STUDENT INFORMATION RETRIEVAL USING GEOGRAPHICAL

INFORMATION SYSTEM: KUKTEM HOSTEL

ROZIYAII BINTI ABDUL RAZAK

A report submitted in partial fulfilment of the

requirements for the award of the degree of

Bachelor of Computer Science (Software Engineering)

Faculty of Computer Science & Software Engineering

University College of Engineering & Technology Malaysia

NOVEMBER, 2006

PERPUSTAKMN KOLEJ UMVERSIT

KEJURUTERAAN a TEKNOLOOJ MALAYSIA No, Pero!ehar, No. Panggn 21228 -

ankh

31 JAN 2007

ABSTRACT

An effective and faster data retrieval technique is important when dealing

among systems with large database. The existing Hostel Management System in

Students Affairs Department (HEP) of University College of Engineering and

Technology Malaysia (KUKTEM) involves thousands of student data. As a result,

the processing time of data retrieval becoming lengthy. This system also restricted

the administrator to detect student's location visually. In order to solve these flaws,

Student Information Retrieval using Geographical Information System (GIS) is

developed. This system focused on discovering student information based on their

ttident identification number and name by applying geographical location / map

Oncept. This new system provide functions zoom in, zoom out, panning, identify

and query builder in order to simplify the data manipulation by the administrator. By

applying the data visualization technique using GIS, the administrator can retrieve

data faster and in an interactive way.

iv

ABSTRAK

Pencarian makiumat yang cepat dan efektif adalah penting bagi system yang

melibatkan data yang besar. Sistem pegurusan asrama di Hal Ehwal Pelajar (HEP),

Kolej Universiti Kejuruteraan dan Teknologi Malaysia (KUKTEM) melibatkan

beribu data pelajar. Sistem mi mengambil masa yang lama bagi proses mendapatkan

makiumat pelajar di sebabkan data yang terlalu banyak. Sistem iiii juga tidak

mambenarkan pihak pengurusan untuk mendapatkan lokasi pelajar secara visual.

Bagi mengatasi masalah mi sistem Pencarian Makiumat Pelajar menggunakan Sistem

Makiumat Geografi (GIS) telah di bangunkan. Sistem mi memfokuskan kepada

pencarian maldumat pelajar menggunakan kedudukan geografi / peta berdasarkan

nombor pelajar. Sistem baru mi juga menyediakan fungsi - fungsi membesarkan dan

mengecilkan peta, panning, pengenalpastian data, query builder bagi memudahkan

pihak pengurusan memanipulasikan data yang ada. Penggunaan pemaparan data

secara Sistem Maldumat Geografi (GIS) dapat membantu pihak pengurusan

mendapatkan data dengan cepat dan lebih interaktif.

TABLES OF CONTENTS

CHAPTER

TITLE PAGE

DECLARATION

DEDICATION

ACKNOWLEDGEMENT

ABSTRACT iv

ABSRAK

TABLES OF CONTENTS vi

LIST OF TABLES x

LIST OF FIGURES xi

LIST OF ABBREVIATIONS xiii

LIST OF APPENDICES xiv

1

INTRODUCTION 1

1.1 Introduction 1

1.2 Problem Statement 2

1.3 Objectives of the System 3

1.4 Scope 3

2 LITERATURE REVIEW

2.1 Introduction 4

2.2 Geographical Information System (GIS) 4

2.2.1 Components of GIS 6

2.2.2 GIS Data Types 8

2.22.1 Vector Data 9

2.2.2.2 Raster Data 11

vi

vii

2.3 Advantages of GIS 13

2.4 GIS Applications 13

2.5 The Current System of Student Information Retrieval 15

2.6 Case Study of GIS Application 16

2.6.1 GIS Database of the Environmental Information 16

2.6.2 The Management System Development of Campus

Facility Information using Web-based GIS 17

2.7 GIS Software/Tools 19

2.7.1 ArcView3.1 20

2.7.2 Avenue Scripts 21

2.8 Hardware Requirements 22

2.9 Database Requirements 22

3 METHODOLOGY 23

3.1 Introduction 23

3.2 Planning Phase 23

3.3 Requirements Analysis Phase 24

3.4 Design Phase 24

3.4.1 Components of Student Information Retreival 25'

3.4.2 Database Design 26

3.4.2.1 Data Dictionary 26

3.4.3 Interface Design 30

3.5 Implementation Phase 31

3.5.1 Pre-Processing 33

3.5.2 Database Development 33

3.5.3 Interface Development 34

3.5.3.1 Find 36

3.5.3.2 Query Builder 37

3.5.3.3 Identify 38

3.5.3.4 HotLink 39

3.5.3.5 Zoom 40

3.5.3.6 Pan 42

viii

3.5.3.7 Clear Selected Features

42

3.6 Testing Phase

43

3.7 Maintenance Phase

43

3.8 Hardware and Software

44

3.8.1 Hardware Specification

44

3.8.2 Software Specification

45

4

RESULT AND DISCUSSION

46

4.1 Introduction

46

4.2 Testing Environment

46

4.3 Results for Student Information Retrieval using GIS

47

4.3.1 Hot Link Button

48

4.3.2 Find Button

49

4.3.3 Query Builder Button

51

4.3.4 Identify Button

52

4.3.5 Zoom Functionality

53

4.3.6 Pan Button

57

4.3.7 Clear Selected Features Button

59

4.4 Discussion

59

4.5 Weaknesses of the Student Information Retrieval

63

4.6 Advantages of Student Information Retrieval using GIS

63

4.7 Constraints 64

4.8 Lesson Learnt

65

4.8.1 Working under Pressure 65

4.8.2 Project Planning and Time Management

65

4.9 Assumption and Further Research

66

5

CONCLUSION

67

5.1 Conclusion 67

REFERENCES 69

ix

Appendix A

70

Appendix B

71

Appendix C

72

LIST OF TABLES

TABLE NO. TITLE PAGE

3.1 Data Dictionary of Table Gf.shp27

3.2 Data Dictionary of Table Fl1.shp27

3.3 Data Dictionary of Table F12.shp28

3.4 Data Dictionary of Table F13.shp 29 3.5 Data Dictionary of Table F14.shp

30 3.6 Hardware Specification

3.7 Software Specification45

x

LIST OF FIGURES

FIGURE NO. TITLE PAGE

2.1 GIS Components7

2.2 Vector data versus Raster data9

2.3 GIS Points10

2.4 GIS Lines10

2.5 GIS Polygons10

2.6 Cell - based raster data12

2.7 Imaged - based raster data12

2.8 Interface of the current system

2.9 The list of facility information15

19 2.10 The view of facility information

19 3.1 The three components Student Information Retrieval 25 3.2 Flow of the system implementation

32 3.3 The Interface for Geodatabase 3.4 The Find interface

34

3.5 The Algorithms of searching36

3.6 The Query Builder interface36

3.7 TheAlgorithin of quering data37

3.8The Algorithms of identity the place

37

3.9 The Picture Viewer of sub - interface38

3.10The Algorithms of viewing pictures

39

3.11 The Algorithms of Zoom In40

3.12The Algorithms of Zoom Out

40

3.13The Algorithms of Zoom to Full Extent

41

3.14The Algorithms of Zoom to Active Theme

41

3.15The Algorithms of Pan

41

42

xi

xli

3.16 The Algorithms of Clear Selected Features 42

4.1 The main interface of SIR 47

4.2 The sub - interface of SIR 48 43 Displaying the Sub - interface of selected object 49

4.4 Sub - interface for finding student room 50 4.5 Sub - interface that show student room in the map 50 4.6 Sub - interface that show the Query builder 51 4.7 Sub - interface that show the student room selected in the map 52 4.8 Sub - interface for Identify 53 4.9 The Zoom In Functionality 54 4.10 The Zoom Out Functionality 55 4.11 The Zoom to Full Extent Functionality 56 4.12 The Zoom to Active Themes Functionality 57 4.13 The Panning functionality: move the map to the right 58 4.14 The Panning functionality: move the map to the left 58 4.15 System preferences between SIR using GIS and existing system 60 4.16 The important to use the GIS elements in GIS 61 4.17 Map using different layers in GIS gives better usability 62 4.18 SIR save the time in getting the student information rather than

existing system62

LIST OF ABBREVIATIONS

ArcSDE Advanced Spatial Data Server

CAD Computer Aided Design

CPU Centre Processing Unit

DBMS Database Management System

GIS Geographical Information System

GUI Graphical User Interface

flEA Academic Affairs Department / Hal Ehwal Akademik HEP Student Affairs Department / Hal Ehwal Pelajar HTML Hyper-Text Markup Language

ICC Information and Computer Centre KUKTEM University College of Engineering and Technology Malaysia LAN Local area Network

Map Object IMS Map Object Internet Map Server MNE Ministry of Nature Environment PC Personal Computer PSM

Undergraduate Project / Projek Sarjana Muda SIR Student Information Retrieval

xlii

LIST OF APPENDICES

APPENDIX TITLE PAGE

A

Gantt chart 70 B

Data used in SIR 71 C Questionaire 72

xiv

CHAPTER 1

INTRODUCTION

This chapter is focusing on introduction of the system, problem statement of

the existing system, objectives and scope of the system.

1.1 Introduction

The management in hostel is very important because they have to manage

lots of data such as the student data and information. So they should have to manage

the data systematically. Therefore Student Affairs Department (HEP) has applied the

computerized system to help them in hostel management. Without the computerized

system, they have a lot of problem in manage the student data and also the data that

related to the hostel management Although the computerized system is known can

reduce human energy, paperless and also help the staff in managing time more

wisely, it still has the problem in providing the systematic management especially in

getting the student information To solve this problem, Student Information

Retrieval using Geographical Information System (GIS) has been develop to improve

the existing system further to assist users in finding student's room and to retrieve student's data by clicking on the map. Besides, user will know the number of

Students in the hostel and also the number of the student in the room. Therefore this

System will not waste their time because they only need to click at the place that they

Want to know by click at the maps.

2

Student Information Retrieval helps the Student Affairs Department (HEP) to

retrieve student's data easily and faster. This system focusing on how to improve the

retrieving of student's data beside others additional function. So user can know the

student data faster and easily such as to know the student's room, and others

information about the student. Users also are allowed to search student's room by

student id. This system eases to the user to get any information anytime when they

needed.

1.2 Problem Statement

According to the existing system used by Student Affairs Department (HEP),

it is found that the system does not really helps in retrieving student's information

wisely. Sometimes human power still needed to configure it manually. Below are

some of the problems faced by the current system.

The current system that used by Student Affairs Department (REP) at

KUKTEM has face the problem on getting the student information in short time.

Based on the current system, the user should search the student by metric number

before they can get the information about that student. The system does not provide

searching by room. So that they do not know who's student there and also the

number of the student in that room.

To solve these problems, the system provides a student information retrieval

using Geographical Information System. This system based on University College

of Engineering and Technology Malaysia (KUKTEM) hostel map. The user will get

the student's information in KUKTEM hostel through the visualization of hostel

map. They also can get the student information by searching the student id and flame.

3

1.3 Objectives of the System

The main objectives of the system are:

i. To develop the Student Information Retrieval Using Geographical

Information System.

ii. To search the student location.

iii. To manipulate the map by zooming and searching.

1.4 Scope

The scope of this system is to develop the Student Information Retrieval only

for University College of engineering and Technology Malaysia (KUKTEM) hostel.

i. This system is using Geographical Information System (GIS).

ii. Searching based on the student identification number and name. iii. This program is developed using Arc View 3.1 and Avenue

scripting as an application language.

iv. This system uses the vector data type.

V. The information of the student for Student Information Retrieval

involves students in blocks C and C2.

CHAPTER 2

LITERATURE REVIEW

2.1 Introduction

Literature review is the ways to increase knowledge and understanding about

the topic that is proceed by finding out all information before developing the system.

This chapter is finding out the researches that related to this system and make the

specific analysis.

2.2 Geographical Information System (GIS)

GIS is acronym for Geographical Information System. Geographical is refers

to a specific location in space. This term is used because GIS tend to deal primarily

with geographic or spatial features. Information is refers to a large volumes of data

which are usually handled within a GIS. Every object has their own particular set of characteristics or descriptive attributes. System is the term used to represent the

system approach taken by GIS. Most of the information systems now are computers based. Geographical Information System (GIS) refers to a computer-based system

for Storing, analyzing, and reporting map and spatial database, providing environmental, social economic and geographic information. GIS is a collection of cOn'Puter hardware software, and geographic data for capturing, managing, ana

lyzing, and displaying all forms of geographically referenced information [1].

5

Geographical Information System (GIS) is an integrating technology by

linking a number of discrete technologies into a whole that is greater than the sum of

its parts. GIS have emerged as very powerful technologies because they allow

geographers to integrate their data and methods in ways that support traditional

forms of geographical analysis as well as new types of analysis and modeling [2].

A regular map shows only spatial data such as cities, rivers, roads, and

forests. A geographic information system contains further information by linking

attribute data to spatial data. For example, population and unemployment rate can be

linked to specific city areas. This link creates intelligent map features and provides

the ability of retrieving the data for fact-finding, querying the data with criteria,

spatial analysis and modeling, topological operating, and network analysis [2].

A Geographical Information System (GIS) is a tool that uses the power of the

computer to pose and answer geographical question. The user guides the program to

arrange and display data about places on the planet in a variety of ways including

maps, charts, and tables. The hardware and software allows the users to see and

interact with data in new ways by blending electronic maps and database to generate

color coded display. User can zoom in and out of maps freely, add layers of new

data, and study detail and relationships [3].

Actually GIS is differs from Computer Aided design (CAD) and other

graphical computer applications. It is because all spatial data that using GIS is geog

raphically referenced to a map projection in the earth coordinate system. A GIS

supports several views for working with geographic information. Three views of

GIS used for working with elements of geographic knowledge which is geodatabase, geovisualjj0 and geoprocessing.

These three (3) elements are [4]:

i. Geodatabase View - A GIS is a unique kind of database of the world and known as a geographic database (geodatabase). It is an information system for g

eography. Basically, a GIS is based on a structured database that

describes the world in geographic terms. It is also containing data sets that

represent geographic information in terms of a generic GIS data model

(features, rasters, topologies, networks, and so forth).

ii. GeovisualiZatiOn View - A GIS is a set of intelligent maps and other views

that shows features and feature relationships on the earth's surface. Various

map views of the underlying geographic information can be constructed and

used to support queries, analysis, and editing of the information.

iii. Geoprocessing View - A GIS is a set of information transformation tools that

derives new geographic data sets from existing data sets. These

geoprocessing functions take information from existing data sets, apply

analytic functions, and write results into new derived data sets.

These three (3) GIS views are represented in ArcGIS by the catalog (a GIS is

a collection of geographic data sets), the map (a GIS is an intelligent map view), and

the toolbox (a GIS is a set of geoprocessing tools). All three are critical parts of an

intelligent GIS and are used at varying levels in all GIS applications.

2.2.1 Components of GIS

A working GIS integrates five (5) key components which is hardware,

software, data, methods, and people {5}. All of these components need to be in

balance for the system to be successful. Figure 2.1 shows the GIS components.

7

Hardware - V

Software

GIS

People

i

Data

Methods

Figure 2.1 GIS Components

i. Hardware is a computer system on which a GIS operates. Today, GIS

software runs on a wide range of hardware types, from centralized computer

servers to desktop computers used in stand-alone or networked

configurations. Hardware consists of the technical equipment needed to run a

GIS including a computer system with enough power to run the software,

enough memory to store large amounts of data, and input and output devices

such as scanners, digitizers, GPS data loggers, media disks, and printers.

ii. Software is defined as the group of instructions which enable the execution of

a certain procedure by a computer. GIS software provides the functions and

tools needed to store, analyze, and display geographic information. Keg'

Software components are:

(a) A database management system (DBMS)

(b) Tools for the input and manipulation of geographic information

(c) Tools that support geographic query, analysis, and visualization (d) A graphical user interface (GUI) for easy access to tools

8

ii. Data is the most important component of a GIS. Geographic data and related

tabular data can be collected in-house or bought from a commercial data

provider. Most GISs employ a DBMS to create and maintain a database to

help organize and manage data.

iv. Method is a process in develop the GIS system. The successful of the GIS

system is depend on the type of the methodology that applied, well-designed

plan and business rules, which are the models and operating practices unique

to each organization.

v. People is refers to system users who manage the system and develop plans for

applying it. They are also need to be educated to make decisions on what

type of system to use. People who associated with a GIS can be categorized

into viewers, general users, and GIS specialists.

2.2.2 GIS Data Types

GIS organizes geographic data into series thematic layers and tables. It is

because data in a GIS are referenced to geography. GIS links the location to each

layer such as people to addresses, buildings to parcels, or streets within a network to

give a better understanding of how the features interrelate.

In a GIS, collections of geographic features are organized into data sets, such

as land parcels, fire locations, buildings, orthophoto imagery, and raster-based digital

elevation models in particular defined geographic data sets are critical for useful geographic information systems, and the layer-based concept of thematic collections of information is critical for (uS data sets. There are two (2) basic of spatial data

types used in GIS work which are raster and vector [6]. Figure 2.2 shows the

differences between vector data and raster data.

Vector Raster Point j

Line __________________ i-i--i-i-•i- 1 Polygon

1 1tiiFigure 2.2 Vector data versus Raster data

2.2.2.1 Vector Data

The vector data model represents each feature as a row in a table, and feature

shapes are defined by x,y locations in space. For examples lines on the road map, the

points that indicate cities and the polygons that encloses a state which is based on

points, lines and polygons. Much vector data is stored in GIS formats, such as those

of ArcView SHP or Mapinfo formats. Vector data is composed of discrete

coordinates that can be used as points or connected to create lines and polygons.

Points is refers to discrete location on the surface of the planet, represented

by an x-y coordinate pair. Each point on the map is created by latitude and longitude

coordinates, and is stored as an individual record in the database.

Lines are formed by connecting two (2) data points. The computer reads this

line as straight, and renders the line as a vector connecting two x-y coordinates (X

longitude, Y = latitude). The more points used to create the line, the greater the

detail. For lines, this means that the system stores one end of the line as the starting

Point and the other as the end point, giving the line direction.

Polygons is refers to an area that fully encompassed by a series of connected

lines. Because lines have direction, the system can determine the area that falls Within the lines comprising the polygon. Polygons are often an irregular shape.

Each polygon Contains one type of data such as vegetation, streets, and dispatch lo

cations would be different polygons. All of the data points that form the perimeter

of the polygon must connect to form an unbroken line [6]. Figure 2.3, 2.4 and 2.5

shows the examples of vector data.

LJ

$

Figure 2.3 GIS Points

Figure 2.4 GIS Lines

ZY

Figure 2.5 GIS Polygons

10

11

2.2.2.2 Raster Data

Raster data represent features as a matrix of cells within rows and columns in

COntU1UOUS space. These cells are formed by pixels of a specific dimension size, and

can be described as either cell-based or image-based data.

An example of raster data is a scanned image or photograph. A line drawn in

a raster format must be defined by a group of pixels along the length of the line. As

a result the size of a raster file is larger than that required by a vector file [6].

Cell - Based Data

Each raster data layer represents one attribute. Most analyses combine these

layers to create new layers with new cell values, as either continuous or

discrete data. Continuous data types have gradations, such as temperature or

elevation. Discrete data types have clearly delineated boundaries, such as a

city boundary or specific vegetation type.

The cell size used for a raster layer affects the results of the analysis and how

the map looks. Using too large a cell size is causes some information to be

lost. Using too small a cell size will significantly increase the storage space

and processing time required, without adding precision to the map. To create

an effective cell size, base the cells on map scale and on the minimum

mapping unit of the other GIS data. Refer to Figure 2.6.

12

Figure 2.6 Cell - based raster data

ii Image - Based Data

Image data ranges from satellite images and aerial photographs, to scanned

maps that have been converted from printed to digital format. Refer to Figure 2.7.

Figure 2.7 Image - based raster data