INTRODUCTION AND IDENTIFICATION OF THE PROBLEM
Masunga Senior Secondary School is a well-established learning institution located in
Mannatlhoko Ward, just before the sports complex. The school was officially opened on the 11th
of October 1997 and has since been dedicated to providing quality education to students.
The institution offers a range of services, primarily focusing on academic education across various
subjects, including Computer Studies, Mathematics, Science, and the Arts. In addition to
academics, the school also provides extracurricular activities such as sports, cultural programs,
and leadership training to promote the holistic development of students.
Masunga Senior Secondary School employs a diverse team of professionals responsible for
ensuring the smooth operation of the institution. The teaching staff consists of subject specialists
who deliver lessons, assess student progress, and provide guidance. The administrative staff
handles student records, admissions, and financial matters, while the support staff, including
librarians, laboratory assistants, and maintenance personnel, ensure that the school environment
remains conducive to learning.
The primary purpose of the institution is to provide secondary education to students, equipping
them with the necessary knowledge and skills to succeed in further studies and future careers.
The school operates from Monday to Friday, with lessons running from early morning to the
afternoon, followed by extracurricular activities. Some departments, such as administration and
security, may continue their duties beyond school hours.
To maintain an efficient learning environment, the school keeps various records. These include
student academic records, attendance registers, disciplinary records, financial records, and staff
employment details. Proper record-keeping ensures transparency, accountability, and smooth
administration within the institution.
AREA OF FOCUS
My area of focus will be on the Masunga Senior Secondary School visitor’s records. The school
currently uses a manual system, where a physical book with pre-printed tables allows the
gatekeeper to record details of each visitor upon entry and exit. This system is essential for
monitoring and managing the movement of visitors within the school premises. However, the
manual process has some limitations, including the risk of data loss, difficulty in retrieving past
records, and the possibility of inaccurate time calculations.
The visitor’s logbook captures essential details for monitoring school visitors. It records the First
Name and Surname for identification, Gender for demographic analysis, and Person Visited for
accountability. Time In and Time Out track entry and exit, while Duration is automatically
calculated to show the visitor's stay. Lastly, the Signature confirms the visitor’s presence upon
entry and exit, ensuring accurate record-keeping.
When a visitor arrives, the gatekeeper manually inputs the visitor’s details into the logbook. The
visitor provides their name, surname, gender, and the person they wish to visit. The gatekeeper
records the time of entry and allows the visitor access to the school.
Upon leaving, the visitor signs out, and the gatekeeper records the time of exit. The system
(whether manual or computerized) then processes the data by calculating the duration of the
visitor’s stay. This is done by subtracting the time in from the time out. For example, if a visitor
signs in at 10:15 AM and signs out at 11:30 AM, the system calculates the duration as 1 hour and
15 minutes.
The outputs of the system include:
1. Daily Visitor Reports: A summary of visitors for the day, showing names, persons visited,
and durations.
2. Total Duration Reports: A record of how long visitors typically stay, which helps in
monitoring and improving security.
3. Frequent Visitor List: A compiled list of individuals who visit regularly, useful for identifying
patterns or security concerns.
4. Historical Visitor Logs: A reference for administrators to check past visits in case of
disputes or security investigations.
DATE NAME SURNAM GENDE VISITED TIME TIME DURATIO SIG
E R PERSO IN OUT N N
N OUT
02/01/202 Kelly Jonny Female School 08:0 09:0 1 hour
4 Head 0 0
04/01/202 Faith Kate Female School 10:0 11:0 1 hour
4 Head 0 0
06/01/202 John Farai Male Deputy 12:0 13:0 1 hour
4 School 0 0
Head
08/01/202 Tracy Mphengul Female HOH 14:0 15:0 1 hour
4 a Puma 0 0
10/01/202 Busan Dintwa Male School 08:0 09:0 1 hour
4 g Head 0 0
