MOVERS TRANSPORT SYSTEM

NAME: PRUDENCE NASIGUNGA AGUFA

COURSE: KENYA NATIONAL EXAMINATIONS COUNCIL

INDEX NUMBER:20405009007

PAPER NUMBER:451/3

YEAR:2021

NAME OF SCHOOL: DAGORETTI MIXED SECONDARY SCHOOL

A project submitted to the Kenya National Examination Council (KNEC) in partial fulfilment of the Kenya
Certificate of Secondary Education (KCSE) examination computer studies.

i
Contents
Contents..................................................................................................................................................................ii

List of Figures........................................................................................................................................................iv

LIST OF TABLE....................................................................................................................................................v

DECLARATION..................................................................................................................................................vii

PREFACE............................................................................................................................................................viii

ACKNOWLEDGEMENT..................................................................................................................................ix

DEDICATION.................................................................................................................................................x

CHAPTER 1.0: INTRODUCTION........................................................................................................................1

CHAPTER 2.0: SYSTEM ANALYSIS...............................................................................................................3

2.1: PROBLEM IDENTIFICATION AND DEFINATION..........................................................................3

2.2: LIMITATION OF THE CURRENT SYSTEM...........................................................................................4

2.3: OBJECTIVES OF THE NEW SYSTEM.................................................................................................5

2.4: FEASIBILITY STUDY................................................................................................................................5

2.4.1: SCHEDULE FEASIBILITY.................................................................................................................6

2.4.2: OPERATIONAL FEASIBILITY..........................................................................................................6

2.4.3: ECONOMIC FEASIBILTY..................................................................................................................7

2.4.4: LEGAL FEASIBILITY.........................................................................................................................7

2.4.5: IMPORTANCE OF THE FEASIBILITY STUDY...............................................................................8

2.5: OVERVIEW OF THE SYSTEM.................................................................................................................8

2.6: SCOPE OF THE SYSTEM........................................................................................................................10

2.7: FACT FINDING........................................................................................................................................11

2.7.1: QUESTIONNAIRES...........................................................................................................................12

2.6.2: OBSERVATION.................................................................................................................................15

2.6.3: INTERVIEW.......................................................................................................................................15

2.8: REQUIREMENTS OF SPECIFICATION.................................................................................................16

2.8.1: INPUT SPECIFICATION...................................................................................................................16

2.8.2: PROCESSING SPECIFICATION......................................................................................................16

2.8.3: OUTPUT SPECIFICATION...............................................................................................................17

ii
CHAPTER 3.0: PROGRAM ALOGARITHM.....................................................................................................19

3.2 SYSTEM FLOWCHART............................................................................................................................23

3.3: FILE STRUCTURE...................................................................................................................................26

3.4: INPUT DESIGN.........................................................................................................................................28

3.5: QUERY DESIGN.......................................................................................................................................34

3.6: OUTPUT DESIGN.....................................................................................................................................35

CHAPTER 4.0: SYSTEM CONSTRUCTION/DEVELOPMENT......................................................................37

4.1Switchboard form.............................................................................................................................................37

4.2 MACROS....................................................................................................................................................38

4.3: TABLES.....................................................................................................................................................43

4.4 Tables Relationships...................................................................................................................................47

4.5: INPUT SCREEN........................................................................................................................................48

4.6: QUERIES...................................................................................................................................................54

4.7: OUTPUT SCREEN (REPORTS)...............................................................................................................57

4.8: MANIPULATION OF DATA...................................................................................................................63

4.9: TEST PLAN...............................................................................................................................................66

5.0. CHAPTER FIVE: SYSTEM IMPLEMENTATION.....................................................................................67

5.1. INSTALLATION PROCEDURE..............................................................................................................67

5.2 FILE CONVERSION..................................................................................................................................70

5.3 STAFF TRAINING.....................................................................................................................................70

5.4 SYSTEM CHANGE OVER........................................................................................................................70

5.5: SYSTEM REQIUREMENT.......................................................................................................................71

5.5.1 MINIMUM HARDWARE REQUIREMENT......................................................................................71

5.5.2 MINIMUM SOFTWARE REQUIREMENT.......................................................................................71

5.6 RUNNING THE SYSTEM.........................................................................................................................71

APPENDIXES......................................................................................................................................................72

iii
List of Figures
Figure 1: Questionnaire.........................................................................................................................................13
Figure 2: System Flowchart..................................................................................................................................23
Figure 3:membership details.................................................................................................................................29
Figure 4:small scale details...................................................................................................................................29
Figure 5:large scale details....................................................................................................................................30
Figure 6:goods details...........................................................................................................................................30
Figure 7:farm input details....................................................................................................................................31
Figure 8:vehicle table details.................................................................................................................................31
Figure 9:loaders and drivers details......................................................................................................................32
Figure 10:offences records details.........................................................................................................................32
Figure 11:vehicle expenses details........................................................................................................................33
Figure 12:order of transport details.......................................................................................................................33
Figure 13:membership details...............................................................................................................................35
Figure 14:small scale details.................................................................................................................................35
Figure 15:large scale details..................................................................................................................................35
Figure 16:goods details.........................................................................................................................................35
Figure 17:farm input details..................................................................................................................................35
Figure 18:vehicle table..........................................................................................................................................35
Figure 19:loaders and drivers................................................................................................................................36
Figure 20:offences details.....................................................................................................................................36
Figure 21:vehicle expenses details........................................................................................................................36
Figure 22:orders of transport details.....................................................................................................................36
Figure 23:switchboard form..................................................................................................................................37
Figure 24:Membership details macros..................................................................................................................38
Figure 25: Small scale details macros...................................................................................................................38
Figure 26:Large scale macros...............................................................................................................................39
Figure 27:Goods macros.......................................................................................................................................39
Figure 28: Farm inputs macros..............................................................................................................................40
Figure 29:Vehicle macros.....................................................................................................................................40
Figure 30:Loaders and drivers macros..................................................................................................................41
Figure 31: Offences macros..................................................................................................................................41
Figure 32: vehicle expenses macros......................................................................................................................42
Figure 33 :Orders of transport macros..................................................................................................................42
Figure 34: Farm input tables.................................................................................................................................43
Figure 35: Goods table..........................................................................................................................................43
iv
Figure 36: Membership table................................................................................................................................44
Figure 37:Small scale table...................................................................................................................................44
Figure 38: Large scale table..................................................................................................................................45
Figure 39: Loaders and drivers..............................................................................................................................45
Figure 40: Offences table......................................................................................................................................45
Figure 41: Vehicle table........................................................................................................................................46
Figure 42: Vehicle expenses table.........................................................................................................................46
Figure 43: Orders of transport...............................................................................................................................46
Figure 44: Relationships........................................................................................................................................47
Figure 45: Membership form................................................................................................................................48
Figure 46: Small scale form..................................................................................................................................49
Figure 47: Large scale form..................................................................................................................................49
Figure 48: Goods form..........................................................................................................................................49
Figure 49: Farm inputs form.................................................................................................................................50
Figure 50: Vehicle form........................................................................................................................................51
Figure 51: loaders and drivers form......................................................................................................................51
Figure 52: Offences form......................................................................................................................................52
Figure 53: Vehicle expenses.................................................................................................................................52
Figure 54: Orders of transport form......................................................................................................................53
Figure 55: Large scale query.................................................................................................................................54
Figure 56: Small scale query.................................................................................................................................54
Figure 57: Farm input query..................................................................................................................................55
Figure 58: Vehicle expenses table query...............................................................................................................55
Figure 59: Vehicle and orders of transport query................................................................................................55
Figure 60: Orders of transport query.....................................................................................................................56
Figure 61: Membership report...............................................................................................................................57
Figure 62: Small scale report................................................................................................................................58
Figure 63: Large scale report................................................................................................................................59
Figure 64: Goods report........................................................................................................................................59
Figure 65: farm input record.................................................................................................................................60
Figure 66: Vehicle report......................................................................................................................................60
Figure 67: Loaders and drivers report...................................................................................................................61
Figure 68: Offences report....................................................................................................................................61
Figure 69: Vehicle Expenses Report.....................................................................................................................62
Figure 70: Orders of transport...............................................................................................................................62
Figure 71: Results of data manipulation 1............................................................................................................63

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Figure 72: Results of data manipulation 2............................................................................................................64
Figure 73: Results of data manipulation 3............................................................................................................65
Figure 74: Results of data manipulation 4............................................................................................................65

LIST OF TABLE

Table 1:feasibility table.........................................................................................................................................14

Table 2:expenditure table......................................................................................................................................15
Table 3:expenditure of the new system.................................................................................................................15
Table 4:transport charges based on vehicles, load capacity and destination........................................................16
Table 5:number of loaders and payment to drivers and loader based on type of vehicle.....................................17
Table 6:membership..............................................................................................................................................33
Table 7:small scale................................................................................................................................................33
Table 8:large scale.................................................................................................................................................33
Table 9:goods........................................................................................................................................................33
Table 10:farm inputs.............................................................................................................................................34
Table 11:vehicle table...........................................................................................................................................34
Table 12:loaders and drivers.................................................................................................................................34
Table 13:offences..................................................................................................................................................34
Table 14:vehicle expenses.....................................................................................................................................35
Table 15:orders of transport..................................................................................................................................35
Table 16:small scale query....................................................................................................................................41
Table 17:Large scale query...................................................................................................................................41
Table 18:transport query.......................................................................................................................................41

vi
DECLARATION
I hereby declare that the project is my work, not copied from anywhere nor anyone unless supervision and
consultation from the subject teacher.

Name of the candidate: Prudence Nasigunga Agufa

Index number:20405009007

Signature:…………………………….. Date:………………………………

This project was reviewed and approved by:

Name of subject teacher:……………………………………………………

Signature: …………………………………… date: …………………………

vii
PREFACE
Transport is regarded as a crucial factor in the developing world today as it enhances quality of life, improves
and promotes transportation of goods from one place to another. As in the today’s world, everything is being
computerised for the purpose of efficiency and effectiveness, hence, there is need for a well advanced
computerised system making it to be more efficient.

viii
ACKNOWLEDGEMENT
First I wish to acknowledge the Almighty God for bringing this far up to where I am now for it is only his
graces and mercies that have been upon me. Second, I thank my family that has been always there for me, my
parents, Mr and Mrs Agufa, who have been paying my school fees and also prayed for me since the start of this
project.

Third, I would love to thank my school for providing the necessary requirements for the smooth running of
the project in school, my principal, Mr Okumu and my subject teacher, Mr. Wachira who has been my guide
since I the project commenced.

ix
DEDICATION
I dedicate this project to the Almighty God who has given me life and the knowledge on how to work on my
project. I also dedicate this work to my loving family who have always been there for me at all times, my
school that has given me an opportunity to take part in the project, my school principal who has supported me
and my subject teacher who was always there to tirelessly guide me through the project.

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CHAPTER 1.0: INTRODUCTION
Transport is regarded as a crucial factor in improving agricultural productivity. Movers transport system is a
computerised system that is developed for the purpose of enhancing efficient transportation of goods

The project aims to:

1) Coordinate the efficient movement of goods.

2) Improve delivery times through effective timetabling and route management.
3) To store vast amount of information to reduce wastage for example, storing records of the goods
transported and also of the orders of transport.
4) Enable the farmer to be connected to the vast market.
5) To compute payments of both the loader and the drivers so as to ensure the workers are always
paid on time.
6) To maintain the records of the vehicles and ensure their maintenance so as to be assured that all
transportation vehicles are in good working conditions.
7) To ensure that every vehicle has a Global Positing System (G.P.S) so as to track every vehicle
that is transporting goods so as to ensure that goods are not lost on the way but effectively arrive at their
destination.
8) Installing a google map system so as to enable the drivers to arrive at their destination without
getting lost on the way.

Movers transport system will maintain the following records;

 Records of membership
 Records of vehicles
 Records of loaders and drivers
 Records of goods transported
 Records of farmers who are in groups
 Records of orders of transport
 Records of offences committed by drivers
 Records of expenses for each vehicle

The following will be computed;

 Payment for a loader and a driver

 Penalties surcharged on drivers
 Loading fee per vehicle per trip
 Revenue per vehicle per trip
 Expenses for each vehicle

1
  Tax payable
 Total company expenses
 Total revenue expenses
 Overall company profit

The following reports will be generated;

 Report of goods transported

 Report of farmers who are in groups
 Report for orders of transport
 Report of offences committed by drivers
 Report of expenses for each vehicles
 Report of the tax payed to the government
 Report of the revenue of the company
 Report of total company expenses
 Report of the overall company profit

2
CHAPTER 2.0: SYSTEM ANALYSIS
System analysis refers to the process of collecting and interpreting facts, identifying the problems and
decomposition of a system into its components.

2.1: PROBLEM IDENTIFICATION AND DEFINATION

It is realised that in the previous system, maintaining records in the system was one of the great issues that
were faced by the people who were using the system.

As movers transport system is an advanced system, the following records will be maintained;

 Records of membership
 Records of vehicles
 Records of loaders and drivers
 Records of goods transported
 Records of famers who are in groups
 Records of orders for transport
 Records of offences committed by drivers
 Records of expenses for each vehicle

The system will compute the following;

◘ Payment for a loader and a driver

◘ Penalties surcharged on a driver
◘ Loading fee per vehicle per trip
◘ Revenue per vehicle per trip
◘ Expenses for each vehicle
◘ Tax payable
◘ Total company expenses
◘ Total revenue for the company
◘ Overall company profit

The system will have the following reports;

 Report of goods transported
 Report of farmers who are in groups
 Report for orders of transport
 Report of offences committed by drivers
3
  Report of expenses for each vehicles
 Report of the tax payed to the government
 Report of the revenue of the company
 Report of total company expenses
 Report of the overall company profit

2.2: LIMITATION OF THE CURRENT SYSTEM

The system analyst discovered the following limitation of the current system
1. Because most of the records were done in paper work, duplication of data and missing records
became one of the greatest problems.
2. Delays in paying of the workers as their payment records
3. Inefficiency of transportation and delivering of the goods to the specific places on time.
4. Difficulties in accessing of the information, data, and records stored as they were stored
randomly, making it hard for one to get the information he or she wants.
5. Most records were stored in physical files, hence requiring physical space and as the files were
overstaying, they didn’t have a presentable look.
6. The system rarely ensured the maintenance of the vehicles that were used in transportation,
hence, the vehicles were constantly in not a good working condition impacting negatively on the
transportation of the goods.

2.3: OBJECTIVES OF THE NEW SYSTEM

The objectives of the overs transport system are as follows;

a) To ensure that all records are stored in the system so as to eliminate the problem of missing
record and also to employ the use of program testing and debugging as to eliminate all errors
b) To ensure that all the records of the employees are maintained so that their payment can be done
on time.
c) To ensure that the efficiency of the transportation of the goods is maintained by monitoring the
vehicle’s movement by using the G.P.S.
d) To ensure that the records are systematically stored in the system so as to improve accessibility
of the information stored and the rate paper working so as to save time and space.
e) To ensure that the vehicles are regularly maintained so as to improve the quality of the working
conditions of the vehicles.

4
2.4: FEASIBILITY STUDY
FEASIBILITY STUDY refers to a preliminary survey undertaken to determine if the solution is workable
and whether it is likely to be successful, and cost effective.

Types of feasibility test include;

 Schedule feasibility
 Operational feasibility
 Economic feasibility
 Technical feasibility
 Legal feasibility

2.4.1: SCHEDULE FEASIBILITY

The development and implementation of the proposed system shall be done in three phases. This is of an
advantage as the users will be allowed to adapt to the new system and also give time for the all the records in
the old system to be captured in the new system.

Table 1:feasibility table

Activity Duration

System analysis 4 weeks

System design 7 weeks
Coding and testing 2 weeks
Documentation 12 weeks
Presentation 1 week
Misleanouses 1 week

5
2.4.2: OPERATIONAL FEASIBILITY
Assurance of good working conditions of the system is ensured as the new system is more advanced making
it easy for one to understand it and use without any break downs in the system.

2.4.3: ECONOMIC FEASIBILTY

Movers transport system has an intention of being profitable and beneficial than the previous system as the
analyst realised that the previous system had a lot of expenses hence, making it hard for to gain profits in the
system.

Below is tabulated information of the old system expenditure, the new system expenditure and the profits of
the new system.

Table 2:expenditure table

Cost

Development 500,000
Monthly operational cost 55,000
Total lifespan of the system 7 years
Total lifespan cost 192,500,000,000

Table 3:expenditure of the new system

Activity Cost

Development 350,000
Monthly operational cost 40,000
Total lifespan of the system 7years
Total lifespan 98,800,000,000

From the tabulated information above, the new system is bound to be more lucrative and profitable than the
old one.
2.4.4: LEGAL FEASIBILITY.
The proposed system doesn’t interfere with any legal requirements like zoning laws, data protection acts or
social media laws.

6
2.4.5: IMPORTANCE OF THE FEASIBILITY STUDY.
Improves projects team focus
Provides valuable information for “go/no-go’’ decision.
Identifies a valid reason to undertake the project.
Aids decision making on the project

2.5: OVERVIEW OF THE SYSTEM.

Movers is a company whose purpose is to provide transportation for various agricultural goods such as
cereals and livestock between farms and retail outlets and also inputs such as fertilisers, herbicides, seeds for
planting to the farms.
The company provides registration for large scale farmers who register individually, and small scale farmers
who must form groups in order to qualify for registration.
The group has a minimum of five members recognized by
a. A group name.
b. Location.
c. Nature of farm produce.
d. Individual farmer’s details, e.g farmers name, phone number and identification number.

The company own the following vehicles

1) Pickups
2) Trailers
3) Lorries
4) Refrigerated trucks

The following is a tabulated information on charges for transported goods that are based on the means of
transport, load capacity and destination.

Table 4:transport charges based on vehicles, load capacity and destination

Transport means Load capacity in tonnes Cost in Ksh per km

Pick-up 1 200
Lorry 7 650
Trailer >10 1500
Refrigerated truck 3 1000

Drivers and loaders are employed where each driver is assigned to a specific vehicle hence, responsible for
the vehicle and ensure that goods arrive at their destination in good conditions.
The following are the offences that may lead to the surcharging of a driver;
7
 1. Over speeding
2. Overloading
3. Driving while drunk
4. Causing the perishable goods to get spoilt
A driver is;
 Served with a warning letter if surcharged three times in a month
 Suspended from duty for one month if he/she commits an offence if had been with a warning
letter.
 A driver’s services are terminated if she/he has been suspended twice in a period of six months.

The following table gives more information on the payment of loaders and drivers based on the type of
vehicle.

Table 5:number of loaders and payment to drivers and loader based on type of vehicle

Types of vehicles Number of Amount paid to Amount

loaders loaders per paid to driver
vehicle(in Ksh) per trip(in
ksh)
Pick-up 2 200 2000
Lorry 6 300 3000
Trailer 10 500 8000
Refrigerated truck 4 450 5000

Vehicles are serviced and fuelled before each trip and the expenses incurred are recorded.
20% of the total revenue is issued to the government as tax

2.6: SCOPE OF THE SYSTEM.

The system is going to maintain;
 The records of membership of farmers.
 The records of the vehicles that are in the company
 The records of loaders and drivers who work in the company
 The records of farmers who are in groups
 The records of the goods that are transported
 The records for orders of transport
 The records of offences that are committed by drivers
8
  The record of expenses for each vehicle

The system is going to compute;

 Payment for each loader
 Penalties surcharged on each driver
 Loading fee per vehicle per trip
 Expenses for each vehicle
 Revenue per trip per each vehicle
 Tax payable
 Total income expenses
 Total revenue for the company
 Overall company profit

The system will generate the following reports

 Report of goods transported
 Report of farmers who are in groups
 Report for orders of transport
 Report of offences committed by drivers
 Report of expenses for each vehicles
 Report of the tax payed to the government
 Report of the revenue of the company
 Report of total company expenses
 Report of the overall company profit

2.7: FACT FINDING.

Fact finding is the process of acquiring information by using techniques such as interviews to collect facts
about systems, requirements and preference
As an analyst, I used some methods of acquiring information on the old system so as to ensure that to ensure
the proposed system entails all that is required of.
The following methods were used;
 Questionnaires
 Observation
 Interview

9
2.7.1: QUESTIONNAIRES
A questionnaire is a set of standardized questions, often called items which follow a fixed scheme in order to
collect data about one or more specific items.

ADVANTAGES OF USING QUESTIONNAIRES.

1)Economical

-It is an economical way of accumulating information both for sender and respondent, as the researcher has
to spend for paper printing and postage, and also there is no need for the visiting the respondent personally.
2)Wide coverage
It is probably the best method to collect information when the sample population is spread over a large
territory.
3)Rapidity
In the areas where the researcher cannot reach the respondent easily, mailed questionnaires may be adopted
which is a quick method.
4)Uniformity
It helps in focusing the respondent’s attention on all significant items, as it is administered in a written form,
it’s standardised instructions for recording responses ensures uniformity.
5)Flexibility
It is the most flexible tool in collecting both qualitative and quantitative information.

Below is the questionnaire used to acquire information.

MOVERS TRANSPORT QUESTIONNAIRE

(answer all the questions in ink and use a tick where you approve for)

1.What is your name?

________________________________________________________

2.What is your occupation in this company?

_______________________________________________________

3.How long have you been working with old System?

2 yrs. 5 yrs. 7 yrs. More than 7 yrs
7 yrs.
10
 4.You as a worker, what has been your experience in this old system?
____________________________________________________________
5.You as a worker do you think that records and reports have always kept been in the old system?

YES NO

Explain
____________________________________________________________

6.Have you ever experienced break downs in this system?

YES NO

7.While you are using this system, have you ever had wrangles with the government in terms of
paying tax on time?

YES NO

8.You as a worker, have you been paid frequently on time?

YES NO
9.How has been the working conditions of the vehicles? Have they been well maintained?

YES NO
Explain.
_______________________________________________________________

10.To sum up, according to your views, has the system been costly?

YES NO

Figure 1: Questionnaire

11
1. hhhj

12
 2.6.2: OBSERVATION.

Direst observation was used to acquire information of the old system so as to enable the analyst to find out
the weakness of the system that was being used

2.6.3: INTERVIEW.

It is essentially a structured conversation where one participant asks questions, and the other provides
answers.

ADVANTAGES OF USING INTERVIEWS.

Insights

The researcher is likely to gain valuable insights based on the depth of the information gathered and the
wisdom of “key informants”.

Equipment

Interviews requires generally pre-arranged and scheduled for a convenient time and location, which ensures
a relatively high response.

Information priorities

Interviews are a good method for producing data based on the informants’ priorities, opinions and ideas, and
explain their views.

Validity

Direct contact at the point of the interview means that data can be checked for the accuracy and relevance as
they are collected.

2.8: REQUIREMENTS OF SPECIFICATION.

2.8.1: INPUT SPECIFICATION
Movers transport system will have the following inputs;

 First name
 Last name
13
  Age
 Date of birth
 Phone number
 Location
 Identification number
 Types of goods transport
 Types of vehicles
 Number of vehicles
 Tax payable
 Offence
 Vehicle registration number
 Gender
 Eligibility

2.8.2: PROCESSING SPECIFICATION

The following is going to be processed by the system;

◘ Membership details
◘ Number of vehicles
◘ Monthly payment to drivers and loaders
◘ Total tax paid to the government
◘ Total revenue earned by the company
◘ Total company expenses
◘ Penalties for the offences committed
◘ Suspension periods for the drivers
◘ Total cost of transportation per kilometre
◘ Total vehicle expenses
◘ Types of goods transported
◘ The capacity of the load transported per trip

14
2.8.3: OUTPUT SPECIFICATION
The following is going to be processed;

◘ Records of membership
◘ Number of vehicles used in the company
◘ Total tax paid
◘ Total monthly revenue earned by the company
◘ Total monthly company expenses
◘ Penalties issued for the offence
◘ Suspension periods for the drivers
◘ Cost of transportation per kilometre
◘ Total vehicle expenses
◘ Type of goods transported
◘ Capacity of the load transported per trip

15
CHAPTER 3.0: PROGRAM ALOGARITHM
1.Begin

2.Level 2 farms

A) Membership

B) Transport

3.Membership

A) Large scale farmers

B) Small scale farmers

4.Large scale farmers

A) Register individually

5.Small scale farmers

A) Register as a group of 5 minimal members

B) Have a group name

C)Indicate group location

D)Indicate nature of farm produce

6. Registration of members in small scale

A) Member’s name

B) Location

C)Identification number

D)Member’s produce

7.The group orders for transport as a unit

8.Transport

A) Agricultural goods

B) Vehicles

C)Orders of transport

D) Offences

16
9.Agricultural goods

A) Cereals

B) Perishable goods

C)Inputs

D)Livestock

10.Cereals

A) Wheat

B) Maize

11.Perishable goods

A) Milk

B) Eggs

C)Fish

D)Flowers

12.Inputs

A) Fertilisers

B) Manure

C)Herbicides

D)Pesticides

E) Seeds for planting

13.Livestock

A) Cows

B) Sheep

C)Goats

14.Vehicles

A) Type of vehicle

B) Maintenance of the vehicles

17
15.Type of vehicle

A) Pick-ups

B) Trailers

C)Lorries

D) Refrigerated trucks

16.Maintenance of vehicle

A) Servicing

B) Fuelling

17.Orders of transport

A) Type of goods

B) Type of vehicle

C)Employees

D)Charges

18.Employees

A) Drivers

B) Loaders

19.Each driver is assigned a specific vehicle

20.Charges

A) Charges are based on means of transport, distance travelled and type of goods

21.Expences

A) Payment to loader

B) Payment to driver

C)Fuelling of vehicles

D) Servicing of vehicles

22.Revenue

23.Tax

18
 A)20% of the total revenue

24.Offences

A) Over speeding

B) Overloading

C)Driving while drunk

D)Causing perishable goods to get spoilt

25.Penalty

A) Driver to be surcharged

25.Penalties to occurrence of offences

A) Served with a warning letter if surcharged three times in a month

B) Suspended from duty if served with a warning letter and commits an offence

C) Services are terminated if a driver is suspended twice within a period of six months

26.End.

19
3.2 SYSTEM
FLOWCHART Enter membership
Figure 2: System details

Flowchart
Back up Create file
file
List of
errors Validate entries

Membeship records

Enter large scale

farmers details

Create file
List of
errors Validate entries

Large scale records

Enter small scale

farmers records Generate reports
ORGANISATI
ON TABLE
Create file
List of
errors Validate entries

Small scale records

Transport details Reports

Create file
List of
errors Validate entries

Transport reports
Records
20
 Enter agricultural
goods detail

Create file

List of
VValidate entries
errors

Agricultural goods

Enter vehicle details

Create file

List of
errors Validate entries

Vehicle records

Enter orders of transport

Create file

List of
Validate entries
errors

Orders of transport

Enter detail of offences

Create file

21
List of
errors
Validate entries

Record of offences

Calculate results

Revenue

Tax

Profit

22
3.3: FILE STRUCTURE
Table 6:membership

FIELD NAME TYPE

ID Number
First name
Last name
Gender
Contact
Location
Occupation

Table 7:small scale

FIELD NAME TYPE

ID Number
First name
Last name
Gender
Contact
Location
Occupation

Table 8:large scale

FIELD NAME TYPE

ID Number
First name
Last name
Gender
Contact
Location
Occupation

23
Table 9:goods

FIELD NAME TYPE

Types of goods
Manufacturing date
Expiry date
Source
Weight
Client

Table 10:farm inputs

FIELD NAME TYPE

ID Number
Type of input
Manufacturing date
Expiry date
Source
Destination
Weight (kg)

Table 11:vehicle table

FIELD NAME TYPE

ID Number
Type of vehicle
Type of goods transported
Number of loaders
Weight (tonnes)
Distance travelled
Cost in Ksh per km

24
Table 12:loaders and drivers

FIELD NAME TYPE

ID Number
Type of vehicle
Type of goods
Number of loaders
Salary per loader
Salary per driver
Destination

Table 13:offences

FIELD NAME TYPE

ID Number
First name
Last name
Type of offence
Offence occurrence
Penalty
Suspension period

Table 14:vehicle expenses

FIELD NAME TYPE

ID Number
Type of vehicles
Number of loaders
Amount paid per loader per vehicle
Amount paid to driver per trip

25
 Cost of services
Cost of fuelling

Table 15:orders of transport

FIELD NAME TYPE

Type of vehicle
Type of good
Charges for goods
Client
Cost in Ksh per kilometre

3.4: INPUT DESIGN

Membership detail

ID Number

First name

Last name

Gender

Contact

Location

Occupation

Previous record Delete record Save record Next record

Figure 3:membership details

26
Small scale

ID Number

First name

Last name

Gender

Contact

Location

Occupation

Previous record Delete record Save record Next record

Figure 4:small scale details

Large scale details

ID Number

First name

Last name

Gender

Contact

Location

Occupation

Previous record Delete record Save record Next record

Figure 5:large scale details

27
 Goods details

Types of goods

Manufacturing date

Expiry date

Source

Weight

Client

PPrevious records
Delete records Save record Next record

Figure 6:goods details

Farm inputs

ID Number

Type of input

Manufacturing date

Expiry date

Source

Destination

Weight (kg)

Previuos records Delete records Save record Next record

28
Figure 7:farm input details

Vehicle details

ID Number

Type of goods transported

Number of loaders

Weight(tonnes)

Distance

Cost in Ksh per kilometre

Previous record Delete record Save record Next record

Figure 8:vehicle table details

Loaders and drivers details

ID Number

Type of vehicle

Type of good transported

Number of loaders

Salary per loader

Salary par driver

Destination

Previous record Delete record Save record Next record

Figure 9:loaders and drivers details

29
Offences

ID Number

First name

Last name

Type of offence

Offence occurrence

Penalty

Suspension period

Previous record Delete record Save record Next record

Figure 10:offences records details

Vehicle expenses details

ID Number

Type of vehicle

Number of loaders

Amount Paid per loader per vehicle

Amount paid to driver per trip

Cost of services

Cost of fuelling

Previous record Delete record Save record Next record

Figure 11:vehicle expenses details

30
Order of transport details

Type of Vehicle

Type of good

Charges for goods

Client

Cost in Ksh per kilometre

Previous record Delete record Save record Next record

Figure 12:order of transport details

31
3.5: QUERY DESIGN
Table 16:small scale query

Table Name Field Name

Final result ID Number

First name
Last name
Gender
Contact
Location
Occupation

Table 17:Large scale query

Table Name Field Name

Final result ID Number

First name
Last name
Gender
Contact
Location
Occupation

Table 18:transport query

Table Name Field Name

Type of Vehicle
Type of good transported
Number of loaders
Weight (tonnes)
Distance

32
3.6: OUTPUT DESIGN

Figure 13:membership details

ID Number First name Last name Gender Contact Location Occupation

Figure 14:small scale details

ID Number First name Last name Gender Contact Location Occupation

Figure 15:large scale details

ID Number First name Last name Gender Contact Location Occupation

Figure 16:goods details

Type of goods Manufacturing date Expiry date Source weight

Figure 17:farm input details

Type of input Manufacturing date Expiry date Source Destination Weight(kg)

33
Figure 18:vehicle table

ID Number Type of vehicle goods transported Number of loaders Weight(tonnes) Distance Cost per km

Figure 19:loaders and drivers

ID Number Type of vehicle Type of good Number of loaders Salary per loader Salary per driver

Destination

Figure 20:offences details

ID Number First name Last name Type of offence Offence occurrence Penalty Suspension period

Figure 21:vehicle expenses details

ID Number Type of vehicle Number of loaders Amount paid per loader Amount paid to driver

Cost of Services Cost of fuelling

34
Figure 22:orders of transport details

Type of vehicle Type of good Charges for goods Client Cost in Ksh per kilometre

35
CHAPTER 4.0: SYSTEM CONSTRUCTION/DEVELOPMENT
The proposed system is designed based on the approved specification. The system was constructed using
Microsoft Access Database Management system. The database features used include: tables, forms, queries,
reports and macros.

4.1Switchboard form
Switchboard is a form that contains a button for opening other forms or reports in a system.

Figure 23:switchboard form

36
4.2 MACROS
A macros is a set of actions that is created to help in automation of common tasks.

Figure 24:Membership details macros

Figure 25: Small scale details macros

37
Figure 26:Large scale macros

Figure 27:Goods macros

38
Figure 28: Farm inputs macros

Figure 29:Vehicle macros

2.

39
Figure 30:Loaders and drivers macros

Figure 31: Offences macros

40
Figure 32: vehicle expenses macros

Figure 33 :Orders of transport macros

41
4.3: TABLES.
The following are tables constituting data of the system.

Figure 34: Farm input tables

Figure 35: Goods table

42
Figure 36: Membership table

Figure 37:Small scale table

43
Figure 38: Large scale table

Figure 39: Loaders and drivers

Figure 40: Offences table

44
Figure 41: Vehicle table

Figure 42: Vehicle expenses table

Figure 43: Orders of transport

45
4.4 Tables Relationships

Figure 44: Relationships

46
 3.

4.5: INPUT SCREEN

Forms provide the user with a graphical interface to enable them add new or update existing records as well as
view records in a table query.

Figure 45: Membership form

47
Figure 46: Small scale form

Figure 47: Large scale form

48
Figure 48: Goods form

49
Figure 49: Farm inputs form

Figure 50: Vehicle form

50
Figure 51: loaders and drivers form

51
Figure 52: Offences form

Figure 53: Vehicle expenses

52
Figure 54: Orders of transport form

53
4.6: QUERIES.
The folowing are queries formed that are used for manipulating numerical data in the system.

Figure 55: Large scale query

54
Figure 56: Small scale query

Figure 57: Farm input query

55
Figure 58: Vehicle expenses table query

Figure 59: Vehicle and orders of transport query

56
Figure 60: Orders of transport query

4.
5. :Q
6.

4.7: OUTPUT SCREEN (REPORTS)

Reports enable the user to produce the required output from a table or query.

57
Figure 61: Membership report

Figure 62: Small scale report

58
Figure 63: Large scale report

Figure 64: Goods report

59
Figure 65: farm input record

Figure 66: Vehicle report

60
Figure 67: Loaders and drivers report

Figure 68: Offences report

61
Figure 69: Vehicle Expenses Report

Figure 70: Orders of transport

62
4.8: MANIPULATION OF DATA
The following are reports in which data is manipulated and results of tax, profit and income shown.

Figure 71: Tax, income and profit

Figure 72: Results of

data manipulation 2

Figure 73: Results of

data manipulation 3

63
Figure 74: Results of data manipulation 4

4.9: TEST PLAN

Testing is the process of ensuring that the programs runs as intended and performs the expected functionality
accurately

SAMPLE TEST PLAN

The sample test data for the proposed system include data that is normal, extreme, and abnormal as shown

Table 19: Sample test data

Data to be captured Details of the expected data Normal data Extreme Abnormal data
data
Membership id Data ranges from 12-29 7 29 42

Cost Data ranges from 3-20 3 20 28

Contact Data ranges from 7-14 7 14 25

Capacity Data ranges from 100- 650 100 650 750

Number of loaders and Data ranges from 5-30 5 30 50

driver
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 Weight Data ranges from 10-20 10 20 30

Distance Data ranges from 100-1500 100 1500 2500

After the test above was used to access the system, favourable response was obtained and a judgment made.
The proposed system was judged to have passed the test paving way for implementation.

65
5.0. CHAPTER FIVE: SYSTEM IMPLEMENTATION
The system is made operational at this stage. The following activities are covered at this stage;

1) Installation of the system

2) File conversion
3) Staff training
4) System change over strategy

5.1. INSTALLATION PROCEDURE

a. Copy the program from the compact disk (cd) to the hard disk
b. Right click on the file then select properties dialogue appears
c. Uncheck the read only attribute in the dialogue box then click the apply button
d. Finally click on the ok button to close the properties and to accept the change over

Launching the new system

When the new system is launched, the first form appears is the switchboard, click on any of the buttons listed
on the form to operate the action desired.
i. Enter the membership details; enable the user to add a new member in the system.
ii. Enter small scale details; enable the user to add a new small scale member in the system.
iii. Enter the large scale details; enable the user to add a new large scale member in the system.
iv. Enter goods details; enable the user to add new goods in the system.
v. Enter the farm inputs details; enable the user to add a new farm input in the system
vi. Enter the vehicle details; enable the user to add a new vehicle in the system.
vii. Enter the loaders and drivers’ details; enable the user to add a new loader and driver in the system.
viii. Enter the offences details; enable the user to add a new offence in the system.
ix. Enter the vehicle expenses; enable the user to add a new vehicle expense in the system.
x. Enter the orders of transport details; enable the user to add a new order of transport in the system.
xi. Update queries; enable the user to update queries in the database.
xii. Display tables in datasheet view; enable the user to view tables found in the company’s database.
xiii. Display reports; enable the user to view reports in the company’s database.

66
Procedure for registering new members
To register a new member
 Click on the membership details
 Select the membership details form
 Enter the required details
 Click on the save button
 Close form

To register a member on large scale

 Click the large scale details
 Select the large scale details form
 Entre the required details
 Click on the save button
 Close form

To register a member in small scale

 Click on the small scale details
 Select the small scale details form
 Enter the required details
 Click on the save button
 Close form

Procedure for entering goods

 Click on the goods details
 Select the goods details form
 Enter the required details
 Click save on the button
 Close form

Procedure for entering farm inputs

 Click on the farm inputs details
 Select the farm inputs details form
 Enter the required details
 Click on the save button
 Close form

67
Procedure for entering vehicles
 Click on the vehicles details
 Select the vehicles details form
 Enter the required details
 Click on the save button
 Close form

Procedure for entering loaders and drivers

 Click on the loaders and driver’s details
 Select the loaders and driver’s details form
 Enter the required details
 Click thee save button
 Close form

Procedures for entering offences

 Click on the offences details
 Select the offences details form
 Enter the required details
 Click the save button
 Close form

Procedures for entering vehicle expenses

 Click on the vehicle expenses details
 Select the vehicle expenses details form
 Enter the required details
 Click the save button
 Close form

Procedure for entering orders of transport

 Click the orders of transport details
 Select the orders of transport details
 Enter the required details
 Click the save button
 Close form

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Procedure for updating queries
 On the switch board select the update query button
 Enter the required details
 Click on the save buttons
 Close query

Procedure for displaying results

 On the switchboard click update records
 Select the report of your choice
 Close table

Procedure for displaying tables in datasheet view

 On the switchboard click on the update tables in datasheet view
 Select table of choice
 Close table

How to interact with the input interface (forms/input screen)

Forms are database features used to enter data in a table, view or edit data contained in a table. They are more
user friendly than the file structure/table. Below are some instructions on how to navigate around forms found
in the proposed system.

To add a new record:

 Select a form of your choice
 Enter the required details on black appearances

To save a new record

 Select a form of your choice
 Click on the save button

To move to the previous record

 Select a form of your choice
 Click on the previous record button

To move to the next record

 Select a form of your choice
 Click on the next record button
69
To delete a record
 Select a form of your choice
 Select the record you want to delete
 Click on the delete button

To exit a record
 To exit from any form
 Click the close button on the form

INSTALLATION OF THE SYSTEM

This is the process of setting up and preparing the system from operation. It includes loading the system into the
computer and configure it.

5.2 FILE CONVERSION

It involves changing data from its current format to the one that can be operated by the new system. File
conversion activities for the proposed system was done by transferring data from the old system to the new one
by;

 Keying in data from the old to the new system

 Copying files from the magnetic tapes and other serial access data storage devices into compact disk ,
hard disk and other direct storage media

5.3 STAFF TRAINING

Staff training involves teaching the staff how to operate the system in order to realize the full benefits of the
system and to enable them to easily and comfortably drive the system.

Staff training for Movers Transport System will continuously be done through:

 Provide training manuals to the staff for reference

 Conduct training session

5.4 SYSTEM CHANGE OVER

System change over refers to the process of switching from the old system to the new one. The new system
analyst of Movers Transport System proposes to adopt the phase change over strategy.

70
This strategy was chosen because of the following advantages;

 If the phase that is being executed fails, the implementation process is only partly delayed, hence,
failure rate may not be devastating.
 Enable testing of the system phase hence increasing the effectiveness of the system.
 It enables the organisation to replace a system gradually; the entire system can only be overhauled after
the analyst gets satisfied that each implement phase is working well.
 Staffs are given adequate time to gradually familiarize themselves with each of the new system

5.5: SYSTEM REQIUREMENT

5.5.1 MINIMUM HARDWARE REQUIREMENT
 Processor speed 1.0GHZ (hardware devices that convert data to information in digital computer)
 1GB RAM (temporarily holds the program instructions and associated data before, during and after
processing, the larger the RAM the larger the ability of the computer to perform complex tasks)
 CD/DVD Drive used to back-up file
 Hard disk 40gb –used for main storage of data and software
 Colour monitor ‘’14’’ –standard (for output)
 Keyboard –standard (for input)
 Mouse –standard (for input)
 Laser jet printer used to produce hardcopy output

5.5.2 MINIMUM SOFTWARE REQUIREMENT

o Microsoft software requirements
o Microsoft access database version 2007
o Window xp, 7 or 8 operating system
o Microsoft word –processing software version 2007

5.6 RUNNING THE SYSTEM

After installation into the computer system, the program can be accessed from the main menu using the
following procedures;

71
 Ͽ Click on the start button
Ͽ Select all the programs
Ͽ From the menu that appears, select MOVERS TRANSPORT SYSTEM

User profile:
Project title: MOVERS TRANSPORT SYSTEM
The user:

Task experience
The user must have knowledge of how the manual movers transport system was operated so as to understand
the kind of input expected.

Conclusion
The proposed system is cost effective, efficient, user-friendly and feasible.

Recommendation
The system should be implemented since it will bring efficiency and accountability to the user.

Bibliography
Mulli, D. and Ochieng’ D. and Maundu, and Ndegwa, J and Kioko, J. (2010), Log on computer studies form
one, Nairobi, Kenya Literature Bureau, PG46, 47, 60,67,131, 78, 73,83.
Mulli, D. and Ochieng’ D. and Maundu, and Ndegwa, J and Kioko, J. (2015), Log on computer studies form
two, Nairobi, Kenya Literature Bureau, 12-122
Mulli, D. and Ochieng’ D. and Maundu, and Ndegwa, J and Kioko, J. (2014), Log on computer studies form
three, Nairobi, Kenya Literature Bureau, pg 107, 111, 112, 123.
Mulli, D. and Ochieng’ D. and Maundu, and Ndegwa, J and Kioko, J. (2015), Log on computer studies form
four, Nairobi, Kenya Literature Bureau, pg 103-118

72
APPENDIXES
Appendix 1: terminology
Algorithm: A set of logical steps that a system uses to solve a problem
Pseudo code: A set of English like statements used to describe an algorithm.
System flowchart: It is a diagrammatic representation of the general overview of system functionality.
Extreme data: This is data of the right data type but in the lower or upper boundary of expected value.
Abnormal data: Also known as valid data which should not be accepted by the program since it is out of
expected range
Table /File structure: It is a basic unit of database that stores the related data in terms of rows and columns
format.
Query: It is a database tool used to extract data that meet a given criteria from the table then displays the result.
Macros: It is an automation tool in a database that enables the user to automate frequently performed tasks each
time the macros is run.
Switchboard: A form containing a button for opening other forms, queries or reports in a system.
Data type: Refers to the attribute of a field that determines the kind of a data it can be obtained.
Form (screen output): It is a database tool that provides the user with a graphical interface to enable them add
new or update the existing record.
Reports (screen input): It enables the user to produce the required output from a table or a query.
Problem identification: It is the process of studying the system in order to understand its operation and its
shortcomings.
System design: It involves the creation of details plan on the system development where the system design is
translated into an actual system by coding the users interface, processes and controls.
System documentation: A detailed report of all activities performed during system development.
System implementation: This is where the system is made operational.
accurately
Feasibility study: A study carried out on a system to establish the benefits and costs of developing an item.
System change over: switching the old system to new one.
Enter: Key in data
Relationships: this is a way in which data in a database is correct.
Referential integrity: Ensures the relationships established within a database is correct.
Validity integrity: It checks in the record entered within the field matches the field datatype defined.
Entity integrity: Refers to a thing, an object or person whose details are kept within a database.
Hertz: Unit for measuring processor speed.
Test data: A series of test done by entering sample data to ensure that the program functions accurately.
Graphical user interface: Uses graphics for the user to operate.
73
Database: an organized collection of structured and related data held in a computer who’s accessible is
controlled.
Hardware: Tangible part of a computer.
Coding: The process of translating the logarithm into an equivalent programming language.

Appendix 2: acronyms
M: male
F: female
Ksh: Kenya shilling
Id: identity
d.o.r: date of registration
Rpt: report
Ram: random access memory
Cd: compact disk
DVD: digital versatile disk
Dbms: database management system
GHz: gigahertz

Appendix 3: symbols and meanings

Manual input

Process

Magnetic disk

74
Direct flow

Storage

Reports

Used to show the one to many relationships

75
Appendix 4: Record of work

DATE WORK DONE

July Problem definition, overview of existing manual

system, overview of proposed system, design tools,
input design, output design
August Overview of manual system, overview of the
proposed system, design tools, input design, table
design, output design
September Design tools, input design, table design, output
design
October Tables relationships, forms (input screens )tables
November Tables relationships, forms (input screen), data
manipulation report (output design)
December Tables relationships, forms (input screen), data
manipulation, report (output screen) navigation main
menu screen, splash screen
December Navigation, main menu screen, splash screen,
implementation, user manual, report structure
January Project write up

76