ACCOUNTS AUTOMATION SYSTEM.doc

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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.

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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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ACCOUNTS AUTOMATION SYSTEM.doc