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AUTOMATED FINANCIAL MANAGEMENT

INFORMATION SYSTEMS

BY

HIGIRO DAVIDSON
08/M/KAB/DIT/218/F

A Project Report Submitted to the Department of Computing


and Information Technology in Partial Fulfillment for
the Award of a Diploma in Information
Technology of Kabale University

October 2009
DECLARATION

I, Higiro Davidson do here by declare that this project report is original and has not been
published and or submitted for any other diploma award to any other University before.

Signed..........................................................Date.........................................
Higiro Davidson
08/M/KAB/DIT/218/F
Department of Computing and Information Technology,
Faculty of Science,
Kabale University.

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APPROVAL

This project report has been submitted for examination with the approval of;

Signed.......................................................Date................................................
Mr. Murangira Jones.
Department of Computing and Information Technology,
Faculty of Science,
Kabale University.

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ACKNOWLEDGEMENT

I extend my sincere gratitude and appreciations to the entire staff and administration of
Kabale University for their tireless and qualitative support and effort offered to me during
the course. Special thanks to go my supervisor Mr. Murangira Jones (Director ICT
Kabale University) and the entire ICT staff for their guidance during project
development.

On a special note, I would like to thank the staff in the finance department for the advice
and compliance they gave when I was collecting data for this project.

I cannot forget my lecturers; Mr. Murangira Jones, Mr. Birungi James, Mr. Nkurunungi
Edison and Mr. Kimuli Julius, Mr. Shekonkubito Isaac for their tireless efforts in giving
me help and guidance that made this project as well as the course a success.

Great thanks are hereby conveyed to my Guardians; Mrs. Higiro (Grand Mum), Sr.
Higiro Beatrice (Aunt), Nshemerierwe Felicia (Cousin Sister) and all my relatives for
bringing me up, persistently encouraging me, and this is the time to say congratulations to
them for having their efforts rewarded.

Finally, I extend my gratitude to all my classmates (DIT) especially Mr. Mbabazi Davis,
My friends Arinaitwe Emanuel, Ainembabazi Bolivia, the Wingersoft crew (Byamukama
Match, Musimenta Agnes, Tukeikiriza Gemma) and others for their support, advice, and
co-operation given to me as expected of them throughout the course.

“May the good load reward you all for your efforts, and be blessed”

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DEDICATION

This work is dedicated to my late parents, Mr. Higiro Tharisis, and Mrs. Higiro Olive,
who have not lived to see the fruits of their hard work/prayer, May their souls rest in
internal peace.

I dedicate this work to my beloved Guardians, Mrs. Higiro (Grand Mum), Sr. Higiro
Beatrice (Aunt), Nshemerierwe Felicia (Cousin Sister) and all my relatives for bringing
me up to this level. Not forgetting my beloved Brother Higiro Steven, cousin sisters and
brothers who cared, encouraged, prayed and scarified in all forms while I laboured at the
University.

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ABSTRACT

This project is made purposely as a report of an automated Financial Information


Management System. A project undertaken by the researcher as partial fulfillment for the
attainment of a Diploma in Information Technology of Kabale University, and it has been
made within the Finance Department Kabale University as the case study and most of its
functionality is thus based on the needs of these specific system users.

Financial information management is a serious problem facing institutions of higher


learning and developing countries as well. The rate of loss of financial information is
higher than how it is managed, and this is due to inefficiency of the systems used being
manual and depending largely on the human memory. The broad objective of this project
was to develop an automated financial information management system that overcomes
the challenges of financial information management system currently in use at Kabale
University.

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TABLE OF CONTENTS

Declaration…………………………………………………………………………...…….i
Approval…………………………………………………………………………………..ii
Acknowledgement………………………………………………………………………..iii
Dedication………………………………………………………………………………...iv
Abstract……………………………………………………………………………………v
List of acronyms …..……………………………………………………………………viii
Definitions of some key words…………………………………………….......................ix

1. INTRODUCTION/BACKGROUND
1.1. Problem Statement……………………..………...……………...………………1
1.2. Objectives of the Study………………..……...……………………………….….3
1.2.1. General Objectives………………………………………………...………3
1.2.2. Specific Objectives……………….………………………….……………3
1.3. Scope of study…………………….....……………………………..……………3
1.4. Significance of the Study….………..……………..………………………...……4

2. LITERATURE REVIEW: 5

3. METHODOLOGY :
3.1. Data collection and techniques ….………………………………………7
3.1.1. Interviews…………………………………………………….……………7
3.1.2. Observation ……………………………………………………………….7
3.1.3. Review of the existing documents………………………………………...8
3.2. Feasibility study…………………………………………………………...8
3.2.1. Technical feasibility ………………………………………………………8
3.2.2. Operational feasibility …………………………………………………….8
3.2.3. Economic feasibility ……………………………………………………...8
3.3. System implementation tools ……………………….…………………….9
3.4. System testing……………… …………………………………………….9

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4. SYSTEM STUDY, DESIGN AND IMPLEMENTATION
4.1. System Design………………….. ………………………………………10
4.1.1. Context diagram…... …………………………………………………….10
4.1.2. Report production system………………………………………………..12
4.1.2.1.System formats ……………………………..………………………..12
4.1.2.2.Input formats…………………………………………………………12
4.1.2.3. Data entry form attributes …………………...……………..……….12
4.1.2.4.Output specifications …………………..……………………………13
4.1.3. Data flow in the report production system…………………………….....13
4.2. System Requirements …………………………...……………………….14
4.2.1. Functional requirements………………………………………………….14
4.2.2. Non-functional requirements…………...………………………………..14
4.2.3. User requirements………………………………………………………..15
4.3. System implementation…………………………………………………..16
4.3.1. User interface screen shoots ……………………………………………..16
4.4. Data dictionary …………………………………………………………..19
4.4.1. Student’s ledger details entry table ……………………………………...19
4.4.2. Salary details entry table ………………………………………………...20
4.4.3. Financial income analysis entry table …………………………………...20
4.4.4. Financial expenditure entry table ………………………………………..23

5. EVALUATION, RECOMMENDATION AND CONCLUSION


5.1. Evaluation …………………………………………………………….…26
5.2. Limitations ………………………………………………………………26
5.2. Recommendations ……………………………………………………….27
5.4. Conclusion ………………………………………………………………27

6. APPENDICES
6.1. Appendix A ……………………………………………………………...28
6.2. Appendix B………………………………………………………………30
7. REFERENCES …………………………………………………..………………31

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LIST OF ABBREVIATIONS

PFM Public Finance Management


IFMIS Integrated Financial Management Information System
FMIS Financial Management Information System
AFMIS Automated Financial Management Information System
CSU California State University

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DEFINITIONS OF SOME KEY WORDS

System: this refers to a set of integrated components, working together for a common
purpose.

Information system: This means the organized collection, processing, transmission, and
dissemination of information in accordance with defined procedures, whether automated
or manual. Information systems include non- financial, financial, and mixed systems.

A financial management information system: This is an information system that


tracks financial events and summarizes financial information. In its basic form, an IFMIS
is little more than an accounting system configured to operate according to the needs and
specifications of the environment in which it is installed.

Office Automation: This refers to a series of interrelated electronic office technologies


in word and data processing; voice processing and image processing used with
procedures and integrated to increase user productivity, efficiency, and control in
working with information. (Joyce, 1987)

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Chapter 1

INTRODUCTION/BACKGROUND

This project was designed and implemented as a financial information management system for
the finance department of Kabale university which is situated at about one and a half Km on
the left of Kabale – Katuna high way. The university started in October 2002; it started with
forty-two students all from the neighborhood. Currently the enrolment is about 900 Students
from all over the region, country, and neighboring countries. Thus the gradual increase in the
number of students in each intake directly leads to the increase of the financial information,
hence the need for a FIMS to manage this increasing vital information.

The Finance Department at Kabale University had no Automated Financial Record Keeping
System but relied on paper records and human memory. Human may forget hence losing most
of the important data. Also incase of change in staff with in the department, some records may
be lost for good, which could lead to loss of financial equipment. Hence, the records that were
in the financial department were therefore unreliable and hence needed to make them so.

Although automating the Financial Management Information System has been an area of
concern, no study had been carried out on the need for one at Kabale University.

Ever since, paper file system had been and the major method used as the means in information
collecting, processing, storing and retrieving in the Finance department and other department
that deal in data entry, processing and retrieving like the student registration department among
others. Whereas the cases of inefficiency and poor performance by the same system (file based
databases) like; duplication of data items in multiple files, duplication would affect input,
maintenance, storage and possibly data integrity problems were been discovered in other
organizations that use the same system, Kabale University had not carried out any study to
improve on the system.

Over the past decade, developing, transition and post-conflict countries have increasingly
embarked on efforts to computerize their governmental, nongovernmental organizational and

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the institutions of higher learning’s operations, particularly with respect to public financial
management (PFM). Most common among these have been efforts to introduce Integrated
Financial Management Information Systems (IFMIS) that computerize and automate key
aspects of budget execution and accounting operations across all the institutions. IFMIS can
enable prompt and efficient access to reliable financial data and help strengthen organizational
financial controls, improving the provision of organizational services, raising the budget
process to higher levels of transparency and accountability, and expediting organizational
operations. (Joyce, 1987)

“IFMIS is little more than an accounting system configured to operate according to the needs
and specifications of the environment in which it is installed “(Leon, 1993).

Its mission is to maintain the University's fiscal integrity through accurate record keeping and
adherence to State, CSU, and University procedures; to provide financial reports and analysis
as required; to safeguard the assets of the University; and to deliver fiscal information and
support services in a courteous and efficient manner to faculty, staff, students, and visitors.
(California State University)

According to experts, the quantity of scientific and technical knowledge is now doubling every
five and a half years. That rate is expected to jump appreciably so that information doubles in
half the time, that and other reasons have led to the growth of office automation. (Joyce,
1987)

With this background, the researcher being an information technology student got the impetus
and ability to design, develop and implement a financial management information system for
Kabale University finance department that overcomes the possible problems, inefficiencies and
bottle necks that the finance department had been meeting with the system that was in use “file
based database system’.

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1.1. PROBLEM STATEMENT:

The system employed at Kabale University as far as managing financial information is seen to
have inefficiencies that include; duplication of data and data insecurity. The project therefore
offers an automated system that meets these inefficiencies.

1.2. OBJECTIVES OF THE STUDY:

1.2.1. GENERAL OBJECTIVES:

To develop a Financial management Information System for Kabale University.

1.2.2. SPECIFIC OBJECTIVES:

1. To review the existing financial management information system employed by Kabale


University.
2. To design a financial management information system for Kabale University.
3. To implement the financial management information system for Kabale University.
4. To test and validate the financial management information system for Kabale
University.

1.3. SCOPE:

The study was focused on managing information/records in the department of finance, Kabale
University. The study was aimed at improving on the current system that exhibits inefficiencies
like, (duplication of data, data insecurity, had time during retrieval of data when need arises.)
and this study was focused more on data entry, storage and retrieval in the finance department
and the project was limited to Salaries, Students’ ledger, Income and Expenditure Analysis.

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1.4. SIGNIFICANCE OF THE STUDY:

The University Finance Department had no existing computerized FMIS and therefore, with
the successful conduction of this study, the developed Financial Management Information
System will solve the problems due to lack of an Automated Financial Record Keeping
System. If the project output would implemented and put to use, then the finance department
would manage its data, reduce on the processing time and generally reduce on its operational
costs, promote data security, thus enjoying increased efficiency.

If this new system would put in place, there would be proper book keeping of financial records,
which would help new staff to note where to start from, therefore training costs, and errors
made would be minimal. The system development constituted entirely of the information
gathered from the research made, and this was inline with the system requirements according
to the department of finance. This research would in one way or the other widen the research
base for the future scholars who would wish to undertake the same or similar study.

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Chapter 2

LITERATURE RIVIEW

Kabale University financial department, used the paper work to take records of financial data,
which data was later arranged and stored in files of paper, and when need raised, these files
were revisited one by one in search of the required information. This system was not only
tiresome but also rendered the information stored in this format vulnerable to loss or data
duplication.

There are six key characteristics of the financially healthy university; Short-term solvency,
Retention of reserves, the effective management of long-term debt, the effective management
of the estate, the ability to generate non-state funding, Consistency of budgetary strategy with
mission. (Michael, 2004)

The recent literature on IFMIS has addressed various aspects of IFMIS design, systems
development, implementation and sustainability, but no one study has effectively synthesized
all of these elements with actual organizational experiences to identify the most appropriate
strategies with respect to IFMIS project design, management, monitoring and evaluation.

Generally, the term “IFMIS” refers to the use of information and communications technology
in financial operations (automating FMIS) to support management and budget decisions,
fiduciary responsibilities, and the preparation of financial reports and statements. In the
government realm, IFMIS refers more specifically to the computerization of public financial
management (PFM) processes, from budget preparation and execution to accounting and
reporting, with the help of an integrated system for financial management of line
ministries/departments, spending agencies and other public/private sector operations.

The principal element that “integrates” an IFMIS is a common, single, reliable platform
database (or a series of interconnected databases) to and from which all data expressed in
financial terms flow.1 Integration is the key to any successful IFMIS. In a nutshell, integration
implies that the system has the following basic features:

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• Standard data classification for recording financial events;
• Internal controls over data entry, transaction processing, and reporting; and
• Common processes for similar transactions and a system design that eliminates
unnecessary duplication of data entry.

Integration oftentimes applies only to the core financial management functions that an IFMIS
supports, but in an ideal world, it would also cover other information systems with which the
core systems communicate, such as human resources, payroll, and revenue (tax and customs).
At a minimum, the IFMIS should be designed to interface with these systems. (USAID,)

Financial Management Information Systems (FMIS) is responsible for the


implementation/upgrade and production support of automated systems, including PeopleSoft
Financials, which are used within the Financial Management Division, namely the offices of
the Bursar, Controller and Procurement and Support Services. FMIS is also responsible for the
distribution of financial reports to the campus community and technical support to end users of
the Departmental Copier Program.

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Chapter 3

METHODOLOGY

3.1. DATA COLLECTION TECHNIQUES


The project employed the following data collection techniques;

3.1.1 INTERVIEWS

These were planed meetings during which information was obtained from the users of the
existing system orally; the interviews were in structured form consisting of well-defined
questions to guide the interviewee. Interviews were essential for the most important and
sensitive parts of the project that enabled the interviewer get full details about the required
information. The questions that were asked include; how do you find the current system? What
would you like changed in the current system? What would you want the new system to do if
it was put in place?

3.1.2. OBSERVATION

This method allowed the researcher to know his own opinion on the study while on site. It

involved direct observation of the respondents in general. Data collection through observation

was to reinforce and validate the collected data by use of interviews.

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3.1.3. REVIEW OF THE EXISTING DOCUMENTS

This involved reading of documents or literature regarding the system that was used in the
department. This documentation included financial books of records, forms, files, and
regulation sheets. In addition, it included reading any information regarding the keeping of
financial records in the financial record files that is where most of the records were got.

3.2. FEASIBILITY STUDY

The feasibility study of a system involves a detailed assessment of needs, values and
practicality of a proposed system.

3.2.1. TECHNICAL FEASIBILITY.

A system development is regarded as technically feasible or practical for an


organization if it has the necessary expertise and infrastructure to develop, install, operate and
maintain the proposed system. This automated FMIS is technically feasible because all the
software involved suit the development of such a system.

3.2.2. OPERATION FEASIBILITY

The system is operationally feasible for it has been tested and found to have mets the needs and
expectations of the system users. System user acceptance is an important determination of
operational feasibility.

3.2.3. ECONOMIC FEASIBILITY.

A system is said to be economically feasible if it is of appositive value to the organization for


which it is designed. The FMIS is economically feasible in the way that the number of workers

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in the finance department is expected to reduce since most of the work is automated, the cost of
buying stationary required for records management will be reduced.

3.3. SYSTEM IMPLEMENTATION TOOLS:

The financial information management system was implemented using Microsoft access and
Visual basic platforms.

VB 6.0 (Visual Basic 6.0) is the programming language that allows interface designers to
create dynamic interfaces that interacts with databases and it is easily linked with Microsoft
access.

Microsoft access is a structured queried language that is very popular for database creation,
adding data into database, accessing and processing is made easy.

The above languages were chosen because of ability to work with multiple operating systems
and worked well together.

4.3. SYSTEM TESTING

This activity, aimed at assessing the effectiveness of the proposed financial management
information system, as later discussed in chapter 4.

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Chapter 4

SYSTEM STUDY, DESIGN AND


IMPLEMENTATION

This chapter contains the results of the study, a description of the design and implementation of
the FMIS. It also shows the various screen shots.

4.1. SYSTEM DESIGN

4.1.1. CONTEXT DIAGRAM

The context diagram that is illustrated below shows how data flows to and from the external
entities of the system.
Login

Data Entry Report Administrator


System Production System

User
Reports
Query

Save data
Store/Database Retrieve Data

Logical specifications of the above diagram

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¾ login
Get the use name; Capture the user name and the user intending to use the system

Get the password; Capture the password of that particular username if the particular login
information user name is invalid, then he/she is notified with an error message.

If the log in is correct, the user is able to get to other interfaces according his/her choice
and the appropriate page.

¾ Student financial data registration


Student’s records/ details are entered into database

¾ Salary, Students’ ledger, Income analysis and Expenditure analysis


forms
The Salary, Students’ ledger, Income analysis and Expenditure analysis data is entered into the
database through the provided forms/interfaces.

¾ Data retrieval, add, modify and delete functions


The new record, modification of the existing record and deleting is done with the functions/
command buttons provided.

¾ Student details retrieval. The student’s first name or ID number, and the financial
records are displayed when required.

¾ Security requirements, The system is designed with a restricted user access that has
passwords for specific users with user names to grant access only to authorized users
and the passwords is to be encrypted to prevent guesswork by hacking.

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4.1.2. REPORT PRODUCTION SYSTEM DATA FLOW
SYMBOLS USED IN THE DATA FLOW DIAGRAM

Process: this represents the transformation of input data flows to output data flows
in data flow diagram.

Entity: this is a data entry point outside the scope of the system during the data
flow.

Data store: this is the data registration point/ the database of the system

Data flow: this line shows the flow of the data between processes. Entities and
data stores in the data flow diagram

This explains the relationship between two or more entities.

4.1.2.1. System formats:

These are the input and output formats for data entry into the system for reporting purposes for
data driven from the system respectively, these formats are based on the requirements driven
from the present system.

4.1.2.2. Input formats:

Data entered includes student’s identification, details and financial records.


All these are captured using the appropriate data entry screens.

4.2.2.3. Data entry form attributes:

These include

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I. Students ledger form: for entering student’s details.
II. Salary form: for entering the Salary payment details
III. Income analysis form: this is for capturing financial income details
IV. Expenditure analysis form: for capturing financial expenditure details
V. User login: for capturing the details of the user login, any one with authoritative rights
to use system

4.1.2.4. Output specifications:

Output is in form of tables, forms, and by reports presented by viewing on the screen and by
printing out hard copies of the reports. These reports show all the data necessary as required by
the financial department.

4.1.3. DATA FLOW IN THE REPORT PRODUCTION


SYSTEM

Administrator

User User
User Authentication
Manipulation

Data
Processing

Data Storing and

Retrieving

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The above diagram shows how different users’ login into the system, how data is entered into
the system, processed, stored, manipulated, and reports generated when need arises.

4.2. SYSTEM REQUIREMENTS

4.2.2. FUNCTIONAL REQUIREMENTS

Users shall be able to look at all information stored in the database or select some information
from it.

The system shall be designed in a way that it is easy to update and easy to use.

The users shall be able to get a summary of the reports about the finance at any given time.

The system shall provide meaningful feedback whenever users make errors

4.2.3. NON-FUNCTIONAL REQUIREMENTS

The system shall allow only registered users to manipulate the database like deleting or
updating.

The system shall bring error messages for the invalid entries.

The system shall not allow users to update the data already saved in the database without the
system administrator.

Only experienced users will be able to use the system.

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4.2.1. USER REQUIREMENTS

These are statements that explain the services users want the system to do for them in order to
have an optimally efficient interaction environment between users and the system. For this
particular case, the users want:

A safe and well-arranged store for their data

A user-friendly system that helps them to identify data entry errors by returning error messages
to correct them there and then.

A fast system that can accept data, process it and return results with in the expected period.

A system with well-defined interfaces that allow users to freely and rightly interact with the
system.

A system that allows only authorized users to access information by providing a verification
facility for privacy.
A system, that responds with adequate details of information about a field when queried about
by the user.

A system that generates relevant and precise reports about selected fields from the database.

A system that will appear simpler, effective and more securable than the old system.

A system that will not require comprehensive training to use,, preferable not differing in terms
of operation from the old system by a big margin.

User requirements may be functional or non-functional. Functional requirements describe the


desired functionality of the new system. I.e. what is expected of the system like in terms of
behavior, take an example outputs and inputs of the system. Non-functional requirements have

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the efficient of limiting the designs; they can be eliminated and do not have to be accessed.
They are constraints with which hardware, software, time and money.

4.3. SYSTEM IMPLEMENTATION:

This section, describes the implementation of the Financial Management Information System.

4.3.1. USER INTERFACE SCREEN SHOTS

SHOT 1

Figure 4.1: (User Login Interface) Here the user is prompted to enter his/her name and
password, which if not valid, he/she is denied access for data security purposes.

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SHOT 2

Figure 4.2: (Student Payment Details Entry and Retrieval Interface)


This form allows the user to View, Modify/Edit and Delete the Students’ payment details.

SHORT 3

Figure 4.3: (Staff Salary Details Entry and Retrieval Interface) The user is able to
View, Add, Modify/Edit and Delete an entry using this Form/Interface.

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SHOT 4

Figure 4.4: (Income Analysis Form User Interface) The two screen shots above show
the Form/Interface used to View, Add, Modify and Delete a record with the Income Analysis
Database.

SHOT 5

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Figure 4.5: (Expenditure Analysis Form User Interface) Both forms show the
Expenditure Analysis Form used to View, Add, Modify and Delete the record from the
Database.

4.4. DATA DICTIONARY


Creation of data base structures

4.4.1. STUDENTS’ LEDGER DETAIL ENTRY TABLE


This table shows the students’ detail.

Field name DESCRIPTION DATA TYPE maximum


size
First name: STUDENT’S NAME text
25
Student’s Reg ID number MEMO -
No.

Particulars Details about the transaction MEMO


-
Date Date of transaction Date/Time -

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Debit Amount owed Currency -
Credit Amount he/she owes Currency -
Lab balance Remaining balance Currency -

4.4.2. SALARY DETAILS ENTRY TABLE


The table below shows the details of entering marks.

FIELD NAME Data Type MAX SIZE Description


ID No. Auto number 3 Staff ID No.

NAME Text 25 Staff Names

ACCOUNT No. Number 20 Staff Account Number

BASIC SALARY. Currency - Payment Details


GROSS SALARY. Currency - Payment Details

PAYEE NSSF Currency - Payment Details


ADVANCE.

4.4.3. FINANCIAL INCOME ANALYSIS ENTRY TABLE:


The table below shows the details of entering financial income analysis data.

Field name Maximum Data type Description


size

ID 4 Auto number Record ID Number

20
INCOME 50 Text Payment Details
DETAILS - MEMO Record Details

RECEIPT Long Integer Number Receipt Number

AMOUNT PAID - Currency Payment Details


TUITION FEE - Currency Payment Details
REGISTRATION - Currency Payment Details
FEE
EXAMINATION - Currency Payment Details
FEE
LIBRARY FEE - Currency Payment Details
ACCOMMODATION - Currency Payment Details
FEE
MEDICAL - Currency Payment Details
IDENTITY CARD - Currency Payment Details
STUDENT GUILD - Currency Payment Details
FEE
SCHOOL PRACTICE - Currency Payment Details
FIELD WORK FEE - Currency Payment Details
SUPERVISION - Currency Payment Details
POST GRAD
UNIVERSITY - Currency Payment Details
GOWN
T-SHIRT - Currency Payment Details
FIELD EXCURSION - Currency Payment Details
DONATION - Currency Payment Details
FUNDRAISING

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TRANSFER FROM - Currency Payment Details
A/C

BACK OF (U) - Currency Payment Details


ECONOMIC CHAIR
GRADUATION FEE - Currency Payment Details
DEBT RECOVERY - Currency Payment Details
(TUITION)
APPLICATION FEE - Currency Payment Details

DEV’T - Currency Payment Details


COMPUTER LAB - Currency Payment Details
FEE
MEALS - Currency Payment Details
GRADUATION - Currency Payment Details
BOOKLETS
NON/REFUNDABLE - Currency Payment Details
BINDING
RENT FROM - Currency Payment Details
CANTEEN
PREPAID - Currency Payment Details
SALE OF OLD - Currency Payment Details
PROPERTY
REFUNDABLE FEE - Currency Payment Details
OTHERS - Currency Payment Details
DEBIT PLEDGES - Currency Payment Details
RECOVERY
TERM LOAN - Currency Payment Details

GRANT - Currency Payment Details

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4.4.4. FINANCIAL EXPENDITURE ENTRY TABLE:
The table below shows the details of entering financial expenditure analysis data.

Field name Maximum Data type Description


size

ID 4 Auto Record ID Number


number
EXPENDITURE 50 Text Record Details
DETAILS - MEMO Record Details

CHEQUE AMOUNT - Currency Amount spent on the item

ACADEMIC STAFF - Currency Amount spent on the item

ADMINISTRATIVE STAFF - Currency Amount spent on the item

SUPPORT STAFF - Currency Amount spent on the item

NON-ACADEMIC STAFF - Currency Amount spent on the item

PART TIME VISITING - Currency Amount spent on the item


LECTURES
SALARY ARREARS - Currency Amount spent on the item

NSSF - Currency Amount spent on the item

SUNDRY CREDITORS - Currency Amount spent on the item

TELEPHONE POSTAGE - Currency Amount spent on the item

TRANSFER TO GUILD - Currency Amount spent on the item


A/C
ADVERTS OF - Currency Amount spent on the item
PROMOTIONS
LEARNING MATERIALS - Currency Amount spent on the item

KAMPALA OFFICE RENT - Currency Amount spent on the item

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MEMBERSHIP TO - Currency Amount spent on the item
INTERNATIONAL BOOKS
BANK - Currency Amount spent on the item
CHARGES/INTERESTS
FIELD WORK - Currency Amount spent on the item

STAFF SUBSISTENCE - Currency Amount spent on the item


ALLOW
TRAVEL & FUEL - Currency Amount spent on the item

NEWS PAPERS/ - Currency Amount spent on the item


MAGAZINES
AUDIT FEES - Currency Amount spent on the item

MEDICAL DRUGS - Currency Amount spent on the item

STAFF SOCIAL WELFARE - Currency Amount spent on the item

ELECTRICITY - Currency Amount spent on the item

FUNCTIONS & PUBLIC - Currency Amount spent on the item


RELATIONS
OPERATIONS OF THE - Currency Amount spent on the item
UNIVERSITY ORGANS
ADDITIONAL - Currency Amount spent on the item
RESPONSIBILITY
ALLOW
GROUND RENT - Currency Amount spent on the item

STAFF & GOVERNING - Currency Amount spent on the item


BODIES
MEALS FOR STUDENTS - Currency Amount spent on the item

GRADUATION - Currency Amount spent on the item

GOWNS - Currency Amount spent on the item

STOCKING LIBRARY - Currency Amount spent on the item

24
STATIONERY - Currency Amount spent on the item

WATER & SANITATION - Currency Amount spent on the item

LAWNMOWER - Currency Amount spent on the item


COMPOUND CLEANING
REPAIRS & SPARES - Currency Amount spent on the item

ROAD LINKS - Currency Amount spent on the item


IMPROVEMENT
GAMES & SPORTS - Currency Amount spent on the item

CLUBS ORGANIZATION - Currency Amount spent on the item

SEMINARS & - Currency Amount spent on the item


WORKSHOPS
STAFF DEV'T CAPACITY - Currency Amount spent on the item
BUILDING
RENOVATION - Currency Amount spent on the item

PUBLICATIONS - Currency Amount spent on the item

FENCING/ LAND TITLES - Currency Amount spent on the item

ICT ACCOUNT - Currency Amount spent on the item


COMPOUND
FINALIZATION OF - Currency Amount spent on the item
PHYSICAL STATE
GENERATOR - Currency Amount spent on the item
INSTALLATION
FURNITURE & - Currency Amount spent on the item
EQUIPMENT
CONSULTANCY & - Currency Amount spent on the item
LEGAL EXPENSES
LIBRALY, LECTURE- - Currency Amount spent on the item
HALL, HOSTELS
OFFICE IMPREST - Currency Amount spent on the item

25
Chapter 5

EVALUATION, RECOMMENDATION
AND CONCLUSION

The research project has played a critical role in strengthening my research capabilities through
data collection, compilation, analysis, report writing, system analysis, development, testing and
implementation.

5.1. EVALUATION

The research project was successful in most areas that were tackled during two month of data
collection, analysis and system development.

The biggest shot in the project was putting the knowledge attained theoretically on the paper
into hands on practice. It was a challenging experience putting together all forms and codes to
the development of the system.

Development of the system that can solve the stationary issue, storage space, ease data entry,
processing, manipulation, and retrieval that has been of great importance and hence an
achievement in information technology carrier.

5.2. LIMITATIONS

Due to the fact that had researcher had limited time to do research and develop a system , most
features that would have made the program wide and easy to use by different institutions,
higher schools of education and colleges were not included.

26
Lack of necessary software to use in the system development, was yet another hump in the
system development project. However, the developer was impressed to see the system working
well and is promising to improve it to fit the needs of all institutions of education.

5.3. RECOMMENDATION

The researcher would like to make the following recommendations having studied the current
report production system and compared it with automated one that uses computer applications.

The system end users need to be sensitized on computer applications before using the system
because without computer literacy, they will get wrong or no information at all from the
system.

Prompt and regular backup of the system, updates in the database behind the system and
updating the system in case some advantageous changes need to be made.

Proper use of the system should be necessary. The administrator password should not be
accessible to every user because once the setting of the system are tampered with, it affects the
whole system hence loss of financial details.

5.4. CONCLUSION

In conclusion, this research project has been a great step towards my carrier. It has proved my
capabilities as Information Technology Student. With this report, the author expects it to act as
a major contribution for his fellow academicians, in their struggle towards the computer
globalization and the computer age.

27
Chapter 6

APPENDIX

6.1 Appendices A
The code below was obtained during the implementation of the login user interface for the
FIMS.

Option Explicit

Public LoginSucceeded As Boolean

Private Sub cmdCancel_Click()


'set the global var to false
'to denote a failed login
LoginSucceeded = False
Me.Hide
End Sub

Private Sub cmdOK_Click()


'check for correct password
If txtPassword = "password" Then
'place code to here to pass the
'success to the calling sub
'setting a global var is the easiest
LoginSucceeded = True
Me.Hide
Else
MsgBox "Invalid Password, try again!", , "Login"
txtPassword.SetFocus
SendKeys "{Home}+{End}"

28
End If
End Sub

29
6.2. Appendices B

The questions that were asked include;

How do you find the current system?


What would you like changed in the current system?
What would you want the new system to do if it was put in place?
How do you keep records about the students?
What problems do you meet when using your system?
Do you need a change in your system?
Do you know how to use a computer?
Do you think using a computer can make your work easy?
Would you prefer a computer to manage your school records?
What would you like the new system do for you?

30
REFERENCES

1. David Hoyle – ISO 9000 quality systems handbook (2006)

2. Executive Office of the President of United States of America – Office of Management


and budgeting, Circular No. 127 Revised – July 23, 1993.

3. Executive Office of the president of United States of America – Office of Management


and budgeting, Washington DC. 20503 – M – 05 – 02, Circular No.
(www.whitehouse.gov/omb/circulrs ).

4. A 127 revised Transmittal Memorandum No. 3 – Dec 2002.

5. George M. Piskurich – The AMA Handbook of E-learning – Effective Design and


implementation (2003).

6. Jerome B. McKinney - Effective financial management in public and non-profit


agencies (2004)

7. L. Joyce Arntson. - Word / Information processing 2nd Edition (1987)

8. Michael Shattock, financial management in universities, Higher education systems vary


in the amount of financial data which they publish.

9. Ping Zhang and Dennis - Human – computer interaction and management information
systems. (2008)

10. Patricia W. Ingraham, Philip G. Joyce, Any Kneedler Donahue – Government


performance, why management matters (2003)

11. Robert. Kaplan and Robin cooper - Cost and effective using integrated cost systems to
drive profitability (2003).

31
12. Reference and research book news 9788170005025 – Role management information
system for university administration.

13. University of Hawaii - Financial Management Information Systems (FMIS) on – line


quick reference guide (April 2002).

14. USAID from the American people – Integrated financial management systems – A
practical guide (Jan 2008). (p.d.fusaid.gov/pdf_doc/PNADK595.pdf)

32