Implementation of an Online Births and Deaths Registration System Case Study: Uganda Registration Services Bureau

TABLE OF CONTENTS

DECLARATION .1

APPROVAL ii

DEDICATION Ii

ACKNOWLEDGEMENT iv

TABLE OF CONTENTS v

LIST OF FIGURES viii

LISTOFTABLES ix

LiST OF ABBREVIATIONS x

ABSTRACT xi

CHAPTER ONE I

INTRODUCTION 1

1.0 General Introduction 1

1.1 Background 2

1.2 Problem statement 2

1.3 Objectives 2

1.3.0 Main Objective 2

1.3.1 Specific Objectives 2

1.3.2 Research Questions 3

1.4 Scope 3

1.5 Significance of study 3

1.6 Limitations 4

1.7 Conceptual framework 5

V

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IJTE1tATLJRF

2.0

2.1 Records Managenient Systent ~

2.2 ‘lypes ofRecord Management ~

2.2.0 Manual Record Manageinent..................................................................................11

2.2.1 Problems Associated with Manual Records Management System. .........................11

2.2.2 OnlIne Records ManagementSysteni......................................................................11

2.2.3 ~‘eb based Information systems~11

2.3

2.3.1 rhe Architecture ofWeb Based Databases ....................................................... 13

2.4 The Case for Web Based Systems .....................•~•...•............ ...... .. ... .........13

C1IAPIER FU1~EE

3.0 15

3.1.2 ReadIng existing Documnentatlons ...........................................................——....15

3.2 Data Processing and Analysis ................................................................—..16

3.3 System Design 16

3.4 TechnologIes 16

CfiAP1F~RFOIJR 18

S”~S’I’BIvI A1*4fti.J.,YSIS AI4D DBSIGI’4 18

4.0 S3’steIll study 1.8

4.1.Data Inputs

4.1.1 Data Outputs

vi

4.1.2 System Stakeholders .19

4.1 .3 System Analysis 19

4.2 User Requirements 19

4.2.1 Functional Requirements 20

4.2.2 Non-Functional Requirements 20

4.2.3 System Specifications 21

4.2.5 System Constraints 22

4.3.1 Data Flow Diagrams 24

4.3.2. Enhanced Entity Relationship Modeling Concepts 24

4.3.2.1 Logical design 27

CHAPTER FiVE 28

DISCUSSIONS, RECOMMENDATIONS AND CONCLUSIONS 28

5.0 Discussions 28

5.1 Results/Findings 29

5.2 Recommendations 30

REFERENCES 32

5.5 APPENDIX A: DATA ANALYSIS AND TIME SCHEDULE 33

APPENDIX B. HARDWARE AND SOFTWARE REQUIREMENTS 34

APPENDIX C . BUDGET 35

APPENDIX D. CODES 36

ABSTRACT

For over half a century, Population Studies have reported significant advances in methods ofdemographic analysis, conceptual and mathematical theories of demographic dynamics and behaviour, and the use of these theories and methods to extend scientific knowledge and to inform policy and practice. Today developing countries Uganda inclusive have been facing problems in birth and death certificates processing and their records management which has always resulted from excessive corruption, poor security, inappropriate records management criteria and forgery especially by aging government employees who are always struggling to secure their job positions before retiring. In Uganda the same problem has been experienced in the government employees who utilize the weaknesses in the current manual way of document handling, to keep on falsifying about their true age in the office of the registrar general. This has been as a result of the registrar general’s office failure to embrace information technology to help them redesign their business processes by automating some of their operation procedures. Most low developing countries are facing a number of problems in birth and death certificates processing and production these include; bureaucracy, bribery, corruption, forgery, security and poor records management which is currently done manually. This makes the processing of documents slow and more hectic. Therefore the government of Uganda needs to come up with an automated birth and death certificates records management system to help reduce these problems through embracing information and communication technology (ICT). Therefore there is need to carry out research so as to come out with a secure and a more effective automated system to streamline some business processes such as registration and applications to improve efficiency, enhance planning and decision making. The an Automated Online Births and Deaths Records Management System is an Information System that serves to capture, store, retrieve and disseminate information about both births and deaths, process certificates and records management in the office of the administrator general of Uganda. It offers a means of information sharing as well as automating the existing manually driven record keeping facility.