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CHAPTER ONE
1.0 INTRODUCTION
The research focused on automating Accounts System. The system is used to collect
fees from students at Gusii Institute of Technology. It came about as a means of
managing fees collection. It has been operating manually since then with a lot of
problems being experienced; nevertheless the manual system in use is not up to the
expected standards. There are still problems that definitely need to be solved.
Its objectives were:
i. To speed up the fees collection.
ii. To avoid the unpaid fees..
iii. To keeps records of all payments.
The organization has different sections existing that run the organization.
a) Fees records
This section stores information about the fee paid.
b) Register
This section stores information on fees balances.
1.1 Description of the current system
The system that exists in the organization is a manual system i.e. all the activities
are done manually.
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ORGANIZATIONAL STRUCTURE
Fig 1.1 Organization Chart
FLOW CHART OF THE CURRENT SYSTEM
Fig 1.2 Current System flowchart
2
Store records
Student
Fees
BalanceCancel registration
Principal
Accounts clerks 1 Accounts clerk 2Finance officer
Stop
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1.2 Statement of the problem
The effects of an automated system on fees collection.
1.3 Purpose of the study
The purpose of this proposal is to establish the effects of an automated system on
fees collection.
.
1.4 Project aims.
The main aim of the project is to do away with the manual system and introduce
an electronic system.
1.5 Significance of the new systems objectives
The study was very significant to the management in general who would benefit
in terms of efficiency. They benefited from the study by ensuring that the services
are of high quality services to customers. The study would ensure that the
organizations records are safe. The study will also help to increase accuracy.
1.6 Limitation of the study
The study limited to Gusii Institute of Technology in Kisii town.
1.7 Scope of the study
The area under study was in Gusii Institute of Technology Kisii town. The study
was conducted in May to July. The methods used were questionnaires and
interviews respectively.
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CHAPTER TWO
2.0 LITERATURE REVIEW
2.1 Introduction
Most organizations have adopted the idea of information technology to improve its
services to the customers and to increase productivity. Information Technology demands
that for it to be introduced in an organization, the personnel must be trained on how to
work on new technology and should accept 1change i.e. the personnel should be
introduced to newly introduced technology.
This would make the working environment conducive and would benefit the organization
in so many aspects. Introduction of an electronic system in this organization should be
considered as a progress that is aiming at development, accuracy, security, accountability
and effectiveness.
2.2 Improve management of an organization
According to Fayol (2004), Management is the process of designing and maintaining an
environment in which individuals working together in groups efficiently accomplish
selected aims or objectives.
Management should include introduction of systems that would help the organization
accomplish selected goals and objectives. Management should focus on what needs to be
done to achieve the objectives.
Trivia (1966) emphasized technological management saying that managers consider
themselves superstars but they should employ a tool to help increase productivity.
Drucker (2000) gives out his view of management in relation to IT that the set goals of
management can be accomplished if management accepts change, establishes targets and
trains the individuals on how to go about the changes.
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2.3 Improve efficiency
Mike Marcin a dispatcher (www.machine.com) says that with todays technology and
professional training, we are able to maximize use of resources and schedule more
efficiently than we could a few years ago hence there is a need to introduce the current
status of technology. He relates efficiency with technology; he says that efficient
scheduling and routing should be conducted safely and effectively everyday with proper
pre-planning.
Laporte (1995) considers routing problems with turn penalties. The standard approach to
these problems is a transformation or a changeover from old systems to electronic
systems that would prove efficiency, scheduling of vehicles has always been considered
as something of an art but increasingly it is evolving into predictable science. With the
latest technology, transport software should be available technology will orchestrate an
organization which is more stress free and accurate endeavor.
2.4 Security of records.
According to Wendy Robinson (1997) security measures should be taken to reduce
danger deliberately or accidentally to physical or logical elements.
Security should be aimed at protecting individuals from misuse of information. This
shows that there is a need to introduce a system that would ensure security of these
records.
2.5 Accountability of expenses
Different authors gave their views on accountability. Allan Gerald (2003) considers that
with auto-routing technology have greatly improved accuracy and accountability.
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2.6 Summary.
As per different views given by the authors, automation of this sector will ensure quick
and efficient services to the customers. The authors view that the system that most
organizations use are outdated and do not ensure safety of records, these systems are
tiresome and time consuming. Automation of the petrol management will solve these
problems, that is, the researcher wants to come up with a software solution to these
problems.
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CHAPTER THREE
3.0 RESEARCH DESIGN AND METHODOLOGY
3.1 Introduction
This chapter contains design and methodology used in conducting a research, which will
achieve the desired objectives of the research. The information that the researcher
collected will help in coming up with a software to solve problems in matatu sector. The
chapter also contains data analysis and presentation procedures.
3.2 Research Design.
The researcher focused on establishing the effects of the manual system in Kuria Dairy
Farmers Association. The researcher used system structured and analysis design
methodology (SSADM). This involves breaking the system into manageable phases.
This method is concerned with identifying and defining problems, which are worthy
solving. This design will help in playing a development role in the whole organization.
3.3 Sample design.
During the research, the researcher got different answers and suggestions about the
manual system. The researcher was able to get these answers from the management and
the users of the system.
The table below shows the sample against target population.
Department Population Sample
Students 2000 100
Lecturers 180 50Total 2180 150
3.3.1 Sampling procedure
The table shows 70% of the entire targeted population in the organization.
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3.4 Data collection.
3.4.1 Data collection instruments.
The method involved in conducting the research in the fields was primary and secondary
sources. The researcher used interviews and questionnaire as the primary source that
contained structured and unstructured questions. The researcher used both in order to
gain much information that would help him in conducting the research and analyzing the
data. Few hours were given to the staff members to fill in the questionnaire and later
collected for sampling.
The researcher also used secondary data sources by checking at how the workers were
conducting their data to day tasks. This was of great advantage to the researcher because
it gave him a clear view and understanding of the system.
The researcher went through the literature of the organization and was able to view the
organizational charts and the records the organization use in their manual system
3.4.2 Data collection procedure.
The researcher presented an introductory letter from the Principal of Gusii Institute of
Technology to the Principal Gusii Institute of Technology. The manager scheduled for
the research, which took place three weeks later. Interviews were used to conduct the
research.
3.5 Data Analysis and Presentation.
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3.5.1 Feasibility study.
A feasibility report was drawn from the feasibility study based on the respondents point
of view.
3.5.1.1 Technical feasibility.
The researcher was able to observe the hardware and software in the organization and if
they were compatible for an electronic system. The computers were in good condition
and would support an electronic system that would change the current system into a more
advanced system.
3.5.1.2 Operational feasibility.
The researcher noted that the staff had no problem with the new system and would
appreciate the changes brought in the organization. The researcher explained to those
who never understood the benefits of computerization and they were very positive about
the value it would add in their operations.
3.5.1.3 Economic feasibility.
The researcher noted that for the new system to appear justified more resources would be
committed to the system. However despite the cost, the benefits derived from the existing
system are much less from the proposed system. The input and output from the old and
the new systems have been described hence making the electronic system more viable.
3.6 Data Flow Diagrams.
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Register
Payments
Add new
3.6.1 Context diagram.
Context diagram for fees ManagementSystem
The system is named Rent Management System. The primary purpose of the organization
is to control the flow information in the organization.
3.6.2 Level 1 data flow diagram.
The diagram depicts that the system first checks students details received by the fees
system. If the student has a balance the system will reject the registration.
3.7 Conclusions based on findings.
3.7.1 Alternative solutions.
10
Student
Fees
Management
System
1.0
Fees
1.0
Accessing records
Access fileAdmission Number
Fees file
Balance
2.0
Registration
Registration FileAdd new
records
Access file
Students
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Based on the findings of the researcher, there are four ways that can be used to
computerize the systems.
(i) Alternative one.
The organization can decide to retain the current manual system which is
prone to errors, time wasting, and tiresome.
(ii) Alternative two.
The organization can buy shelf packages. This will include commonly
used programs that can be bought and used in the organization.
(iii) Alternative three.
Customizing softwarepackages that can be made to work in an
organization.
(iv) Alternative four.
Developing software that a programmer comes up with i.e. a computer
program on the findings the researcher has made.
3.8 Recommendations.
The researcher advised the organization to develop an in house software that would prove
efficient, meet the end users requirements, ensure the safety of records, ensure
accountability of expenses and ensure excellent services to the customers.
CHAPTER FOUR
4.0 DESIGN
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4.1 Introduction
This chapter involves developing a program structure by breaking the overall design into
many smaller programs as necessary for easy understanding of the code. Detailed design
will be dealt with. The design will consist of data design, process design and physical
design.
4.2 Data Design
The researcher was able to view records in the organization. This data helped the
researcher to gather information to build the proposed system.
4.2.1 Relational Databases
To reduce redundancies in data description, the researcher employed normalization as a
way of examining data and its relation. Records were examined to see whether there was
any relationship. Any data related was grouped together.
4.2.2 Logical Composite Data Design
The researchers examined all the entities and were input to the computer. The data input
included:
Fees details
Field Data type
Receipt number Number
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Date Date
Course Text
Admno Number
Amount Currency
Paid Currency
Balance Currency
Register Details
Field Data type
Admno Number
Student name Text
Date Date
Total CurrencyPaid Currency
Balance Currency
4.2.3 Entity life history
The researcher considered two entities in the organization. The entities are as follows:
Register
Admno
Student name
Date
Total
Paid
Balance
Fees
Receipt number
Date
Course
AdmnoAmount
Paid
Balance
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Below is the entity relationship for the proposed system.
From the above entity life history, students against fees. The relationship is therefore one
to many.
Process Design
4.2.3 Data capture.
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Students
Fees/register
Fees
ADD SAVE DELETE CANCEL EXIT
Add new record Save changes andupdate Remove records Change details
Close theform
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4.4 Physical design.
From the manual system, the researcher designed a user-friendly form that is easy for the
end users and the organization in whole. The researcher also ensured security by
providing passwords to the forms.
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Register
ADD SAVE DELETE CANCEL EXIT
Add recordsSave changes andupdate
Remove records Change detailsClose theform
Splash screen
Menu
Log in
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4.5 Input design
4.5.1 Splash Screen
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Fees Register Reports
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4.5.2 Login
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4.5.3 Main Menu
4.5.4 Payment form
4.5.5 Register Form
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4.5.6 Accounts form
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4.6 Output Design
4.6.1 Payment report
4.6.2 Register report
4.7 CODING
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4.7.1 Splash Form
Dim r As Integer
Private Sub Form_KeyPress(KeyAscii As Integer)
Unload Me
frmLogin.Show
End Sub
Private Sub Timer1_Timer()
r = r + 1
If r = 2 Then
Me.Lbl1.Caption = "The System is loading, Please be Patient.............."
ElseIf r = 3 Then
ElseIf r = 5 Then
Me.Lbl1.Caption = "THIS IS A FEES MANAGEMENT SYSTEM"
ElseIf r = 7 Then
Unload Me
frmLogin.Show
End If
End Sub
4.7.2 Login
Private Sub cmdCancel_Click()
LoginSucceeded = False
Me.Hide
frmmenu.Show
End Sub
Private Sub cmdOK_Click()
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If (txtUserName = "user" And txtPassword = "user") Or (txtUserName = "admin" And
txtPassword = "admin") Or (txtUserName = "USER" And txtPassword = "USER") Or
(txtUserName = "ADMIN" And txtPassword = "ADMIN") Or (txtUserName = "joydeep"
And txtPassword = "das") Or (txtUserName = "abhi" And txtPassword = "mahata") Or
(txtUserName = "abhishek" And txtPassword = "yadav") Then
LoginSucceeded = True
Me.Hide
frmmenu.Show
Else
MsgBox "Invalid Username/Password, try again!", , "Login"
txtUserName.SetFocus
txtUserName.Text = ""
txtPassword.Text = ""
End If
End Sub
4.7.3 Menu
Private Sub mnubalancesreports_Click()
rptfeesregister.Show
End Sub
Private Sub mnuclose_Click()
Unload Me
End Sub
Private Sub mnufeespayment_Click()
frmfeepaymentdetails.Show
End Sub
Private Sub mnufeesregister_Click()
frmregister.Show
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End Sub
Private Sub mnupaymentreports_Click()
rptfeepayment.Show
End Sub
4.7.4 Fees
Private Sub Cmdadd_Click()
Data1.Recordset.AddNew
End Sub
Private Sub cmdcompute_Click()
Dim amount, paid, balance As Integer
amount = Val(txtamount.Text)
paid = Val(txtpaid.Text)
txtbalance.Text = Val(txtamount.Text) - Val(txtpaid.Text)
End Sub
Private Sub cmdsave_click()
If txtname.Text = "" Then
MsgBox "cannot save empty spaces!!!"
txtname.SetFocus
Else
adopayment.record.Update
End If
cmdadd.Enabled = True
End Sub
Private Sub Form_Load()
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Me.Top = 600
Me.Left = 4350
txtdate = Format(Date, "dd-mm-yyyy")
cmdcancel.Enabled = False
cmdsave.Enabled = True
End Sub
4.7.5 Register
Private Sub cmdaddnew_Click()
Data1.Recordset.AddNew
End Sub
Private Sub cmddelete_click()
confirm = MsgBox("are you sure you want to delete this record?", vbYesNo, "confirm
deletion")
If confirm = vbYes Then
adoregistration.Recordset.Delete
MsgBox "record delete!", , "message"
Else
MsgBox "record not deleted", , "message"
End If
End Sub
Private Sub cmdsave_click()
If txtname.Text = "" Then
MsgBox "cannot save empty spaces!!!"
txtname.SetFocus
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Else
adoregister.record.Update
End If
cmdadd.Enabled = True
End Sub
Private Sub txtcompute_Click()
Dim total, paid, balance As Integer
total = Val(txttotal.Text)
paid = Val(txtpaid.Text)
txtbalance.Text = Val(txttotal.Text) - Val(txtpaid.Text)
End Sub
CHAPTER FIVE
5.0 IMPLEMENTATION
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5.1 Introduction.
This chapter includes software that has been built as a result of the design made
by the researcher. This will help to carry out the organizations task as per the
users requirements. The prototype will mostly focus on the database, inputs,
processes and outputs that are the basic systems components. The end users
suggest change and the prototype is revised to accommodate these changes.
5.2.1 Program testing.
The aim of testing was to detect any errors that can cause the program to fail. A
successful test should be one that does not show up the presence of errors rather the
reverse. This kind of test ensured compatibility of the hardware and the software.
5.2.2 Types of testing.
The researcher used different methods to test the data.
(i) Storage testing
Plays a role in testing that the capacity of data can be held by the system
on any medium.
(ii) Code testing
Testing that ensures that codes are being well executed.
(iii) Recovery and robustness
Ensures that the system can recover in case of power black out and power
surge.
5.3 System installation requirements.
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The researcher found out that the organization needs a computer with the following
specifications.
i. Should be an Intel Pentium 4.
ii. High powered uninterrupted power supply (UPS)
iii. Should have a RAM of 2GB.
iv. A hard disk of 400GB.
v. A speed of 3.0 GHz
vi. A laser jet printer to print hardcopy outputs.
vii. Windows XP service pack 3
5.4 Controls.
The researcher introduced control measures i.e. restricting the system access by
means of passwords, data encryption, and decentralization of data.
5.5 Site preparation.
The researchers view was that a room to be set aside that was well ventilated; the
floors carpeted and dust free. These specifications were enough o host the proposed
system.
5.6 Training employees.
The change of old system prompted a need for the personnel to acquire detailed
knowledge on how to use the new system. The training was to be made successful by
providing system manuals and training the working hours.
CHAPTER SIX
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6.0 DOCUMENTATION
6.1.1 Introduction
Documentation is a means of communication between the analyst and users of the
system. Documentation consists of users request, specifies the procedure required
for running the system by the operations personnel, gives general sequence of
events for performing the work and defines precise procedures for data control
and security, data preparation, program running and output distribution.
It is for the use of anyone who wishes to understand the detailed working of a
program.
6.1.2 Documentation of system specification.
Encompasses of all information needed to define the proposed computer based
system. The proposed systems software was coded on visual basic platform
version 6.
6.1.3 1nput.
Input should be established effectively by making sure that data are correctly
entered into the computer. Data is then stored in the database.
6.1.4 Processing.
This involves clicking on the command buttons to get the required results. The
outputs will be determined by the effectiveness of processing inputs.
6.1.5 Output.
The processed data is produced in a softcopy form or hardcopy depending on what
the user requires. The output should have no errors that can be created during input
or processing.
6.2 Documentation of program design tools.
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6.2.1 Flow chart symbols.
NAME SYMBOL DESCRIPTION
Process Transformation of data..Terminator Begins and ends a program.
Connector Connects two or more flowcharts.
Decision Options between conditions.
Document Printed document.
Flow lines Direction of flow.
Input/output Inflow ad outflow of data.
Display Shows processed data.
6.3 Documentation of the coding used.
The researcher subdivided the program into smaller manageable modules that made
it easier. This made sure that each component was completed at a time.
6.4 Documentation of the test plan.
After coding each component module, the testing of each module followed suite.
Testing was to ensure that the modules were free from errors.
6.5 Documentation of the user manual.
The user manual was designed to specifically provide instructions and guidelines to
the users concerning the proposed system.
CHAPTER SEVEN
7.0 LIMITATIONS, PROBLEMS AREAS AND FUTURE IMPROVEMENTS.
7.1 Introduction.
This chapter shows the limitations, problem areas and future improvements that
can be solved by the new system.
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7.2 Problem areas.
7.2.1 Input errors
Input determines the output to be produced. If there is an error during input,
processing will continue but the outputs will have errors.
7.2.2 Viruses
Computer viruses affected the files hence making them to get lost or the program
to appear to have errors while in the real sense is free from errors.
7.2.3 power failure
There is constant power surge and power black outs in the organization
7.3 Future improvements.
The researcher concluded that the organization needs to network its departments
to enable sharing of resources and also ease communication. Different
departments should also be integrated by the new system to ensure accuracy and
efficiency between departments.
CHAPTER EIGHT
8.0 CONCLUSION
8.1 Degree of success.
It is due to the hard work of the researcher that has proved the success of
development of the new system. The research has been done intensively hence giving
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proper explanation in design and more so documentation that is very friendly to the
user. The researcher has also ensured that the program is flexible for future
improvement.
8.2 Learning experience.
The study builds a conclusion that the achievement of the organization will depend
on the relationship between the management, the staff and the customers.
8.3 Cost incurred.
Cost incurred Amount.
Transport. 1000
Interviews and questionnaire preparation. 800Printing 1000
Binding 600
Photocopying 680
Stationery 300
Blank CDS 200
Total 4,580
8.4 Resource materials.
The following are the materials that helped the researcher to accomplish the
research:
Stephen Doyle information system third edition published in 2001 by
Nelson Thornes Limited Delta Place.
Wendy Robinson Strategic management information system 3d edition
published in Great Britain Pearson education page 6 and 13.
Kenneth E. Kendel and Julia E Kendel (2005) system analysis and design
5th edition published by Baba Barkhan printers in India.
Newspaper daily nation dated July 2001 page 12.
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APPENDIX I
GUSII INSTITUTE OF TECHNOLOGY,P.O. BOX 222,
KISII.
OUR REF: GIT/NOTICE/VOL.2/10YOUR REF: ........................................
DATE: 5th September 2010
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TO WHOM IT MAY CONCERN
Dear Sir/ Madam
RE: KPLAGAT KIPROP ADMNO:
This letter is to confirm to you that the person whose names and admission number
appears above is a bona fide student of Gusii Institute of Technology pursuing a Diploma
in Computer Studies (DCS) Course. As a course requirement he is supposed to undertake
research project for the award of the above Diploma. The title of the Research is
AUTOMATION FEE MANAGEMENT SYSTEM.
Any assistance accorded him will be self rewarding.
Yours Faithfully
Athanas Mokaya
Principal
APPENDIX II
QUESTIONNAIRE
Dear Respondent,
I am a student at Gusii Institute of Technology pursuing a Diploma in Computer studies
in partial fulfilment for the qualification for the award of the Diploma, I am to carry a
research and write a report. My research focuses on Fees Management System.Kindly respond to the questionnaire with ultimate honesty. The information will be held
in confidence and will be used for academic purposes only. Please DO NOT write your
name or PIN anywhere in the questionnaire. Place a tick in as appropriate and explain
when required in the spaces provided.
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Thank you for taking time to support this study.
SECTION A: PERSONAL DATA
1. Gender Male Female
2. Age Bracket 20-25 26-29 30-35
36-39 above 40
3. Department Administration Accounts
Maintenance
SECTION B: SYSTEM OPERATIONS
1) In that department, what exactly do you deal with?
2) Do you encounter any problems in the organization when dealing with customers?
(a) Yes (b) No
3) If yes what are the problems?
4) Are you satisfied with the management of the organization?
(a) Yes (b) No
5) If no, why?
6) Are the owners satisfied with how the organization is run?
7) How do you cater for finances?
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8) What can you say about the manual system that you use?
9) What about introducing a computerized system that will solve all these problems?
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