responsible for personnel budgeting; in charge of office and
residential accommodation; in charge of staff record keeping. In addition, they are also
responsible for payment of death benefits retirement and burial entitlement;
upgrading/conversion and advancement of staff; in charge of transport and logistics and
responsible for appointment, promotion and discipline.

3.3.4 Finance and Accounts Department

This department ensures that proper Budgetary and accounting systems are established
in the national population commission to enhance internal control, accountability and
transparency. They also ensure that the essential management control tools are put in
place to minimize waste and mismanagement; that all government revenue are
collected and paid in to treasury; Ensuring among others the safety and proper
maintenance of all Government assets under the Departments care.

3.3.5 Planning, Research and Statistic Department

The Planning and Research Department is one of the core department recognized by the
Federal Civil Service rule of 2007, and in effect, one of the core departments in
National Population Commission. The department renders the following services:
The Planning and Research department has the mandate to plan, design researches and
conduct survey, prepare the budget plan, monitor and evaluate Commission projects
and activities, coordinate bilateral and multilateral cooperations with various

xxxvii
stakeholders, carry out Due Process exercise, print and produce survey reports and
ensure the dissemination of materials and data from surveys. These are the mandate the
department strives hard to carry out for the Commission.
The department is made up of 3 divisions namely;
(1) Planning division
(2) Research division
(3) Coordination division

The clients include the Commission staff, the general public, universities, government
agencies, and non- governmental organizations.

3.3.6 Cartography Department

The Cartography Department is one of the core departments of the National Population
Commission that is charged with acquisition, production and preservation of various
categories of maps that serve as bases for the conduct of National Head Count (i.e.
Population Census), and other related socio-economic and demographic surveys, e.g.
National Demographic and Health Surveys (NDHS), Sentinel Surveys, National
Demographic and Education Surveys, (NDES), National Migration Surveys etc.

The cartography Department in accordance with its statutory function co-ordinates

various categories of personnel to demarcate the country into Enumeration Areas (EAs)
i.e. compact geographical units with identifiable boundaries made up of physical and/or
man-made features and with a population threshold an enumerator can cover within the
specified period of census.

The Department is structured into 4 divisions, namely:

(i) Field Operations and Quality Control Division

(ii) Automated Mapping and GIS Division

(iii) Map Research and Archives Division and

(iv) Map Reproduction Division

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Clients to the Department are the Public, Private Organizations, Governmental and
Non-Governmental Organizations (NGOs).

3.3.7 Information Technology Department

The Information Technology department performs the following duties;
Manage in collaboration with other department ICT policy of the commission.
Strengthen technical capability of National population Commission in ICT
data processing, database development, and networking.
Produce accurate and reliable census. Data and statistical table.
Generate relevant integrated databases.
Networked computing facilities in national population commission established
internet connectivity and maintain website.
Process vital registration data.
Maintain all the IT Equipment of the national population commission.
Advice management on issues related to ICT as accepted by world ICT body.

3.3.8 Vital Registration Department

The Vital Registration Department is one of the core Department of the National
Population Commission mandated to undertake the continuous and compulsory
Registration of Births, deaths, etc. throughout the country, through an Ac t titled
“Births, deaths, etc‟ (Compulsory) Registration “no 69 of 1992” dated 14th December,
1992. This act empowers the Commission to register such vital events nationwide.
The Act clearly spelt out the registration hierarchy, responsibilities, establishment of
centers, procedure for Registration, time limit for registration/documentation of vital
events such as, Births, Deaths Stillbirths, Marriage, Divorces, and the penalties for
various offences among other issues.

In the same vein, the department also collates, analyses and publishes data on the
movement of foreigners in and out of Nigeria (international migration). The Arrival
and Departure cards completed by all immigrants and emigrants at all legal
entry/departure points (Air, land and sea borders) constitute the source of raw data for
publication.

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The department is structured into three divisions, namely:
(i) The Vital Registration Division
(ii) The Vital Statistics/Publication Division
(iii) The Migration Division

Clients to the Department are the public, private organization, Government officials
and NGO‟s

3.3.9 Census and Surveys Department

The Departments objective is built around the decennial National Population and
Housing Censuses and other socio-demographic surveys while key activities include
census and survey questionnaire design, data collection, analysis and dissemination.
The Census Department basic function is to ensure strategic planning and execution of
National Population and Housing Censuses, and institutional surveys in collaboration
with other department, or Unit established for the purpose. In this regard the
department implements the Commission's constitutional mandate of undertaking the
National Population economic and social censuses and surveys.

The census department is made up of 4 divisions as follows

Census division
Survey division
Evaluation and analysis division
Dissemination and publication division

3.3.4 Public Affairs Department

The Public Affairs Department is one of the service departments of the National
Population Commission charged with the responsibility of enlightening the general
public on and mobilizing support and resources for the activities of the Commission.
Hitherto, it was a mere Information Unit, in the Office of the Chairman of the
Population Bureau. The department was transformed into a full-fledged department in
1989 as part of the recommendations of the public enlightenment advisory committee

xl
for the 1991 census. The creation of the department was also due to the commitment to
mobilize the grassroot for the 1991 census. In line with its mandate the Public Affairs
Department formulated an advocacy and publicity programme for the 1991 census.
The erstwhile Chairman, Alhaji Shehu Musa embarked on advocacy tour to key
traditional rulers, Governors and local government Chairmen across the country.
Publicity committees were set up at the National, State and Local Government levels.
Radio and Television jingles were heard and seen respectively across the country.
Census messages were placed in major National Newspapers as well as billboards
across the country.
The public enlightenment exercise for the 2006 census was even of a higher dimension.
An information center was set up at the headquarters with hot lines for the public to
have access to census information.

The department is structured into two divisions namely:

(i) Public Relations, Protocol, Advocacy, Community and Field
Mobilization.
(ii) Information, Education and Communication (IEC) and Publicity Division.

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 3.3.5 Organizational structure

Chief Executive

Chairman

Commissioners Legal Unit Commissioners Internal Audit Statistics dept.

Secretariat Unit
Unit
States
Director - General

Local Govt.
Areas

Planning and Finance Cartography Information Vital Census Dept.

Acct.Dept Dept. Tech Dept. Registration
Research
Dept. Department

Commissioner
General
Secretary
Director General

Deputy General

Controller

Supervisor

Enumerator

Fig. 3.1 The Commission’s Organogram xlii

3.4 Present Procedure
The analysis of a given system could be defined as examining the given system‟s part
and relationships. The present procedure can easily be seen in the organization‟s
structure or hierarchical order. Consequently, the researcher had the opportunity to look
into the activities of the commission and observed that though many people claim that
they use computer in their offices, still a lot of manual work are being done in the
commission as files are kept physically. Below are the procedures or the functions and
activities of the Commission;

The Enumerator
The Enumerator has to go from house-to-house interviewing respondents based on the
questionnaire given to them. The Enumerator also performs the following;

Check the boundary and map of the enumeration area and ensures that the boundaries
coincide with the adjoining enumeration that no area is left in between the enumeration
areas and no adjoining enumeration areas overlap.

Acquaint himself with all fully and partially occupied building in the area, number the
buildings and households in the buildings.

Establish a necessary report with the households head and members, this will enable
him enumerate successfully all the households within the area. And lastly, check that
the respondents properly fill all questionnaires.

The supervisor
The supervisor oversees the affairs of the enumerators and supply materials (if needed)
to them and visits the supervisory areas before the commencement of the census. Also,
he intimates the chiefs about the exercise and solicits their supports during the exercise.
The supervisor in turn reports to the controller for urgent attention as the case may be.

The controller

xliii
The controller heads the state office of the National Population Commission (NPC) and
oversees the enumeration exercise in the state. He would after the exercise report
directly to the commissioner.

3.4.1 Flowchart of the Proposed System

The flowchart is a pictorial representation of the sequence of operations in a process.
Therefore the flowchart of this Commission could be defined as the diagrammatic
representation of how a process is completed in the Commission. Below is the system
flowchart of the Commission.

xliv
The Proposed System flowchart

Start

Log on Page

Display Logon Screen

Input Password

Is Password No
Correct?

?
Yes
W
Display Main Menu bar

Select options

xlv
 W

Is Controls? A

Is Option Census
B
Activities?

Is Option Report? C

Exit

Fig. 4.2: The Proposed System Flowchart of the Design

xlvi
3.6 Information Flow
Information flow represents how information produced by the Commission goes in the
Commission. The information /data collected at the local level by the Enumerators
under the supervision of the supervisors goes through the Controllers. The
Commissioners will then collect those data which must have passed through the
Director- General and send them to the Commission at the national level. These data
will in turn be released from the Commission at the national level to the public.

The organization produces as information the following;

Epidemic i.e. outbreak of diseases, for instance, HIV/AIDS.

Rate of population growth, mortality, migration, birth, etc.

Natural disasters caused by population density.

Below represents the information flow chart of the Commission.

xlvii
 3.6.1 Information Flow Diagram

Chief Executive

Secretary to Chief
Executive

Chairman

Information Vital Commissioner Census Cartography

Dept Registration Dept Dept
Dept

Director General Secretary to the

Commissioner

Deputy Director

Controller

Supervisor

Enumerator

Fig. 3.3 The Information Flow Diagram 3.7

xlviii
Weaknesses Identified in the present System
There is an existing system in the National Population Commission just as we have one
form of existing system or the other in many organizations today. However, some may
contain entirely pen and papers. The system under study is found to have some
weaknesses as can be seen below;

Lack of enumerators to cover as many villages as possible and as a result a

supervisor might be assigned to cover about 10 villages with 14 or fewer
enumerators.

As a result of not covering most or all the areas of in a given locality, there is
always incomplete data.

Files got missed as a result of manual storage of data.

Large physical space consumption since there is manual form of data storage.

Inadequate communication link.

There is always waste of time since it is difficult to locate a particular file from
stored files

xlix
3.8 Analysis of the New System

System design can be regarded as the drawing, planning, sketching or arranging of

many separate elements into viable unified whole. While the system analysis phase is
concerned with the question of what the system is doing and what it should be doing to
meet user‟s requirements, the system design phase centers on how the system is
developed to meet the requirements. The new census management system comprised of
the following modules: Staff registration, department creation, report generation and
head count registration, which has the following sub modules; register person, register
states, and register LGA.

Staff registration is the component of the proposed system that would be used to
manage records of every staff of the census department. Through this module,
information about each staff and/or recently employed staff could be recorded, stored
and retrieved when necessary.

Again, the department creation component, will manage records concerning the census
department of the commission. Whenever new department is created, it will be
recorded and stored for retrieval at any moment. Modifications could also be done, in
case if there are alterations in the department.

Moreover, census activities could be done through the register person, register state,
and that of the LGA‟s sub modules. At the end of the day, reports are being are being
generated through the report generation module and submitted to the central store.

3.8.1 Advantages of the New System

The new system when installed will benefit the commission and as such the following
are the advantages of the system;

The commission will have records of individuals at a central store that enables
direct access to data as reports on individuals would be generated, and stored for
retrieval.

The rate at which data could be accessed would be maximal.

l
 Creating, updating and modifying information details as opposed by the old
manual-like system will be facilitated.

Collection of human information that used to be tedious will now be easy task.

3.8.2 Disadvantages of the New System

The commission is made up of different departments and as such is faced with different
tasks or activities. Census activities are one category out of the so many categories of
tasks of the commission. This system may not work well with data collected by other
departments other than the census department.

3.8.3 Data Flow Diagram of the New System

This represents the flow of data within the system. In every system, there is a way
information go and this system (census management system) has also its own data flow
diagram as flows:

li
 Register LGA Enter Staff
Enumerators info
entering census Displaying
the to the
information public

Register State Enter Dept

info

Register person

Generate
Report

Store LGA info

Store State info

Store Individual info

Store Staff info

Store Department infor

Fig. 3.4: The Data Flow Diagram of the Proposed System

lii
3.8.4 High Level Model or Proposed Solution
The proposed solution to the problems of the organization is the computerization of the
organization in such a way as to include modules to take care of all the lapses observed.
With computerization and a subsequent online information base, zonal offices can
communicate directly to the National Level of the organization electronically and the
public will have access to the publication. The top- down High Level Model is drawn
below.

The high level model represents the overall structure of the new system comprising the
major components or modules of the software. The following represents the high level
model of the system that is being developed;

liii
 3.8.5 HLM of the Proposed System

Computer based Census Management System

Controls Census Activities Report Exit

Register
Person

Department Creation
Register
States

Register
Staff Registration LGA

Create Modify Delete Display Exit

Fig. 3.4 The High Level Model of the Proposed System

liv
 CHAPTER FOUR
SYSTEM AND IMPLEMENTATION

4.0 Introduction

System design can be regarded as the drawing, planning, sketching or arranging of

many separate elements into viable unified whole. While the system analysis phase is
concerned with the question of what the system is doing and what it should be doing to
meet user‟s requirements, the system design phase centers on how the system is
developed to meet the requirements.

System design is the task of structuring the system under study, following
specifications of the processing requirements such as input, output, and the breaking
down of these processing requirements into a program.

4.1 Objectives of the new System

The goals of the new system are as follows:

Establish built-in procedure to reduce creation of greater storage spaces;

Add new features that would respond immediately to real-time events of the
organization;
Keep and retrieve an update of the records of the real-time events, as the new
system should be able to provide information about a particular individual
and/or staff at any point in time.

4.2 Main Menu

These contain the control structure where you call other sub modules. It is done in such
a way that it is menu-driven, in the sense that it contains options of what one can do
with the program. It also serves as control center where different activities included in
the program are evoked or called up for performance. The menu-driven system made
up of the main menu and other submenu. Each submenu has a particular functions and
task it carries out. Such options include menu bar options.

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4.3.1 The Program Flow Chart of the New System

Start

Log on Page

Display Logon Screen

Input Password

Is Password No
Correct?

?
Yes
W
Display Main Menu bar

Select options

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 W

Is Controls? A

Is Option Census
B
Activities?

Is Option Report? C

Exit

Fig. 4.2: Main Menu Flowchart of the Design

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4.3.2 Flowchart for each Module of the Design

Select Option

Display Controls Submenu

Is Option Staff Yes

A1
Management?

Is option Department Yes A2

Management?

Fig. 4.3: Controls Flowchart

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4.3.2.1 Staff Management Flowchart

A1

Enter Option

Yes Input Staff Info Store in mgt table

Is Option Create?

M
Yes Input Staff Info
Is Option Modify? Store in mgt
table

Yes
Is Option Delete? Erase Staff Info

Yes Display Staff

Is Option Display?
Information

Fig. 4.4: Staff Information Flowchart

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4.3.2.2 Department Creation Flowchart

A2

Enter Option

Yes Input Department Store in mgt table

Is Option Create?
Information

M
Yes Input Department
Is Option Modify? Store in mgt
Information table

Yes
Is Option Delete? Erase Departmental
information

Yes Display Departmental

Is Option Display?
information

Fig. 4.5: Department Creation Information Flowchart

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4.3.2.5 Register Person Flowchart

B1

Enter Option

Yes Input Person Info Store in mgt table

Is Option Create?

M
Yes Input Person Info
Is Option Modify? Store in mgt
table

Yes
Is Option Delete? Erase Person
Information

Yes Display Person

Is Option Display?
Information

Fig. 4.8: Register Person Flowchart

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4.3.2.5 Register States Flowchart

B2

Enter Option

Yes Input State Info Store in mgt table

Is Option Create?

M
Yes Input State Info
Is Option Modify? Store in mgt
table

Yes
Is Option Delete? Erase State
Information

Yes Display Organisation

Is Option Display?
Information

Fig. 4.9: State Registration Flowchart

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4.3.2.7 Register LGA Flowchart

B3

Enter Option

Yes Input LGA Info Store in mgt table

Is Option Create?

M
Yes Input LGA Info
Is Option Modify? Store in mgt
table

Yes
Is Option Delete? Erase LGA
Information

Yes Display LGA

Is Option Display?
Information

Fig. 4.9.1: LGA Registration Flowchart

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4.3.2.4 Report Flowchart

Display Report Submenu

Select Option

Yes Store in the mgt

Is Option Create? Input Report
Info table

Yes Store in the mgt

Is Option Modify? Input Report
table
Info

Yes
Is Option Delete? Erase Report
Information

Yes Display Report

Is Option Display?
Information

Fig. 4.7: Report Information Flowchart

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4.4 Input Specifications

4.4.1 Department Input Specification

Department ID: No of Staff:

Department Name: Date of Registration:

Department Head:

4.4.2 Staff Input Specification

Staff ID: First Name:

Others: Surname:

Sex: DOB:

Address: Phone No:

Email: Department:

Start: End Date:

Higher Qualification: Results Obtained:

School Attended:

Date Obtained:

Other Qualifications:

Professional Qualification:

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4.4.3 Department Management Input Specification

Department ID:

Department Name:

Department Head:

No of Staff:

Date of Creation:

4.4.4 Person Management Input Specification

Surname: State of Birth:

First Name: LGA of Birth:

Other Name: Nationality:

Current Age: Residential State:

Sex: Residential LGA:

DOB: Residential Town:

Occupation: Registration:

Disabled: Working:

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4.4.5 States Management Input Specification

State ID:

State Name:

State Zone:

4.4.6 LGA Management Input Specification

LGA ID:

LGA Name:

LGA Zone:

State:

Death of Registration:

4.5 Database Specification

Database specification comprises all the data fields and records collected and analysed
to help in creating a good database management system for the new system. The design
of database involves two tasks:

i. Assigning a unique name to the database file and

ii. Defining the structure of the file

The database attributes includes file names, field type, length or width.

The database for this project was created using MYSQL. MYSQL is a relational
database management system (RDBMS) that is highly compatible with various
programming languages. It was chosen because of this compatibility and the ease with
which records in the database can be accessed and manipulated from an application
development.

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4.5.1 Staff Table Structure
Table 5: Staff‟s Table structure

S/N Field Name Field Field Width Description

Type
1 Staff ID Char 20 Staff identification number

2 Staff Name Varchar 350 Name of staff

3 Sex Char 6 The Sex of the Staff

4 Address Varchar 250 Address of the Staff

5 Phone No Char 15 Staff‟s Phone number

6 Email ID Varchar 250 Staff‟s Email Address

7 Department Name Varchar 150 Staff‟s department

8 Highest Qualification Char 10 Staff‟s highest Qualification

9 School Attended Varchar 250 School Attended by Staff

10 Result Obtained Varchar 150 Result Obtained by staff

11 Other Qualification Varchar 300 Other Qualification by Staff

12 ProfessionalQualification Varchar 250 Staff‟s Professional

Qualification

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4.5.2 Department Table Structure
Table 6: Department‟s Table Structure

S/N Field Name Field Type Field Width Description

1 Department ID Char 25 Department‟s Id number

2 Department Name Varchar 250 Name of the department

3 Department Head Varchar 250 Department‟s head name

4 No of Staff Char 5 Number of staff

4.5.3 LGA Table Structure

Table 7: LGA Table Structure

S/N Field Name Field Type Field Description

Width
1 LGA ID Char 20 LGA‟s Identification number

2 LGA Name Varchar 250 The name of the LGA

3 LGA Zone Char 15 The LGA‟s zone

4 LGA State Varchar 250 The LGA‟s State

4.5.4 State Table Structure

Table 8: The State Structure

S/N Field Name Field Type Field Width Description

1 State ID Char 25 State‟s Identification

2 State Name Varchar 250 Name of the State

3 State Zone Char 15 The State‟s Zone

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4.5.5 Person Management Input Specification
Table 9: The person Management Input Specification

S/N Field Name Field Type Field Width Description

1 Surname Varchar 250 The person‟s Surname

2 First Name Varchar 250 The Person‟s First Name

3 Other Name Varchar 250 The Person‟s other Name

5 Current Age Char 10 Current Age of the Person

6 Sex Char 6 The Peron‟s Sex

7 Nationality Varchar 150 The person‟s Nationality

8 Residential State Varchar 150 Person‟s Residential State

9 Residential LGA Varchar 150 Person‟s Residential LGA

10 Residential Town Varchar 150 Person‟s Residential Town

11 Occupation Varchar 150 Person‟s Occupation

12 State of Birth Varchar 150 Person‟s State of Origin

13 LGA of Birth Varchar 150 Person‟s LGA

14 Disabled Char 50 Whether disabled or not

15 Work Status Char 10 The work status of the Person

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4.7 Program Data Dictionary

4.7.1 Table 6: Program Variable’s Dictionary

S/N Variable Field Type Field-width description

1 DepertmentID Char 25 Department‟s Id number

2 DepartmentName Varchar 250 Name of department

3 EmailID Varchar 250 Person‟s Email address

4 SurName Varchar 250 Person‟s Surname

5 FirstName Varchar 250 Person‟s first name

6 CurrentAge Char 10 Person‟s current age

7 LGAName Varchar 250 Person‟s LGA

8 LGAZone Varchar 15 The LGA‟s zone

4.8 System Implementation

4.8.1 Introduction
It is a good programming practice to include document on how a new system should
be managed and maintained, to enable it stand the taste of time. System
implementation is the actual introduction of the new system to change the previous
system. In a similar manner, systems documentation consists of writing the
description of what a program does and how to use it.

The new system can be implemented in the organisation by either applying a stage-
by-stage process or by running the old system and the new system simultaneously
until the system takes over the old system‟s operation.

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Furthermore, staff‟s in the organization must undergo a thorough training on how to
operate the new system. This is to obtain, by the organization, the maximum and
efficient use of the new system.

4.8.2 Language Justification

The researcher, in the course of developing the software used Visual C-Sharp .Net.
The motive behind the use of the language is its compatibility with several Operating
Systems. It is object oriented and combines the feature of Java and Visual BASIC. C-
sharp runs on Visual .Net platform thereby making it to run on any Operating System.

It is secured in that it does not cause harm to user‟s system and access to information
is restricted. The language is simple to learn.

4.9 System Requirements

This is the physical and non-physical components of the system. They are broadly
classified into hardware and software requirements.

4.9.1 Hardware Requirements

Hardware requirements of the system are as follows:

Random Access Memory (RAM)- at least, 64MB Memory capacity

Hard Disk-at least 2.4GB of storage space

Bus speed – at least 233MHZ

Stabilizer -1000watts

Uninterruptible Power Supply (UPS) -1000Volt Amp

Visual Display Unit (VDU) with enhanced image graphics card

Enhanced Keyboard and mouse

Floppy diskette Drive -1.44MB (or 3.5” high density disk )

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4.9.2 Software Requirements
The following are the software requirements of the system;

Microsoft Windows Operating System – (Win9x and above)

MYSQL Data Base

4.9.3 Software Installation

It is apparent that any software that has not been well installed on the computer
system cannot be executed. Assuming you have an already installed system of any
version of operating system, this application program is installed from the CD-ROM
as follows:

Switch on the system and allow it to boot

Insert the CD-ROM into its drive

On window start menu, CLICK the RUN option

Locate the Program by using the “Browse” button on the RUN dialogue box

Double click the program “Set-up” to enable the program commence

installation

After installation, lunch the program by supplying the access password to the
program to gain access.

4.9.4 Documentation
Program documentation is an ordered set of information for the computer system to
follow and produce a result. These instructions are stored in computer memory to
solve problem. For this to be achieved there must be a procedure involving how to
stop and start the system, enter information and must be properly documented.

The system needs to be retrieved and maintained periodically for the following
reasons:

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 To ensure that the system is able to cope with the changing requirements of
the National Population Commission.

To confirm that the planned objectives of the management are been met and to
take actions as soon as possible, if otherwise.

4.9.5 Training of Operators and application details

Before the user can use the software, it is necessary to give a thorough training on
how to use the software. It is also important to note that the users of the software are
the operators. Training involves the tutorials, lectures or other methods used to make
the users to understand how to use and maintain the software program. The following
steps would help train and guide the users on how to use the program effectively:

Follow the instruction as in the software installation above

Compile the program from the compile option

If successful, RUN the program from the run option of the Integrated
Development Environment( IDE)

Enter the security password to continue

Enter the main menu, select any of the submenus you want and continue

After performing necessary actions on the submenu, exit the program from the
“EXIT” menu.

4.9.6 Changeover Procedures

This is the process of changing from the former or previous system to the new
system. In a changeover procedure, the organization change from the existing system
to new system. This can be done in one of the following ways:

a. Parallel changeover
This is the process of running the two systems simultaneously and comparing their
results until the new system proves satisfactory; after which the use of the new
system would be commenced.

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 b. Direct changeover
This is the case whereby the new system replaced the old system immediately after
development and when it must have proved successful. This procedure may be
drastic if the new system fails.

c. Phased changeover
In phased changeover method, the system usually starts with one unit or department
of the organization. The advantage is that the organization would avoid losses in case
it (the new system) fails.

d. Pilot changeover
In pilot changeover, some operations that are complex may be run in parallel with the
new system followed by a direct change in some other remaining application.

4.9.7 Changeover Recommendation

Here in this project work, the parallel changeover method is recommended as running
the two systems simultaneously or in parallel would enable the commission to have
enough time to train her staff on the new system usage.

Moreover, there would be no big losses in case the developed system fails.

4.9.8 Maintenance Details

It is important to note that even though a system is well-built and software well-written,
definitely it must go wrong at one time or the other. Maintenance may be taken to mean
keeping the working standards of both the hardware and software constant. This
preventive maintenance can be carried out a number of ways including the active and
passive preventive maintenance.

In one way, diagnostic software can be installed alongside the operating system or even
installed as a third party to resolve problems.

Periodic cleaning of the system, lubricating mechanical components, back up storage,

and reseating chips would be vital to the proper functioning of the system. This method
is regarded as active preventive maintenance.

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Steps can be taken to prevent the system from the environment and this refers to
passive preventive maintenance. These involve introducing power-protecting devices
such as the uninterruptible power supply (UPS), ensuring a clean temperate-
environment and preventing excessive vibration.

Other areas of consideration for the maintenance of then PC are the surface area of the
circuit board and the monitor, and the floppy, CD-ROM, and the hard disk drives.

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 CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATION

5.1 Summary
This research has been able to identify that the use of computer-based census
management system to carry out census operations would go a long way to help
maintain accurate and reliable information. Furthermore, fast-recording of relevant data
is another advantage.
The researcher used National Population Commission (NPC) as a case study as that
would be a good environment to study the history, evolvement, problems, etc., of the
organization.

Moreover, the study of related literature was also carried out where related issues such
as the history of census, processes involved in census operation, census information,
population growth, population decline, benefits of computer-based census management
system, etc., were discussed.

In the same way, analysis of the existing system was done to identify the associated
problems. Also solutions to the identified problems were provided and the need to have
a computerized system that would take care of the identified problems was discussed.

Nonetheless, analysis of the proposed system was made in which the analysis of how
the new system would take care of the problems associated with the old system was
done. This is done by the decomposition of the high level model of the proposed
system.

Finally, documentation and implementation were affected, and the system requirement,
changeover procedure, manual and training of the staff were handled.

5.2 Conclusion
The study of the existing system was done. And the new system designed.

The need for the computerization of the organization was highly emphasized as
computer could store, update, and retrieve information in a manner that no human agent
can do. Computer could always process data and produce accurate and reliable results
when given correct data. The use of computer in census operations will solve problems
lxxvii
encountered in the manual system. Hence, one could then conclude that the
computerization of the Census activities is a welcomed development that must be
undertaken as it has as advantages;

The increase in processing speed

Improved storage facilities and easy retrieval

Bridge the gap of transporting data with vehicle through the use of computer
network.

5.3 Recommendations
The efficiency and effectiveness of using computer to handle census taking has already
been identified by the researcher, therefore the researcher recommends;

That the computer based census management system should be adopted in the
National Population Commission (NPC).

That the parallel changeover methodology should be adopted as that would give
room for the comparison of results.

That the staff of the commission should be thoroughly trained on the use of the
software as it would enable them to be competent.

5.4 Suggested Areas for Further Research

Of course, this system does not contain everything about census as claiming that would
mean fallacy. The system focused on the collection of information and report
generation. Hence for the system to improve, we now suggested that;

Other researchers should go into statistical data and include mathematical

procedures for basic population calculations and projections.

Other researcher should go into biometric data to include components that will
detect fraudulent activities.

5.5 Areas of Application

lxxviii
This system will find application in any agency whose primary job was to enumerate
human beings of any age bracket. For instance, the Anambra State malaria control
department of the Ministry of health enumerates children at infancy and pregnant
women.

lxxix
REFERENCES

Ashton Tate (1988), Java reference, Aston Tate Corporation publishers, London.

Akinyosoye V.O (2009), National Bureau of Statistics: Social Statistics in Nigeria,

Federal Republic of Nigeria.

Chukwudi P.C & Udenze A.J (2005), Computer based Population Projection,

Unpublished Project Submitted to Computer Science Department

Nnamdi Azikiwe University, Awka.

Fred R. McFadden and Jeffery A. Hoofer (1988), Database management, 2nd edition,

The Benjamin‟s/Cumming publishing company Inc, U.S.A.

APPENDIX 1

User Name: Ese

Password: Warri

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