A permit approval system for environmental impact assessment by epa

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GHANA TECHNOLOGY UNIVERSITY COLLEGE
FACULTY OF INFORMATICS
TITLE:
Design and Implementation of a Permit Approval System for Environmental
Impact Assessment by EPA.
BSc. Information Technology
BY:
KINGSLEY MENSAH
AND
AGYAPONG MOSES BRAKO
MAY 2017

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ABSTRACT
Over the years, systems have moved from the manual way of operations to the electronic
means of operations. Most procedures have been automated thus enhancing procedures
and making manual systems more efficient as well as effective.
This write up analyses the Environmental Impact Assessment permit procedures in Ghana
in order to develop an Electronic Permit and Monitoring system to enhance the permit
issuance and monitoring by the Environmental Protection Agency. It identifies the barriers
the Agency currently faces in terms file storage, processing and monitoring of projects.
The study also reviewed 5 major challenges facing the Agency. They are namely: Lack of
security in terms of file storage, Inconsistency and duplication in data entry, Efforts and
space in keeping and tracking information, System dependency on expertized individuals
and lastly, time consuming and costly to produce reports. Our system doesn’t completely
override the manual system or paper based system. It actually will compliment processes
at the Environmental Protection Agency.
Based on the results obtained after the study, it is recommended that the Environmental
Protection Agency in Ghana gets an electronic system that will be used to permit and
monitor projects in Ghana. This, we have implemented and have developed a system that
the agency can now use to enhance the permit acquisition process.
Also within the write up, the aim and objectives are stated. The tools that will be used to
implement our objectives so as to achieve the main aim is found in our documentation.

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ACKNOWLEDGEMENTS
Kindness can never be repaid but could be appreciated. The successful completion of any
project will be incomplete without the acknowledgment of the efforts of some important
stakeholders of the project.
First and foremost, we want to thank the all mighty God for the grace given us to
successfully run the undergraduate academic race to the finish line. We also are grateful
to our parents for their supports in all forms to bring us this far. We are most grateful to
our project supervisor in the person of Mr. Dominic Kofi Louis for the countless and
relentless guidance and efforts during the period. May God richly bless him for how well
he supervised and made sure we did the right things at every stage of the project period.
We also want to thank our colleague Ernest Kojo Tutu for his guidance in the construction
of the system.

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Table of Contents
DECLARATION ............................................................................. Error! Bookmark not
defined.
ABSTRACT ...................................................................................................................................ii
ACKNOWLEDGEMENTS...........................................................................................................iii
LIST OF FIGURES...................................................................................................................viii
LIST OF ABBREVIATIONS.....................................................................................................ix
CHAPTER ONE.........................................................................................................................10
Introduction.............................................................................................................................10
1.0 Background to study: .......................................................................................................10
1.1 Statement of the Problem.................................................................................................12
1.2 Aim and objectives............................................................................................................14
1.3 Significance of study.........................................................................................................14
1.4 Organization of the study.................................................................................................15
CHAPTER TWO........................................................................................................................16
LITERATURE REVIEW ..........................................................................................................16
2.0 Introduction.......................................................................................................................16
2.1 Review of existing manual systems at the EPA Ghana..................................................16
2.1.1 Inconsistency and duplication in data entry (Human Error) ................................18
2.1.2 Effort and space in keeping and tracking information ..........................................18
2.1.3 System is dependent on good individuals.................................................................18
2.1.4 Time consuming and costly to produce reports ......................................................18
2.1.5 Lack of security..........................................................................................................19
2.2 Environmental Impact Assessment, Environmental Permit and Monitoring.............19
2.2.1 Definitions and concepts of Environmental Impact Assessment, Environmental
Permit and Monitoring.......................................................................................................19
2.3 Steps in the EIA process...................................................................................................22
2.3.1 Screening: ...................................................................................................................24
2.3.2 Scoping:.......................................................................................................................24

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2.3.3 Baseline data collection..............................................................................................25
2.3.4 Impact analysis and prediction.................................................................................25
2.3.5 Analysis of alternatives..............................................................................................25
2.3.6 Mitigation and impact management ........................................................................25
2.3.7 Environmental Management Plan (EMP)& Environmental Monitoring.............26
2.3.8 Environmental Impact Statement (EIS) ..................................................................26
2.3.9 Decision Making.........................................................................................................26
2.3.9.1 Effective EIA Follow-Up........................................................................................26
2.3.9.2 Public Hearing and Involvement...........................................................................27
2.4 EIA and sustainable development...................................................................................27
2.4.1 EIA in Developed Countries .....................................................................................28
2.4.2 EIA in Developing Countries....................................................................................29
2.5 Reviewed Works ...............................................................................................................30
2.5.1 The Electronic Permitting System............................................................................30
2.5.2 The Business Operating Permit System: .................................................................32
2.5.3 e-Permit (Electronic Environmental Permitting System) ......................................34
2.6 Conclusion .........................................................................................................................36
CHAPTER THREE....................................................................................................................37
SYSTEM’S SPECIFICATION AND DESIGN........................................................................37
3.0 Introduction.......................................................................................................................37
3.1 Software Development Life Cycle ...................................................................................37
3.1.1 The Waterfall Model..................................................................................................37
3.1.2 System Development Phases Explained...................................................................38
3.2 Requirement Gathering ...................................................................................................39
3.2.1 Requirement Analysis................................................................................................39
3.2.2 Techniques for Requirement Gathering..................................................................40
3.3 The Manual System ..........................................................................................................41
3.4 Databases...........................................................................................................................42

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3.4.1 Database Management System (DBMS)..................................................................42
3.5 Programming Language and Tools Used .......................................................................43
3.6 Methods of System Analysis and Design Specifications ................................................43
3.6.1 Entity Relationship Diagram (ERD) ........................................................................43
3.6.2 Use Case Diagram......................................................................................................44
3.6.3 System Architecture...................................................................................................47
3.6.4 Sequence Diagram .....................................................................................................48
3.6.5 Activity Diagram........................................................................................................50
3.7 Features of the Proposed System.....................................................................................51
3.8 System Requirements .......................................................................................................51
3.8.1 Functional Requirements..........................................................................................51
3.8.2 Non Functional Requirements..................................................................................52
3.9 Development Environment ..............................................................................................53
3.9.1 Hardware Requirements...........................................................................................53
3.9.2 Software Requirements .............................................................................................53
CHAPTER FOUR ......................................................................................................................55
SYSTEM IMPLEMENTATION AND TESTING ..................................................................55
4.0 Introduction.......................................................................................................................55
4.1 Logical Design...................................................................................................................55
4.1.1 Physical Design...........................................................................................................55
4.1.2 Fundamentals of the Design Concept.......................................................................55
4.1.3 Documentation Standard ..........................................................................................55
4.2 Implementation Stages .....................................................................................................55
4.2.1 Development Tools.....................................................................................................56
4.3 System Construction.........................................................................................................56
4.4 System Testing ..................................................................................................................56
4.4.1 Unit Testing ................................................................................................................57
4.4.2 Integration Testing ....................................................................................................57

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4.5 System Deployment...........................................................................................................59
4.6 Interface Design ................................................................................................................59
4.6.1 Login Interface...........................................................................................................60
4.6.2 Server and Database Connection .............................................................................60
4.6.3 Registration Page .......................................................................................................61
CHAPTER 5................................................................................................................................62
CONCLUSION AND RECOMMENDATION........................................................................62
5.0 Introduction.......................................................................................................................62
5.1 Findings .............................................................................................................................62
5.2 Lessons Learnt ..................................................................................................................62
5.3 Goals Achieved..................................................................................................................62
5.4 Conclusion .........................................................................................................................63
5.5 Recommendation ..............................................................................................................63
APPENDIX..................................................................................................................................64
REFERENCES ...........................................................................................................................67

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LIST OF FIGURES
FIGURE 2.1 GENERALIZED EIA PROCESS FLOWCHART……………… 16
FIGURE 2.2 THE ELECTRONIC PERMIT SYSTEM ………………………. 24
FIGURE 2.3 THE B.O.P SYSTEM …………………………………………… 26
FIGURE 2.4 THE E-PERMIT SYSTEM ……………………………………... 28
FIGURE 3.1 THE WATERFALL MODEL ……………………………………31
FIGURE 3.2 ENTITY RELATIONSHIP DIAGRAM …………………………37
FIGURE 3.3 USE CASE DIAGRAM ………………………………………… 39
FIGURE 3.4 SYSTEM ARCHITECTURE …………………………………… 40
FIGURE 3.5 SEQUENCE DIAGRAM FOR THE LOGIN PROCESS …….... 41
FIGURE 3.6 SEQUENCE DIAGRAM FOR REGISTRATION PROCESS …. 42
FIGURE 3.7 ACTIVITY DIAGRAM ……………………………………….... 43
FIGURE 4.1 LOGIN TESTING ……………………………………………… .50
FIGURE 4.2 ADD USER ……………………………………………………...51
FIGURE 4.3 ADD USER SUCCESSFUL ……………………………………. 51
FIGURE 4.4 INSERTION ERROR ……………………………………………52
FIGURE 4.5 LOGIN INTERFACE …………………………………………... 53
FIGURE 4.6 SERVER AND DATABASE CONNECTION ……………….... 54
FIGURE 4.7 REGISTRATION PAGE ………………………………………. 54

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LIST OF ABBREVIATIONS
EPA ENVIRONMENTAL PROTECTION AGENCY
EIA ENVIRONMENTAL IMPACT ASSESSMENT
EA ENVIRONMENTAL ASSESSMENT
GIS GEOGRAPHICAL INFORMATION SYSTEMS
IEE INITIAL ENVIRONMENTAL EXAMINATION
EMP ENVIRONMENTAL MANAGEMENT PLAN
EIS ENVIRONMENTAL IMPACT STATEMENT
B.O.P BUSINESS OPERATING PERMIT
MIS MANAGEMENT INFORMATION SYSTEMS
XML XTENSIBLE MARKUP LANGUAGE
IDE INTERGRATED DEVELOPMENT ENVIRONMENT
DBMS DATABASE MANAGEMENT SYSTEM
SQL STRUCTURED QUERY LANGUAGE
ERD ENTITY RELATIONSHIP DIAGRAM

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CHAPTER ONE
Introduction
1.0 Background to study:
The whole concept of project registration and permitting of projects revolves around obtaining
legal documents and permission as well as an approval from the government to operate and to be
sure you are safe and constructing at the right place. People continually build in areas they are not
supposed to build and sometimes suffer some consequence such as death and great property loss
which affects families and the country also. Some people also infringe on the rights of their
neighbors as a result of operations of their projects.
People acquire land for construction of various projects. These projects most often are for
commercial purposes which bring money to the owner of the project as well as the government.
After the acquisition of land, people or land owners proceed with the construction of their projects.
Before, during and after the construction of the projects, there are various kinds of pollution such
as noise, water pollution, land pollution and air pollution. The various kinds of pollution affect
people who live nearby as well as reduce the quality of the environment. Some people even buy
water bodies and fill them with enough sand to be able to build and people around such areas face
the consequence especially during the rainy seasons.
It will therefore be crucial to review the country’s process of project registration and permitting as
well as the monitoring of the project to ensure compliance. Also, permitting will be a necessity to
be able to monitor and control the amount of pollution that a project will cause to the environment
and the neighbors nearby during the construction process and even after construction, when the
project will begin operation.
Project permitting has assumed a great importance in Ghana where the safety of man, his neighbors
and the environment are considered and measures are put in place to ensure peaceful coexistence
between men and their immediate environment as well as the right use of the resources at the
disposal of man. This is also to put to check the amount of pollution in any form be it noise, air or
land pollution. To either minimize or reduce the amount of pollution emitted into the environment.
This is when the Environmental Protection Agency comes in and makes sure the right this is being
done.

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The Environmental Protection Agency is the lead institution in Ghana responsible for
environmental issues. Environmental Impact Assessment is a planning and a decision making tool,
applied in Ghana to proposed undertakings (i.e any activity, project, structure, investment, plan,
program, etc., the implementation or development of which may have a significant impact).
Amongst its mandates are the following:
To ensure compliance with any laid down environmental impact assessment procedures in the
planning and execution of development of projects including compliance and respect of already
existing projects.
To initiate and pursue formal and informal education programs for the creation of public awareness
of the environment and its economic importance to the social life of the country and lastly To
develop a comprehensive database on the protection of the environment and for the information of
the public.
In most parts the developed world, project registration and permitting is taken in to consideration
before anything pertaining to starting a project even begins. Due to this, human settlement in the
developed countries is so well laid out and one can see that structure is put in place just as their
town and country planning department have it on their systems. Most commercial projects which
have negative impact on the society and people nearby are set up from residential areas. However,
in Ghana, although the significance of project registration and the obtaining of permit have been
recognized by most of the individuals, little or no steps have been taken to establish and make it
an integral part of the environmental protection. What we see here is construction been done
anyhow. Any small piece of land an individual find, he or she puts up structure there without
obtaining permit most often for commercial purposes. They build in wrong areas and this does not
help. When you go into the papers of the town and country planning office and we are to compare
what they have on their papers and in their files to what we actually have on ground in the
environment, we can see a vast difference. This means people have taken the law into their own
hands and they do whatever they want. This is not supposed to be so. If there be any consequence
in the near future, it is the government who is to blame.
A project according to the British Standards Institute ((BSI), 2000)“is a unique set of coordinated
activities with a definite start and finishing point, undertaken by individuals or organization to
meet specific objective within defined schedule, cost and performance parameters.”

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Also according to Merriam Webster, permit basically means “to allow something to happen or to
give permission for something.”
Project permit will be a legal document given to a prospective proponent of a project before he or
she will be able to begin a construction. This will be issued to the individual after he has registered
the project he or she wants to undertake and have submitted all required documents and has made
all payments to the Environmental Protection Agency. Also the field officers will have to go and
inspect and zone the area, bring a report back to make sure what you have proposed actually
complies with what you brought to the E.P.A on papers.
Project permit system will then be an electronic structure that will aid in the process of registering
and giving permits to people who will want to undertake a project and these projects no matter
what, in one way or the other will have some impact on the environment. The permit will be issued
after some assessments and some charges have been made by the Environmental Protection
Agency and the project proponents have paid the full amount requested by the agency to be paid.
1.1 Statement of the Problem
The EPA is arguably the right institution for seeing to it that there is serenity and harmony between
man, his neighbors and the environment.
Project registration, permitting and monitoring by the Environmental Protection Agency is a very
important activity. It is by this process that the government is able to know the operating bodies
that are currently in the country, the ones that have acquired Environmental Permit and the ones
that have not acquired Environmental permits. It also makes known to the government the number
of registered buildings in a particular area and the degree of pollution generated by these projects.
Ensuring that the pollution is disposed of properly and no one is affected. The government is also
able to take informed decisions relating to how prudently and effectively resources are managed
in the environment while they achieved their mission which basically is to manage, protect and
enhance the country’s environment as well as its citizens and seek common solutions to global
environmental problems.
In the Environmental Protection Agency, there is a problem with information handling. It was
realized that this Agency has no system for registering, permitting and monitoring projects that

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individuals in the country want to undertake. It is not just that but the problem goes to the extent
that keeping information of proponents and their proposed projects safely is a problem. Also people
do build without obtaining the environmental permits because areas are out of sight and form of
monitoring presently won’t allow them to be caught.
All of the processes are done manually by hand into notebooks and files which make the offices in
the Agency clumsy. It also makes it difficult to find when looking for some files which are dated
more than a year back. Some of the files cannot be found when it is time for clients who operate
businesses to come and renew their permit. The proponents (clients) therefore have to come back
with all documents for them to be re-registered during the period for permit renewals and this
doesn’t speak well of the agency or the organization as a whole. Also during the registration
process, since registration is not done by one person, most often there are mistakes when giving
permit numbers. Any officer can pick the book from the secretary’s office and register a proponent.
It was realized that most businesses are given the same permit numbers and when processing files,
it becomes a big challenge. When this happens, there is no one to hold responsible since you won’t
be able to know who registered that particular project whose registration number clashes with an
already existing project. Also proponents sometimes complain of delay in the process of
registration and permitting of their proposed projects.
The need for an electronic project registration, permitting and monitoring will be needed to be able
to electronically register and permit projects. The electronic system should also be able to help
monitor areas where there are ongoing projects. With the manual system also, in case of fire, flood
or even theft important information and data which are in the form of files could be lost. The
electronic system will enhance as well as automate the project registration, acquisition of permit
as well as monitoring of the environment and areas where projects are taking place.
The field officers in the environmental protection agency go out to zone and screen the area or
section of the requested permit which is done manually. Screening and zoning is done to evaluate
and analyze the potential impact from the proposed project on the environment and also if it is
harm free to the people nearby.
The importance of the problem is therefore to help us solve the problem of manual registration
which is done in papers and placed in folders which are kept in shelves and cupboards to an

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electronic system. That is to say we are automating the whole process. That is moving the manual
system to an electronic system which is much secure and faster. This will enhance the registration
and permitting procedure. Since the first step to solving a problem is identifying and understanding
the problem.
1.2 Aim and objectives
The aim of the project is to design and implement an electronic permit approval and monitoring
system.
The objectives of the proposed system are as follows:
 To analyze the already existing manual system been used by the Agency.
 To develop a database to track and keep files safe.
 To implement an online mapping system for field officers to monitor acquired site.
1.3 Significance of study
Staff of the agency:
The relevance of this system to the workers of the agency is, it will serve as a platform where staff
can deposit information taken from proponents during registration. Also they won’t have to go up
and down for files from the administration officers, as well as sign for files. The officers won’t
have to go to the field anymore for zoning as well as monitor effectively projects to ensure that
they comply to mitigation measures.

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Proponents:
The proponents will also be assured their details and credentials are kept safe, also the longer time
taken for proponents to have their projects registered and permit issued will be reduced. Also, they
won’t have to go through much stress when it is time for renewal of permit for their projects.
The Environmental Protection Agency:
The significance of the project to the Environmental Protection Agency is, it will help get rid of
files which are ejecting officers and staff from their offices, especially the administration office. It
will also save the Agency much money which will have been used for printing files and folders in
large number for registration. Also the cost of printing of forms and folders as well as the cost of
labor will be reduced drastically.
1.4 Organization of the study
Chapter 1: This gives an introduction to the project by reviewing the entire background of the
project, problem statement, project aims and objectives and it significance of study.
Chapter 2: this phase focuses on the review of related literature and discusses Online Project
Repository System and its developmental phases.
Chapter 3: at this stage, information on system’s specification and design can be found here. What
users expect of the system or the user’s requirement helped in the specification and design process.
This chapter entails data gathered and the various techniques that were used in relation to the
development of the Project Permit System.
Chapter 4: in the chapter four also, the system implementation and testing is found here. The actual
development of the system as well as testing and deployment took place in the chapter four.
Chapter 5: this chapter entails the conclusion, some experiences learnt during the process as well
as recommendation of the system.

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CHAPTER TWO
LITERATURE REVIEW
2.0 Introduction
Project permit and monitoring had been recently researched intensively. The chapter is devoted to
literature review. There is a review on the already existing manual permitting system, electronic
permitting system in America, monitoring systems and Environmental Impact Assessment
performed by the EPA Ghana. All this will be done to ensure that proponents comply with project
mitigation measures.
2.1 Review of existing manual systems at the EPA Ghana
The Environmental Protection Agency Ghana currently depends on the manual (paper work)
system for registration, permitting and monitoring permitted projects within a particular
geographic area. The above agency is responsible for the issuance of environmental permits to
projects. Applicants who come to the premises of the EPA to register and obtain permits to their
proposed projects are to buy Environmental Impact Assessment Forms, fill them manually and
return it to the Agency. The proponent submits fully completed form with required documents to
the administration office for a file to be opened for the particular project and then from there the
administrator submits the filled forms to the director. Before the file is opened, the administrator
has to go for a book from the director’s secretary to enter the project details into the book. The
name of the book is the project registration book. There are many books there but depending on
the description of the project, the administrator gets to know which kind of project that is. After
she has recorded the necessary details she then gets the registration and permit number from that
book. Looking at the last recorded project, she counts to the next number. After she has recorded
and opened a new file for a newly proposed project, she then enters it into a different book called
the project received book. She writes the date that the files opened for new projects for that day
into this book and sends the files to the director’s offices for approval as well as determining which
officer will be responsible for handling that project. The next day, the administrator has to go and
check if the projects have been given approval by the director for procedures to begin. If she has,
then the files are taken back to the administration office. If not, she will have to go and come back

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another day for the files or in some hours’ time to see if they have been approved. After it has
come back to the administration office, the administrator writes the date the file was brought back
to the administration office into the project received book. The administrator now writes it into a
different book called the file movement book. This book holds records of files which have being
forwarded or at to be forwarded to field officers to begin the registration which begins with going
to the field to do the screening as well as zone the area and then prepare a bill for processing fee
and permit fees which the proponent will have to pay for processing to begin. Over there details of
the projects are also taken again and then names of field officers responsible for the particular area
or district. They then sign for the files before they take them away to work on them.
Also there is an aspect of file complaints issues by people who feel that some neighbors are
infringing on their rights. Also with this kind of complaints, they are made by the person filling a
form and then it being entered into a note book also. Also with the aspects of compliance
monitoring, it is sometimes stressful. The field officers have to go up and down to monitor that the
proponents indeed are going according to the mitigation measures or limit of pollution, impact or
effect they are going to have on the environment. Sometimes some people do not even come to
acquire environmental permits for their projects yet they build and operate fully without the
environmental permit and the agency is not able to recognize such kind of projects just because it
is manual and out of their sight.
Basically, all activities and processes are manually done which is time consuming and sometimes
lacks proper record keeping as well as monitoring. This tedious process that proponents as well as
the workers in the agency have to go through to register various projects as well as monitor them
is what we want to solve since we have identified the problem. Problem identification is the first
step to solving a problem.
The Agency would not have to spend so much time, money transport and stress in monitoring.
Also they will not have to go through so much stress to register proposed projects and issue them
environmental permits. Excessive files in the agency will be gotten rid of and there will be ease of
locating files, forwarding files to people responsible for handling projects or are to play a role at a
point in time in the projects life cycle.
Every manually operated task will have some flaws and below are some of them:

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2.1.1 Inconsistency and duplication in data entry (Human Error)
There is inconsistency in data entry. Manual systems put some kind of pressure on people to be
correct in all details of their work at all times, the problem being that humans aren’t perfect.
However, in the quest for perfection, humans unknowingly enter wrong data based on their
understanding of information requested from them. Also with the aspect of duplication of data
entry, this is a common human error that normally occurs when it comes to entry of records into
books. They most often give same permit registration numbers to different projects and this causes
some kind of conflicts during renewals and writing of reports.
2.1.2 Effort and space in keeping and tracking information
It takes more effort and physical space to keep track of paper documents, to find information and
to keep details secure. When mistakes are made, or corrections are needed to be effected, usually
a manual system will have to be redone completely rather than just updated. With this kind of
systems, information is usually written down and copied or entered more than once. Systemization
can reduce drastically the amount of duplication of data entry. Also when a particular file is to be
looked for and worked upon, it takes so much time to look for the files since you will have no idea
where the particular file you are looking for.
2.1.3 System is dependent on good individuals
From time to time, since some particular people are specialized in helping the proponents who
can’t fill the forms with accurate details to fill their forms and aid them through a successful
registration and acquisition process are few or sometimes this specialized people who help are not
on time to work or are sometimes absent they slow down the process and sometimes will have to
wait for the specialized people to come from either leaves they take or to come back to work before
they can proceed with the process.
2.1.4 Time consuming and costly to produce reports
With the aspect of time consumption, since large volumes of information are on papers and during
report preparation time, information will have to be gathered from different files, the process will
be slowed down since there will have to be a critical and careful look at information which is most
often stressful

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2.1.5 Lack of security
There is less or no security when it comes to the issue of manual processing of documents. Files
are sometimes placed at places they are not supposed to be placed. But due to lack of space in the
office to keep the numerous files they end up in rooms and places they are not to be placed and
this makes files exposed to all manner of persons. Both the authorized and unauthorized people
have access to files.
2.2 Environmental Impact Assessment, Environmental Permit and Monitoring
Tools of Environmental management are different methods, processes and means used to conserve,
promote as well as protect the environment. They are also used to predict and prevent the negative
impacts of projects on the environment.
The EIA is a process intended to improve environmental protection. It informs the decision making
process of the competent authorities to determine whether certain projects should be undertaken.
There is a written statement provided to the competent authorities about the projects effect on the
environment that are likely to be significant (the Environmental Statement), together with the
comments of the public and the statutory environmental organizations. (Heritage, 2013)
2.2.1 Definitions and concepts of Environmental Impact Assessment, Environmental Permit
and Monitoring
There are many definitions when it comes to defining what Environmental Impact Assessment is.
The EIA is a prerequisite for obtaining an environmental permit for proposed projects.
EIA is an evaluation procedure that helps planners and decision makers to understand the
environmental impacts of a proposed project or activity. The definition of Environmental Impact
Assessment also depends on the role of EIA in decision making. (Looijen, March 2004)
In their research, they make known to readers that “Environmental Impact Assessment has been
described as a tool to limit the impacts of a project on the environment. However, by demanding
the consideration of alternatives, it aims for more finding the best way to achieve the desired
result.” (Anon., 2013/05/12)
According to Achieng Ogola, “the EIA is a procedure used to examine environmental
consequences or impacts, both beneficial and adverse, of a proposed development project and to
ensure that these effects are taken into account in project design the EIA is therefore based on

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predictions. These impacts can include all relevant aspects of the natural, social, economic and
human environment.” (Ogola, 2007)
Therefore, EIA has been defined by many different authors but many definitions embody the
assessment of impacts at the conceptual planning stage. Where a virtual project is examined
thoroughly and possible deductions on harm are made. This is done to be able to influence
decisions in a timely manner (Economic Commission for Africa – ECA, 2005). The international
Association for Impact Assessment (IAIA) and UK Institute of Environmental Assessment (IEA)
define EIA as a process of identifying, predicting, evaluating and mitigating the biophysical, social
and other relevant effects of development proposals prior to major decisions being taken and
commitments made (Noble, 2006). The International Association for Impact Assessment defines
Impact Assessment as the process of identifying the future consequences of a current or proposed
action. They state that the impact is the difference between what would happen with the action and
what will happen without it. (Assessment, n.d.)
In the similar manner, Modak and Biswas (1999) assert that EIA is a multi-faceted decisionmaking
process which is structured to anticipate, analyze and disclose the consequences associated with
proposed activities with respect to established public policies for protecting and enhancing the
natural and anthropogenic environment.
Environmental Impact Assessment also is defined as a detailed study based on environmental
assessment (EA) to determine the type and level of effects an existing facility is having, or a
proposed project would have, on its natural environment. (dictionary, 2016).
Environmental Impact Assessment (EIA) is the evaluation of the effects likely to arise from a major
project (or other action) significantly affecting the environment. It is a systematic process for
considering possible impacts prior to a decision being taken or whether or not a proposal should
be given approval to proceed. (Jay_et_al, 2007)
Environmental permit is also defined as “an environmental authorization to commence a proposed
undertaking or continue with the undertaking, issued after registration of the undertaking or upon
submission of a preliminary environmental report or environmental impact statement” (Avoka,
1999)
An environmental permit could be defined as a legal document that grants an individual the
permission to carry on various activities which may have an impact on the environment and human
health. It also puts measures in place to minimize or eradicate the possible effects the proposed

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project will have on the environment and human health. An environmental permit will be necessary
in our present world. Each and every day, people do undertake projects and the projects in one way
or the other have some impacts on the people and environment. The pollution that comes as a result
of the human activities that goes on during operations of the project is prohibited unless authorized
by permit. The permit is issued either by an Environmental Agency or a local authority. The permit
allows a proponent to carry an activity under certain conditions. It gives clear instructions on how
the environment must be protected from the activities. The permit most often covers water, land,
air, noise pollution and other environmental hazards. The permits maintain a fair balance between
human activity and environmental protection.
In his book Monitoring and evaluating programs and projects using GIS, Robert Catherman
defined monitoring as “the process of data collection and measurement of progress toward program
objectives.” (Catherman, January 2013) As you are already aware of, monitoring precedes
evaluation. It is based on the monitoring that evaluation comes and then organizations are able to
take informed decisions.
He also defines Evaluation “as the periodic assessment of changes in desired out comes that can
be attributable to a program’s interventions.” Environmental monitoring is the systematic
measurement of key environmental indicators over time within a particular geographic area (World
Bank, 1999). Monitoring should focus on the most significant impacts identified in the EIA.
Various types of monitoring activity are currently in practice.
An impact can be described in terms of its magnitude and significance”. (Looijen, March 2004).
He also makes clear in his book the actors or the stakeholders in the EIA process. He makes
mention of a proponent, a competent authority, advisors, the commission for EIA, the public and
a study group/ team also known as the impact assessors or consultants.
In his book, environmental monitoring refers to the systematic collection of environmental data
through a series of repetitive measurements. A number of different monitoring activities can be
distinguished in the EIA process:
Baseline monitoring: is the first and foremost type of monitoring been talked about. It refers to the
measurement of environmental parameters during a pre-project period; the main purpose is to
determine the nature and ranges of natural variation and to establish, where appropriate, the nature
of possible change to occur.

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He also talks about the effects monitoring. According to his book, it involves the measurement of
environmental parameters during project construction and implementation so as to detect changes
in these parameters.
Compliance monitoring is the last he talked about. It takes the form of periodic sampling and or
continuous measurement of environmental parameters to ensure that regulatory requirements are
observed and standards met. He also discloses that monitoring is a responsibility of the project
proponent and the government institutions responsible for environmental issues. (Looijen, March
2004)
2.3 Steps in the EIA process
According to Pacifica F. Achieng Ogola there are two phases of the environmental assessment.
The first phase is the Initial Environmental Examination and the second phase is the Environmental
Impact Studies. In his report, he states that“IEE is carried out to determine whether potentially
adverse environmental effects are significant or whether mitigation measure can be adopted to
reduce or eliminate these adverse effects. He continues to state that the IEE contains a brief
statement of key environmental issues, based on readily available information, and is used in the
early (pre-feasibility) phase of project planning. The IEE also suggests whether in-depth studies
are needed. When an IEE is able to provide a definite solution to environmental problems, an EIA
is not necessary. The IEE also requires expert advice and technical input from environmental
specialists so that potential environmental problems can be clearly defined.”
The second phase according to him is the Environmental Impact Assessment. According to him,
“it is a procedure used to examine the environmental consequence or impacts, both beneficial and
adverse, of a proposed development project and to ensure that these effects are taken into account
in project design. The EIA is therefore based on predictions. These impacts can include all relevant
aspects of the natural, social, economic and human environment. The study therefore requires a
multi-disciplinary approach and should be done very early at the feasibility stage of a project. In
other words, a project should be assessed for its environmental feasibility.” (Ogola, 2007)

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Figure 2.1: Generalized EIA process Flow-Chart
Source: (Ogola, 2007)
The above diagram also shows the steps where public and other stakeholders are involved. These
steps are discussed in greater detail below.

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2.3.1 Screening:
Screening is not really a part of the EIA process as it is a process used to determine whether or not
a project requires an EIA or not. This happens after submission of the project brief to competent
authority.
EIA process kicks off with project screening. This is done basically to determine whether or not a
proposal should be subject to EIA and if so, at what level of detail. The guidelines for determining
if an EIA is required or not defer depending on the laws or norms in operation of a country. The
output of the screening process is often a legal document called and Initial Environmental
Examination or Evaluation (IEE). (Ogola, 2007)
2.3.2 Scoping:
The aim is not to carry out exhaustive studies on all environmental impacts for proposed projects.
Scoping is used to identify the key issues of concern at an early stage in the planning process. They
also define scoping as a process for identifying environmental impacts of the project at an early
stage. In the preparation of an EIA the impacts of the project on the environment are identified.
Scoping actually controls the cost and time of the assessment in deciding the scope of the EIA and
therefore is a very important step both in identifying the impacts and controlling the size of the
EIA. (Center, March, 2000). The results of scoping will determine the scope, depth and terms of
reference to be addressed within the Environmental Statement. Scoping is done to: Identify
concerns and issues for consideration
Ensure a relevant EIA
Enable those responsible for an EIA study to properly brief the study team on the alternatives and
on impacts to be considered at different levels of analysis
Determine the assessment methods to be used
Identify all affected interests
Provide an opportunity for public involvement in determining the factors to be assessed, and
facilitate early agreement on contentious issues
Save time and money
And lastly to establish terms of reference (ToR) for EIA study (Ogola, 2007)

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2.3.3 Baseline data collection
The term baseline according to Achieng, refers to the collection of background information on the
biophysical, social and economic settings proposed project area. Normally, information is obtained
from secondary sources, or the acquisition of new information through field samplings, interviews,
survey and consultations with the public. He makes it clear the 2 (two) main purposes for baseline
data collection and they are:
To first and foremost to provide a description of the current status and trends of environmental
factors (e.g. air pollutant concentrations) of the host area against which predicted changes can be
compare and evaluated in terms of significance and secondly, to provide a means of detecting
actual change by monitoring once a project has been initiated. Only baseline data is needed to
assist prediction of the impacts contained in the ToR and scoping report should be collected.
(Ogola, 2007)
2.3.4 Impact analysis and prediction
This is the next stage after baseline data has been collected. Achieng Ogola states that prediction
should be based on the available environmental baseline of the project area. Such predictions are
described in quantitative or qualitative terms. (Ogola, 2007)
2.3.5 Analysis of alternatives
Analysis of alternatives is done to establish the preferred or most environmentally sound,
financially feasible and benign option for achieving project objectives. For each alternative, the
environmental cost should be quantified to the extent possible and economic values attached where
feasible, and the basic for selected alternative stated. The analysis of alternative should include a
NO PROJECT alternative. (Ogola, 2007)
2.3.6 Mitigation and impact management
Mitigation is done to avoid, minimize or offset predicted adverse impacts and, where appropriate,
to incorporate these into an environmental management plan or system. For each potential adverse
impact, the plan for its mitigation at each stage of the project should be documented and costed, as
this is very important in the selection of the preferred alternative. The objectives of mitigation
therefore are to:
First and foremost, to find better alternatives and ways of doing things. It will secondly enhance
the environmental and social benefits of a project. Thirdly, it will avoid, minimize or remedy

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adverse impacts and lastly, to will ensure that residual adverse impacts are kept within acceptable
levels. (Ogola, 2007)
2.3.7 Environmental Management Plan (EMP)& Environmental Monitoring
An Environment Management Plan (EMP) is a detailed plan and schedule of measures necessary
to minimize, mitigate, etc. any potential environmental impacts identified by the EIA. Once the
EIA has helped identified the significant impacts, it is necessary to prepare an Environmental
Management Plan. Monitoring on the other hand is the measurement of environmental indicators
over time within a particular geographic area. Monitoring should focus on the most significant
impacts identified in the EIA. (Verma, 2016)
2.3.8 Environmental Impact Statement (EIS)
The final report after the above have been done is the Environmental Impact Statement (EIS). Most
national environmental laws have specified what the content of EIS should have. (Verma, 2016).
Multilateral and bilateral financial institutions have also defined what should be contained in an
EIS. (Ogola, 2007)
2.3.9 Decision Making
Decisions are made at each stage of the EIA. The decisions influence the final decisions made
about the EIA. The EIS is submitted to designate authority for scrutiny before the final decision.
(Verma, 2016). Also in his report, he states that the authority together with technical review panel
determines the quality of EIS and gives the public further opportunity to comment. Based on the
outcome of the review, the designated authority or the institution financing the project will either
accept, reject or make further modifications to avoid future confrontation. If the EIS is accepted,
an EIA license is issued and if not accepted, extra studies and recommendations are made before
the issuance of a license. (Ogola, 2007)
2.3.9.1 Effective EIA Follow-Up
Practically, an EMP which is submitted with the EIS report should be used during
implemented operation of the project. Most often the link between the EIA process and the
implementation stage of the project is weak. Despite this, there could be independent checks made

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to ensure that the developer acts in accordance with measures put in place. The weakness according
to Achieng Ogola could be attributed to:
Deficiencies in environmental management plans prepared during the EIA.
Deficiencies in monitoring and enforcing compliance through the use of legal instruments and
financial penalties.
Timing of some projects especially in developing countries are implemented several years after
the EIA and the EMP. In such scenarios, an update of the EIA should be done and a new EMP
developed. (Ogola, 2007)
2.3.9.2 Public Hearing and Involvement
After the completion of the EIA report, the law requires that the public must be informed
and consulted on the proposed development after the completion of EIA report. (Verma, 2016)
2.4 EIA and sustainable development
According to the United Nations, sustainable development is development that meets the
needs of the present without compromising the ability of future generations to meet their own
needs. From the above definition, it makes it clear that the present does not interfere with the future.
(Anon., 1987). Also Brudtland also describes sustainable development as “development that meets
the needs of the present without compromising the ability of future generations to meet their own
needs”. (Brundtland, 26 March, 1987). “Implicit in this definition are the concept of needs, which
emphasized the goal of providing for the essential requirements of the world’s poor, and the idea
that technology and social organization imposes limits on the ability of the environment to provide
for the world’s present and future needs”. (Jarvie, 2016). It could also imply as economic growth
together with the protection of environmental quality, each reinforcing the other. This could be
said in other words that it is the balance between human need to improve lifestyles and feeling of
wellbeing on one hand as well as preserving natural resources and ecosystems, on which we and
the future generations depend. (Madhavi Joshi, 2007)
It is a concept that emerged in the context of a growing awareness of the severe ecological crisis
which have seem to be one of the driving forces of world history in the period around the 20th
century. However the word sustainable development is being used without thinking of its real
meaning as well as the implications. (Pisani, 2006). It is unfortunate to find most of the poorest

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communities living close to large and profitable projects. Whilst the EIA systems of various
developing countries may seem to consider mitigating the social effects projects have on the
environment, there are no mechanisms put in EIA regulations to bring development and reduce
poverty. Much emphasis is placed on mitigation rather than the enhancement of existing
conditions. (Godfred, 2013)
However, development and environment are two paradigms and one can conflict with the
other. To address this challenge for sustainable development, UNEP (2004) reveals that EIA can
be used because it includes prediction and evaluation of social, economic and environmental
impacts. (Munyazikwiye, 2011).
The first and foremost characteristic of EIA which helps to achieve sustainable development is the
incorporation of concerns of affected and interested people. That is to say the stake holders are
involved in the decision making process since they are directly or indirectly affected by the impacts
of the project. Also, sustainable development mainly involves proper planning and putting the right
systems in place.
Secondly, the reason that makes EIA a tool for sustainable development but can be a guide for
decision makers in the right direction from the onset. This is made possible by including cost of
environmental measure and offering creative alternatives to harmonize the different requirements.
(Munyazikwiye, 2011).
2.4.1 EIA in Developed Countries
The idea of developed and developing countries is based on the levels and standards of
democratic governance, industrialization, social programs, and human rights respect in different
countries. EIA started early in different developed countries. Many authors have it in their books
that EIA after its introduction in the U.S.A in the 1970s, it was then introduced also in the European
Union in 1985 and then implemented in 1988. (Munyazikwiye, 2011). The Environmental Impact
Assessment (EIA) process, which originated in the United States in the late 1960s and early 1970s,
has been extensively adopted in the rest of the world. The U.S. model and that of other developed
countries share basic principles and reflects commonly shared approaches to solving problems.
(Li, 2008)

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In the developed countries, there are laid down procedures and a strict enforcement of rules
and regulations such that nothing is been done aside that which is in accordance with the rules and
regulations. Also, they have effective monitoring systems which make them know what goes on in
a particular area at a particular point in time. In the developed countries, the whole process begins
with gathering information on the environment, describing a development or a project, predicting
and describing the environmental effects of the project, defining ways of avoiding, reducing or
compensating for these effects and then consulting the general public and specific bodies with
responsibilities for the environment. All of the information above is taken into account before
deciding whether to allow the project to proceed. It does not only end there but the body responsible
ensures that the measures prescribed to avoid, reduce or compensate for the environmental effects
are implemented. The procedure of EIA at every point when applied during developments or before
a project is undertaken is regulated by their legislation. (Heritage, 2013). This shows there is a
strict implementation of laid down procedure as well as the mitigation measures. The effective
monitoring ensures compliance of measures put in place to reduce the impacts of projects on the
environment.
2.4.2 EIA in Developing Countries
EIA is now adopted in most parts of the world. Both in the developed and developing world.
However, the processes in Environmental Impact Assessment and Environmental Permitting vary
in the developing parts of the world of which Africa happens to be a part of. Apart from the
processes that are different, the definitions for EIA in various developing countries also differ. The
definitions of EIA depend on what a country perceives or focuses on. In our country Ghana for
instance, our definition for EIA relies on the Environmental, socio-economic, cultural and health
effects. In the same manner, Cameroon’s definition of EIA makes reference to impacts on the
standard and quality of life of the population and environment in general. The same author reveals
that the two mentioned above definition of EIA differs from Tunisia’s definition of EIA. They
focus on environmental impacts only. (Munyazikwiye, 2011) EIA was not understood and
accepted as a tool for development in the developing countries. Developers in the developing
countries saw EIA as a stumbling block in the path of development. It was also considered as a

30
sinister by which the industrialized nations intend to keep developing countries from breaking from
the vicious cycle of poverty. (Ogola, 2007)
While EIAs in developing countries are based on the same set of principles, their implementation
often falls considerably short of international standards. They frequently suffer from insufficient
consideration of impacts, alternatives, and public participation. In the worst case, they aren’t
conducted at all. (Li, 2008). The level of development and industrialization also contribute greatly
to the establishment and application of EIA in developing countries.
2.5 Reviewed Works
2.5.1 The Electronic Permitting System
The electronic permitting system is the process through which the approval of permit application
is done in a paperless electronic manner.
Limitations
Paper work is still being used.
With the aspect of monitoring, field officers go to the field for inspection. Before the project begins.

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Figure 2.2: The e-permit system
Source: (Creative, 2016)

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2.5.2 The Business Operating Permit System:
The business operating system is a system used by the Municipal assemblies for registering small
and large scale businesses. This desktop application used by the Municipal assembly that holds
information about business owners. Some information held are the names of the customers, their
contact details, their locations, the names of their business, the type of business, etc. The
registration procedure basically is entering data into the system and payments made by the
proponents.
 Features of the B.O.P system:
- has a login page which authorized users have access to the system.
-has a back end database system that holds the information entered into the system.
-security wise, it is secured since it is an offline system and it is confined within the MIS
department.
-officers in the department can access information at the same time on different computers.
 Drawbacks of the Business Operating Permit System.
- officers have to walk searching for location of business.
- Paper work is still being used in the municipal assembly.
- Files and folders move from office to office to be worked on.
- Permit is issued on papers which are hand written

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Figure 2.3: The B.O.P system
Source: Ga-West Municipal Assembly

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2.5.3 e-Permit (Electronic Environmental Permitting System)
This is another online permitting system. This system is a secure XML and internet based system
that provides a simplified online permit application process that is faster, easier to use and more
secure. The permitting procedure is streamlined for both the issuing agency and the regulated
body.
The e-Permit system:
 Acts as a one-stop source for individuals or businesses seeking permits.
 Allows users to easily and quickly determine permit requirements and build customized
permit assistance kits.
 Lastly, the e-permits enables monitoring of applied permits status from the start to the finish
of the application process.
 Drawbacks of the Electronic Environmental Permit System 
The server goes down sometimes.
 Without internet access, prospective applicants wont able to apply for permits. Also,
applicants won’t be able to receive comments and track the progress in their permit
application process. The server goes down sometimes.

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Figure 2.4: The e-permit system
Source: (enfotech, 2017)

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2.6 Conclusion
EIA is an important tool not only for the developed countries but the developing countries as well.
Different authors confirm to the fact that, the main goal of Environmental Impact Assessment and
effective monitoring is for decision making which leads to sustainable growth and development of
a nation. The Environmental Impact Assessment according to the Environmental Protection
Agency Ghana is mandatory for any kind of proposed project before the commencement of the
project. This will help determine if a proposed project needs an Environmental Permit or not.
Necessary decisions will be taken based on the EIA and the Monitoring as well. The literature
review about EIA, the EPA and the aspects of monitoring which has been discussed has helped
build knowledge on how to go about developing an electronic system which will be used to register
and monitor vividly proposed projects to ensure compliance also.

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CHAPTER THREE
SYSTEM’S SPECIFICATION AND DESIGN
3.0 Introduction
This chapter mainly discusses the methods to be used to obtain information on the user
requirements, specifications and so on. Also in this chapter, the procedures and tools to be used
to achieve the project objectives are discussed in this chapter
3.1 Software Development Life Cycle
The system development life cycle (SDLC) is used as a conceptual model in project management
to describe the stages involved from the start to finish of an information system development
process.
Over the years, a number of SDLC models have been created: they are the waterfall, spiral,
fountain, rapid prototyping, build and fix, incremental, synchronize and stabilize.
The set of activities begin with specification, design, development, validation and evolution. The
oldest and most convenient model we chose was the waterfall model. We prefer to use the waterfall
model to develop our proposed software system because of its systematic nature where one stage
of the project development have to completed before the next phase of the project begins. This
ensures that a stage is complete and is properly working before we proceed to the next stage of the
developmental cycle.
3.1.1 The Waterfall Model
The waterfall model came into use in the 1970s (Royce, 1970). This model can be viewed
as a linear model with loops as shown in the diagram below. In waterfall, each phase must be
completed before the next phase can begin and there is no overlapping in the process.
Waterfall model is the earliest SDLC approach that was used for software development.

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Figure 3.1: The waterfall model
Source: (Mohtashim, 2015)
We chose the waterfall model over the other developmental methodologies because of its
systematic way of doing things. This ensured that we got every stage of the development process
well done before moving to the next phase of the process. This also ensured that we worked within
the confines of time to get the product delivered on time. Lastly, the methodology was chosen
because the users expectations were specific and would not change in anyway. The processes gone
through at the agency are the same and will not change easily so there will be no need going back
to change the system design.
3.1.2 System Development Phases Explained
 Requirements Analysis: all possible requirements of the system to be developed are
taken care of in this phase. At this stage, we determined the users’ expectation of the
system to be developed by the use of the requirement gathering questions and the other
methods that were used in the information gathering processes.
 System Design: this comes after the requirements analysis. The system design came as a
result of requirements gathering. It is at this stage that requirement specification is studied.
This stage helped us in specifying the hardware and systems requirements as well as define
the overall structure of the system.

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 Implementation: implementation and coding is the third phase of the SDLC. After we
developed the system in small programs called units, which we brought together in the
fourth phase. Each unit is developed and tested for its functionality. This is referred to as
unit testing.
 Integration and Testing: After all units in the implementation stage have been integrated
into a system after we tested each unit, the overall system was now tested for faults and
failures.
 Deployment: after the functional and non-functional testing of the system, the system is
then deployed in the customer environment.
 Maintenance: this is the last phase of the system development life cycle. That is after the
system becomes operational. It basically is ensuring that the system is in good shape and
functioning as expected in the environment it was made to operate within.
3.2 Requirement Gathering
3.2.1 Requirement Analysis
The requirement analysis involves defining customer needs based on determining their
expectations. It generally includes functions, performance and interfaces.
Functions: what the system has to do.
Performance: how well the system has to operate.
Interfaces: the environments in which the system will perform.
The purpose of requirement analysis is to:
• Refine customer objectives and requirements
• Define initial performance objectives and refine them into requirements.
• Identify and identify constraints that limit solutions.
• Define functional and performance requirements based on customers provided measures
of effectiveness.
3.2.1.1 Requirement Analysis Questions

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Requirement analysis questions are some questions which we asked ourselves to determine what
users expect from the system. The following are some questions that initiated the thought process:
• What are the reasons behind the system development?
• What are the user’s expectations?
• Who are the users and how do they intend to use the product?
• What their level of expertise are?
• What are the environment characteristics the system must comply with?
• What are the constraints to which the system must comply with?
• What are the existing and planned interfaces?
Below are some information gathering techniques we deployed during the requirement
specification
3.2.2 Techniques for Requirement Gathering
The methods that were used in investigating and gathering necessary requirements of
processes that go on in the already existing manual system are as follows:
3.2.2.1 Interviewing
The face to face interviewing is the first data collection strategy that was used in collecting
information and data as to the processes that goes on in the manual system. It was used to help
develop the system.
The main users of the manual system presently being used are the officers in the administration
office as well as the field officers. The director of the agency is also a major user of the manual
system since every file opened for a new project pass through her office for approval before it is
worked on. The above mentioned were the interviewees, but the main interviewee was the officer
in the administration office. She was the main interviewee because she does basically all of the
manual procedures when it comes to opening files for new projects, storage of files, retrieval of
files, and the distribution of files in the agency.

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3.2.2.2 Observation
This was another information collection method that was used to collect necessary data and
to know all the process that goes on within the organization of study. To be precise, the participant
observation was used.
We had the chance to work with the organization for some time and it was during this period that
we saw what was really done, that is the processes that have to be gone through to be able to
successfully register a proposed project as well as obtain an environmental permit and an
environmental certificate. We had the opportunity to go to the field with the field officers some of
the times. We also had the chance to interact with the officer in the administration office as well
as the workers in the agency. Everything learnt during this period helped a lot in the development
of the system.
3.2.2.3 Brainstorming this was another requirement gathering process we used to generate ideas.
After the generation of ideas, we sieved the ideas and prioritized the important ones.
3.3 The Manual System
Initially, the Environmental Protection Agency uses a manual system for registering
proposed projects, forwarding files to the director in the agency for approval so that projects to be
worked on by the field officers can commence. Files are also forwarded to the field officers so that
they can work on various projects.
Keeping data in the hand written notebooks is not safe and not secured. Information retrieval,
especially during the permit renewal stages is very stressful. This is because, so many files are kept
in shelves and cupboards and an officer will have to go through all of the files to be able to locate
the particular file of the project whose permit has expired and needs to be renewed. Sometimes,
the files in the cupboards are mixed up. In this case, the officer will probably have to go through
all of the files in the cupboards to be able to locate the single file. This wastes so much time when
a project owner is at the agency to request for a renewal of permit.
Based on the information gathered, the following deductions were made:
- The database that will be developed will be a simplified and more efficient version of the
existing form of record keeping.

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- All tables in the database that will be created will be used in the development of the
application.
3.4 Databases
A database is a structured set of data held in a computer. They are more or less like
containers in which data is stored and is made accessible in various ways and could be easily
managed and updated. That is to say, they can be manipulated. The present manual form of
database is in the form of record keeping in books. Most of the information and data used are kept
in a particular office. Others are also kept in different offices. This does not make information and
data easy to be accessed as well as manage. The computer program that allows users to define,
create, maintain and control access to data in the database is known as a Database Management
System (DBMS).
3.4.1 Database Management System (DBMS)
The Database Management System is software package designed to store and manage
databases. This system interacts with the system user application and then stores information in
the hard disk. The DBMS has the following functionalities:
i. Users of the system can define through the schema refinement; what data or information
should go where in the DBMS. The Data Definition Language also helps the user
Create, modify and destroy table views.
ii. With the help of the Data Manipulation language, a user is able to insert, update and
retrieve data from the database. With all data in the central repository and data
description, the DML is able to enquire particular information from the repository via
queries. The most commonly used query language is the Structured Query Language
(SQL). This query language helps a user manipulate data in the DBMS better.
iii. It also provides controlled access to data in the database. Some of the functionalities
are:
- In terms of data security, data is protected from unauthorized access unlike the manual
system when anyone at all has access to data in books and files.

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- There isn’t data redundancy as well as no duplications.
- There is also a data recovery system that makes it possible to restore data lost, in case of a
system failure.
- Also to some extent, data is made accessible to authorized users of data and information.
3.5 Programming Language and Tools Used
We decided to use Visual Basic script language to develop the proposed system via the
Visual Studio software application. This is because of the Integrated Development Environment
(IDE) property which makes it more interactive and easy to use as well as integrate it with other
systems. The visual basic software development application has many tools which are used to
develop more user friendly and interactive systems as well as interfaces. The features are user
friendly in the sense that during coding and execution of codes, you can easily find where errors
are in the codes and make corrections.
3.6 Methods of System Analysis and Design Specifications
3.6.1 Entity Relationship Diagram (ERD)
Another way the scope of the system could be defined properly with system boundaries is to use
an entity-relationship model. In Entity Relationship Diagram, symbols are used to represent three
types of information in a pictorial view. They are namely the rectangle, oval and diamond. The
rectangles are used to represent entities, ovals represent attributes and the diamonds represent
relationships.

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Figure 3.2 Entity Relationship Diagram
Authors Design
3.6.1.1 The Normalization Process
Database normalization or normalization simply means organizing the attributes (columns)
and relations (tables) of a relational database for the reduction of data redundancy to improve data
integrity. It divides larger tables to smaller ones and then link them using relationships.
Presently, there are five normalization forms in Database Management System. They are namely:
The First Normal Form, Second Normal Form, Third Normal Form, Boyce Codd Normal Form
and the Fourth Normal Form. But we will limit to the third Normal Form since to provide a valid
table relationship, tables need to be at least in the third normal form.
3.6.2 Use Case Diagram
A Use Case Diagram is graphical or pictorial representation of interaction between an actor and
the system, with clearly defined boundaries. That is the elements of a system. The Use Case
Diagram is a scenario of how the proposed system will be used. It is how an external entity or the
actor will interact with the system and what the system does in response.

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Actor: An actor is system user outside the system who interacts with the system. It could also
refer to a particular role of a user of the system. An actor could be a human, a device, another
system or a web connection that triggers the system.
System Boundary: represents the boundary between an actor and the physical system.
Association: it describes the interaction between an actor and a system.
Under Use Case diagram, there are behavioral relationships which are used more often.
They are: communicates, includes, extends, generalize. They are explained below.
Communicate(s): the behavioral relationship used to connect an actor to a use case.
Include(s): this kind of relationship which is also known as the “uses relationship” describes the
situation in which a use case contains behavior that is common to more than one use case. Extends:
the extend relationship describes the situation in which one use case possesses the behavior that
allows the new use case to handle a variation or exception from the basic use case. Generalization:
a relationship between a more general use case and a more specific use case. The generalize
relationship implies that one thing is more typical than the other thing. With this kind of
relationship, it may exist between two actors or two use cases.
Use Case Diagram
A Use Case Diagram is a type of behavioral diagram defined by and created from a use case
analysis. Its purpose is to present a graphical overview of the functions that the system provides to
actors. To put short, a use case is the representation of a user’s interaction with the system. Below
are the use case diagrams for the Systems Administrator, Field Officers, Staff/Administration and
the Director of the agency who are all users if the proposed system.

46
Figure 3.3: Use case Diagram
Authors Design

47
3.6.3 System Architecture
The system architectural is the conceptual model that defines the structure, behavior and some
more views of a system. It is a formal description and representation of a system which is organized
in a way that supports reasoning about structures and behaviors of the system.
Figure 3.4: system architecture
Authors design
The above diagram basically is a conceptual model that shows the structure and behavior of the
system. The above diagram is a three-tier system architecture. It has the client layer, the business
layer and the data layer.
Client Layer: this is also known as the presentation layer. This layer provides an interface where
input is taken from the user to be granted access.
Business Layer: this acts as an interface between the client layer and the data layer. This
intermediary layer enhances communication between the client and the data layer.

48
Data Layer: this layer provides access to external systems such as the databases.
3.6.4 Sequence Diagram
In Unified Modeling Language (UML), a sequence diagram is a kind of interaction diagram
that shows how processes operate with one another and in what order. It shows objects as lifelines
running down the page, with their interaction over time represented as messages drawn from the
source to the target lifeline.
Figure 3.5: Sequence Diagram for the login process
Authors design
The above diagram is a sequence diagram that shows what goes on in the system when a
user login into the system. An interface is provided to the user for credentials to be taken.

49
Afterwards, the credentials are validated and if the details are right, then the user is able to
manipulate
Figure 3.6: Sequence Diagram for the registration process.
Authors design
The above diagram is a sequence diagram that shows the process that has to be undergone
for a project to be successfully registered.

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3.6.5 Activity Diagram
The activity diagram is an another important diagram bin UML. It is used to describe various
aspects of the system. The activity diagram is a flow chart to represent the flow from one activity
to another.
The activity could be described as an operation of the system. They are not only used for visualizing
dynamic nature of a system but also, they are used for the construction of executable system by
using forward and reverse engineering techniques.
Figure 3.7: Activity Diagram
Authors Design

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3.7 Features of the Proposed System
The system been design is to be user friendly therefore the following features have been
put in place to make sure that user is able to interact very well with the system. That is maximum
system use by the user.
i. The user interface will be friendly so that the system user can interact well with the
system to achieve best results. ii. The system will also give only authorized users of the
system access into the system as well as the database.
iii. Database- the proposed database is intended to store, retrieve, update, and manipulate
all information, related to the customers. iv. Response Sequence- the users of the system
can login and logout of the system. Also, the response to this action will be that, the
administrator will be the only person to be able to modify, view, add, delete, and execute
all other functions that can be performed on the database.
3.8 System Requirements
With this aspect of the system, conditions about performance and functionality of the entire system
is contained here. Requirements could be divided to into two. They are:
i. Functional requirements.
ii. Nonfunctional requirements.
3.8.1 Functional Requirements
With the functional requirements, they are things that specify something that the system
should do. The functional requirement basically is what the system is expected to do.
The proposed systems functional requirements include:
Login Module: This shall be developed to make sure that only authorized users have access to the
system. This is to ensure confidentiality and a high standard of security to the protection of
information about proponents. It shall be done purposely to centralize rights and authentication.
Adding and Removing Users: This will provide the administrator the authority to create new files
of proposed projects and to terminate account of non-existing projects.

52
A Database Facility: this shall be developed to store and record information about users. That is
(proponents, projects, complaints etc.)
Edit or Update Module: this shall be inclusive in the system so as to ensure easy correction of
mistakes. Only the administrator shall have access to this feature.
Monitoring: this shall be developed as part of the system. This shall be useable by the field
officers, since they deal with aspects related to monitoring to ensure that there is compliance.
3.8.2 Non Functional Requirements
These are requirements that are not a part of the system. Instead, they are requirements that specify
the criteria that can be used to judge the systems operations. Some of the functional requirements
of the proposed system will be:
• Performance- The system should have a quick response time upon manipulation. This we
implemented by prescribing some computer hardware specifications that will help the
system output an expected performance.
• Security- Each user of the system will be registered unto the system and will be given login
details. They will be required to login and only people with user names and passwords
recognized by the system will be able to manipulate the system. It will make it impossible
for unauthorized people to have access into the system. This we implemented by requesting
user credentials any time they wanted to use the system in the login page, which happens
to be the first point of interaction a user can have with the system.
• Reliability- the probability of failure free operation of the proposed system for a specified
time period in a specified environment. After the development of the system, we rigorously
tested the system to be sure it was working perfectly. We got rid of any bugs that showed
up during the testing period.
• Availability- the system should be available for use at all times when authorized users
want to access it for work. Since it is a desktop application, with the computer hardware
specifications we stated, the system should respond to any action with immediate response.

53
• Usability- the proposed system will have a friendly user interface to authorized users of
the system to enhance easiness and comfort when using it. The interfaces that were
developed are easy to understand and use.
• Flexibility- the system design will be such that it will make room for system updates as
and when system functions will have to be extended after it has been developed. From time
to time, there will be updates and due to that reason, we chose the waterfall model. The
waterfall model makes room for updates in the last stage which is maintenance.
3.9 Development Environment
The following hardware and software requirements are required to make the system operational:
3.9.1 Hardware Requirements
The hardware requirements are the tools that will aid in achieving set goals. They are:
• Processing speed of 1.0 GHz
A processing speed of 1.0 GHz will be needed for the system been developed so it could efficiently
communicate with other components such as the computer memory and the hard drive of the
system as well as make the system operate with high speed
• A ram size of at least 1GB or higher
A ram size of at least 1GB or higher is also required for the system to effectively and efficiently
run. The higher the ram size the CPU has access to, the easier
3.9.2 Software Requirements
Software Requirement are the programs that communicates with the hardware component in order
to achieve a task. They are:
• Visual Studio (Visual Basic)
• SAP Crystal report
• Xamp Server

54
Visual Studio
The visual studio is an IDE program which has all tools needed to develop a software. The visual
basic was chosen over other software development tools because, first and foremost our system is
a desktop application and this will be the only suitable software for the kind of system we want to
build. Even if in future we want to add an online aspect or any other aspect to the system we have
currently built, the visual studio will permit us to do so.
SAP Crystal Report
The SAP crystal report will be embedded into the system. The SAP crystal report will be used for
the generation of reports and the issuance of permits.
Xamp server
The xamp is a free and open source cross-platform web server solution stack package. The xamp
sever was chosen because it gives a variety of options to be used. The two modules we selected
from the package were the my sql and Apache. The sql is the communication protocol for
interacting with the database and the apache host the database. A database server is needed to store
data and information that will be inputted, processed, stored and made available for retrieval.

55
CHAPTER FOUR
SYSTEM IMPLEMENTATION AND TESTING
4.0 Introduction
This chapter purposely talks about implementation of the system after studies and some analysis
have been made on system specification and design.
It firstly describes how various processes and components of the system are to function properly
and secondly to determine if the project meets its functional requirement.
4.1 Logical Design
This is a more conceptual and abstract than the physical design. Within the logical design, the
functions, features and the relationship that exist between components meet the desires output of
the system.
4.1.1 Physical Design
This is the direct opposite of logical design. The physical design of the project permit system is the
plan for the actual implementation of the system. It is the buildup on the logical design which is
more conceptual. It concerns itself with how the systems requirements are achieved.
4.1.2 Fundamentals of the Design Concept
Design objectives are broad and affect many aspects of both the application and the environment
in which the system will be operating. This resulted in focusing and maintaining various system
development standards. In developing our system, the following standards were used:
4.1.3 Documentation Standard
This section talks about the standards used in describing system design features and how the
systems components interrelate.
4.2 Implementation Stages
The system comprises of a desktop based application that runs on any windows operating system,
an interface for users to interact with the system, and alongside other controls that could be used
to manipulate data stored in the back end database.

56
4.2.1 Development Tools
The programming languages that were used was the visual basic programming language and other
tools that were used are: The My SQL server and the SAP Crystal Report
Visual Basic Programming Language
It is a programming language that was developed by Microsoft and runs on the .Net Framework
which best suit the development of desktop applications.
Also we used the apache server for the database aspect. My
SQL server
is the most popular open source database management system which was developed, distributed
and supported by oracle corporation. My SQL is an abbreviation which stands for My Structured
Query Language. It is fast, reliable, scalable and easy to use. This is the database to be used for the
project. We chose it because of its low storage needs as well as its open source nature.
SAP Crystal Report
The SAP crystal report will be embedded into the system that will be used for the generation of
reports and the issuance of permits.
4.3 System Construction
The system was constructed using a software application called the visual basic programming
language. My SQL database was chosen to efficiently and effectively store and manipulate data.
Also, Xamp server was used to host the database locally and the google map was used for the
aspect of monitoring.
4.4 System Testing
This stage is regarded as one of the most important parts of the system implementation cycle.
System testing is done to ensure that the expectations of the system are met and works perfectly
without hindrances.
The forms of system testing are:

57
4.4.1 Unit Testing
This is done to ensure that all individual components, modules and codes are performing as
expected to. That is to say, each module was tested independently to ensure an expected output.
4.4.2 Integration Testing
This come after unit testing. Since a system is a set of modules that are put together to function as
a system, it is therefore a necessity to perform an integrated testing to ensure that modules which
have been put together are functioning properly as a system. accepting required inputs, processing
inputs and producing required outputs.
Fig 4.1 login testing
Authors design
Fig 4.2 Add User

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Authors design
Fig 4.3 Add User Successful
Authors design
Fig 4.4 Insertion Error

59
Authors design
4.5 System Deployment
System deployment is also an important phase of the system implementation cycle. This is when
the actual system that has been developed is installed and made ready for use. At this stage there
are several ways to install the developed system so as to minimize the risk of the new system
failing. Some methods that could be used are:
• Parallel Deployment- the process where by a new system developed is run alongside the
old system. In the case of system failure, old system is not affected in any way. That is to
say, the impact is very less.
• Radical Deployment- there is a complete takeover of the old system by the new system.
should there be a failure in the systems operation, impact will be very high on the concerned
agency.
• Pilot deployment- this is when the system is tried in some part of the agency. After this
have been done and there was a positive response then there will be an extension of the
system to other parts of the agency. Should there be any system failure, the impact is going
to minimal.
4.6 Interface Design
This section takes a look at a few relevant interfaces that users will encounter during system use.
It also provides a brief over view of the various functions.
Upon launching the application, the login is displayed.

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Interface design is very important since users of the system cannot interact with the system directly
without the user interface. Interaction with the system is made possible via the user interface.
4.6.1 Login Interface
This is the first and foremost encounter after the system has been launched by the user. To avoid
security breaches, there is a login page to restrict unauthorized users from entering and
manipulating the system. here, the users of the system who can have legal access into the system
are the systems administrator, the field officers, the director of the agency and also staff. Figure
4.5 Login Interface
Authors Design
4.6.2 Server and Database Connection
Before the administrator can connect to the database and do any manipulations, he will first and
foremost have to turn on the database, test and connect before anything else could be done.
Figure 4.6 Server and Database Connection

61
Authors Design
4.6.3 Registration Page
The registration page is meant for the proponents who want to obtain environmental permits for
their projects. After the admin has successfully logged in, he or she has access to the registration
page where they take details of projects as well as information about the owners. Figure 4.7
Registration Page
Authors Design

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CHAPTER 5
CONCLUSION AND RECOMMENDATION
5.0 Introduction
This section of the documentation summarizes discoveries made, goals achieved as well as lessons
learnt during implementation and how the system could be enhanced in the future for easier
implementation.
5.1 Findings
• Data was stored manually on papers which was not effective. This is because, data stored
manually was vulnerable and could be destroyed by natural disaster or human error.
• It was also observed that, a good relation between stakeholders of the system during the
information and requirement gathering process was keen. This is because they will be able
to give you the necessary information to build an effective and efficient system.
5.2 Lessons Learnt
During the project process, one outstanding lesson learnt was the power of team work. Research
skills were also learnt during the process. We learnt how to relate with people properly so as to
obtain information. All of this helped in the information gathering process.
• Some important lessons we learnt was that, inadequate supply of information could affect
findings.
• We also learnt that to develop a system or to automate a process, an in-depth knowledge of
existing systems and operations was needed.
5.3 Goals Achieved
In this section, there is a summary of all goals that were achieved during the development and
implementation of the project permit system for the EPA.
The projects major goal was to help to automate the existing system, electronically store files
as well as permit projects. This we belief our system has achieved.

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5.4 Conclusion
Our system:
• provides work convenience for users of the system at the agency.
• Will make work procedures more effective.
• Provides a platform or centralized database where data or information are
electronically archived
5.5 Recommendation
The recommendations for the system we have developed are:
• To add an online aspect which will allow clients to apply for environmental permits
from their homes.
• Applicants will be able to make payments online, track the progress of their application,
receive comments, schedule and reschedule inspections.
• There will be a complaint aspect embedded in the system.
• We will add some features that will be used to renew permits.

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APPENDIX
SOURCE CODE FOR THE LOGIN PAGE
Imports MySql.Data.MySqlClient
Public Class Login
Dim con As New MySqlConnection
Dim com As New MySqlCommand
Dim query As String
Private Sub Form1_Load(sender As Object, e As EventArgs) Handles MyBase.Load
If ftnMain() = False Then
ServerPanel.Visible = True
Me.Text = "Permit_System - fill in form to connect"
LoginPanel.Visible = False
Else
Me.Text = "Permit_System ~ Login_in"
ServerPanel.Visible = False
LoginPanel.Visible = True
End If
End Sub
Private Sub button1_Click(sender As Object, e As EventArgs) Handles button1.Click
If txtUsername.Text = "" Then
MsgBox("Please enter user name", MsgBoxStyle.Exclamation)
ElseIf txtPass.Text = "" Then
MsgBox("Please enter the password", MsgBoxStyle.Exclamation)
Else
con = New MySqlConnection
Dim reader As MySqlDataReader
con.ConnectionString = conStr
query = "select * from user_login where username= '" & txtUsername.Text & "' and Password='" &
txtPass.Text & "' "
Try
con.Open()
com = New MySqlCommand(query, con)
reader = com.ExecuteReader
If reader.Read = True Then Dim
role_Id As String = "" role_Id =
reader.GetString("job_id") user_ID
= role_Id

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txtPass.Text = ""
Permit_System.Show() Dim first_c As
Char
first_c = user_ID.Substring(0, 1)
If first_c = "R" Then
Main.Show()
ElseIf first_c = "F" Then
Field.Show()
Main.Close()
ElseIf first_c = "D" Then
Admin.Show()
Main.Close()
ElseIf first_c = "S" Then
System_Admin.Show()
Main.Close()
End If
clr()
Me.Hide()
Else
MessageBox.Show("Incorrect username or Password ", "Login Error", MessageBoxButtons.OK,
MessageBoxIcon.Error)
End If
con.Close()
Catch ex As Exception
MsgBox(ex.Message)
End Try
End If
End Sub
Public Sub clr()
txtUsername.Clear()
txtPass.Clear()
End Sub
Private Sub button2_Click(sender As Object, e As EventArgs) Handles button2.Click
Me.Close()

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