COMPUTERISING EGG PRODUCTION

RECORDS OF KING’S POULTRY FARM

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Table of Contents
INTRODUCTION AND PROBLEM IDENTIFICATION.............................................................3
STATEMENT OF SPECIFIC OBJECTIVES OF CURRENT SYSTEM......................................4
DESCRIPTION OF DATA FLOW IN THE CURRENT SYSTEM..............................................5
BROAD DESCRIPTION OF EXISTING SOLUTION..................................................................7
EVALUATION OF EXISTING SOLUTION.................................................................................8
EVALUATION OF ALTERNATIVE SOLUTIONS.....................................................................9
STATEMENT OF SPECIFIFC OBJECTIVES OF PROPOSED SYSTEM OR SOLUTION.....11
CLARITY OF PLAN OF ACTION..............................................................................................12
EXPLANATION OF HARDWARE REQUIRED........................................................................14
USE OF SEPARATE MODULES................................................................................................15
ALGORITHMS RELATED TO SYSTEM REQUIREMENTS...................................................18
CLARITY OF ALGORITHMS.....................................................................................................19
TESTING OF STANDARD, EXTREME AND ABNORMAL DATA.......................................20
USER DOCUMENTATION.........................................................................................................22
TECHNICAL DOCUMENTATION.............................................................................................26
EVALUATION OF THE SOLUTION.........................................................................................32
OPPORTUNITIES FOR DEVELOPMENT.................................................................................33
EVIDENCE OF REALIZATION..................................................................................................34

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INTRODUCTION AND PROBLEM IDENTIFICATION
King’s Poultry Farm is a profit making organization that was established on the 26 th of January
2016 by Gorata Kambela. It is mainly focused on keeping chickens, both broiler chickens and
layer chickens but it can also assist on vaccinations for this type of birds. Kings Poultry Farm is
located at Dikabeya, along the A1 road. It operates on weekdays from 0800hrs to 1630hrs.This
organization has 10 employees who have been distributed to different departments which are the
packaging and storing department, finance department, feeding and vaccination department and
the butcher department.

The packaging and storing department, which has 2 employees, is responsible for grading eggs
and packaging them according to their sizes. Packaging meat pieces in branded bags and storing
all those products is done by the department. The finance department has 1 employee who has
duties of keeping financial records and distributing money to other departments so that they can
continue with production. The feeding and vaccination department, which has 3 employees, has
duties such as giving the birds feeds, water and vaccinating them when necessary. The butchery
has 3 workers who slaughter chickens, remove the chicken`s internal organs and cut the meat.
The security of the premises is taken care of by 1 worker.

Records kept by Kings Poultry Farm include chicks’ growth process, egg production, layer
growth requirements broiler growth requirements, vaccination process and monthly finances. In
this project my focus area will be the egg production records kept by, Lorato Mmegi, in the
feeding and vaccination department and completed by the packaging department.

A sample of the egg production record is as follows:

Date Eggs produced Damaged eggs Egg sizes Stored eggs

01/05/2016 44 5 2 39

The following are the problems of the current system:

 It is difficult to determine the most produced egg size in a month because of the records
in a serial manner therefore the grader has to go through all the records to tally the egg
sizes and count them.
 It is also difficult to determine the egg sizes mostly damaged before storage in a month
because the records are in a serial manner so the grader has to go through the records and
tally the different egg sizes and finding out the which ones were damaged before storage.

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  It is difficult to determine the total amount of each egg size produced in a year. This is
because the records are in a serial manner so the grader will take a long time going
through the egg sizes of each month and tallying them in order to get the total number of
each egg size.

STATEMENT OF SPECIFIC OBJECTIVES OF CURRENT SYSTEM

The current system is able to:

 Determine the number of eggs produced in a week. In the egg production record table
there is a field named Eggs produced, this makes it easy for all farm workers to go
through the records of a week and add the eggs produced.
 Determine the most produced egg size in a month. In the current system there is a field of
Egg sizes and Dates, the grader will tally each egg size looking at the dates of a month
and count them to compare their total egg size numbers.
 Determine the TOTAL number of stored eggs in a week. In the current system there is a
field of Stored eggs in which the number of stored eggs is recorded in every week. This
makes it possible to add the stored eggs of each day in a week.
 Determine the days that had more damaged eggs in a week. In the current system there is
a field of Damaged eggs and that makes it possible for the farm worker to compare those
numbers and get the day with more damaged eggs in that week.
 Determine the months that had the lowest number of eggs produced. In the current
system the dates are recorded in a serial manner together with the eggs produced each
day. This makes it possible to add produced eggs every month and compare the numbers
to get the one with the lowest number.

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DESCRIPTION OF DATA FLOW IN THE CURRENT SYSTEM
INPUT

The following are the inputs of the current system:

INPUT DATA SOURCE

Date Farm worker
Eggs produced Farm worker
Damaged eggs Farm worker
Egg sizes Grader

PROCESS

The packager calculates the stored eggs as follows:

Stored eggs = Eggs produced – Damaged eggs

OUTPUT

The following are the outputs of the current system:

 Date
 Eggs produced
 Damaged eggs
 Egg sizes
 Stored eggs

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DATA FLOW DIAGRAM

Packager Grader Farm worker

Stored eggs Egg sizes Date

Eggs produced

Damaged eggs

Recording of the egg

production records details

Calculation of
Stored eggs

Egg production
records

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BROAD DESCRIPTION OF EXISTING SOLUTION
Every afternoon and morning during the working days, the farm worker collects the egg
production records sheet, he records the Date and goes to the poultry house with some egg crates.
He then counts the Eggs produced and records the number. Afterwards, he separates the
Damaged eggs from the other eggs, counts them and records the number. The grader receives the
good eggs on crates and weighs them to get their sizes and he records that on the same egg
production sheet. The packager receives eggs in different sizes, puts them in appropriate crates
and then calculates the Stored eggs by subtracting the number of Damaged eggs from the number
of Eggs produced. He records the answer on the sheet. In order to add a new record, the next row
on the record sheet is used and information is added in all the fields. To update a record, the farm
worker, grader or packager uses a correction fluid and writes the new information. To delete a
record, they use a pen and a ruler to cancel the whole record.

PROSPECTIVE

The farm worker said that the system is slow because entering the records manually takes a long
time even the calculations take a long time to be processed.

CONTIGENCY MEASURE

There is no backup for the system.

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EVALUATION OF EXISTING SOLUTION
GOOD POINTS

1. It is easy to determine the number of eggs produced in a week.

Reason

The number of eggs produced and the date are recorded on a daily basis, in that way identifying
and adding the number of eggs produced for consecutively 5 days of a week will be easy.

Consequence

The organization will be able to estimate the number if egg crates.

2. It is easy to determine the number of stored eggs in a week.

Reason

The number of stored eggs and the dates are recorded on a daily basis so the packager can go
through the records of a certain week and add the number of stored eggs.

Consequence

The organization can estimate the number of eggs they can possibly supply to their customers
every week without failing to meet their customers needs.

BAD POINTS

1. It is difficult to determine the most produced egg size in month.

Reason

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The records are arranged in a serial manner so the farm worker has to go through the records and
tally the different Egg sizes in order to get the most produce egg size.

Consequence

A lot of time is consumed that could have been used for production.

2. It is difficult to determine the total number of each egg size produced in a month.

Reason

The records are arranged in a serial manner therefore the grader has to go through all the records,
tally each egg size and add the number of eggs produced of each egg size.

Consequence

Doing that consumes a lot of time that could have been used on other parts of production.

EVALUATION OF ALTERNATIVE SOLUTIONS

In the current system, the records are kept using lined papers, a ruler, a pen and a pencil. The
records are kept by the farm worker, packager and grader. The records are kept in a serial
manner. After the farm worker counts the eggs he records in the Date and records in the number
of Eggs produced. He separates the Damaged eggs, counts them and records the number on the
Damaged eggs column. The grader weighs the Eggs produced and records their sizes. The
packager then calculates the Stored eggs by subtracting the number of Damaged eggs from the
number of Eggs produced then records the answer.

The problem of the current system is that it is difficult to determine the most produced egg size
in a month because the records are in a serial manner. The other problem is that it is also difficult
to determine the Egg sizes mostly damaged before storage in a month because the records are in
a serial manner.add all the three problems from cr 5

1. Improved manual system

In the improved manual system a notebook will be used. The notebook will have each egg size
on each page so as to cater for the different Egg sizes that can be possibly produced.

The following is an illustration of how the improved system will be with each egg size on each
page:

Size 1

Date Eggs produced Damaged eggs Egg sizes Stored eggs

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Size 2

Date Eggs produced Damaged eggs Egg sizes Stored eggs

Benefit

It is going to be easy to determine the most produced egg size in a month by adding the eggs
produced on each page and afterwards comparing the total numbers of each egg size according to
the month in which the eggs were produced.add all the benefits

Cost

The cost is going to increase because a notebook which is more expensive will be used compared
to the lined papers that were used before which were cheaper.

2. Fully computerized system

In the fully computerized system the database software is going to be used to solve the problem
of determining the egg size mostly damaged before storage. In the software a table will be
created which will have a new field. The field will be Damaged egg sizes.

Benefit

It is going to be easy to determine the egg sizes mostly damaged before storage in a month.

Cost

The cost is going to increase because a computer system which is expensive compared to lined
papers will have to be bought by the organization.

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STATEMENT OF SPECIFIFC OBJECTIVES OF PROPOSED SYSTEM OR
SOLUTION
1. The system should be able to automatically calculate the number of Eggs produced in a month
through a query using database software.

2. The system should be able to automatically calculate the total number of Stored eggs in a
week through a query using the database software.

3. The system should be able to automatically calculate the total number of Damaged eggs in a
week using a query using the database software.

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CLARITY OF PLAN OF ACTION
The software that will be used is the database software. A table with the title, Egg production
table, will be created. The table will have the following fields; Date, Eggs_produced,
Damaged_eggs, Egg_sizes, Stored_eggs and Damaged_egg_sizes. A form will be created to add
buttons which are convenient, buttons which are Delete record, Save record, Add record. The
Delete record button is used to delete the current record, the Save record button is used to save
the current record and the Add record button is used to add a new record. A query will be
created, the purpose of a query is to calculate the Stored_eggs by inheriting fields from the table
being Eggs_produced and Damaged_eggs in order to calculate the stored eggs. A report will be
created by inheriting fields from the query to make a summary of the total number of different
egg sizes produced in a month.

INPUTS

The following are the inputs of the proposed system:

 Date
 Eggs_produced
 Damaged_eggs
 Egg_sizes
 Damaged_egg_sizes

PROCESS

To obtain the number of stored eggs the following equation is used:

Stored_eggs=Eggs_produced-Damaged_eggs

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OUTPUTS

The following are the outputs of the proposed system:

 Date
 Eggs_produced
 Damaged_eggs
 Egg_sizes
 Damaged_egg_sizes
 Stored_eggs

INPUT FORMAT

The following is the input format of the proposed system:

Date Eggs_produced Damaged_eggs Egg_sizes Damaged_egg_sizes Stored_eggs

OUTPUT FORMAT

The following is the output format of the proposed system:

Date Eggs_produced Damaged_eggs Egg_sizes Damaged_egg_size Stored_eggs

s
18/06/19 30 5 2 2 25

FILE STRUCTURES

The following is the file structure of the proposed system:

Field name Data type Validation rule Description

Date Date/Time It holds the date when
the record is made.
Eggs_produced Number It holds the total
number of eggs
produced.
Damaged_eggs Number It holds the number of
eggs which were
damaged.
Egg_sizes Number Between 1 and 3 It holds the egg sizes
produced.
Damaged_egg_sizes Number It holds the size of
damaged eggs.

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Stored_eggs Number It holds the number of
stored eggs.

TIME FRAME

The following is the time frame of the proposed system:

Activities to be done Number of weeks

Fact finding 2
Feasibility study 2
Analysis of the system 1
Designing of the system 5
Development 2
Testing 3
Documentation 5
Implementation 6
Maintenance 6
Total number of weeks 32

EXPLANATION OF HARDWARE REQUIRED

The full system will be using:

a) Keyboard: it will be used to enter the Date, Eggs_produced, Damaged_eggs and

Egg_sizes into the fields of the table in the database software.
b) Processor: the central processing unit, CPU, will be used to calculate the Stored_eggs by
subtracting Damaged_eggs from the Eggs_produced.
c) Cathode ray tube monitor: it will be used to display the Stored_eggs, Date,
Eggs_produced, Egg_sizes, Damaged_eggs and Damaged_egg_sizes.

BACKUP REQUIREMENTS

In order to have a backup for the egg production records an external hard disk will be used.

ALTERNATIVE HARDWARE

Instead of using the cathode ray tube monitor a liquid crystal display monitor can be used, this is
because the liquid crystal display monitor has a high resolution. In that way quality soft copies
will be produced which would be easily sent to other computers and still maintain their quality.

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USE OF SEPARATE MODULES
1. EGG PRODUCTION TABLE

I have created a table called Egg production table. The table is used to enter records for the eggs
produced on each day. The table has the following fields; Date, Eggs_produced, Damaged_eggs,
Egg_sizes, Damaged_egg_sizes, Stored_eggs. The Egg_sizes field has a validation rule which is
“Between 1 and 3”.This is because the only sizes of eggs produced are sizes 1, 2 and 3.

The following is the Egg production table;

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2. EGG PRODUCTION FORM

I have created an Egg production form, all the fields of the form have been inherited from the
Egg production table. The purpose of a form is to make a new record, update any current record
and delete a record. The form has the following buttons; Delete record, Save record, Add record.

This button is used to delete a current record.

This button is used to save a current record.

This button is used to add a new record.

3. EGG PRODUCTION QUERY

I have created an Egg production query which inherited all its fields from the Egg production
table. The purpose of a query is to calculate Stored_eggs.
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4. EGG PRODUCTION REPORT

I have created an Egg production report which inherited all the fields from the Egg production
query. It is kept by the production manager to monitor the egg production at King’s poultry farm.

5. SYSTEM SWITCHBOARD

I have created a switchboard which acts as an interface that allows any user to have access to
different modules. The buttons in the switchboard are open egg production form, open egg
production report, open egg production query.

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This button is used to open the Egg production form.

This button is used to open the Egg production report.

This button is used to run some calculation on the Stored_eggs field in the Egg production query.

ALGORITHMS RELATED TO SYSTEM REQUIREMENTS

SYSTEM FLOW CHART

Date, Eggs_produced, Damaged_eggs

Egg_sizes, Damaged_egg_sizes

Display error
Validate
message
Egg_sizes

Stored_eggs=Eggs_produced
– Damaged_eggs Egg
production
record

Date, Eggs_produced, Damaged_eggs,

Egg_sizes, Damaged_egg_sizes,
Stored_eggs
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19
CLARITY OF ALGORITHMS
PROGRAM FLOWCHART

Start

Inputs are being entered. The

inputs are Date, Eggs_produced,
Date, Eggs_produced, Damaged_eggs, Egg_sizes and
Egg_sizes, Damaged_eggs, Damaged_egg_sizes
Damaged_egg_sizes

A decision of Egg_sizes is
No Is being taken and only
Egg_sizes Egg_sizes between 1 and 3 are
between 1 accepted by the system.
and 3?

Yes
Stored_eggs are calculated by
Stored_eggs = Eggs_produced subtracting Damaged_eggs from
– Damaged_eggs Eggs_produced.

Date, Eggs_produced,
Damaged_eggs, Egg_sizes,
Damaged_egg_sizes
Outputs are being given out. The
outputs are Date, Eggs_produced,
Damaged_eggs,
Stop Damaged_egg_sizes, Stored_eggs.

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TESTING OF STANDARD, EXTREME AND ABNORMAL DATA
1. Normal test

Test plan

Field name Validation rule Data used Expected results

Egg_sizes Between 1 and 3 2 Accept

The value used to test the validation rule was 2.The value was accepted because the cursor
moved to the next field without displaying an error message and it was accepted because it is
within the range of the validation rule which is between 1 and 3.

2. Extreme test

Test plan

Field name Validation rule Data used Expected results

Egg_sizes Between 1 and 3 3 Accept

The value used to test the validation rule was 3. The value was accepted because the cursor
moved to the next field without displaying an error message and it is because the value sets the
boundary of the validation rule which is “between 1 and 3”.

3. Abnormal test

Test plan

Field name Validation rule Data used Expected results

Egg_sizes Between 1 and 3 4 Reject

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The value 4 was used to test the validation rule. The value was rejected because when the cursor
was moved to the next field an error message was displayed on the screen. This happened
because the value is not within the range of the validation rule which accepts values between 1
and 3.

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USER DOCUMENTATION
CONTENTS

 Purpose of the system

 Installation instructions for the system
 Opening the system
 Error handling
 Closing the system

THE PURPOSE OF THE SYSTEM

The purpose of the system is to improve the accuracy of the calculations of the eggs production
records of King’s poultry farm by the creation of a query. To also easily create egg production
records reports for the organization.

HOW TO INSTALL THE SYSTEM

To install the system copy the folder.

Afterwards paste the folder containing the system at the home screen.

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HOW TO OPEN THE SYSTEM

To open the system, click the Egg production record file.

Click the form

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A switchboard like this one will appear on your screen. This switchboard has buttons that one
can click on to use the system. To open the form, click the “Open Egg production record form”
button. To open the report, click the “open egg production repot” button. To open the query click
the “open egg production query”.

Error handling

When using the system there can some chances that error message may appear when entering the
wrong details on the Egg_sizes column. The error message can appear like this:

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This requires you to re-enter only Egg_sizes between size 1 and 3 by typing in 1, 2 or 3. After
you have entered the right details you will be able to move to next column without receiving any
error message. This is how the table will appear:

HOW TO CLOSE THE SYSTEM

To close the whole system, click the close button on your right hand side at the top of the screen.
The whole system will be closed and you will go back to home screen.

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TECHNICAL DOCUMENTATION
TABLE OF CONTENTS

 File structure
 Input processes
 Testing
 Program and system flowcharts

INPUTS

The following are the inputs of the proposed system:

 Date
 Eggs_produced
 Damaged_eggs
 Egg_sizes
 Damaged_egg_sizes

PROCESS

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To obtain the number of stored eggs the following equation is used:

Stored_eggs=Eggs_produced-Damaged_eggs

OUTPUTS

The following are the outputs of the proposed system:

 Date
 Eggs_produced
 Damaged_eggs
 Egg_sizes
 Damaged_egg_sizes
 Stored_eggs

FILE STRUCTURES

The following is the file structure of the proposed system:

Field name Data type Validation rule Description

Date Date/Time It holds the date when
the record is made.
Eggs_produced Number It holds the total
number of eggs
produced.
Damaged_eggs Number It holds the number of
eggs which were
damaged.
Egg_sizes Number Between 1 and 3 It holds the egg sizes
produced.
Damaged_egg_sizes Number It holds the size of
damaged eggs.
Stored_eggs Number It holds the number of
stored eggs.

TESTING

1. Normal test

Test plan

Field name Validation rule Data used Expected results

Egg_sizes Between 1 and 3 2 Accept

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The value used to test the validation rule was 2.The value was accepted because the cursor
moved to the next field without displaying an error message and it was accepted because it is
within the range of the validation rule which is between 1 and 3.

2. Extreme test

Test plan

Field name Validation rule Data used Expected results

Egg_sizes Between 1 and 3 3 Accept

The value used to test the validation rule was 3. The value was accepted because the cursor
moved to the next field without displaying an error message and it is because the value sets the
boundary of the validation rule which is “between 1 and 3”.

3. Abnormal test

Test plan

Field name Validation rule Data used Expected results

Egg_sizes Between 1 and 3 4 Reject

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The value 4 was used to test the validation rule. The value was rejected because when the cursor
was moved to the next field an error message was displayed on the screen. This happened
because the value is not within the validation rule which accepts values between 1 and 3.

PROGRAM FLOWCHART

30 Start
 Inputs are being entered. The
inputs are Date, Eggs_produced,
Date, Eggs_produced, Damaged_eggs, Egg_sizes and
Egg_sizes, Damaged_eggs, Damaged_egg_sizes
Damaged_egg_sizes

A decision of Egg_sizes is
No Is being taken and only
Egg_sizes Egg_sizes between 1 and 3 are
between 1 accepted by the system.
and 3?

Yes
Stored_eggs are calculated by
Stored_eggs = Eggs_produced subtracting Damaged_eggs from
– Damaged_eggs Eggs_produced.

Date, Eggs_produced,
Damaged_eggs, Egg_sizes,
Damaged_egg_sizes
Outputs are being given out. The
outputs are Date, Eggs_produced,
Damaged_eggs,
Stop Damaged_egg_sizes, Stored_eggs.

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SYSTEM FLOW CHART

Date, Eggs_produced, Damaged_eggs

Egg_sizes, Damaged_egg_sizes

Display error
Validate
message
Egg_sizes

Stored_eggs=Eggs_produced
– Damaged_eggs Egg
production
record

Date, Eggs_produced, Damaged_eggs,

Egg_sizes, Damaged_egg_sizes,
Stored_eggs

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EVALUATION OF THE SOLUTION
GOOD POINTS

1. The system is able to automatically calculate the Stored_eggs.

Reason

A query used to calculate Stored_eggs has been created.

Consequence

This has made the calculations of Stored_eggs to be faster and more accurate.

2. The system enables one to easily access different modules of the system.

Reason

A switchboard which contains different buttons to open the egg production form, report and
query has been created.

Consequence

This has made the operation of the system to be easy and it also saves time.

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OPPORTUNITIES FOR DEVELOPMENT
The system could have been developed by:

 Introducing “Notes” field. This field will be used by the farm worker or grader to
write in what caused the eggs to be damaged. This will also help the organization to
come up with solutions on how to solve those problems.intergration
 A graph, a pivot chart, would be made that will automatically obtain information
from the report and make a summary of the eggs produced on each date. This will
make the users of the system to analyze the egg production.
 Add a button

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EVIDENCE OF REALIZATION
The following are the questions that were asked to make a research:

1. What is the name of your organization?

………………………………………………………………………………………………
2. How many employees do you have in the organization?
………………………………………………………………………………………………
3. What type of records do you keep in the production department?
………………………………………………………………………………………………
4. What do use to keep the different records?
………………………………………………………………………………………………
5. How do you feel about your current manner of keeping the organization’s records?
………………………………………………………………………………………………

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