SYSTEM DOCUMENTATION

TITLE: SECURITY MGT SYSTEM

PRESENTER: KALTUMA OSMAN MAHAT

INSTITUTION: GARISSA UNIVERSITY

REG. NO : DIT/IT/1125/17

COURSE CODE: DIT039

SUPERVISOR: MR.

PRESENTED: PRESENTED TO GARISSA UNIVERSITY FOR THE

PARTIAL FULFILLMENT OF THE REQUIREMENT FOR THE AWARD OF

DIPLOMA IN INFORMATION

TECHNOLOGY (DIT)

i
DECLARATION
I declare that this project is my own effort and that I have personally come up with every part
of it including the documentation, these work has never been submitted for marking to any
examination body for the award of diploma in IT.

Presenter name:

Signature…………………………

Date………………………………

Supervisor name:

Signature…………………….

Date…………………………

ii
DEDICATION
I dedicate this project to my parents have who supported in terms of capital and boosted my
morale to accomplish it. Similarly I dedicate it to my fellow students for contribution of ideals.

I lastly dedicate it to my supervisor who ensured my progress as per the requirements.

iii
ACKNOWLEDGEMENT
First, I thank the Almighty God for his care and protection, Am also thankful to the members of
staff and my fellow students for their support. Special thanks to my supervisor who has been a
reviewing of my work.

Secondly, I acknowledge the contribution, encouragement and support of the administration of

Garissa University I acknowledge them for frequently prompting me to use their resources and
providing me with a conducive environment.

iv
EXCUTIVE SUMMRY/ABSTRACT
Computerized systems have increased efficiency in manipulating data and information thus
increasing the productivity of an organization. To this effect even the Security premises have
not been left out of this development

It’s said that information in the current world flows at an extremely high rate than anyone
could have ever thought. The major question is can we really keep up with the pace? This has
created the need for us to embrace technology in our daily transaction. I.T has revolutionalized
the way things are done. In this era of globalization, automated systems have improved the
activities of many organizations in almost every feature of its operation.

v
Contents
DECLARATION...................................................................................................................................i

DEDICATION.....................................................................................................................................ii

ACKNOWLEDGEMENT.....................................................................................................................iii

EXCUTIVE SUMMRY/ABSTRACT......................................................................................................iv

CHAPTER ONE..................................................................................................................................1

1.0 INTRODUCION...........................................................................................................................1

1.1 STATEMENT OF THE PROBLM....................................................................................................2

1.2 AIM OF STUDY............................................................................................................................3

1.3 OBJECTIVES................................................................................................................................4

1.4 JUSTIFICATION OF SYSTEM........................................................................................................5

1.4 LIMITATION OF THE SYSTEM...................................................................................................5

1.5 THE SCOPE OF SYSTEM..............................................................................................................7

CHAPTER TWO.................................................................................................................................8

2.0 LITERATURE REVIEW.................................................................................................................8

CHAPTER THRE...............................................................................................................................10

3.0 METHODOLOGY......................................................................................................................10

3.1 INTODUCTION..........................................................................................................................10

vi
3.2 STUDY AREA............................................................................................................................12

3.3 RESEARCH DESIGN...................................................................................................................13

3.3.1 Waterfall...............................................................................................................................13

3.4 DATA COLLECTION..................................................................................................................14

3.5 PROJECT SCHEDULE.................................................................................................................15

3.6 SOFTWARE/HARDWARE REQUIREMENTS...............................................................................16

3.7 LIMITATION OF THE METHODOLOGY......................................................................................17

CHAPTER FOUR..............................................................................................................................18

4.0 SYSTEM ANALYSIS....................................................................................................................18

4.1 INTRODUCTION........................................................................................................................18

4.2 PRELIMINARY STUDY...............................................................................................................18

4.2.1 FUNCTIONAL REQUIREMENTS..............................................................................................18

4.3.2 NON FUNCTIONAL REQUIREMENT.......................................................................................18

4.4.1 CONTEXT DIAGRAM (level 0 DFD)........................................................................................19

4.4.2 DATAFLOW DIAGRAM (DFD)................................................................................................19

CHAPTER FIVE................................................................................................................................21

5.0 SYSTEM DEVELOPMENT..........................................................................................................21

5.1 System flowchart.....................................................................................................................21

5.2 database design.......................................................................................................................23

5.3 Tables.......................................................................................................................................24

5.4 Entity Relationship Diagram....................................................................................................30

5.5 INPUT DESIGN..........................................................................................................................31

5.6 OUTPUT DESIGN......................................................................................................................42

5.7 SYSTEM SECURITY DESIGN.......................................................................................................45

vii
5.8 PROGRAM DESIGN...................................................................................................................47

CHAPTER SIX..................................................................................................................................49

6.0 IMPLEMENTATION...................................................................................................................49

6.1 SYSTEM REQUIREMENTS SPECIFICATION................................................................................49

6.1.0 SOFTWARE REQUIREMENT...................................................................................................49

6.2 DOCUMENTATION...................................................................................................................50

6.2.1 DOCUMENTATION ON USER MANUAL.................................................................................50

6.2.2 DOCUMENTATION ON DESIGN TOOLS USED.......................................................................51

6.2.3 DOCUMENTATION ON CODING USED..................................................................................52

6.3 SYSTEM TESTING......................................................................................................................58

6.3.1 TEST PLAN.............................................................................................................................58

6.3.2 TESTING................................................................................................................................58

6.3.2 TEST RESULTS........................................................................................................................60

6.3.3 RESULTS OF THE SYSTEM......................................................................................................61

6.3.3.1 REPORTS............................................................................................................................61

6.4 SYSTEM MANTAINANCE..........................................................................................................66

CHAPTER SIX..................................................................................................................................67

7.0 CONCLUSION...........................................................................................................................67

7.1 ACHIEVEMENTS.......................................................................................................................67

7.2 CONSTRAINTS..........................................................................................................................68

7.3 CONCLUSION...........................................................................................................................69

7.4 RECOMMEDATION..................................................................................................................70

viii
ix
 CHAPTER ONE

1.0 INTRODUCION
This particular project deals with the problems of managing Security premises and avoids
problems which occur when carried manually.
Identification of such drawbacks of the existing system leads to designing of computerized
system that will be compatible with the existing system ,the new system is more user
friendly and graphical user interface oriented the new system will be efficient thus it will
overcome the drawbacks of the existing system. Such areas will include reduced manual
labor, high Security of data, access of users details will be easier, less human error and
Data redundancy can b avoided, data consistency, ease in updating of the details of the
workers, easy record keeping and backup of data can be generated.

For the past few years managing workers in a Security premises has been increasing
rapidly there by the number of workers is also increasing thus becoming uneasy to
manage the workers and manage their salaries hence there is strain on the personnel
managing those workers in that premises.

1.1 STATEMENT OF THE PROBLEM

Managing the workers details in the cleaner’s premises in past few years has become
tedious in the SECURITY company; details of SECURITY have been maintained manually
thus there is a great chance of losing some of the details and records.

Data redundancy has been occurring and experienced in keeping the records of the
employees hence there is the strain in access, adding and managing those records.

1
 Data Security has greatly been affecting the records of the workers, thus leading to data
exposure to unauthorized personnel and loss

Poor updates of employees’ records since it is done manually hence a lot of time and
resources are needed.

Payment of workers is done manually; details are written down manually thus there is
danger of wastage of resources.

In order to overcome all this we have decided to come up with a computerized system
for the Security premises so as to manage their employee’s records and activities
smoothly.

1.2 AIM OF STUDY

The aim of the study is to have system which will cater for registration and all financial matters.
The system is aimed at eliminating the hard work that is put into maintaining the manual filling
system

The system will make it easier, more efficient and effective capture of data and keep the
SECURITY details and other personnel information. The system will also print summary reports
needed by management to make necessary assessments

The system will also contain personnel database which will be managed by the administration.
The administration will access it after typing the current password that will be required to
authenticate the user. It will also create more Security and efficiency. The database will enable
automatic and faster backups which will enable easier and faster updates and retrieval of
various records.

2
The system will ensure data integrity and Security is enforced, also eliminating data
redundancy. It will be fit as it will be able to handle most of transactions processes and record
keeping with minimal efforts.

1.3OBJECTIVES
Data redundancy
Redundancy of data will b reduced in the new system since data will not be entered and
stored manually.
Data and records will be automated.
Data and record loss:-
Loss of data will be highly addressed in this computerized system since the records will
maintained and kept in the new system.

High data Security

Security being a crucial in every data and record will be maintained since the records
will be monitored by the administrator who will have the loggings for each and every
employee.
Graphical user interface oriented and user friendly
The system will provide a platform where the users of the system will be interacting
efficient with the system.
Easy to update and back up data
Records in this system will be updated easily, kept and also data loss will be eliminated
due to back up system.

3
1.4 JUSTIFICATION OF SYSTEM
The SECURITY MGT SYSTEM is a software that will help the Security premises to perform
their duties effectively and efficient, it will also help them manage their workers as well
as well as their payroll.

The system will be able to save records, update and add new records in a computerized
way.
In past years Security premises have used alot of resources and time in undertaking
their daily routine activities,thus the proposed system will be able to provide a solution
to all these setbacks.

1.4 LIMITATION OF THE SYSTEM

SECURITY system will be developed under microsoft visual basic 6 plaform and
microsoft office- MS Acess.
The system will only work ont those two platforms.
The system will incur alot of expenses and resources

The resources used to develop the application involved the following items

Hardware
Computers –computers were leased for the development of the system.
Books – were used to design the proposal and the overview of the system.
Storage media like flash –these were used in backing up the project.
Ram size 512mb and above

4
 Hard disk : 40Gb and above
Processor : Intelduo core
Processor speed :2.2Ghz

Software
Microsoft office suit- used to design the database.
Microsoft visual basic 6.0 – used to design the application

Budget

Items kshs

Computer 8,000

Flash disk 500

Software 3,000

Travel expenses 500

Research 400

total 12,400

5
1.5 THE SCOPE OF SYSTEM
The system will only be able to :
 To save records of the emloyees and updating
 To register users of the system
 Assign passwords on logins
 Manage the payrollof the employees
 Print reports
 Perform transactions made by the clients and the premises
 Manage all the users and keep their records

6
 CHAPTER TWO

2.0 LITERATURE REVIEW

SECURITY in different companies are managed in a poor manner for example the chania
SECURITY company located in Thika has been managing their employees poorly.
This has been poor allocation of duties of their workers to different organizations.
Data and records of the employs are maintained and handled manually thus data loss
and redundancy has been highly addressed in the company. Employees payrolls also has
been an issue to the company where by some employees are under paid while other
end up not being paid due to poor handling and managing the payrolls.
This cleaner’s management system will address solution to these challenges whereby an
automated system will do away with these entire draw backs. The will also manage and
keep the records of the employees day worked since every employee will have to log in
to ensure his/her presence
Their days of work per month will be recorded as well as their performance. Data loss
and loss of records being a big drawback will be dealt with positively. Manual entry of

7
 data and keeping of records will be addressed by the system where data will be
automated.

Development methodology.
In the system development life cycle the use waterfall model will be addressed where
each phase will be developed and tested before the others
The following phases will be undertaken:-
Requirement – information and resources will be gathered, scope and constraints of
the project will be analyzed at this stage.
Design –this is where information gathered to accomplish the logical design of the
project. Files and databases will be designed to store data needed in the system.

Implementation unit testing –the application will be approved and installed for to use.
Activities done will be:-
Hardware and software acquisition
Staff training
Documentation

Verification of the accuracy of inputting data and securing configuration will be done in this
stage.

integration and system testing-

Various testing will be done to ensure accuracy of the program code and pin point
problems which may arise in the program.
Which box testing will be done to ensure every phase is on right path.
Operation
The application at this phase will be set ready for use.

8
 Fig. Waterfall methodology

REQUIREMENTS

DESIGN

IMPLEMENTATION

SYSTEM

OPERATIONS
sNS

CHAPTER THRE

3.0 METHODOLOGY

3.1 INTODUCTION
The study was carried out through observation, different Security premises were observed on
how they undertake their opreations.

For example chania SECURITY company was found that it did its operations manually thus
leading to poor utilisation of companies resources

Phase 1: Concept formation

This phase provides a broad statement of user requirements in user world terms. The
requirements states what the user expect the system to do and thus set direction for the
whole project. The phase also set the project bounds, which define which parts of the

9
 system can be changed by the project and which parts are to remain the same. The
resources to be made available are also specified in this phase.

Phase output
This phase defines the proposed business solution, the project goal, and the bounds and
terms of reference for the project. It also includes any project restrictions i.e. parts of the
existing system that cannot be changed and those that can.

Phase 2: Developing the system specification

During the development of the system specification it is
The whole process is characterized by the following activities:
Producing a detailed analysis model describing how the current system works and what it
does usually in subject world terms. Using the statement of requirements and the more
detailed systems analysis to state what is needed from the new system by a requirements
model in user terms.
Producing a design model that states what the new system will do and how it works which
is expressed in the system terms. Producing a high level description of computer system
requirements using system terms.

The following outputs are produced:

Revisions to project goals and cost benefit analysis. A requirements model that specifies how
the new system will works, including any interfaces presented to the user.
A design model that shows in subject world terms what the system will do and how it will work.
A description of the proposed business process and some scenarios
A broad system specification in the system specification world terms defining how computers
will be integrated into business process
A project development plan, defining the expected completion times

10
A test plan in which a number of test cases are created for each detailed requirements.

Phase 3: system design

This phase produces a design specification for the new system. The following is done:
Designers must specify the interfaces provided to the users and the business procedures
They must specify the databases and the system programs and select the equipment needed to
implement the system.
Design proceeds in two steps: - Architectural design and detailed design.
In architectural design the user or subject word models produced in the system specification
are converted into computer system terms.
In detailed design the database software is chosen and ways of using it to store the data are
proposed. The ways of writing programs and their interfaces are also documented. The
interaction between the system users and computers is also defined.
Output
Implementation model for the new system; this includes the proposed equipment configuration
and specifications for the database and computer programs.

Phase 4: system development and construction

It’s broken up into:
Development and implementation. The individual system components are built during the
development period. Programs are written and tested, and user interfaces are developed and
tried by users.
During implementation the components built during development are put into operational use.

Output
Users are provided with a working system. A system documentation describing the programs is
also completed.

System testing

11
A test plan is developed in parallel with system design.
Testing proceeds through a number of steps.
Unit testing- individual components are tested independently.
Integrated testing-components are tested as a system.
System testing-subsystems are tested for the whole system.
Users perform form of acceptance test before the system is finally accepted as complete.
Post-installation review
Takes place about a year after the system is implemented.
The evaluations made set guidelines for decision making in future projects. It may also suggest
minor changes to be made to the system.

3.2 STUDY AREA

The study was done in THIKA Town - Chania ceaners company

3.3 RESEARCH DESIGN

3.3.1 Waterfall
In the system development life cycle the use waterfall model will be addressed where each
phase will be developed and tested before the others

The following phases will be undertaken:-

Requirement – information and resources will be gathered, scope and constraints of
the project will be analyzed at this stage.

12
 Design –this is where information gathered to accomplish the logical design of the
project. Files and databases will be designed to store data needed in the system.

Implementation unit testing –the application will be approved and installed for to use.
Activities done will be:-
Hardware and software acquisition
Staff training
Documentation

Verification of the accuracy of inputting data and securing configuration will be done in this
stage.

integration and system testing-

Various testing will be done to ensure accuracy of the program code and pin point
problems which may arise in the program.
Which box testing will be done to ensure every phase is on right path.
Operation
The application at this phase will be set ready for use.

Fig. Waterfall methodology

REQUIREMENTS

DESIGN

13 IMPLEMENTATI
ON
SYSTEM
 OPERATION
SNS
3.4 DATA COLLECTION
The collection data for the system development was done through how employees of these
company undertake their duties as well as how the operations are carried out.

3.4.1 Data collection Instruments

Pens
Papers
Personnal computer
storage device_ flash disk

3.5 PROJECT SCHEDULE

The project was estimated to be designed for three months; each talk was scheduled for certain
duration to be covered as shown below.

Tas description Task Planned Actual Planned Actual deliverable

k No of completio completio
14
 week start time start time n n s
s

1 requirements 2 5/2/2014 10/2/2014 19/02/201 24/2/2014 Informatio

4 n and
resources
gathered

2 Design 3 20/2/2014 25/02/201 14/3/2014 16/03/201 Logical

4 4 design of
project

3 Implementatio 3 15/3/2014 17/03/201 28/03/201 03/03/201 Applicatio

n unit testing 4 4 4 n installed

4 Integration 2 01/04/201 4/04/2014 15/04/201 18/04/201 Testing of

and system 4 4 4 the system
testing

5 operation 2 16/04/201 19/04/201 30/04/201 02/05/201 Each phase

4 4 4 4 is set
ready for
use

15
Gant chart

DURATION(WKS) 1 2 3 4 5 6 7 8 9
10 11 12
REQUIREMEN
TS

DESIGN

IMPLEMENTA
TION

INTEGRATIO
N AND
TESTING

OPERATION

3.6 SOFTWARE/HARDWARE REQUIREMENTS

Hardware

1. Computers –computers were leased for the development of the system.

2. Books – were used to design the proposal and the overview of the system.

3. Storage media like flash –these were used in backing up the project.

4. Ram size 512mb and above

16
5. Harddisk:40 GB and above

6. Processor: Intel duo core

7. Processorspeed: 2.2 GHz

Software
Microsoft office suit 07- used to design the database.(MS Access)
Microsoft visual basic 6.0 – used to design the application
Search engines: Mozilla Firefox and Explorer

3.7 LIMITATION OF THE METHODOLOGY

only one stage can be finished before proceeding to the other
no allowances for prototyping
users can use everything until the entire system is through
once the product is through everything is in mantainance

17
 CHAPTER FOUR

4.0SYSTEM ANALYSIS

4.1INTRODUCTION
In system analysis it will sho w what the system will be able to meet and also what it can
not achieve.

4.2 PRELIMINARY STUDY

4.2.1 FUNCTIONAL REQUIREMENTS

The system will be able to record daily tansactions
It will print reports for transaction , details of workers
Print payrolls
Faster in processing data

4.2.2 NON FUNCTIONAL REQUIREMENTS

Users will be provided with icons

All fields must be entered with a data

The system will be available

18
4.3.2 NON FUNCTIONAL REQUIREMENT

 Accessibility Requirement Help text will be provided English for all users
 Accuracy Requirements All fields will be filled when entering requirements
 Availability Requirement The system is available throughout since it is accessible in
LAN

19
 4.4.1 CONTEXT DIAGRAM (level 0 DFD)

1.1 Data store

System
Retrieve details

Login Admin/user

Save information
Data store

4.4.2 DATAFLOW DIAGRAM (DFD)

Data flow diagram for the role of the administrator

Administrator
tasks
Administrator tasks

Register new users

View databases and back up the database
Create and delete users of the system
Generate individual and whole reports
Payroll and do all tarnsactions
Data store

Administrator

20 Data store
 Data flow diagram for the role of the user

User tasks Administr

ator tasks
Register
Retrieve information
Change password
Process report
Save details Data store
login Help and contacts

user
Save data
Data store

21
 CHAPTER FIVE

5.0 SYSTEM DEVELOPMENT

5.1 System flowchart

The system flowchart shows how the activiyies are performed within the system from the start.

22
 Start

Load window

Log in

no
If
passwordcorrect

yes

23
Load main form
 no
If admin Registration
yes

Do all
transactions Store
details

Payrolls View reports

Assign Change
passwords passwords

Do recruitments
Get help

Back up &
create users

Stop

5.2 database design

The database used to design the database is microsoft access.

Advantages of using database:

It is easier to link it with Visual studio Application

It also provide a good table design where the designer set all required criteria before saving

It is easier to access database when required

24
 It is becaus it is easy,constistency

Ability to work with many application platforms

It provides Security in recovering

It limits access and actions by use of fuse

It has authorization rules, it identifies user and define action

It has encryption and authentication

It provides integrity for preserving relationships in the database based on referential integrity,
non key integrity and denied conditions

5.3 Tables
SECURITY table

Field name Datab type Description

ID Autonumber For numbering fields

Id number number Primary key

25
firstname text

Secondname text

telephone number

City text

Town text

Address text

supervisor text

Supervisor id text

Personal no number

Staff table

26
Field name Data type Description

Id number number Primary key

Name text To store name

Telephone number

Email Text

Address Text

Personal no number

Town text

Clients table

Field Name Datatype Description

Id number number Primary key

Name text

Address text

telephone number

Email text

Town text

category text

27
Log in table

Field name Data type Description

Username text Shows name of user

password number For identification of user

usertype text Shows type of user

Payroll table

Field name Data type Description

Id number number Primary key

Name text

Job title Text Shows the position of job

Salary Currency Amount paid

House allowance Currency

Travelling allowance Currency

28
Nhif currency

Nssf currency

Paye currency

Payroll cleaner table

Field type Data type Description

Id number number

Name text

telephone number

Address text

Personal no number

Basic pay currency

Net pay currency

Paymanager table

29
Field type Data type Description

Id number number Primary key

Telephone Number For contact

Address Text

Basic pay Currency Shows amount paid

Net pay Currency Shows total amount paid

Payroll super

Field name Data type Description

Id number number

telephone number

Address text

Basic pay currency

Net pay currency

Recruitment table

30
Field name Data type Description

Id number number

Job title text

Vacancy no text

Positions Text

Hr manager Text

Date Date/time

Deadline Date/time

Transaction table

Field name Data type Description

Name text

Address text

Town text

Category text

SECURITY number

Months number

31
Supervisor text

Supervisor id number

Contrct no Number

Total amount currency

Time Date/time

Date Date/time

5.4 Entity Relationship Diagram

Relationships of all the tables

32
5.5 INPUT DESIGN
SECURITY form

33
It is used to register all the SECURITY in the system. SECURITY ar able to fill their details and
save them.

They can also delete their records and edit incase of an error.

Clients form

Clients form is used to enter the details of the clients who come to make equiries and
save their records.
Incase the client enters wrong information he/she can delete or edit the details in the
form.

34
Staff form
Manager form

35
These form helps the manager to enter his/her details in the sysytem .
The details are saved ,they can be editted and deleted.

In the supervisor form one is able to enter details and save the them in the system
One is also able to edit any information which is not neccessary.

SECURITY payroll form

36
Supervisor payroll form

37
38
Manager payroll form

39
Transaction form

Back up form

40
Log in form

Assign password form

41
5.6 OUTPUT DESIGN

SECURITY report

42
43
 Transaction report

5.7 SYSTEM SECURITY DESIGN

Login form
Used to log in in the system, it ensures no unauthorised user can use the system
The login form provides a provision whereby users have different previlleges once they
have loged in

Registration form

Users of the system are assigned passwords to log in the system .No one can be allowed
to use the system without being assigned a access.

44
5.8 PROGRAM DESIGN
Transactions

Start

Log in

Transaction
menu

no
Client exist Enter client

yes
45
 Select from
db

Enter
transactions

Save

Stop

start
Log in form

no User exist Create user

Log to
system

Stop
46
 CHAPTER SIX

6.0 IMPLEMENTATION

6.1 SYSTEM REQUIREMENTS SPECIFICATION

6.1.0 SOFTWARE REQUIREMENT

Microsoft office suit- used to design the database.

Microsoft visual basic 6.0 – used to design the application

47
Ram size 520mb and above

Hard disk:40 GB and above

Processor:Intelduo core

Processorspeed: 32 GHz

6.1.1 HARDWARE REQUIREMENTS

Hardware resources
 Computer at least with the following specification processor Intel(R) core(TM) 2Duo
CPU E6OO @1.87ghz RAM 2.00GB.

 Printer for converting softcopy to hardcopy.

 Flash disk for sharing information for future references.

 External hard disk for creating backup 320GB

6.2 DOCUMENTATION

6.2.1 DOCUMENTATION ON USER MANUAL

The SECURITY system is a simple where one logs in to the system after he /she has been
assigned an access to the system.

User is given a password and a username and type which assist to access the system. After one
gets to the system, there are privileges given to each user upon which type of user has accessed
the system.

48
After one has accessed the system as an administrator he has all the privileges to access and do
all the transaction to the system.

When one has accesses as user his/her privileges is minimal likes doing registration, saving,
editing details and viewing their reports.

6.2.2 DOCUMENTATION ON DESIGN TOOLS USED

Process – shows what takes place

Arrow –to point to the direction

Decision – for making decisions

49
 Terminator –used to terminate process

Connector – to connect processes

Magnetic disk – for storage

Data – sorage

Alternative process

6.2.3 DOCUMENTATION ON CODING USED

SECURITY FORM

Private Sub cmdadd_Click()

rs.AddNew

Text1.Text = ""

50
Text2.Text = ""

Text3.Text = ""

Text4.Text = ""

Text5.Text = ""

Text6.Text = ""

Text7.Text = ""

Text9.Text = ""

Text11.Text = ""

Text11.Text = ""

End Sub

Private Sub cmdCancel_Click()

Text1.Text = ""

Text2.Text = ""

Text3.Text = ""

Text4.Text = ""

Text5.Text = ""

Text6.Text = ""

Text7.Text = ""

Text9.Text = ""

Text10.Text = ""

51
Text11.Text = ""

End Sub

Private Sub cmddelete_Click()

msg = MsgBox("sure to delete?", vbYesNo, "confirmed")

If msg = vbYes Then

rs.Recordset.Delete

MsgBox "record deleted"

Else

MsgBox "record not deleted"

End If

Private Sub cmdexit_Click()

frmSECURITY .Hide

End Sub

Private Sub cmdnext_Click()

On Error Resume Next

rs.MoveNext

Text1.Text = rs.Fields(2)

Text2.Text = rs.Fields(3)

Text3.Text = rs.Fields(1)

Text4.Text = rs.Fields(4)

52
Text5.Text = rs.Fields(5)

Text6.Text = rs.Fields(6)

Text7.Text = rs.Fields(7)

Text8.Text = rs.Fields(9)

Text9.Text = rs.Fields (10)

Text10.Text = rs.Fields (11)

End Sub

6.3 SYSTEM TESTING

6.3.1 TEST PLAN

This involves series of different types of tests that will be performed on the system. The primary
purpose of these tests is to uncover the systems limitations and measure it’s full
Capabilities. The following processes is done..
 Unit/Module testing
 Integration testing
 System testing
 Acceptance testing

6.3.2 TESTING
Unit tests

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This is process of testing each program module separately in the system. This test is done to
individual module to verify and validate its results. Unit testing requires knowledge of program
design and code.

Exhaustive validation tests are to be conducted on specific low-level functions that cater for
specific purposes or requirements such as:

1. Database connection

Need arises from the fact that the application’s logic is programmed to dynamically bind to the
database. Consequently, a user must be informed in case of unsuccessful database connection
attempt.

2. System Login

This is done to authenticate users. It serves as a Security mechanism that ensures only
authorized personnel get to use the system.

Module tests

Exhaustive checks are done on sections of the program, called modules, to ensure that the
independent functions correlate to perform functions such as:

 Correct capturing of input

All inputs must be validated to ensure that all fields only accept relevant data

 Generation of reports

Timely and adequate reports should be generated by the system, the modules for these
operations should co-operate with the different output modules to capture the required
queries and deliver appropriate results.

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Integrati on Tests

This is the process of verifying that the system components work together as described in the
system and program design specification. The purpose of integration testing is to verify the
ability of the application to meet the business and financial needs of the users

Also ensure the application operates correctly as an integrated entity as specified in functional
specifications in order to bring the different modules together to form one complete system,
different tests must be conducted on specific low level functions that cater for specific purposes
or requirements.

6.3.2 TEST RESULTS

Log in form test data

data Expected results Actual data description

1234 valid valid Password contains

numbers

Kim2 invalid invalid Name cannot contain

numbers

6.4 SYSTEM MANTAINANCE

I prepared diagrams and estimates the impact
Changes will be done inthe system by the programmer and the testing team to ensure
no errors occur.
The system will be adopted once the change is satsfied.

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 Corrective mantainance
Corrective mantainance will be done to ensure the detected problems and errors are
corrected.
Is to ensure the system remains functional in the failure parts of the developed system.
Adaptive mantainance
Will involve changing the system to take account a change in its functional environment
Perfective mantainance
Its to improve its performance in terms of response time to user or to ammend a system
interface to make the system more friendly
Preventive
It wiil be carried to ensure data and software integrity.
Replacive mantainance
It will be carried when the system becomes almost unmantainable eg due to lack of
poor documentation or poor design.

CHAPTER SIX

7.0 CONCLUSION
The system will be viable and assist many premises to manage their activities.

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Through developing the entire system has enabled me to learn a lot of things; it assisted me to
learn more about programming techniques outside the class and the requirements for system
development.

7.1 ACHIEVEMENTS
Data capture
The system will be able to capture individual records and save them to the database
It will also be able to delete and edit users details appropriately
Data processing
Onced data has been saved it can be processed for future use
And reference.
Data processing is done in the system once saved.
Reports
Generation of the reports will be also be processed, all the reports will be generated
differentely within which is been sourced from.
Transactions
All the transactions done inthe system will be recorded appropriately in the system
Payroll generation
All the employees payrolls will be generated accordingly.

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7.2 CONSTRAINTS
The system will not be able to manage payrolls well nsince when one personnel has
been paid , can be not hinder him from been paid again.
The objectives of the system are not all meet.
The system is not able to work with internet
The system can not keep stock of purchased items.

7.3 CONCLUSION
Data redundancy
Redundancy of data will b reduced in the new system since data will not be entered and
stored manually.
Data and records will be automated.
Data and record loss:-
Loss of data will be highly addressed in this computerized system since the records will
maintained and kept in the new system.
High data Security
Security being a crucial in every data and record will be maintained since the records
will be monitored by the administrator who will have the loggings for each and every
employee.
Graphical user interface oriented and user friendly
The system will provide a platform where the users of the system will be interacting
efficient with the system.
Easy to update and back up data
Records in this system will be updated easily, kept and also data loss will be eliminated
due to back up system.
Payroll
The payroll of employees wiil be easy to track and record
No redudancy while paying the workers

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7.4 RECOMMEDATION
The project in future will have will be modified to overcome the constraints and what was not
being able to be achieved.

 Payroll
Since managing payroll has a drawback whereby once an employee is paid the can still
pay him/her again and save;
In future imrovements the system will be able to overcome that by once payment is
made cannot be made again.

59
REFERENCES

Research sites

http://www.project.com/freestudentprojects.htm

http://www.uio.no.com (notes for project management).

1. Flynn D.J. (1992) Information systems requirements-Determination and analysis,

McGraw-Hill

2. AlisonD.E., Fitzgerald G. (1998) Information systems development: methodologies,

techniques and tools, Blackwell Scientific Publication

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APPENDICES

APPENDIX 1

SAMPLE SYSTEM CODES

Private Sub cmdexit_Click()

frmlogin.Hide

frmSplash.Show

End Sub

Private Sub cmdOK_Click()

If rs.RecordCount > 0 Then

Do Until rs.EOF

If txtusername.Text = rs!Username And txtpassword. Text = rs!Password And Combo1.Text = rs!Usertype

Then

MsgBox "COngratulations... Welcome To Our System!!!", vbInformation, "SECURITY MGT SYSTEM"

ActiveUsername = txtusername.Text

Set rs = Nothing

Unload Me

frmcms.Show

ctr = 0

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 Exit Do

Else

rs.MoveNext

ctr = ctr + 1

End If

Loop

If ctr > 0 Then

Set rs = Nothing

MsgBox "Access Denied... You Cannot Access The Program..", vbExclamation, "SECURITY MGT SYSTEM"

With txtusername

.SetFocus

End With

txtpassword.Text = ""

ctr = 0

End If

End If

Private Sub Form_Load()

connect

Set rs = New ADODB.Recordset

rs.ActiveConnection = conn

rs.CursorLocation = adUseClient

rs.CursorType = adOpenDynamic

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 rs.LockType = adLockOptimistic

rs.Source = "SELECT * FROM LOGIN

rs.Open

End SubPrivate Sub Combo1_Change()

If Combo1.Text = "SCHOOL" Then

Text8.Text = 15

Else

If Combo1.Text = "COMPANY" Then

Text8.Text = 20

Else

If Combo1.Text = "APARTMENTS" Then

Text8.Text = 10

Else

If Combo1.Text = "OFFICE" Then

Text8.Text = 5

Else

If Combo1.Text = "INDIVIDUAL" Then

Text8.Text = 2

End If

End If

End If

End If

End If

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End Sub

Private Sub Command2_Click()

On Error Resume Next

rs.MoveNext

Text1.Text = rs.Fields(1)

Text2.Text = rs.Fields(2)

Text3.Text = rs.Fields(5)

Combo1.Text = rs.Fields(6)

'Text5.Text = rs.Fields(4)

'Text6.Text = rs.Fields(5)

'Text7.Text = rs.Fields(6)

'Text8.Text = rs.Fields(7)

'Text9.Text = rs.Fields(8)

'Text11.Text = rs.Fields(10)

'Text11.Text = rs.Fields(3)

'On Error Resume Next

'rs2.MoveNext

'Text1.Text = rs2.Fields(1)

'Text2.Text = rs2.Fields(2)

'Text3.Text = rs2.Fields(3)

'Combo1.Text = rs2.Fields(4)

64
'Text5.Text = rs2.Fields(4)

'Text6.Text = rs2.Fields(5)

'Text7.Text = rs2.Fields(6)

'Text8.Text = rs2.Fields(7)

'Text9.Text = rs2.Fields(8)

'Text11.Text = rs2.Fields(9)

'Text11.Text = rs.Fields(3)

End Sub

Private Sub cmdsave_Click()

'If Text1.Text = "" Or Text9.Text = "" Or Text4.Text = "" Or Text6.Text = "" Then

'MsgBox "fill some records", vbExclamation

rs2.AddNew

rs2.Fields("NAME") = Text1.Text

rs2.Fields("ADDRESS") = Text2.Text

rs2.Fields("TOWN") = Text3.Text

rs2.Fields("CATEGORY") = Combo1.Text

'rs.Fields("TELEPHONE") = Text4.Text

rs2.Fields("SECURITY ") = Text8.Text

rs2.Fields("MONTH") = Text9.Text

rs2.Fields("SUPERVISOR") = Text4.Text

rs2.Fields("SUPERVISORID") = Text5.Text

rs2.Fields("CONTRACTNO") = Text6.Text

rs2.Fields("TOTAL AMOUNT") = Text11.Text

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rs2.Fields("TIME") = txttime.Text

rs2.Fields("DATE") = DTPicker1.Value

rs2.Update

'Else

MsgBox "RECORDS SAVED", vbExclamation

'MsgBox "record saved", vbExclamation

Private Sub Command5_Click()

frmtransaction.Hide

frmcms.Show

End Sub

Private Sub Cmdcompute_Click()

Dim amount_recieved, balance, total_amount As Integer

amount_recieved = Text7.Text

'total_amount = Text11.Text

'balance = Text12.Text

balance = amount_recieved - Text11.Text

Text12.Text = balance

If Combo1.Text = "SCHOOL" Then

Text11.Text = 250000

Else

If Combo1.Text = "COMPANY" Then

66
Text11.Text = 300000

Else

If Combo1.Text = "APARTMENTS" Then

Text11.Text = 100000

Else

If Combo1.Text = "OFFICE" Then

Text11.Text = 50000

Else

If Combo1.Text = "INDIVIDUAL" Then

Text11.Text = 10000

End If

End If

End If

End If

End If

End Sub

Private Sub Command6_Click()

rs.Filter = " " & Me.Combo1.Text & " LIKE '" & Me.Text1.Text & "*'"

Set DataGrid.DataSource = rs

Text13.Text = ""

End Sub

Private Sub Form_Load()

67
txttime.Text = Time()

connect

Set rs = New ADODB.Recordset

rs.ActiveConnection = conn

rs.CursorLocation = adUseClient

rs.CursorType = adOpenDynamic

rs.LockType = adLockOptimistic

rs.Source = "SELECT * FROM clients "

rs.Open

connect

Set rs2 = New ADODB.Recordset

rs2.ActiveConnection = conn

rs2.CursorLocation = adUseClient

rs2.CursorType = adOpenDynamic

rs2.LockType = adLockOptimistic

rs2.Source = "SELECT * FROM transact"

rs2.Open

End Sub

Private Sub Text11_CLICK()

If Combo1.Text = "SCHOOL" Then

Text11.Text = 250000

Else

If Combo1.Text = "COMPANY" Then

68
Text11.Text = 30000

Else

If Combo1.Text = "APARTMENTS" Then

Text11.Text = 100000

Else

If Combo1.Text = "OFFICE" Then

Text11.Text = 50000

Else

If Combo1.Text = "INDIVIDUAL" Then

Text11.Text = 10000

End If

End If

End If

End If

End If

End Sub

Private Sub Text7_Change()

Dim total_amount As Integer

If Combo1.Text = "SCHOOL" Then

Text11.Text = 250000

Else

If Combo1.Text = "COMPANY" Then

Text11.Text = 300000

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Else

If Combo1.Text = "APARTMENTS" Then

Text11.Text = 100000

ElseIf Combo1.Text = "OFFICE" Then

Text11.Text = 50000

Else

If Combo1.Text = "INDIVIDUAL" Then

Text11.Text = 10000

End If

End If

End If

End If

End If

End Sub

Private Sub Text8_Change ()

If Combo1.Text = "SCHOOL" Then

Text8.Text = 15

Else

If Combo1.Text = "COMPANY" Then

Text8.Text = 20

Else

If Combo1.Text = "APARTMENTS" Then

Text8.Text = 10

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Else

If Combo1.Text = "OFFICE" Then

Text8.Text = 5

Else

If Combo1.Text = "INDIVIDUAL" Then

Text8.Text = 2

End If

End If

End If

End sub

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