TUMAINI UNIVERSITY DAR ES SALAAM COLLEGE

(A constituent college of Tumaini University Makumira)

SCHOOL OF HUMANITIES AND SOCIAL SCIENCES

TUDARCo INSTITUTIONAL REPOSITORY

BY

EMMANUEL K. LUTEMA

A report submitted in Partial Fulfilment of the Requirements for the Degree

of Bachelor of Information Management of Tumaini University Dar es
Salaam College, Tanzania.

JULY, 2021
 CERTIFICATION

The undersigned declare that he has passed through this report and found to be in the form
accepted recommends for acceptance by the Tumaini University Dar es Salaam College a
project entitled”TUDARCo INSTITUTIONAL REPOSITORY, in fulfillment of requirements
for the degree of Bachelor of Information management of the Tumaini University Dar es
Salaam Collage.

………………………………………
Dr.Godfrey Wandwi

(Supervisor)

Date: …………………….…………………

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 DECLARATION

I Emmnauel K. Lutema, TU/DARCO/BIM/018/038 declare that this project is my own

original work and that it has not been presented and will not be presented to any other
University for Similar or any other degree award.

Signature………………………

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 ACKNOLEDGEMENT

This project in its current form could not have been possible with our own effort without the
support of others. Therefore, I feel obligated to acknowledge all those who provided their
support in the project and the report. Before all, I would like to thank Dr. Godfrey Wandwi for
his fantastic assistance in his valuable support so far as advice, suggestion and encouragement
towards working with the project. I really appreciate his effort.

I would like to thank Staff of School of Humanity and Social Sciences for accepting my project
title and all classmates and the students of the Tumaini University Dar es Salaam College for
their knowledge, advice and moral support at any time I needed, that and many had
contributed to my project. Mentioning them all would not only take time but make an endless
report. Therefore, those few mentioned above represent many who I have not mentioned.

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 ABSTRACT
The inspiration on doing this Research project concerned with Tudarco Institutional
Repository, Currently the TUDARCo does not have any Computerized institutional repository
as a result most of the research theses and dissertations of both students and staff are kept
manually, these include research paper storage, Retrieval, Capturing, and accessing of those
information.

The repository developed will help to collects, preserves, manages, and provides access to digital
copies of the intellectual products of TUDARCo community. Institutional intellectual products
may include faculty work, student theses and dissertations, e‐journals, datasets, articles,
conference papers, books, course notes and so on. IRs provide a mechanism for an institution to
showcase its scholarly output, centralize and introduce efficiencies to the stewardship of digital
documents of value, and respond proactively to the escalating crisis in scholarly communication.

The project concern with database which was accomplished with the development tools like
JAVA, JQuery, BOOTSTRAP, CSS, XML, JAVASCRIPT and POSTGRE SQL. The Database
management system that is postgre sql will solve the problem of collecting deposited data or
digital documents from both students and staff of the college. Also will help to manage the
records of different research work performed within a college that will help the continuing
students to visit the repository and gain more knowledge from the digital documents deposited
there. Also the repository will help to keep records of different events that will occur at the
college, through the DBMS students will be able to retrieve notes, and different materials that
will be deposited in the repository.

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Table of Contents

CERTIFICATION............................................................................................................................ i

DECLARATION BY THE CANDIDATE ...................................................................................... ii

ACKNOWLEDGEMENT .............................................................................................................. iii

ABSTRACT .................................................................................................................................... iv

List of Figures ................................................................................................................................ viii

List of Tables.................................................................................................................................... viii

List of Acronyms Abbreviations .................................................................................................. ix

CHAPTER 1 .................................................................................................................................... 1

1.1. INTRODUCTION TO INSTITUTIONAL REPOSITORY ................................................ 1

1.2 PROBLEM STATEMENT ........................................................................................................ 2

1.3 OBJECTIVE OF THE PROJECT ............................................................................................ 3

1.3.1 GENERAL OBJECTIVES ................................................................................................. 3

1.4 REREARCH QUESTIONS ....................................................................................................... 4

1.5 PROJECT SIGNIFICANCE ..................................................................................................... 4

1.6 SCOPE OF THE PROJECT ..................................................................................................... 4

CHAPTER 2: LITERATURE REVIEW ........................................................................................ 5

2.1 Introduction ............................................................................................................................... 5

2.2 Development methodology ......................................................................................................... 6

2.3. HCI Principles………………………………………………………………………………………………8

2.4 Research Method ....................................................................................................................... 9

2.4.1 Interview method................................................................................................................. 9

2.4.2 Questionnaire method ......................................................................................................... 9

2:4:3 Findings/Contribution by others ........................................................................................ 10

2:4:5 Limitation by others ........................................................................................................... 11

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 2.6.1 DESCRIPTION OF EXISTING SYSTEM ......................................................................11

2.6.2 PROBLEMS OF EXISTING SYSTEM ...........................................................................12

2.6.3 JUSTIFICATION OF THE PROPOSED SYSTEM ........................................................12

2.6.4 ADVANTAGES OF PROPOSED SYSTEM ....................................................................13

2.6.5 Project background ...........................................................................................................13

2.6.7 PROJECT SIGNIFICANCE ............................................................................................ 13
2:6:8 Targeted Audience ........................................................................................................... 13
CHAPTER 3:................................................................................................................................ 14
3.1 Data analysis ............................................................................................................................ 14
3.2 Interview Analysis ................................................................................................................... 27
3.3.1 RESOURCE REQUIREMENTS...................................................................................... 28
3.3.2 Hardware components ...................................................................................................... 28
3.4 Software requirement ....................................................................................................... 28
3.4.8 FUNCTIONAL REQUIREMENTS ................................................................................. 28
3.6 NON-FUNCTIONAL REQUIREMENTS .............................................................................. 29
CHAPTER 4 .................................................................................................................................. 31
4.0 DESIGN AND SYSTEM IMPLEMENTATION.................................................................... 31
4.1 Use case analysis…………………………………………………………………………………………34
4.2 Sequence Analysis……………………………………………………………………………………34
4.2 IMPLEMENTATION............................................................................................................ 39
4.3 MODULES DESCRIPTION................................................................................................... 39
4.4.6 General overview ......................................................................................................... 40
4.4.7 Registration module .................................................................................................. 41
4.4. 8 Administrator module...................................................................................................... 42
4.4.8 Database ............................................................................................................................ 43

CHAPTER 5 .................................................................................................................................. 44
SYSTEM TESTING...................................................................................................................... 44
5.1 TEST CASES........................................................................................................................... 44
5.1.1 Unit Testing ....................................................................................................................... 44
5.1.2 Integration Testing............................................................................................................ 45
5.3 Acceptance Testing .................................................................................................................. 46
5.5 Security Testing ....................................................................................................................... 46

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CHAPTER 6 ....................................................................................................................................49

CRITICAL EVALUATION.......................................................................................................... 49
6.1 Challenges faced ...................................................................................................................... 49
6.2 Degree of success ...................................................................................................................... 49
6.3 Limitation of the system .......................................................................................................... 50

6.4 Project Experience ................................................................................................................... 50

6.5 future enhancement ................................................................................................................. .... 50
6.6 Recommendations .................................................................................................................... 50
CHAPTER 7 ........................................................................................................................................ 52
PROJECT CONCLUSION ............................................................................................................52
7.1 Conclusion .................................................................................................................................52

REFERENCES ..............................................................................................................................53

BIBLIOGRAPHY……………………………………………………………………………………54

APPENDICES................................................................................................................................55

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List of Figures

Figure 1: Use Case Diagram ........................................................................................... 34

Figure 2: Sequence Diagram.......................................................................................... 34

Figure 3: Context Diagram ............................................................................................. 35

Figure 4: Data Flow ......................................................................................................... 36

Figure 5: Entity Relationship Diagram ………………………………………………….37

Figure 6: Activity Diagram ……………………………………………….…………38

List of Tables:

Table 1: Unit Tasting…………………………………………………………………………44

Table 2: Integration Tasting…………………………………………………………… …...45

Table 3: Acceptance ………………………………………………………………………….46

Table 4: Function of Testing …………………………………………………………………48

Table 5: Budget table………………………………………………………………………….68

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List of Acronyms / Abbreviations

NO Acronym Full Form

1. XAML Extensive Application Markup Language

2. OS Operating System

3. SQL Structured Query Language

4. SDLC Software/System Development Life Cycle

5. PHP Hypertext Preprocessor

6. PC Personal Computer

7. UI User Interface

8. DFD Data Flow Diagram

9. IR Institutional Repository

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 CHAPTER 1

1.1. INTRODUCTION TO INSTITUTIONAL REPOSITORY

Institutional Repository is a digital archive of the intellectual product created by the faculty,
research staff, and students of an institution and accessible to end-users both within and outside of
the institution.
An institutional repository (IR) is an archive or a system that collects, preserves, manages, and
provides access to digital copies of the intellectual products of a community or research institution
(Hockx, 2006). Institutional intellectual products may include faculty work, student theses and
dissertations, e‐journals, datasets, articles, conference papers, books, course notes and so on. IRs
provide a mechanism for an institution to showcase its scholarly output, centralize and introduce
efficiencies to the stewardship of digital documents of value, and respond proactively to the
escalating crisis in scholarly communication (Gibbons, 2004). The availability of open‐source
repository systems has encouraged and led to the proliferation of IRs worldwide, particularly
among academic and research institutions. The following are the benefits behind establishing IRs:
An institutional repository is published online and is basically open to the public. While most
academic journal articles are available only to subscribers and not retrievable by general search
engines, such as Google, research papers in an institutional repository are fully accessible by the
public free of charge and are accessible by general search engines. Popular software such as
DSpace, EPrints, and Bepress are also open sources. As of January 2009, there are about 1,239
institutional repositories in the world
In a general sense, an “institutional repository” can mean many things a library, an archive, a
museum, or even a warehouse that stores for use and safekeeping an organization’s records or
artifacts falls under the broad definition of institutional repository. In recent years, however an IR
has taken on a more specific, but still evolving meaning that refers to the storage and preservation
of an organization’s digital information or knowledge assets.

It is a set of services offered by a university to its community members for the stewardship of
scholarly publication generated by the faculty, staff, and research scholars by preserving it for
long term. Since the resources are generated digitally and electronically it is very easy to build a
collection of any specific subject discipline or any targeted user group. It has dual role so far its
functions concerned. It may be self generated knowledge-base by the university itself on one hand,
on other hand it may be the substitute model for the publication channel. (Lameck 2016)

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 1.2 PROBLEM STATEMENT
Tumaini University Dar es salaam College as a higher learning institution generate plenty of
scholarly information from research conducted by the school, staff and students that are kept
manually in offices and accessible by university community only, most researchers in other
institutions as well as the general public cannot reach or use information generated by the
university for research purpose due to lack of a repository that can collects, preserves, manages,
and provides access of the intellectual products of a community to external users or member that
are outside

These outputs that are produced in a college kept in the various departmental offices and
institutional libraries without getting published. The outcomes are not widely disseminated. In
consequences, these research findings die at the institutional level as those who need to apply the
knowledge are unable to access them. The repository developed will help to easy the process of
collecting, managing, and disseminating the research output produced in a college

Universities as institutions of higher learning place emphasis on research as one of their core
functions apart from teaching and community services. A key criterion that is used to measure the
quality of a university is the quality and quantity of research output. A university that falters in the
production of brilliant researches that can be applied in moving the society forward socio-
economically and technologically, has lost its relevance. It is therefore essential that in expanding
the frontiers of knowledge and imparting the society positively, adequate attention should be
placed on the intellectual output.

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1.3 OBJECTIVE OF THE PROJECT

Institutional repository aims to collects, preserves, manages, and provides access to digital copies
of the intellectual products of a TUDARCo community. Institutional intellectual products may
include faculty work, student theses and dissertations, e‐journals, research paper, articles,
conference papers, books, course notes.

1.3.1 GENERAL OBJECTIVES

The main objective of this Project was to develop a digital repository that will simplify the
process of collecting, organizing, managing, storing, dissemination and open access to research
outputs of institution to a worldwide audience both within and outside the institution;

1.3.2 SPECIFIC OBJECTIVES

 To gather and analyze requirements for the digital repository

 To design the digital repository as per the analyzed requirements
 To implement and test the designed digital repository
 User documentation of the whole repository
 To develop a database that will help to store those digital copies.
 To establish paperless environment

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1.4 REREARCH QUESTIONS

 How system documentation will be done?

 How paperless environment will be established?

 How to create a database that can store high amount of digital copies?

 What methods can be used for identifying user needs.

 How to implement and test the designed digital repository

 How can I document the repository in good order?

1.5 PROJECT SIGNIFICANCE

In today’s world, everything is digitalized and paper is being used less and less every day.

Sometimes we lack some knowledge because there is no a constant place where we can go and
get different ideas from others and how other people do in solving different problems existing in
a society.
 IR will help to provide open access to research outputs of a college to a worldwide
audience both within and outside the college
 IR will maximize the impact and enhancement the visibility of the scholarly works
produced within a college
 IR will help in managing and measuring the impacts of institutional research and teaching
activities

1.6 SCOPE OF THE PROJECT

 The place that can enjoy the solutions and the best of this digital repository is Tumaini
University Dar es Salaam College(TUDARCo) that generate plenty of scholarly
information from research conducted by the staff and students hence the IR will help
University to provide open access to research outputs to a worldwide audience both
within and outside the college

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 CHAPTER 2: LITERATURE REVIEW

2.1 Introduction

This part provides a perspective of literature relevant to Institutional Repository in an

organization. The Institutional Repository which developed using Visual Basic by (Modi Tejal
Prakash, 2017) this software is based on computerized repository that stores digital copies about
the notices, articles, journals, official’s letters, research papers, conference proceedings and
theses prepared by both students and faculty members of Michigan University. In order to view
and post notices the chief, officials and faculty members each must create a valid account and
only then they can generate notice and also they can edit or update notice. After selecting a
digital copy, members can view it through the form with data table and many more. Also the IR
BPro is a web based application written in PHP and MySQL by (Kureshi Noshin Ayaz 2017)
was reviewed.

Institutional Repository is a web based application that enables users to upload and view items
that have been created by other users. Users can use the IR to share notices, learn others ideas,
finding for literature review in research work for the project or topic that have already performed
by others, a service and so on. When viewing digital copies or documents you can choose to
view all the digital copies posted on the repository by searching on the top and find different
document uploaded according to the schools, department, alternatively. To upload a digital
document yourself, you need to be registered and signed in. described the design and
implementation of a learning technology project.

Darshankumar CD, Trivedi N, Kasundra A (2017) Institutional Repository is developed for

teacher and students to upload and download different digital copies like notices, conference
proceeding, audio and research paper, establish a classroom dynamically irrespective of location
and time bounds. As supported in a traditional classroom, they develop information technology
to provide the teacher with teaching aids, such as blackboard, board rubber, colored chalk,
microphone, voice recorder, video recorder, and so on, for course teaching and discussions in an
ad hoc classroom. Also they provide students with an electronic schoolbag which packs
electronic book, notebook, parents contact book, pencil case, writing materials, sheets,
calculator, address book, and so on.

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Taking lessons in a lively, vivid, and new learning environment, students are expected to
enhance their learning performance without any burden like attending classes physically.
Moreover, students get more flexible scope of learning at a convenient time developed an
electronic repository which can be accessed by members of a family from their wireless devices.
Eleena SY, Tejaswi Y, Ramajyothi K, et al. (2016) The wireless devices for various members of
the family can access a common database, which produces an appearance of a bulletin board
having notes. Theses, dissertations, articles and journals. The digital copies may be of various
formats like pdf, doc,video, audio, mp4 and etc.

2.2 Development methodology

WATERFALL MODEL used to develop the required features of the Institutional Repository.
Using approach of WATERFALL MODEL since Any changes in software is made during the
process of the development but also before the next phase of development, each phase must be
completed

Prototyping has the six main stages.

1. Requirements Analysis

2. System design

3. Implementation

4. System testing

5. System deployment

6. Maintenance

Water fall model is a sequential model that divides software development into pre-defined
phases. Each phase must be completed before the next phase can begin with no overlap between
the phases.
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Each phase is designed for performing specific activity during the SDLC phase. It was
introduced in 1970 by Winston Royce

The Waterfall Model was the first Process Model to be introduced. It is also referred to as
a linear-sequential life cycle model. It is very simple to understand and use. In a waterfall
model, each phase must be completed before the next phase can begin and there is no
overlapping in the phases.

The Waterfall model is the earliest SDLC approach that was used for software development.
The waterfall Model illustrates the software development process in a linear sequential flow.
This means that any phase in the development process begins only if the previous phase is
complete. In this waterfall model, the phases do not overlap. Waterfall approach was first SDLC
Model to be used widely in Software Engineering to ensure success of the project. In "The
Waterfall" approach, the whole process of software development is divided into separate
phases. In this Waterfall model, typically, the outcome of one phase acts as the input for the
next phase sequentially.

The sequential phases that in Waterfall model that I have followed in completing this project are
as follows −

 Requirement Gathering and analysis − All possible requirements of the system to be

developed are captured in this phase and documented in a requirement specification
document.

 System Design − the requirement specifications from first phase are studied in this phase
and the system design is prepared. This system design helps in specifying hardware and
system requirements and helps in defining the overall system architecture.

 Implementation - with inputs from the system design, the system is first developed in
small programs called units, which are integrated in the next phase. Each unit is
developed and tested for its functionality, which is referred to as Unit Testing.

 Integration and Testing − All the units developed in the implementation phase are
integrated into a system after testing of each unit. Post integration the entire system is
tested for any faults and failures.

 Deployment of system − Once the functional and non-functional testing is done; the
product is deployed in the customer environment or released into the market.

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  Maintenance − There are some issues which come up in the client environment. To fix
those issues, patches are released. Also to enhance the product some better versions are
released. Maintenance is done to deliver these changes in the customer environment.

2.0.2HCI Usability Principles and HCI Usability Principles to be applied

Learnability Principles: Support for learning for users of all levels Support for learning for
users of all levels. Ease with which new users can begin Ease with which new users can begin
effective interaction and achieve maximal effective interaction and achieve maximal
performance
Flexibility: Support for multiple ways of doing tasks Support for multiple ways of doing task
Availability and accessibility: This is probably the simplest yet most significant consideration for
developing a user-friendly website. In its most basic terms, the service needs to be available and
accessible to users, which means server uptime needs to be at its highest, Accessibility for users
with disabilities also needs to be considered, where websites in particular should be developed to
be able to adapt to assistive technologies, such as screen readers and voice recognition software.
Clarity: It’s certainly frustrating when you access a website, and cannot find what you were
looking for chances are, if you encountered an experience like this, you wouldn’t return again.
This is why the core of usability is clarity of service should be clear in its goals and shouldn’t
confuse or distract users. This means creating websites which are simple, intuitive, and entirely
consistent throughout. It’s also wise to develop an experience which is familiar to the user, where
inspiration can be drawn from other products which are successful in their usability.
Feedback: An effective and essential way to promote usability is to ensure users are kept
informed when they interact with your site. Users should receive direct feedback when they
perform an action, and this can mean something as simple as being shown a confirmation message
when they click a button. Visual feedback, such as designing buttons which appear to be
depressed and then released when the user clicks on it, provides the user with a sense that their
actions were successful, and that their interaction was registered.
Familiarity: This are probably the simplest yet most significant consideration for developing a
user-friendly website. In its most basic terms, the website needs to be familiar to the users, which
means use the language and symbols which are familiar to the users of the website.

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2.4 Research Method

In the research process, both primary and secondary data will be collected. This stage involve the
process of gathering and measuring information on variables of interest, in an established
systematic fashion that enables one to answer stated research questions, test hypotheses, and
evaluate outcomes,

(Syed Muhammad, Sajjad Kabir 2016). Primary data will involve all raw data that will be
obtained by the researcher from the field and from respondents’ hand while secondary data will
involve information obtained from different documents both published and unpublished
documents like books, journals articles and other written documents. (Dandage, J 2017) These
will be collected by using the following methods,

2.4.1 Interview method

This involves the interviews between the researcher and the respondents, the researcher will
employ structured interview during data collection. Interviewing involves asking questions and
getting answers from participants in a study (Syed Muhammad Sajjad Kabir 2016) during the
data collection process, the views and comments of the targeted interviews or sample will be
recorded. Mathers, Nigel (2016). Using Interviews in a Research Project. The method will be
used in order to obtain detailed data from the respondents for qualitative purposes.

2.4.2 Questionnaire method

The method involves the use of well-structured questions by the researcher. A series of questions will
be provided to Students and other staff members during data collection process. Questionnaires have
advantages over some other types of surveys(Syed Muhammad Sajjad Kabir 2016),Questionnaires
they are cheap, do not require as much effort from the questioner as verbal or telephone surveys, and
often have standardized answers that make it simple to compile data. The respondents will be
requested to answer the question and then to return the questionnaires to the researcher. Both open
and closed ended questionnaires will be used during the data collection process. The main purpose
for employing this method is to obtain qualitative information from the respondents. Ahmad, S
(2019). A questionnaire is a series of questions asked to individuals to obtain statistically useful.

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When properly constructed and responsibly administered, questionnaires become a vital
instrument by which statements can be made about specific groups or people or entire
populations. They are a valuable method of collecting a wide range of information from a large
number of individuals, often referred to as respondents.

2:4:3 Findings/Contribution by others

The study conducted in (Kathmandu, Nepal 2018) shows that almost all leading institutions,
excepting a few, currently lack an Institutional Repository. Though some have taken the aid
of third-party websites like Facebook, blogs, and linjed in to interact, communicate and share
their digital copies. it comes at the cost of mixing one’s social life with professional. Pritish
Mahadik (2017) Keeping this in mind, educational institutes will find this software extremely
useful. There are dedicated file hosting sites and clouds used by some institutions, but there
is a definite need for a dedicated digital repository. The proposed repository/system is such a
system.

According to Thomas & Carolyn (1998), the limitations of File-Based Approach Are Separation
and isolation of data, Duplication of data, Data dependence, Incompatibility of files, and Fixed
queries / proliferation of application programs. Raghu & Johannes (2007) concur with Thomas &
Carolyn (1998).

 Separation and isolation of data: When the data is stored in separate files it becomes
difficult to access. It becomes extremely complex when the data has to be retrieved from
more than two files as a large amount of data has to be searched.
 Duplication of documents: Due to the decentralized approach, the file system leads to
uncontrolled duplication of data. This is undesirable as the duplication leads to wastage
of a lot of storage space. It also costs time and money to enter the data more than once.
For example, the address information of student may have to be duplicated in bus list file
data.
 Inconsistent Data: The data in a file system can become inconsistent if more than one
person modifies the data concurrently, for example, if any student changes the residence
and the change is notified to only his/her file and not to bus list. Entering wrong data is
also another reason for inconsistencies.

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  Data dependence: The Manual or physical structure and storage of data files and records
are defined in the application code. This means that it is extremely difficult to make
changes to the existing structure. The programmer would have to identify all the affected
programs, modify them and retest them. This characteristic of the File Based system is
called program data dependence.
 Incompatible File Formats: Since the structure of the files is embedded in application
programs, the structure is dependent on application programming languages. Hence the
structure of a file generated by JAVA programming language may be quite different from
a file generated by ‘C’ programming language. This incompatibility makes them difficult
to process jointly. The application developer may have to develop software to convert the
files to some common format for processing. However, this may be time consuming and
expensive.
 Fixed Queries: Manual/File based systems are very much dependent on application
programs. Any query or report needed by the organization has to be developed by the
application programmer. With time, the type and number of queries or reports increases.
Producing different types of queries or reports is not possible in File Based Systems. As a
result, in some organizations the type of queries or reports to be produced is fixed. No
new query or report of the data could be generated.

2:4:5 Limitations by others

On contrary for the developing country not all students can have computers and reliable
internet connection so the repository cannot be utilized effetely. Also since it is a web based
system/ digital repository, there can be some delay of information when a saver hosting the
repository is down.

2.6.1 DESCRIPTION OF EXISTING SYSTEM

In our case study (Tumaini University), there is the manual method of collecting, organizing,
managing, and disseminating the research products that are generated within a college by both
students and staff. These documents are kept manually in different departmental offices hence
becomes difficulties for the students within and outside the college to access them publically and
gain different knowledge and ideas. Also these research papers that are kept in offices consumes
a lot of space in offices.
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2.6.2 PROBLEMS OF EXISTING SYSTEM
Lack of storage space: Paper documents can take up a significant amount of space, and the
quantity of paper will increase day by day. Furthermore, documents will typically need to be
stored close to hand so that they can be accessed as quickly as possible.

Security issues: Regardless of size, for any organization is important to protect its data and
other valuable assets. One of the biggest information security risks for institution is paper
because printed documents can be easily lost, mishandled or damaged while digit al data
could be encrypted and safely keep in hard disks or electronic devices.

Prone to damage: Manual documents can be easily damaged, lost, misplaced or stolen. A
fire or natural disaster could mean the loss of essential information. If you don’t have any
copies, once the files are gone, there is no way of getting the information back.

Document transportation: Transporting documents in a paper -based system is quite

complicated, slow and inefficient. With a digital document management system/repository in
place, you can simply add attachments to an email and send information instantly.

Editing problems: If you want to make changes to a paper-based document, you will need to
write all the content again. This will need to be repeated every time you want t o make more
corrections. You should make a copy of the original document to distinguish all the
amendments that have be done.

High costs: One of the biggest drawbacks of paper-based document management systems is
the associated costs. In addition to tones of paper, you will need more printers, photocopier,
stationery and other office supplies. These costs add up and can become a significant
expense in many organizations.

Limit communication and collaboration: When working with paper documents,

collaboration is extremely difficult. If several department heads need to create a common
document, they must have multiple copies printed, make all the necessary amendments
separately and then share their version with each other before start working on the ultimate
version. Digital document management systems allow users to collaborate in a way that is
easily and fast. They can also track all the changes made.
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2.6.3 JUSTIFICATION OF THE PROPOSED SYSTEM

The proposed system overcomes various disadvantages of the existing system. I proposed to
make a repository whereby will help to Provide open access to research outputs of institution to a
worldwide audience both within and outside the institution, maximizing the impact and
enhancing the visibility of the scholarly works produced at the institution, managing and
measuring the impacts of institutional research and teaching activities

2.6.4 ADVANTAGES OF PROPOSED SYSTEM

Digital repository will help to
• Fulfill the vision in Community of Scholars report
• Support faculty scholarship through open access to and archiving pre- and post-prints and
other scholarship
• Promote the idea that our students’ knowledge has value through archiving theses and
dissertations and other research
• Expand institutional visibility, access, audience, and impact
• Showcase the University to prospective students, colleagues, funders, stakeholders

2.6.5 Deliverables
The main deliverables of this project were as follows:
 To develop a digital repository
 To develop a database that will store data
 To identify requirements for a digital repository

2:6:8 Targeted Audience

The proposed system is currently mainly intended to be applied in educational institutes specifically
at Tumaini University Dar es Salaam College as an institutional repository where will make easy for
both students and staff to upload their theses, research paper, notices, and so on.

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 CHAPTER 3: DATA ANALYSIS

3.1 Data analysis

This chapter analyses presents and discusses findings of the study on the adoption and use of
INSTITUTIONAL REPOSITORY at Tumaini University. The purpose of the study was to
assess the adoption of the use of Institutional Repository in universities particularly Tumaini
university DSM college. The study involves 60 respondents who were students and staff
members.

Data were collected through the use of questionnaires and interview guide interview was
conducted to 5students while questionnaires were distributed to 55 students and 5 satff.

Data were analyzed by using SPSS later manually using Microsoft shown in a table and figure
presented though Microsoft excels. Discussion of findings is also included in this chapter.

NOTE: Total number of respondents = 60

number of respondents return back questionnaire=40
number of respondents who did not return back questionnaire=20

Question(s) What is your gender?

objective To get information from identified respondents in respect of their gender

Tabulation

Cumulative
Frequency Percent Valid Percent Percent

Valid male 22 55.0 55.0 55.0

female 18 45.0 45.0 45.0

Total 40 100.0 100.0 100.0

Observations The findings of the study shows that 55% of students participated in this
Studies were male while 45% of respondents were female.

14
Chart

45%
55%

male female

Question(s) What is your age?

objective To get information from identified respondents in respect of their age

Tabulation

Valid Cumulative
Frequency Percent Percent Percent
Valid 18-25 28 70.0 70.0 70.0
26-32 8 20.0 20.0 90.0
33-55 4 10.0 10.0 100.0
Total 40 100.0 100.0

Observations The findings of this study indicate that majority of respondents 70% aged
between 18-25 other are 20% aged between 26-32 and 10% aged between
32 and above this reveal that the respondents were matured enough and
were able to understand the questions and answer questions accordingly

15
Chart

10%
20%

70%

18-25 26-32 33-55

Question(s) What is your Education?

objective To get information from identified respondents in respect of their age

Tabulation

Valid Cumulative
Frequency Percent Percent Percent
Valid masters 3 7.5 7.5 7.5
degree 28 70.0 70.0 77.5
diploma 9 22.5 22.5 100.0
Total 40 100.0 100.0
Observations The findings shows that respondents participated in this study Posses
enough education to understand the topic investigated, where by 81%
possess first degree ,10% of them possess ordinary diploma and other
9% possess master degree

Chart

16
 7.5%
22.5%

70%

masters degree diploma

Question(s) Do you have access to the Internet?

Question(s) Where do you access internet?

objective To know if network infrastructure at university is sufficient hence knowing where

internet is highly accessed by students

Tabulation
Where do you access internet?
Valid Cumulative
Frequency Percent Percent Percent
Valid at university 11 27.5 27.5 27.5
at home 9 22.5 22.5 50.0
at university
19 47.5 47.5 97.5
and home
at internet
1 2.5 2.5 100.0
cafe
Total 40 100.0 100.0

17
Chart
3% 27%
48%
22%

at university at home at university and home at internet café

Question(s) What internet activity do you normally perform?

objective To know in what activities internet is being used the most by the
Respondents

Tabulation

Valid Cumulative
Frequency Percent Percent Percent
Valid email 14 35.0 35.0 35.0
browsing 14 35.0 35.0 70.0
charting and
12 30.0 30.0 100.0
socializing
Total 40 100.0 100.0

18
Observations The findings above shows that the use of internet is balanced in the use
accomplishing different tasks where by 35% of respondents uses
internet in e-mailing while 35% others uses internet for browsing and
30% of respondents uses internet for charting and socializing.

Chart

30% 35%

35%

email browsing charting and socializing

Question(s) What facilities do you own/use to access internet?

objective To know which facility is being engaged the most by the user in accessing
online information systems

Tabulation

Valid Cumulative
Frequency Percent Percent Percent
Valid desktop
2 5.0 5.0 5.0
computers
laptops 15 37.5 37.5 42.5
mobile phones 17 42.5 42.5 85.0
tablets 6 15.0 15.0 100.0
Total 40 100.0 100.0

19
Observation The findings of this study shows that mobile phones is the majority of
respondents of 42% followed by laptops where by 38% of respondents uses
laptops in accessing information systems also 15% uses tablets and the
minority of about 5% uses desktop computers to access information systems.

Chart

15% 5%

38%
42%

desktop computer laptops mobile phones tablets

Based on your experience on searching for information are you aware

with institutional repository?
Question(s) How did you become aware with institutional repository

objective To know in which ways the students and staff gets familiarized with
Institutional repository

20
 The findings of this study shows that only 5% respondents get to know the
Observations repository through attending seminars where by 32% of respondents gets to

Chart

seminars attended learn from papers

5%
33%
32%

30%

21
Question(s) In what activities have been using institutional repository ?

objective To know how often and in what actives is information system is being used for.

Tabulation

Cumulative
Frequency Percent Valid Percent Percent
Valid for searching theses 17 42.5 42.5 42.5
for uploading paper 10 25.0 25.0 67.5
for literature review 5 12.5 12.5 80.0
for Course notice s
8 20.0 20.0 100.0

Total 40 100.0 100.0

22
Observations The findings of this study shows that the majority of 42.5% uses repository for searching
theses where by others 25% uses repository for uploading theses again 12.5% of
respondents uses repository for searching literature review lastly 20% of students uses
repository for searching course notices.

Chart

20%
43%
12%

25%

Question(s) If you are not aware with institutional repository, why?

objective To know the reasons why respondents are not aware with institutional repository

Tabulation

23
 Valid Cumulative
Frequency Percent Percent Percent
Lack of
facilities 38 95.0 95.0 95.0
Lack of access
internet 2 5.0 5.0 100.0
Total 40 100.0 100.0

Observation The findings shows that 95% of respondents they lack facilities
s and only 5% they lack access of internet

Chart

5%

95%

yes no

Are you generally satisfied with the system of collecting and disseminating scholary
Question(s) work?

objective To know satisfaction level of the current system which is manual based

24
tabulation

Valid Cumulative
Frequency Percent Percent Percent
Valid yes 13 32.5 32.5 32.5
no 27 67.5 67.5 100.0
Total 40 100.0 100.0

Observations The findings of this study shows that the majority are not satisfied with the current system
where by 67.5% of 100% are not satisfied only 32.5 are satisfied with the current system

Chart

32%

68%

yes no

Question(s) what are the features to be included?

25
objective To know the features to be included

Tabulation

Valid Cumulative
Frequency Percent Percent Percent
Open source
5 12.5 12.5 12.5

Advanc
ed
searchi
ng
20 50.0 50.0 62.5

User
validation 8 20.0 20.0 82.5

Statistical repository 7 17.5 17.5 100.0

Total 40 100.0 100.0

26
 Chart

13%
17%
20%
50%

lack of awareness of available system lack of electronic devices

lack of skills lack of access to internet service

3.2 Interview Analysis

So as to assess the adoption of the use of institutional repository in universities particularly
Tumaini university DSM college. The interview method was also involved study involve 5
students.

Therefore, by summarizing these result, many respondents responded that they have difficulty in
getting scholarly work produced within a college when needed, difficulty to keep student
research work for a long time and it is easier to make error in student records. Then these
existing problems lead me to develop an Institutional repository.

27
3.3.5 RESOURCE REQUIREMENTS

3.4.6 Hardware components

 Tablet

 Laptops

 Smart phone
to access the system
 Computer with Minimum 1GB RAM recommended at least 4GB RAM

3.4.7 Software requirement

 Java development kit JDK

 Apache tomcat
 Apache maven
 Apache Ant
 Programming Languages and scripts 

JAVA, BOOTSRAP, CSS, JQUERY, XML


 Operating System

Any current OS-WINDOWS10

 Database – Postgre SQL

3.4.8 FUNCTIONAL REQUIREMENTS

 Authentication

The repository should be secured to allow only authorized personnel to be able to log in
and manipulate information for the staff’s side. To the user’s side they will be provided
with the necessary log in details for them to be able to feed data into their accounts hence
do the required activities. Few members will be given control to the system to update the
data and add any new required data.



  Database

The repository has to be connected to the database and be able to retrieve information
that is in the database. The information can be either feed by the admin or by the user
from the website. The database will hold all the details that will be used be the user and
the details feed by the user

3.6 NON-FUNCTIONAL REQUIREMENTS

These define system attributes such as security, reliability, performance, maintainability,
scalability, and usability. They serve as the constraints or restrictions on the design of the system
across different backlogs.

 Usability

This measures characteristics such as consistency and aesthetics in the user interface.
Consistency is the constant use of mechanisms employed in the user interface while
aesthetics refers to the artistic, visual quality of the user interface. It is the ease at which
the users operate the system and make productive use of it..


 Reliability

Users have to trust the system even after using it for a long time. The system should be
able to retain data that is used a number of years without the data being changed by t he
system. Also, it has to contain the requirements that will make it easier to monitor the
system performance.


 Performance

The system has to meet the agreed response time performance targets. What should
system response times be, as measured from any point, under what circumstances?

Are there specific peak times when the load on the system will be unusually
high? All these have to be made sure they reach the agreed measurements.

29
  Supportability

The system/Repository needs to be cost-effective to maintain. Maintainability requirements may
cover diverse levels of documentation, such as system documentation, as well as test
documentation.

 Legal

Here it has to be ensured that the system meets both customer and regulatory requirements. To
manage quality management standards that comply with legal and regulatory obligations. Even
if it is not stated the customer expects that the product meets all applicable standards.

3.7 Entity Relationship (E-R)

30
 CHAPTER 4: DESIGN AND SYSTEM IMPLEMENTATION

4.1 DESIGN

The abstract system architecture is centered around a web based system that is consist of users
which are students, staff members, and administrator A database will be used to store all necessary
digital documents. The new user will be given certain credentials to login to the system/repository after
registration.

The other staff will also be given credentials to log in to the system. Each staff will have a
different level of access depending on what tasks they are required to complete.

The database will be used to store all the digital documents uploaded by the student and staff. It
will be put online so it can be updated in real time so that students and staff can finish their registration
within adequate time.

Whenever the students will need their details or staff will need student details they will be
pulled from this database. The uploaded documents will go directly to the database and on fetching or
downloading the digital copies that are stored with the database

31
4.2 Use case analysis
Through use case diagram graphically representing how the user is interacting with the proposed
system by model the functionality of a system using actors and use cases (Lee & Xue, 2017),
(Ross & Schoman, 2015).

Figure 1: Use case Diagram

Actor Action Pre-condition Post Condition Alternative Action

Login Should have a Will get access to Reset username
The
reposit
valid user name ory and password
and password

Post Notice/research
Student work/digital document The notice will be
Displaye
d and
publsh
ed to the
repository
Upload File/document The file size File will be Prompt message
 will be displayed to
should not Uploaded to the the repository
overflow Database

View Documents

Login Should have a Will get access to Reset username

The
reposit
valid user name ory and password
and password
User registration

The notice will be

Post document/upload Displaye
research work d and
publish
Lecturers ed to the
repository

The file size File will be

Upload File should not Uploaded to the Prompt message
overflow Database will be displayed
View notice
Login Should have a Will get access to Reset username
The
reposit
valid user name ory and password
and password
User Registration

Admin Post notice The notice will be

displayed and
pushed to the
repository Prompt message
Upload file The file size File will be will be displayed
should not Uploaded to the
overflow Database
3.3.4 Sequence Diagram
First, the user is checked whether he/she is logged in or not by authorizing with the DB server.
The privileges provided in the site are different for different users such as an administrator can
do updates, deletion and insertion of the students’ records in the database.Sequence diagram

Describe how objects, or groups of objects, interact within a system. Interacting objects can, for.
(Poranen, Timo &Mäkinen, Erkki 2014)

Figure 2: Sequence Diagram

34
Context Diagram

The context diagram is used to establish the context and boundaries of the system to
be modelled: which things are inside and outside of the system being modelled, and
what is the relationship of the system with these external entities.

A context diagram, is drawn in order to define and clarify the boundaries of the
software system. It identifies the flows of information between the system and
external entities. The entire software system is shown as a single process.

3: Context Diagram

35
Data Flow and Data Flow Diagrams

Data Flow Diagram is the logical representation of the data flow of the project. Data -flow
diagrams (DFDs) model a perspective of the repository that is most readily understood by users,
the flow of information through the system activities that process this information.

Figure 4: Data Flow Diagram

36
Entity Relationship (E-R)

E-R model to represent the conceptual design of the database. Its uses diagrams to identifies
four type of object which are, an entity which is equivalent to a database table, an attribute which
is equivalent to a table column, a key is equivalent to the primary key in the normalization and a
relationship which is an association between entities. Figure 4 explore our database using E-R
design model whereby we have four entities which are Faculty, Staff, and Student.

Figure 5: Entity Relationship

37
Activity Diagram
Activity diagram below shows the flow from activity to Activity with the available of input in
the project.It shows the overall activity diagram of the system which first checks the register
user, Admin and the new user and give access to certain attributes according to their identity

Figure 6: Activity Diagram

38
4.2 IMPLEMENTATION

System implementation is the process of:

Defining how the information system should be built (that is physical system design),

Ensuring that the information system is operational and used,

Ensuring the information system meets the quality standards (quality assurance),

Conceptual design – what the system should do,

Logical design – what the system should look to the user,

Physical design – how the system should be built.

Coming back to our digital repository. The repository is built in a professional manner to
interact with officials and students. The repository is designed in a simple and easy to understand
and interact with the users and stake holders. The information flow within the repository is made
easy and efficient to allow both the servers and clients to send, receive and process requests to
the repository.

The quality of the repository after several testing events is graded to the best quality of
the repository compared to the previous systems of providing information. The system is made
to have better appearance to the users and the stake holders involved in using the system. For
new workers involved in using the system, it is simplified and made easy to learn. This
specification applies to both the students and the management.

39
4.3 MODULES DESCRIPTION

This system comprises of Authorized students, Authorized staff members and Database.
This system will basically work on the following components:

All authorized student using their email.

Authorized staff members can log in also using the email and password after registration.

Database stores the overall all digital records uploaded by both students and staff.

The modules included are:

Registration module,

Log in module

User information module

Administrator module

Database module

Overall system

This include overview image of the system including navigation bar which comprises of Home,
Browser, Help, Sing on to.

40
41
4.4.6 Registration module

This is the module that will receive all the required details from the person/Staff (student).
.

Log in module

It is the record of the student that is to be retrieved. The student/staff email and password.

42
4.4. 8 Administrator module

This current module deals with the back end of the database and enables the administrator
to add, remove or update the necessary fields. One of the major highlights of this is module it
gives the facility to edit and update data of other modules importantly the information on student
module and information in faculty module.

4.4.8 Database

An IR required to store, manage and retrieve the data. All student and staff records are
stored in database which authorized user can access simply by signing in as admin. The database
involves the creating of tables where each table deals a particular set of information and each
table contains columns where each column is a field name the data is inserted into the column.
The web system takes information by accessing the database the database is provided with
commit, roll back and run options to make changes in the data.

There are primary key fields that uniquely identify a record in a table. There are also
fields that contain primary key from another table called foreign keys.
43
 CHAPTER 5

SYSTEM TESTING

5.1 TEST CASES

A Test case is a specification as set of conditions or variables like inputs, execution

particular software testing objective such as to check if the specific requirement of a particular
program is met. Consider different testing applied on TUDARCO INSTITUTIONAL
REPOSITORY by creating test cases as follows:

5.1.1 Unit Testing

This is the testing of individual software modules or components that make up an

application or system. These tests are usually written by the developers of the module and in a
test - driven-development methodology, they are actually written before the module is created as
part of the specification. Each module function is tested by a specific unit test fixture written in
the same programming language as the module.

Test Description Status

Login page Authentication and Accepted

Authorization

Staff information page Display necessary Accepted

information of student

Student information page Display necessary Accepted

registration information

Database integration Ability to store, modify and Accepted

delete digital
copies

Table 1 Unit Testing

44
5.1.2 Integration Testing
This is the testing of the different modules/components that have been successfully unit
tested when integrated together to perform specific tasks and activities (also known as scenario
testing). This testing is usually done with a combination of automated functional tests and manual
testing depending on how easy it is to create automated tests for specific integrated components.
Modules:

Registration module

Database module

Staff module

Student module

S no. Test Case objective Tester description Expected result Status

1. To see if information entered Click sign up Details stored into Accepted

by students will be stored button and enter database
appropriately in database details

2. Check if staff can confirm Login as staff, For students who Accepted
details from student confirm or decline are confirmed to
information go to confirmed
list and those
declined to stay in
query list

3. Check if database can Login as Changes made Accepted

modify required documents administrator, and successfully
modify changes

Table 2: Integration Testing

45
5.3 Acceptance Testing

The acceptance testing part of a testing methodology is the final phase of functional
software testing and involves making sure that all the product/project requirements have been
met and that the end-users and customers have tested the system to make sure it operates as
expected and meets all their defined requirements.

The TUDARCo INSTITUTIONAL REPOSITORY meets all the required and necessary
specification and hence its acceptable be used by the end-user. The below table shows the
quickly conducted research about the project on 10 people to show the acceptability of the
project whereas the majority of people showed the positive response to the project.

S/No Acceptance Required Test Results (No of people)

(Accepted) (Rejected)

1. The IR must execute to end of job 10 _

2. The IR is user friendly and not confusing 10 _

3. Responsiveness of IR if its fast 10 _

Table 3: Acceptance table

5.5 Security Testing

Security testing tests the software for confidentiality, integrity, authentication,

availability, and non-repudiation. Individual tests are conducted to prevent any unauthorized
access to the software code.

46
S/N FUNCTIONAL TEST CASES PASS/FAIL

1. Verify if a user can register with a valid username and password. PASS

2. Check for portability. Verify if the application fits the orientation of the screen PASS
whilst everything is visible

3. Verify if a user can register with an invalid email. This test data FAIL
integrity

4. Verify if the transaction ID are encrypted as prior intended PASS

Table 4: Table Functional Test Cases

48
 CHAPTER 6

CRITICAL EVALUATION

6.0 Critical evaluation

In the project proposal it was indicated that questionnaires would be used during system
evaluation. Consideration with respect to time and the information required was the main
deciding criteria for the method. Questionnaires and interview will help to gather opinions from
various users on functionality and features of the system

6.1 Challenges faced

One of the challenges I faced in developing this digital repository was Test Environment
Duplication Testing a software system in a controlled environment is difficult since the user is
not immersed in a completely realistic working situation. It’s impractical to gauge how a user
will really use the application in different situations on a regular basis until it’s deployed.
However, with software applications for both segments becoming more and more diversified
than in the past, controlled testing is not sufficient.

Another challenge was Development Expectations and Outcome a major reason for the
complexity of software projects is the constant changing of requirements. Also in data collection
I did challenges on taking voice recording where by some of staff’s members where not ready to
be recorded and the other totally rejected to be interviewed that made difficult in reaching the
intended audiences.
Challenges in gathering requirements of the system to be designed before starting any system
development project, client or user must clearly know what the system’s requirements are as to
list them before designing the system, unfortunately, sometimes what the system requirement
wants is not what the client’s problems needs. It is the job of the system analyst to identify the
requirements. This does not mean that the client does not know what he wants from a system but
it’s often the case that the clients describes the system how it can solve the current problem.

6.2 Degree of success

I have managed to develop the digital repository that provides "better and efficient" service to
user, where
49
All research work generated within organization will be available on a click, where people with
computers and internet access will be able to read/post different works like research paper,
conference proceedings, books and other from/to the system. Any person both within and outside
organization can make use of it for providing information to its public. It can be used in offices
and modifications can be easily done according to requirements and users.

6.3 Limitation of the system

On contrary for the developing country not all students can have computers and reliable internet
connection so the digital repository cannot be utilized effetely. Also since it is a web based
system/ software, there can be some delay of information when a saver hosting the repository is
down.

6.4 Project Experience

This project taught me the practical implementation of object-oriented programming. Moreover,

this also provided the first-hand experience about several important fields of a Computer science,
like Web Development and Application Development. It also helps me learn programming
languages and web development scripts like JAVA, BOOTSTRAP, JAVASCRIPT, JQUERY
XML and CSS and DBMS like POSTGRE SQL. Apart from these, this project made me more
competent for similar future tasks and enhances my technical and other abilities.

6.5 future enhancement

The repository is robust and flexible enough for future upgrade using advanced technology and
devices. This repository/system is flexible, which means that it may be extended by adding more
modules. The developed system can be improved and upgraded further, e.g. by extending the
system with new features and modules or by improving the web-interface layout with new
display style.

50
But also item in IR can be displayed in the form of word document, power point, video clips, pdf
by uploading them directly. This can be done by using a suitable operating system, program files,
drivers, players so as to make them more eye-catching. Such repository items can be displayed
by using a webpage and giving an access to authorized users. The best way is the use of an
INTERNET. An IP address can be used to achieve this. The IP will enable the user to upload any
item and from anywhere in the world.

6.6 Recommendations

A digital repository can be developed further to include, Short Messaging Service (SMS)
whereby members cell phone numbers has to be stored into the IR database. Through small
developed sub the system can send notification to both students and staff if there is a new
document uploaded to the repository directly to their phone number.

51
 CHAPTER 7

PROJECT CONCLUSION

7.1 Conclusion

In conclusion, this developed institutional repository for the Tumaini University Dar es
salaam college is an attempt to preserve and disseminate different collections available as bulk
from various time for achieving a unified way of presentation and searching the digital collection
of the university.
Institutional repository will be a powerful one that will serve as engine more broadly for
the scholarly enterprises of the University. It is vital that any institutions must recognize
institutional repository as serious and long lasting commitment to the community of institution.
As such the Tumaini University Dar es salaam college will also have the same commitment at
all.
Now at Tumaini University Dar es salaam college (TUDARCo) it is possible to build
large scale services where collections of information are stored in digital formats and retrieved
over networks. The materials are stored on computers. A network connects the computers to
personal computers on the users’ desks. Debugging can sometimes be a relatively straight
forward process, or rather finding out what you must debug can be. Since so many parts of the
system/repository are integrated into one another, if an error occurs at certain module
automatically the system will display that error hence become easy for the administrator to solve
it.
Last but not least it is not the work that played the ways to success but ALMIGHTY GOD.

52
REFERENCES

1. Bluh, Pamela; Hepfer, Cindy, eds. (2013). The institutional repository: benefits and
challenges. Chicago: Association for Library Collections & Technical Services,
American Library Association. ISBN 978-0838986615

2. Buehler, Marianne (2013). Demystifying the institutional repository for success. Oxford:
Chandos Publishing. ISBN 9781843346739

3. Callicott, Burton B.; Scherer, David; Wesolek, Andrew, eds. (2015). Making institutional
repositories work. West Layfayett: Purdue University Press. ISBN 9781557537263

4. Foram Kamdar, Anubbhav Malhotra and Pritish Mahadik Display Message on Notice
Board using GSM ISSN 2231-1297, Volume 3, Number 7 (2013), pp. 827- 832 Research
India Publications

5. N. Jagan Mohan Reddy and G.Venkeshwaralu Wireless Electronics Display Board Using
GSM Technology, International Journal of Electrical, Electronics and Data
Communication, ISSN: 2320-2084.

6. Tansley, Robert & Harnad, Stevan (2000) Eprints.org Software for Creating Institutional
and Individual Open Archives. D-lib Magazine, 6(10)

7. Bhardwaj, Raj Kumar. "Institutional Repository Literature: A Bibliometric Analysis."

Science & Technology Libraries ahead-of-print (2014): 1-18

53
Internet sites:

1. http://www.samsclub.com/sams/institutional repository
2. http://www.developer.com/lang/php/codeigniter_create_own_php_registration_system.
3. http://www.w3schools.com/php/default.asp
4. http://www.w3schools.com/php/php_ref_mysql.asp
5. http://www.smartdraw.com/tutorials/software/dfd/tutorial_01.xml

BIBLIOGRAPHY
 An Integrated approach to Software Engineering, Narosa publishers, Third edition by
PankajJalote.
 The JAVA Manual-www.php.net.
 XML Manual-www.w3school.com.
 Secure JAVA Development-Building 50 Practical Applications by Mohammed J
Kabir,Wiley Publishing,inc.
 Bootsrap for Absolute Beginners by Erick Davson

54
 APPENDICES
APPENDIX A: Questionnaire guide

TUMAINI UNIVERSITY DAR ES SALAAM COLLEGE SCHOOL OF

HUMANITY AND SOCIAL SCIENCES QUESTIONNAIRE TO BE
ADMINISTERED TO TUDARCO INSTITUTIONAL REPOSITORY:

Dear respondent;

I am Emmanuel K. Lutema a student at Tumaini University Dar es salaam College, School of

Humanity and social sciences undertaking a research project on Tudarco Institutional Repository.
Your support towards this research project will be appreciated and be treated very confidentially and
for only academic purposes.

SECTION A: Background information of the respondents

Fill in the questions below by ticking where appropriate
1. Kindly indicate your gender
1. Male ( )
2. Female ( )

2. Which is your age bracket?

1. 18-25years ( )
2. 26-32years ( )
3. 33-55years ( )
4. 56 and above ( )

3. What is your highest academic qualification?

1. PhD ( )
2. Masters ( )
3. Degree ( )
4. Diploma ( )
5. Certificate ( )

55
 SECTION B: Project Information

4. Do you have an access to internet? (Please tick that apply)

1. Yes ( )
2. No ( )

5. Where do you access internet (please tick that apply)

1. At the university ( )
2. At home ( )
3. At University and home ( )
4. At the internet café ( )
5. Others (please specify) ………………………………………

6. What internet activity do you normally perform? (Please tick all that apply)

1. Email ( )
2. Browsing ( )
3. Chatting and socializing ( )
4. Other activities (please specify) …………………………………….

7. What facilities do you own/use to access internet? (Please tick all that apply)

1. Desktop computers ( )
2. Laptops ( )
3. Mobile phones ( )
4. Tablets ( )
Other (please specify) ………………………………………

56
8. Based on your experience on searching for information, are you aware with institutional repository?

1. Yes ( )
2. No( Go to question 11) ( )

9. If yes, how did you become aware with institutional repository? (Please tick all that apply)

1. Seminars attended ( )
2. Learn from the papers ( )
3. It is one of the topics covered in you studies ( )
4. My own initiatives ( )

10. In what activities you have been using institutional repository? (Please tick all that apply)

1. For searching research theses and dissertations ( )

2. For uploading your research paper ( )
3. For searching literature reviews ( )
4. For looking course notices ( )

5. Others (please specify) ………………………………………………….

11. If you are not aware with institutional repository, why? (Please tick all that apply)

1. Lack of awareness of the availability of repository ( )

2. Lack of electronics devices ( )
3. Lack of skills ( )
4. Lack of access internet services ( )
5. Other (please specify) …………………………………………………..

13. Are you generally satisfied with the current system of collecting, managing and dissemination of
scholarly work produced within a college?

1. Yes ( if yes go to question 12) ( )

2. No ( )
57
14. If not satisfied, please briefly explain why?

………………………………………………………………………………………………………………

………………………………………………………………………………………………………………

………………………………………………………………………………………………………………

………………………………………………………………………………

15. Is there any need to implement an institutional repository at our college (TUDARCo)?
1. Yes ( )
2. No ( )
Please briefly explain why?
………………………………………………………………………………………………………………

………………………………………………………………………………………………………………

………………………………………………………………………………………………………………

………………………………………………………………………………

16. Do you think what will be the advantages of having an institutional repository at a
college(TUDARCo)? (Choose all that apply)
1. The accessibility of my work will increase ( )
2. IR will protect the copyright of my work ( )
3. I can add extra data to my work, such as photos, video, audio or data sets ( )
4. It is economic for the university and university library ( )
5. The number of citations my work gets increases ( )
6. My work is protected from plagiarism ( )
7. The impact of my study increases ( )
8. Results of my study will be disseminated more quickly ( )
9. My work will be permanently archived, indexed and available ( )
10. It improve and strengthens the scholarly communication ( )

58
17. What kinds of material that you think would be stored and made accessible through the repository?
Select all that apply.

1. Published papers ( )
2. Articles ( )
3. Books ( )
4. Chapters ( )
5. Doctoral and Masters theses ( )
6. Technical reports ( )
7. Unpublished reports ( )
8. Processed data ( )
9. Raw data ( )
10. Audio ( )
11. Video ( )
12. Learning material (for example lecture notes) ( )
13. None
Other. Please specify……………………………………………………………………………………

18. What is your level of participation in the following statement? “Institutional repository is very
important thing in higher academic institution like TUDARCo.”
1. Strongly agree ( )
2. Agree ( )
3. Undecided ( )
4. Disagree ( )
5. Strongly disagree ( )

19. What do you personally think of the following statement? “Scholarly research results of my college
should be freely accessible through an Institutional Repository”
1. Strongly agree ( )
2. Agree ( )
3. Neutral ( )
4. Disagree ( )
5. Strongly disagree ( )

Please explain your answer:

................................................................................................................................................

................................................................................................................................................

59
 .................................................................................................................................... ............
20. What are the additional features you think should be included............................................. ......... .........

................................................................................................................................................

................................................................................................................................................

................................................................................................................................................

................................................................................................................................................

................................................................................................................................................

Thanks for your time. Your contributions are sincerely appreciated.

60
 APPENDIX B: INTERVIEW QUESTIONS

The Interview guide questions help to find information about the Institutional
Repository at Tumaini University Dar es salaam college(TUDARCo). The information
provided will be treated very confidentially.
(a). Brief
Introduction
(b). Session
Start
1.When I use the term Institutional Repository what comes to mind?
2.What method(s) are used at the institutional level to store digital research outputs?

3.How do you measure the current method/system of managing, and disseminating research
outputs?

4.What are the weaknesses of the current system in managing and disseminating the research
output at the college?

5.Tell me how you overcome challenges of the current system?

6.Is there any need to implement an institutional repository/ digital repository?

7.Do you think by having this Institutional Repository will ease the process of collecting,
managing and disseminating research products, and other documents created in a
college like course notes, journals.?
8.What is the current policy and/or practice of research production and dissemination at
TUDARCo?
9.Does a college currently have any written policies for managing digital materials?
10. Would you recommend the IR as an information resource to students?
11. What types of material (digital objects), in your opinion, should the TUDARCo IR, when
established, contain?

12. In your opinion what do you think should be the relevant features of the digital
repository/IR?

Thanks for your time. Your contributions are sincerely appreciated.

61
APPENDIX C: Code

Admin Log in
Resource name="admin _login"java_ auth="Container"
type="org.apache.catalina.UserDatabase"
description="User database that can be updated and saved"
factory="org.apache.catalina.users.MemoryUserDatabaseFactory"
pathname="conf/tomcat-users.xml" />
</GlobalNamingResources>
<Service name="Catalina">
<Executor name="tomcatThreadPool" namePrefix="catalina-exec-"
maxThreads="150" minSpareThreads="4"/>
<Connector port="8080" protocol="HTTP/1.1"
connectionTimeout="20000"
redirectPort="8443" />
<!-- A "Connector" using the shared thread pool-->
<Connector executor="tomcatThreadPool"
port="8080" protocol="HTTP/1.1"
connectionTimeout="20000"
redirectPort="8443" />
<Connector port="8443" protocol="org.apache.coyote.http11.Http11NioProtocol"
maxThreads="150" SSLEnabled="true">
<SSLHostConfig>
<Certificate certificateKeystoreFile="conf/localhost-rsa.jks"
type="RSA" />
</SSLHostConfig>
</Connector>
<Connector port="8443" protocol="org.apache.coyote.http11.Http11AprProtocol"
maxThreads="150" SSLEnabled="true" >
<UpgradeProtocol className="org.apache.coyote.http2.Http2Protocol" />
<SSLHostConfig>
<Certificate certificateKeyFile="conf/localhost-rsa-key.pem"
certificateFile="conf/localhost-rsa-cert.pem"
certificateChainFile="conf/localhost-rsa-chain.pem"
type="RSA" />
</SSLHostConfig>
</Connector>
<Connector port="8009" protocol="AJP/1.3" redirectPort="8443" />

<Engine name="Catalina" defaultHost="localhost">

62
 <!--For clustering, please take a look at documentation at:
/docs/cluster-howto.html (simple how to)
/docs/config/cluster.html (reference documentation) -->

<Cluster className="org.apache.catalina.ha.tcp.SimpleTcpCluster"/>
<Realm className="org.apache.catalina.realm.LockOutRealm">
<Realm className="org.apache.catalina.realm.UserDatabaseRealm"
resourceName="UserDatabase"/>
</Realm>
<Host name="localhost" appBase="webapps"
unpackWARs="true" autoDeploy="true">
<Valve className="org.apache.catalina.valves.AccessLogValve" directory="logs"
prefix="localhost_access_log" suffix=".txt"
pattern="%h %l %u %t &quot;%r&quot; %s %b" />

</Host>
</Engine>
</Service>
</java>

USER LOGIN
<java >
<extension-login -user>123</extension>
<mime-type>application/vnd.lotus-1-2-3</mime-type>
</mime-mapping>
<mime-mapping>
<extension>3dml</extension>
<mime-type>text/vnd.in3d.3dml</mime-type>
</mime-mapping>
<mime-mapping>
<extension>3ds</extension>
<mime-type>image/x-3ds</mime-type>
</mime-mapping>
<mime-mapping>
<extension>3g2</extension>
<mime-type>video/3gpp2</mime-type>
</mime-mapping>
<mime-mapping>
63
 <mime-type>video/3gpp</mime-type>
</mime-mapping>
<mime-mapping>
<extension>7z</extension>
<mime-type>application/x-7z-compressed</mime-type>
</mime-mapping>
<mime-mapping>
<extension>aab</extension>
<mime-type>application/x-authorware-bin</mime-type>
</mime-mapping>
<mime-mapping>
<extension>aac</extension>
<mime-type>audio/x-aac</mime-type>
</mime-mapping>
<mime-mapping>
<extension>aam</extension>
<mime-type>application/x-authorware-map</mime-type>
</mime-mapping>
<mime-mapping>
<extension>aas</extension>
<mime-type>application/x-authorware-seg</mime-type>
</mime-mapping>
<mime-mapping>
<extension>abs</extension>
<mime-type>audio/x-mpeg</mime-type>
</mime-mapping>
<mime-mapping>
<extension>abw</extension>
<mime-type>application/x-abiword</mime-type>
</mime-mapping>
<mime-mapping>
<extension>ac</extension>
<mime-type>application/pkix-attr-cert</mime-type>
</mime-mapping>
64
 <mime-type>application/vnd.americandynamics.acc</mime-type>
</mime-mapping>
<mime-mapping>
<extension>ace</extension>
<mime-type>application/x-ace-compressed</mime-type>
</mime-mapping>
<mime-mapping>
<extension>acu</extension>
<mime-type>application/vnd.acucobol</mime-type>
</mime-mapping>
<mime-mapping>
<extension>acutc</extension>
<mime-type>application/vnd.acucorp</mime-type>
</mime-mapping>
<mime-mapping>
<extension>adp</extension>
<mime-type>audio/adpcm</mime-type>
</mime-mapping>
<mime-mapping>
<extension>aep</extension>
<mime-type>application/vnd.audiograph</mime-type>
</mime-mapping>
<mime-mapping>
<extension>afm</extension>
<mime-type>application/x-font-type1</mime-type>
</mime-mapping>
<mime-mapping>
<extension>afp</extension>
<mime-type>application/vnd.ibm.modcap</mime-type>
</mime-mapping>
<mime-mapping>
<extension>ahead</extension>
<mime-type>application/vnd.ahead.space</mime-type>
</mime-mapping>
65
 <extension>ai</extension>
<mime-type>application/postscript</mime-type>
</mime-mapping>
<mime-mapping>
<extension>aif</extension>
<mime-type>audio/x-aiff</mime-type>
</mime-mapping>
<mime-mapping>
<extension>aifc</extension>
<mime-type>audio/x-aiff</mime-type>
</mime-mapping>
<mime-mapping>
<extension>aiff</extension>
<mime-type>audio/x-aiff</mime-type>
</mime-mapping>
<mime-mapping>
<extension>aim</extension>
<mime-type>application/x-aim</mime-type>
</mime-mapping>
<mime-mapping>
<extension>air</extension>
<mime-type>application/vnd.adobe.air-application-installer-package+zip</mime-type>
</mime-mapping>
<mime-mapping>
<extension>ait</extension>
<mime-type>application/vnd.dvb.ait</mime-type>
</mime-mapping>
<mime-mapping>
<extension>ami</extension>
<mime-type>application/vnd.amiga.ami</mime-type>
</mime-mapping>
<mime-mapping>
<extension>anx</extension>
<mime-type>application/annodex</mime-type>
66
<mime-mapping>
<extension>apk</extension>
<mime-type>application/vnd.android.package-archive</mime-type>
</mime-mapping>
<mime-mapping>
<extension>appcache</extension>
<mime-type>text/cache-manifest</mime-type>
</mime-mapping>
</java>

67
APENDIX D: Budget

Estimate Budget
S/N CATEGORY ITEM DESCRIPTION TOTAL
4GB RAM,
1 Laptop Computer 600,000.00
500GB Internal hard disk
1. Hardware

I External Hard Disk 500 GB for backup 100,000.00

Notepads, ream paper, sticky

2. Stationary Materials for taking notes 30,000.00
notes, pens and pencil.

Printing, photocopying and

4. Paper production Study binding documents for 40,000.00
submission

Communication and material

5. Internet Modem and voucher 30,000.00
Searching

6. Miscellaneous Emergency Unseen costs and emergencies 10,000.00

TOTAL PROPOSED BUDGET 8,010,000.00

Table 5: Budget table

:
Source: (Researcher, 2021)

68