ABSTRACT

This research work focused on online database model for church record management system a case study of Qua Iboe Church, Ikot Ekpene. The system was necessary because the manual method of maintaining church record makes it difficult to retrieve needed information concerning members of the church. In addition, it is difficult to update membership record information without making mistakes. Also, important record of church meetings such as attendance is manually kept and it is time consuming to retrieve needed report. To overcome these problems, an automated system has been developed to aid easy management of church membership record. The software development methodology employed for the development of the system is the spiral model and the programming language used is PHP (pHp Hypertext Pre-processor).

TABLE OF CONTENTS

Title Page             –        –        –        –        –        –        –        –        i 

Certification         –        –        –        –        –        –        –        –        –        ii

Dedication            –        –        –        –        –        –        –        –        iii

Acknowledgment –        –        –        –        –        –        –        –        iv

Abstract               –        –        –        –        –        –        –        –        v

Table of Contents –        –        –        –        –        –        –        –        vii-ix

CHAPTER ONE: INTRODUCTION

1.0     Introduction         –        –        –        –        –        –        –        1

1.1     Background of the Study        –        –        –        –        –        –        1-3

1.2     Statement of Problem              –        –        –        –        –        3

1.3     Aim and Objectives of the Study                –        –        –        4

1.4     Significance of the Study         –        –        –        –        –        –        4

1.5     Scope of the Study        –        –        –        –        –        –        –        4       

1.6     Organization of the Research  –        —       –        –        –        5

1.7     Definition of Terms       –        –        –        –        –        –        5-6

CHAPTER TWO: LITERATURE REVIEW

•    Introduction –        –        –                  –        –        –        –        7

2.1     Records Management    –        –        –        –        –        –        7-8   

2.2     Guidelines for Church Record Management         –        –        –        8-15

2.3     The Need for Congregation Record Management –        –        15-16

2.4 District Register       –        –        –        –        –        –        –        16-17

2.4.1 Care for District Register         –        –        –        –        –        –        17-18

2.5     Electronic Database       –        –        –        –        –        –        18

2.5.1 Care of Electronic Database    –        –        –        –        –        19

2.5.2 Retention of Electronic Database      –        –        –        –        19

2.6 Electronic Documents       –        –        –        –        –        –        20

2.6.1 Care of Legal Documents         –        –        –        –        –        –        20-21

2.6.2 Retention of Legal Documents –        –        –        –        –        21

2.7 Legal and Property Related Documents         –        –        –        –        21-22

2.7.1 Care of Legal Property Related Documents         –        –        –        22

2.8 Membership Information  –        –        –        –        –        –        22-23

2.9 Online Database Model Concept –        –        –        –        –        23-26

CHAPTER THREE: SYSTEM ANALYSIS  AND DESIGN

• Introduction   –        –        –        –        –        –        –        27     

3.1 Research Methodology      –        –        –        –        –        27     

3.2 Analysis of the Existing System –        –        –        –        28              

3.2.1 Advantages of the Existing System   –        –        28              

3.2.2 Problems of the Existing System       –        –        –        28              

3.2.3 Analysis of the Proposed System      –        –        –        28     

3.2.4 Advantages of the Proposed system  –        –        –        28     

3.3 System Design         –        –        –        –        –        –        –        29

3.3.1 Input layout          –        –        –        –        –        –        –        29-30

3.3.2 Algorithm                                                         –   –        31-32

3.3.3 Program Flowchart                                          –   –        32-38

3.3.4 Output Layout      –        –                  –        –        –        39     

CHAPTER FOUR: SYSTEM IMPLEMENTATION AND DOCUMENTATION

4.0     Introduction                  –        –        –        –        –        –        40

4.1     System Design Diagram –        –        –        –        –        40     

4.2     Choice of Programming Language              –        –        41

4.3     Analysis of Modules               –        –        –        –        41     

4.4     Programming Environment     –        –        –        –        42

4.4.1 Hardware Requirements –        –        –        –        42

4.4.2 Software Requirements  –        –        –        –        42

4.5     System Implementation –        –        –        –        –        42-43

CHAPTER FIVE: SUMMARY, CONCLUSION AND RECOMMENDATIONS

5.0     Introduction         –        –        –        –        –        –        –        –        44

5.1     Constraints of the Study         –        –        –        –        –        –        44

5.2     Summary                       –        –        –        –        –        –        44-45

5.3     Conclusion                     –        –        –        –        –        –        45

5.4     Recommendations                   –        –        –        –        –        –        45

          References                      –        –        –        –        –        –        46-47

           Appendix A (Source Code)-   –        –        –        –        –         48-59

          Appendix B (Output)                         –      –        –                 60-64   

CHAPTER ONE

INTRODUCTION

1.0 Introduction

This chapter is focused on the introduction to online database model for church record management, it presents the introduction, background of the study, statement of the problem, aim and objectives of the study, significance of the study, scope of the study, organization of the research and definition of terms.

1.1 Background of the Study

Today, most of the records of congregations begin as digital files. The financial records church  membership register can be stored in a database. Minutes, reports, newsletters, sermons, and other documents are created using word processing software. Correspondence is usually by e-mail. Much of the information you use and distribute to parishioners is created in formats to be read by a Web browser. Even the photographs of your congregation’s activities are now in digital formats. These guidelines will address the ways in which you can assure future generations that these records will still be available for their use long after hardware, software, and file formats have changed. Consistency is important in the care of records. Any records retention policy has validity, once accepted as the policy of the organization, only as it is uniformly practiced. It should be neither selectively implemented nor disregarded at the whim of the custodians of the records. Information that is retained in hard copy or in electronic files is the property of the congregation. For the effective management of the church, each type of record has a specific life cycle and needs appropriate management.

An online database model for church record management is a web based system that can help the church management upload and manage church records online. Such records can include: membership record, reports of meetings, record of workers in the church, etc. Church records management is an area that less attention is often given to; they simply expect that when they need access to a record, someone from the church will be able to find it. While we all wish records were that simple, the fact is that efficient management of records requires some thought and planning to make accessing them go smoothly.

The records of the developments and decisions of a church, whether in traditional paper form or electronic (online), are important sources of information about its activities. These records can include minutes of meetings, membership rolls, newsletters, annual reports, programs, etc, as well as photographs and recordings. These records are important now and in the future – for example, they will be needed by church officers who are responsible for planning and decision making in the church. These records may also be needed by the church for legal reasons and could help to protect the church and its members in cases of litigation. So it is vital that these records be properly made in the first place, then carefully stored and well managed (Lutheran Church, 2005).

Pastors and church workers create and maintain the records of the congregation in order to have the information they need when reports are needed and in the format from which they can most easily retrieve it; and in such a way that partners working in the congregation, today and in the future, can readily find the information. Implementing an online system for managing church record is a step in the right direction as it will facilitate proper management of church records.

1.2 Statement of the Problem

1. Many churches manually maintain their records.
2. Absence of an online database for church record management.
3. Membership records when manually maintained makes it difficult to retrieve necessary information instantly pertaining to members of the church.
4. In addition, the identity of the members of the church and their status in the church cannot be easily ascertained.

To avoid these problems there is need for the development of an online database model for church record management.