Design And Implementation Of A Case Filling System For A Drug Monitoring Agency
(A Case Study Of Ndlea Area Office Enugu)
A case filing system for a drug monitoring agency is an intricate organizational structure designed to systematically catalog and manage information pertaining to drug-related cases. This comprehensive system serves as the backbone of the agency’s operations, facilitating the efficient storage, retrieval, and analysis of crucial data related to drug monitoring and investigations. It encompasses a sophisticated database architecture that seamlessly integrates case details, evidence, and relevant documentation, ensuring accessibility for authorized personnel. The system employs advanced categorization techniques, incorporating keywords such as drug-related offenses, suspect profiles, and investigation progress, to streamline the search and retrieval process. In addition, it incorporates robust security measures to safeguard sensitive information, acknowledging the paramount importance of confidentiality in the realm of drug monitoring. Through its meticulous design and implementation, this case filing system becomes an indispensable tool for the agency, enhancing its ability to track and address illicit drug activities with precision and efficiency.
The world over, it is indisputable that the introduction of computer technology in different facets of life, has virtually transformed and entranced information processing, which is very vital in any organization or parastatals of government. Not only as a means of information processing, has the technology also proved to be the fastest means of information retrieval, which forms the nucleus of this study
This work tries to x- ray the rate role of the computer in case filling system for drug monitoring Agency. It looks at ways of improving the information management of the Agency. This research work will cover the following areas: record information retrieval relating to MIS (Management information system), and crime mapping through a data bank of crime related information.
A detailed design of a computerized approach that will bring the much needed innovation is given. Also included in this work is paper documentation for the new system design.
Title page
Certification
Dedication
Acknowledgement
Abstract
Organization of work
Table of contents
Chapter one
Introduction 1
1.1 Statement of the problem 1
1.2 purpose of the study 3
1.3 Aims and objective 3
1.4 Scope of the study 4
1.5 Limitations of the study 5
1.6 Definition of terms 6
Chapter two
2.0 Literature review 10
Chapter three
3.0 Description and analysis of the existing system 16
3.1 fact finding methods used 16
3.2 Organizational structure 19
3.3 Objective of the existing system 21
3.4 Input, process, output analysis 21
3.5 Information flow diagram 23
3.6 Problems of the existing system 24
3.7 Justification of the new system 25
Chapter four
4.0 Description of the new system 27
4.1 output specification and design 27
4.2 Input specification and design 29
4.3 File design 32
4.4 Procedure chart 36
4.5 System requirement 38
Chapter five
5.0 Implementation 40
5.1 program design 40
5.2 Pseudo code 44
Chapter six
6.0 Documentation 51
Chapter seven
7.0 Recommendation and conclusion 53
7.1 Reference 56
INTRODUCTION
Information Technology (IT) has set a new world order turning the world into a global village, where information plays an indispensable role.
The National Drug Law Enforcement Agency (NDLEA) is an agency whose responsibility is to detect and arrest drug addicts and traffickers for necessary prosecution according to the law. If we should go by this maxim, it buttresses the need at which classified information is to this outfit.
Over the years, this outfit had made tremendous impact in combating drug related crimes, but in recent times, there has been an avalanche of drug trafficking and usage in the country leading to insecurity of life and properties close investigation concerning crime activities reveals that most offenders were under the influence of drugs hence the importance of this Agency and the upgrading of their obsolete equipment to meet with the international standard.
Despite the glint strides taken by this outfit over the years changing their investigation and recording equipment to tape storage using cassette as recorder, there are still a lot of surmountable problems which has hitherto, reduced the efficiency of the outfit through out Nigeria. The panacea to this may no doubt; lie in the introduction of a properly designed case filling system which will bring the much-desired automation hence, a prerequisite for being a member of the new world order vis-à-vis information technology.
1.1 STATEMENT OF THE PROBLEM
The National Drug Law Enforcement Agency (NDLEA) is a drug prevention and intelligence network which is solely based on information. This information received from conducted investigation, which should be supplied to the Agency within minutes using electron communication. But this takes days or weeks and sometimes months if the investigation is carried in a distant area. The storage medium currently at disposal for information is susceptible to unauthorized access and damage. Most often, the recorded information is usually not within the reach when needed. Going by this high level of graft in the country, officers can easily remove: recorded information of a very serious crime activity by mere bribe offer. In view of the above problems which have attracted the author’s attention, he has unequivocally, decided to design a computer base case filling system which will correct this abnormalities.
1.2 PURPOSE OF THE STUDY
Having been aware of the numerous anomalies which have reduced the efficiency of The National Drug Law Enforcement Agency (NDLEA) the purpose of this research is focused on designing and developing a computerized based case filling system.
1.3 AIMS AND OBJECTIVES
The aims and objectives of the research work centers on the following:-
– To show case the merits of a computerized system in The National Drug Law Enforcement Agency (NDLEA).
– To upgrade the information network system of the Nigeria Agency.
– To enhance speedy and reliable information retrieval in drug crime case records.
– To identify areas where computers can be used in detective work.
– To investigate the possibilities of using the computer to analyse and compare substance taken from the scene of crime.
– To establish the possibilities of using the computer in crime mapping – A situation where data concerning crimes that have been committed in a certain area is fed into a computer and then, the computer produces a map that shows whether it is any pattern to the crime.
1.4 SCOPE OF THE STUDY
This research work is limited to the National Drug Law Enforcement Agency (NDLEA) Area office Enugu. The choice of Area Office was due to proximity reason. However, it is instructive to note that the system of operation in Enugu is the same throughout the entire nation.
1.4 LIMITATION
Investigation for facts about this research work was fraught with the following constraints.
Issue of confidentiality:
This work is a dicey one that concentrates on issues considered confidential. The outfit chosen for investigation could not disclose or rather give access easily to the relevant information. Investigation and intelligence needs high level of secrecy. Sequel to the approval for data collection comes after services of consultation with important personnel of the Agency.
TIME:
Time factor is another major constraint, which unequivocally did force me to limit the scope of the work. The time stipulated for actual completion of this work is rather too short to cover all relevant sections of the Agency. Also, the researcher had to spend some time before approval was given for file accessibility.
FINANCE
Intended to make comprehensive excerpts from some foreign journals on issues bothering on Drug addicts and trafficking investigation and intelligence network but due to financial constraint, I could only limit myself to a few within my reach. Also, the cost of shuttling to the Agency’s office also constituted a big source of financial stress.
1.6 DEFINITION OF TERMS
Information: This is a meaningful processed data, which provides an individual knowledge needful in decision making.
DATA: It is a collection of raw facts, figured charts or symbols that represent idea, object or situation which need to processed to given a real meaning program: a set of instruction logically sequenced that instructs the computer on what actions to take to arrive at a result.
INVESTIGATION: It is simply a fact finding and fact recording concerning a particular issue or event. It can be obtained through interview, question and observation.
CASE-FILE: This is a paper file used in keeping records on case matters.
FILE: A collection of records that are related, to which the user can attach a name.
INTELLIGENT REPORT: It is a report written and recorded about a witnessed event which can serve as evidence.
EVIDENCE: Material or information on which a conclusion or proof may be based.
SURVEILLANCE: An operation carried out by operatives in a remote area in the city or an area.
OPERATIVES: Officers of federal investigation and intelligence Bureau.
TIP-OFF: Useful hint conveyed to the special outfit by some one
SUSPECT: Someone presumed guilty of discredit with out conclusive proof.
INFORMATION TECHNOLOGY: It is the technology which supports activities involving the creation, storage, manipulation and communication of information together with their related methods, management and application.
Management information system: the combination of human and computer based resources that result in the collection storage, retrieval, communication and use of data for the purpose of efficient management of operations and for business planning.
Data Bank (information Service): electronic shore-house of information accessed by using a microcomputer, modem and telephone.
Download: To transfer information electronically from a databank or a computer to another computer.
Expert system: computer system characterize by a very large database, the ability to ask question, and set of rules that allow it to use its data to arrive at conclusion.
COMPUTER: It is an electromechanical device capable of generating, storing and retrieving information at a fantastic speed and accuracy.
Case Filling System For A Drug Monitoring Agency:
A case filing system for a drug monitoring agency is crucial for the efficient management of cases related to drug safety, compliance, and monitoring. Such a system should enable the agency to track and manage cases involving adverse drug events, regulatory compliance violations, pharmacovigilance activities, and other related matters. Here’s an outline of what a comprehensive case filing system for a drug monitoring agency might entail:
User Access and Authentication:
Implement secure user authentication to ensure that only authorized personnel can access the system.
Assign different levels of access rights based on user roles within the agency.
Case Intake:
Allow users to enter new cases into the system, including details such as patient information, drug involved, adverse events, and relevant documentation.
Provide an option for case submission by healthcare professionals, patients, and other stakeholders.
Case Classification:
Categorize cases based on the nature of the incident, such as adverse events, medication errors, non-compliance, or regulatory violations.
Data Collection and Storage:
Enable the collection and storage of comprehensive data related to each case, including demographics, medical history, drug details, and incident descriptions.
Document Management:
Allow users to upload and attach relevant documents, such as medical records, laboratory results, and correspondence related to the case.
Workflow Management:
Implement a workflow system to manage the progression of each case through different stages, from intake to resolution.
Assign tasks and responsibilities to agency staff for case investigation, analysis, and decision-making.
Data Analysis and Reporting:
Enable data analytics tools to identify trends, patterns, and potential safety concerns from the collected case data.
Generate reports for internal use and regulatory reporting requirements.
Alerts and Notifications:
Set up automated alerts and notifications for important events, deadlines, or case status changes.
Ensure timely communication within the agency and with external stakeholders.
Integration with External Databases:
Integrate the system with external databases, such as drug databases and adverse event reporting systems, to enhance data accuracy and completeness.
Regulatory Compliance:
Ensure that the system complies with relevant regulatory requirements and data privacy regulations.
Implement audit trails and data protection measures.
Search and Retrieval:
Provide advanced search capabilities to retrieve specific cases and associated data quickly.
Implement filters and sorting options for efficient data retrieval.
User Training and Support:
Offer training programs and user support to ensure that agency personnel can effectively use the system.
Data Security and Backup:
Implement robust data security measures to protect sensitive information.
Regularly back up data to prevent data loss.
Scalability and Upgradability:
Design the system to be scalable, allowing for the addition of new features and the handling of a growing volume of cases.
User Feedback and Improvement:
Encourage users to provide feedback on the system’s usability and functionality for continuous improvement.
Accessibility and Usability:
Ensure that the system is user-friendly and accessible to individuals with disabilities.
Training and Documentation:
Develop comprehensive training materials and documentation to assist users in using the system effectively.
Developing and implementing such a case filing system may require collaboration with IT specialists, software developers, and regulatory experts to ensure that it meets the specific needs and regulatory requirements of the drug monitoring agency. Regular maintenance and updates should also be part of the system’s lifecycle to keep it current and effective.