NEKTA MANAGEMENT SYSTEM

KENYA CERTIFICATE OF SECONDARY EDUCATION

COMPUTER PROJECT 2022 (451/3)

NAME: /FULL_NAME/

SCHOOL CODE: /SCHOOL_CODE/

INDEX NUMBER: /INDEX_NO/

PROJECT TITLE: NEKTA MANAGEMENT

SYSTEM

YEAR OF EXAMINATION: 2022

SCHOOL: /SCHOOL_NAME/

/INDEX_NO/ – /FULL_NAME/
 DECLARATION

STUDENT’S DECLARATION
This project entitled NEKTA MANAGEMENT SYSTEM and presented by
/NAME/ to the Kenya National Examinations Council is my own creativity and
original work. There was no external assistance provided from any illegal party
and any illegal means. All rights reserved. The publication has the copy write to
restrict any reproduction, storage or editing of the work without assistance from the
owner: -

CANDIDATE NAME:

DATE: SIGN:

SUPERVISOR DECLARATION
I declare that I supervised the progress of this project and that it is his
own original work.

SUPERVISOR NAME:

DATE: SIGN:
 DEDICATION
I would like to dedicate this project to my loving family which has persistently
provided encouragement and offered prayers all along. I would also like to
dedicate it to my able teacher, /TEACHERS_NAME/ for his profound support and
encouragement which has seen the provision of a very serene environment until the
completion of the project.
Any other organization that can embrace my piece of work can conduct me on
/PHONE_NO/ or E-mail me on /EMAIL_ADDRESS/
 ACKNOWLEDGMENT
I would like to acknowledge the support of the following that saw the successful
completion of the project:
School Principal, /PRINCIPAL’S_NAME/, who provided the required materials
immediately upon requisition and successfully completed the project,
Computer Teacher, /TEACHER’S_NAME/, who taught the skills used to tackle
the project in the four-year secondary study which I carefully and creatively used
them to come up with the project work,
My parents, Mr. and Mrs. /FAMILY’S_NAME/, who were in immediate action
to pay school fees and keep me in school always and acquiring the knowledge and
skills to finish the project.
The entire /SCHOOL_NAME/ fraternity, for the ideological support they gave
me during my travail in completing the project successfully.
 TABLE OF CONTENTS
NAME..........................................................................................................................................................i
SCHOOL CODE:.........................................................................................................................................i
INDEX NUMBER........................................................................................................................................i
PROJECT TITLE.........................................................................................................................................i
YEAR OF EXAMINATION........................................................................................................................i
SCHOOL......................................................................................................................................................i
DECLARATION.........................................................................................................................................ii
STUDENT’S DECLARATION.......................................................................................................................ii
SUPERVISOR DECLARATION.....................................................................................................................ii
DEDICATION............................................................................................................................................iii
ACKNOWLEDGMENT.............................................................................................................................iv
TABLE OF CONTENTS.............................................................................................................................v
LIST OF TABLES AND FIGURES.........................................................................................................viii
CHAPTER 1: INTRODUCTION...........................................................................................................1
1.1 BACKGROUND INTRODUCTION..........................................................................................1
CHAPTER 2: SYSTEM ANALYSIS.....................................................................................................1
2.1 PROBLEM DEFINITION...........................................................................................................1
2.2 OVERVIEW OF THE EXISTING SYSTEM..............................................................................2
2.2.1 OVERVIEW..................................................................................................................................2
2.2.2 SYSTEM STRUCTURE...................................................................................................................2
2.3 OVERVIEW OF THE PROPOSED SYSTEM............................................................................2
2.3.1 SYSTEM OVERVIEW.......................................................................................................2
2.3.2 OBJECTIVES OF THE PROPOSED SYSTEM..................................................................2
2.3.3 ADVANTAGES OF THE PROPOSED SYSTEM..............................................................2
2.3.4 DISADVANTAGES OF THE PROPOSED SYSTEM........................................................3
2.3.5 SCOPE OF THE PROPOSED SYSTEM.............................................................................3
2.3.6 COSTS AND BENEFITS ANALYSIS...............................................................................4
2.4 FEASIBILITY STUDY...............................................................................................................5
2.4.1 SCHEDULE FEASIBILITY................................................................................................5
2.4.2 TECHNICAL FEASIBILITY..............................................................................................5
 2.4.3 OPERATIONAL FEASIBILITY.........................................................................................5
2.4.4 ECONOMIC FEASIBILITY...............................................................................................6
2.5 FACT FINDING..........................................................................................................................6
2.6 SUMMARY OF FACT-FINDING METHODS USED...............................................................9
2.7 SYSTEM REQUIREMENTS AND SPECIFICATIONS..........................................................10
CHAPTER 3: SYSTEM DESIGN........................................................................................................11
3.1 PRELIMINARY DESIGN.........................................................................................................11
3.1.1 OVERALL SYSTEM FLOWCHART..........................................................................................11
3.1.2 PROGRAM MODULE FLOWCHARTS...................................................................................12
3.2 DETAILED DESIGN......................................................................................................................14
3.2.1 TABLES...............................................................................................................................14
3.2.2 INPUT DESIGN (FORMS).....................................................................................................16
3.2.3 OUTPUT DESIGN (REPORTS)...............................................................................................20
3.2.4 RELATIONSHIPS.............................................................................................................23
3.3 GENERAL SYSTEM SECURITY............................................................................................24
3.3.1 VIRUS...............................................................................................................................24
3.3.2 THEFT...............................................................................................................................24
3.3.3 UNAUTHORIZED ACCESS............................................................................................24
3.3.4 LOSS OF DATA...............................................................................................................24
CHAPTER 4: SYSTEM CONSTRUCTION....................................................................................................25
4.1 DATABASE RELATIONSHIP DIAGRAM.........................................................................................25
4.2 ENFORCING INTERGRITY CONSTRAINTS....................................................................................25
4.2.1 REFERENCIAL INTERGRITY..................................................................................................26
4.3 Database Tables.........................................................................................................................26
4.3.1 FARMER’S TABLE................................................................................................................26
4.3.2 PRODUCTS SEVICE SALES...................................................................................................27
4.3.3 HONEY/PRODUCTS PURCHASES.........................................................................................27
4.3.4 TRAININGS TABLE..............................................................................................................27
CHAPTER 5: USER MANUAL...........................................................................................................28
5.1 INTRODUCTION.....................................................................................................................28
5.1.1 Software Requirements......................................................................................................28
 5.1.2 Hardware requirements......................................................................................................28
5.2 HOW TO INSTALL, START AND RUN THE SYSTEM INTERFACE.................................29
5.3 DATA MANIPULATION...............................................................................................................31
5.4 NEW FARMER, TRAINEE, SERVICE AND TRANSPORTATION.......................................................32
5.4.1 New Farmer.......................................................................................................................32
5.4.2 New Training......................................................................................................................32
5.4.3 New Service.......................................................................................................................33
5.4.4 New Honey/Product Purchase...........................................................................................33
5.5 GENERATING REPORTS..............................................................................................................34
5.5.1 Farmers List........................................................................................................................34
5.5.2 Training schedules.............................................................................................................35
5.5.3 Product sales......................................................................................................................36
5.5.4 Clients Sales.......................................................................................................................36
5.5.5 Honey Purchases................................................................................................................37
5.5.6 Company Income...............................................................................................................37
5.6 ADVANCED FEATURES OF THE SYSTEM.....................................................................................38
5.7 TROUBLESHOOTING GUIDE.......................................................................................................38
CHAPTER 6: SYSTEM IMPLIMENTATION....................................................................................39
6.1 STAFF TRAINING...................................................................................................................39
6.2 CHANGE-OVER STRATEGY.................................................................................................39
CHAPTER 7: SYSTEM REVIEW.......................................................................................................40
7.1 OBJECTIVE APPRAISAL.......................................................................................................40
7.2 CHALLENGES ENCOUNTERED DURING SYSTEM DEVELOPMENT............................40
7.3 STRENGTH OF THE AUTOMATED SYSTEM.................................................................41
7.4 WEAKNESS OF THE AUTOMATED SYSTEM.................................................................................41
7.5 RECOMMENDATIONS................................................................................................................41
7.6 CONCLUSIONS............................................................................................................................41
7.7 BIBLIOGRAPHY...........................................................................................................................42
APPENDIX..................................................................................................................................................43
 LIST OF TABLES AND FIGURES
Table 2.1 Implementation Costs and Analysis.............................................................................................4
Table 2.2 Schedule Feasibility Study............................................................................................................5
Table 2.3 Computerized Systems Economic Feasibility Study.....................................................................6
Table 2.4 Software and Hardware Requirements......................................................................................10
Figure 3.2 New Farmer Program Module Flowchart.................................................................................12
Figure 3.3 Buy Bee-hive Program Module.................................................................................................13
Table 3.1 Tables Used and Field Properties...............................................................................................14
Table 3.2 Field data types..........................................................................................................................15
Figure 3.4 New Member Design Form.......................................................................................................16
Figure 3.6 New Training Design Form........................................................................................................18
Figure 3.4 Relationship Diagram................................................................................................................23
Figure 4.1 Database Relationship..............................................................................................................25
Figure 4.2 Referential Integrity..................................................................................................................26
Figure 4.3 Farmer’s Table..........................................................................................................................26
Figure 4.4 Product Services Sales Table.....................................................................................................27
Figure 4.5 Honey/Products Purchases Table.............................................................................................27
Figure 4.6 Trainings Table..........................................................................................................................27
Figure 5.1 Enable Content.........................................................................................................................29
Figure 5.2 Start-up Screen.........................................................................................................................30
Figure 5.3 Login Screen..............................................................................................................................30
Figure 5.4 Main Switchboard.....................................................................................................................31
 CHAPTER 1: INTRODUCTION
1.1BACKGROUND INTRODUCTION
NEKTA is a company that deals with beekeeping, selling and buying of honey,
honey-related products, beehives and associated accessories and services to bee
farmers. The company is vast and for this, it has borne the need for maintaining
farmers’ and customers’ records, future planning and administering of goods and
services offered to farmers through a computerized system. NEKTA
MANAGEMENT SYSTEM is developed to ensure fast and efficient service to its
farmers and employees. Using the current system to manage all the activities in the
organization is cumbersome and tiresome thus always prone to a lot of errors
which cost the organization a lot of loss and time wastage.
CHAPTER 2: SYSTEM ANALYSIS
2.1 PROBLEM DEFINITION
The problem at hand is to develop a computerized based transaction processing
system that would capture and process data about the company’s transaction.
Currently, the company uses manual files to maintain records. The growth of
farmers and consumers in the organization has resulted in inefficiency and poor
management leading to disappointment and dissatisfaction within the company.
The company, therefore, needs to develop a computerized management system that
should be able to produce summaries of every individual farmer.
The system should also be able to:
a) Maintain records of:
 Bee farmers of the company;
 Trainee farmers;
 Services rendered and products sold by the company;
 Payments for each package;
 Income from various sales and training services;
 Details of purchases from farmers;
b) Compute all the operations and arithmetic’s for each transaction.
c) Provide output information in the form of queries and reports.

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 2.2OVERVIEW OF THE EXISTING SYSTEM
2.2.1 OVERVIEW
All calculations are done using non-scientific calculators. To produce various
transactions on farmers in the company, all the transactions have to be summarized
on a single sheet before surrendering it to the company manager.
2.2.2 SYSTEM STRUCTURE
The present system is manual where records of farmers and all other transactions
are recorded on papers using a pen.

2.3OVERVIEW OF THE PROPOSED SYSTEM

2.3.1 SYSTEM OVERVIEW
The automated system has been proposed to solve the current issues facing the
manual system. This new system will be very effective since it uses computer
technology. The many problems faced are mainly technical and this will solve the
problems.
2.3.2 OBJECTIVES OF THE PROPOSED SYSTEM
i. Increase the lifespan of the data kept.
ii. Reduce the amount of money used to buy bulky materials to store
information.
iii. Reduce the rate at which data is incorrectly entered.
iv. Increase the speed of data input of the organization.
v. Perform all the farmers’ transactions and provide output to the company.
vi. Follow up with the Company’s progress in a summarized way.
2.3.3 ADVANTAGES OF THE PROPOSED SYSTEM
The new computerized system has many advantages that outweigh the current
manual system in that;

 Faster and more reliable processing speed - There is faster processing of

data during the registration of farmers process and very few hitches may
occur
 High data integrity is achieved - Data that is fed into the system passes
through a series of integrity rules and checks to ensure that the data stored is
compatible and is useful.

2
  High security of data stored in the system – Several security features have
been designed along with the program that will ensure strict warnings are
given during the manipulation of data that is already stored in the system.
 Time-Saving - the system consists of various lookup fields and wizards
which guide the user during data entry and manipulation which serve to
provide frequently entered data which makes it easier to register a new
resident.
 Informative and detailed summary reports are easily generated – High
quality and informative reports that may show trends and emerging issues
are easily generated after a few steps without any manual calculations hence
serves the planning needs.
2.3.4 DISADVANTAGES OF THE PROPOSED SYSTEM
 Technical Hitches and system breakdowns – This may be brought about
by program errors and logical data errors. It may lead to huge data losses in
case immediate action is not taken. However, this can be easily avoided by
storing a backup of the data in another foreign backup disk.
 High Operational costs – the system requires a constant supply of
electricity and other resources such as printing papers to make the system
work. System specialists who maintain the system are also required to
ensure that normal operations run out as normal without any errors.
2.3.5 SCOPE OF THE PROPOSED SYSTEM
The proposed computerized system will perform the following functions:
1) Generate a list of:
i. Bee farmers.
ii. Trainee farmers.
iii. Services rendered and products sold by the company.
iv. Payments for each package.
v. Income from various sales and training services.
vi. Details of purchases from farmers.
2) Compute:
i. Payments for the services offered;
 Selling and setting up of beehives and associated accessories to
bee farmers.

3
 Package Cost per package (Ksh)
Single hive 15,000
Mini package 120,000
Full package 190,000

 Training on beekeeping.
ii. Payments made to farmers for honey delivery.
 Ksh. 900 per KG and Ksh. 1,200 per KG.
iii. Total sales to clients.
iv. Transport earnings.
Transport services Cost (Ksh)
Single 2,000 per package
Mini package 20 per km
Full package 25 per km
Accessories 30 per item
Harvesting kit 30 per item
Honey extractor 100 per item

v. Income from training.

vi. Total income for the company.
3) Generate reports based on:
i. Farmers’ details.
ii. Trainees programs.
iii. Products’ stock balances.
iv. Transportations.
v. Sales made per periods.
vi. Income as per transportations.
vii. Company’s progress.
2.3.6 COSTS AND BENEFITS ANALYSIS
The costs of implementing and running the Automated System have been clearly
summarized in the following table;
The system has a very large lifespan of about 10 years
System Development 250,000/=
Annual Running and maintenance Costs 50,000/=
Annual Additional Upgrades and others 75,000/=
Table 2.1 Implementation Costs and Analysis

4
The total costs that would be possibly incurred in the total lifespan are;
= 250,000 + {(50,000 + 75,000) x10}
= 1,500,000/=
There will be benefits of Savings from Paperless Virtual Registration Forms which
will encounter to 30,000/= annually.
2.4FEASIBILITY STUDY
This study was carefully carried out to ascertain that the new proposed system will
have a lot more benefits than the previous manual system. The study was carried
out according to all the aspects needed to have a clear statement of the proposed
system.
2.4.1 SCHEDULE FEASIBILITY
The new system had a lot of disadvantages that needed a quick changeover
strategy. The following schedule was carefully planned to come up with the system
in time;
Activity Duration
Problem Recognition and Definition 1 month
System analysis 1 month
System Design and Construction 3 months
Implementation and testing 1 month
System Review and Maintenance 1 month
Total Duration 7 months
Table 2.2 Schedule Feasibility Study
2.4.2 TECHNICAL FEASIBILITY
Although the company has a few computers and computer literate staff, there is a
need to upgrade the current system infrastructure and capacity to use and support
the new system.
2.4.3 OPERATIONAL FEASIBILITY
The new system is likely to change the company’s environment because some
employees are required to be trained on the new system so as to run it smoothly.
The organization noted down that the system should be a user-friendly interface.

5
 2.4.4 ECONOMIC FEASIBILITY
a) Cost Estimation.
The cost of the development and implementation of the proposed system is
estimated as follows:
Category Total Cost
Development Cost 250,000/=
Maintenance Cost 50,000/=
Stationery Materials 10,000/=
Ream Papers for Forms 15,000/=
TOTAL 325 ,000/=
Table 2.3 Computerized Systems Economic Feasibility Study
b) Benefit Estimation.
Amount due to error reduction: Ksh. 50,000
Total benefits = Ksh. 50,000/=
2.5FACT FINDING
Nekta company responded and gave an okay to start developing the system. After
signing the contract, the next step was to discover the requirements of the new
system through data gathering. The data-gathering mission was fulfilled out
through:
a) Questionnaires.
b) Interviews.
c) Document review.
d) Observations.

6
 a) Questionnaires
NEKTA BEE COMPANY
QUESTIONNAIRE
Date ……………………….

Introduction: The Organization is in the process of developing a new information

For how long have you been in the company?
system. Please take a few minutes to fill in this questionnaire and return it to the
1-5 years 6-10
Organization years
secretary over
before date10 years
………………… 16/07/2022
Rate the current registration process depending on the most
frequently used method of data input,
Highly Computerized Highly Manual
After requesting for a service, how long does it take for your
service to be processed?
1 hour several hours
One day several days
If your response is a manual system, state (if any) the
shortcomings that are experienced in the whole period. (Briefly
point out the main problems)

7
 b) Interviews
Interviewee Name: Interviewer Name:
Date:
Place:
Subject:

8
 c) Document Review
A number of documents were viewed. These include printed workbooks, inventory
files, invoices, receipts, orders book, sales reports, and ledger books. There is a lot
of redundancy in data administration.
d) Observation
I observed the information recording method used and how the calculations were
made and to my recognition that the data entry method was by use of a pen which
was prone to a lot of errors.
2.6 SUMMARY OF FACT-FINDING METHODS USED
The fact-finding process was a perfect opener to realize the real problems facing
the current manual system. The research work was extensively done to ensure that
a suitable system was implemented. The following are reports on the fact-finding
techniques,
Problems identified by the Company’s’ Officials;

 The time taken to process a single entry was averagely above 15 minutes
 There was a lot of repetition and data lacked integrity rules during data input
 The amount of money spent to process a single entry in the manual database
was an estimated four thousand Kenyan shillings which make the current
system so expensive to use.
 The data kept had a very short lifespan of between 5-10 years
 No monthly reports and calculation were done since the manual system had
no room for easy data location
Problems identified by the members;
 The time taken to finally complete the registration process was beyond
limits and was averagely 2 days.
 The expenses met during the whole registration process was very high
 The filling forms used were very confusing at times and most did not
understand them
In general, the response to the overview of the current system was discouraging
and all respondents gave their opinion to change the outlook of the current system
in regards to the following;
 Speed of data entry

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  Duration of data processing
 Expenses met during registration
 The integrity of data provided
2.7 SYSTEM REQUIREMENTS AND SPECIFICATIONS
The minimum hardware and software requirements for the system to run
effectively and efficiently are tabulated as follows;
Software
requirements
Hardware
Requirements
Table 2.4 Software and Hardware Requirements
 Computer running Microsoft Windows 7
(Professional) or above
 Microsoft Access application program
 Microsoft Word Application Program
 Kaspersky Antivirus Program (Latest
Version)
 45 GB of Hard Drive space – to store all the
data entered
 5 GB RAM
 3.06 GHz Dual Core Processor
 20” LED monitor
 2 LaserJet ink Printers for report hardcopy
output
 Memory stick or CD/DVD drive to store all
the data entered

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 CHAPTER 3: SYSTEM DESIGN
3.1 PRELIMINARY DESIGN
3.1.1 OVERALL SYSTEM FLOWCHART

START

New farmer Yes

New farmer?
module

No

Fetch farmer
details

Select Service to be
offered

No No
Sell Beehive Buy honey Transportation

Yes Yes Yes

Buy Beehive INPUT Transport

module INPUT No. of KG
service, No. of
package/km/item

Compute Amount to
be payed Compute Amount to
pay

NEKTA

REPORTS
11

STOP
 3.1.2 PROGRAM MODULE FLOWCHARTS
These flowcharts describe the process of modules that are run individually inside
the whole system during normal operations. They include;

i. New Farmer Program Module Flowchart

START

INPUT
FARMER ID
FARMER NAME
DATE OF BIRTH
LOCATION
DATE OF REGISTRATION

DATA VALID? NO

YES

NEKTA MANAGEMENT
SYSTEM

FARMER REGISTRATION
SUCCESSFULL

END
Figure 3.2 New Farmer Program Module Flowchart

12
13
 ii. Buy Bee-hive Program Module

START

READ Package Type,

No. of Packages
NO

Package type = NO Package type = NO Package type = Full

Single hive? Mini Package? Package?

YES YES YES

PRICE = No. of Packages PRICE = No. of Packages PRICE = No. of Packages
X 15,000 X 120,000 X 190,000

RETURN PRICE

NEKTA MANAGEMENT
SYSTEM

END

Figure 3.3 Buy Bee-hive Program Module

14
 3.2 DETAILED DESIGN
3.2.1 TABLES

TABLE NAME FIELD NAME

1 FARMERS FARMER ID NO (PRIMARY KEY)

FIRST NAME
LAST NAME
DATE OF BIRTH
DATE OF REGISTRATION
PACKAGE NO
2 TRAINEES TRAINEE ID NO (PRIMARY KEY)
TRAINEE NAME
TRAINER ID NO
DATE OF BIRTH
DATE OF REGISTRATION
3 TRAINER TRAINER ID NO
TRAINER NAME
TRAINING OFFERED
4 PACKAGES PACKAGE NO
PACKAGE NAME
COST OF PACKAGE (KSH)

5 TRANSPORT TRANSPORT NO
ITEM
COST OF TRANSPORT (KSH)
6 SERVICES SERVICE NO
SERVICE NAME
7 COMPANY SALES PRODUCT ID
PRODUCT NAME
COST (KSH)
MODE OF PAYMENT
Table 3.1 Tables Used and Field Properties

The field data types of all the tables used have been tabulated below with their
example data,

FIELD NAME DATA TYPE DESCRIPTION

MEMBER IDNO TEXT PRIMARY KEY

FIRST NAME TEXT FIRST NAME ENTRY

15
 LAST NAME TEXT LAST NAME ENTRY

DATE OF BIRTH DATE/TIME DD/MM/YYYY

DATE OF REGISTRATION DATE/TIME DD/MM/YYYY

TRAINEE IDNO TEXT PRIMARY KEY

TRAINER ID NO TEXT

TRAINER NAME TEXT

TRAINING OFFERED TEXT

PACKAGE NO TEXT PRIMARY KEY

PACKAGE NAME TEXT

PACKAGE COST CURRENCY CURRENCY

TRANSPORT NO TEXT PRIMARY KEY

ITEM TEXT

COST OF TRANSPORT CURRENCY CURRENCY

SERVICE NO TEXT

SERVICE NAME TEXT

PRODUCT ID TEXT

PRODUCT NAME TEXT

PRODCT COST CURRENCY CURRENCY

MODE OF PAYMENT TEXT

Table 3.2 Field data types

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 3.2.2 INPUT DESIGN (FORMS)
3.2.2.1 New Member Design Form

NEW MEMBERS
DESIGN FORM
Update Close Save

Member ID: Date of Enrollment

First Name: Position for Enrollment

Farmer Trainee

Last Name:

Figure 3.4 New Member Design Form

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3.2.2.2 New Payment Design Form

PAYMENT FORM
FARMER ID:
Update CLOSE

AMOUNT PAID:

MODE OF PAY:

DATE OF PAY:
SAVE PRINT

18
 3.2.2.3 New Training Design form

TRAINING SCHEDULE
3.2.2.4

TRAINEE ATTENDED? YES NO

NAME:
TRAINER NAME:
DATE:

NEXT PREVIOU CLOSE

S
Figure 3.6 New Training Design Form

19
First Record Command - Navigates to the top most
record

Previous Record Command - Navigate to the latter record

Delete Command - Removes the selected record

from the system’s database

Update Command - Updates the database with the

details of new records and stores it

Add New Command - Used when registering new

records into the system

Next Record Command - Navigate to the subsequent

record

Last Record Command - Navigate to the most bottom

record

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 3.2.3 OUTPUT DESIGN (REPORTS)
3.2.3.1 Member Details

farmers PAYMENT REPORT

P.O BOX 56 – 350001 NAIROBI
For more info email us at nekta@gmail.com

FARMER ID FIRST NAME LAST NAME AMOUNT PAID MODE OF PAYMENT

TOTAL AMOUNT PAID

25- JUNE- 2022 WEDNESDAY

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 3.2.3.2 Trainee Fee Borrowed

TRAINING FEE PAYMENT

REPORT
TRAINER ID TRAINEE ID FIRST NAME AMOUNT PAID

TOTAL AMOUNT PAID

TOTAL AMOUNT PAID

22
 3.2.3.3 Suppliers Report

FARMERS MONTHLLY SUPPLY

REPORT
FARMER ID ITEM ID ITEM NAME DATE OF SUPPLY AMOUNT PAID

TOTAL AMOUNT PAID

25-JUNE- 2022 MONDAY

23
 3.2.4 RELATIONSHIPS
Relationship Diagram

SALES FARMER SERVICES

S

PACKAGES TRANSPORT

TRAINEE TRAINER

Figure 3.4 Relationship Diagram

24
 3.3 GENERAL SYSTEM SECURITY
3.3.1 VIRUS
The system is well developed against virus threats and malicious programs. The system is supposed to
keep the information stored well secured since it contains personal information. A backup file is created
to make sure that no data loss is incurred during an attack.

3.3.2 THEFT
The system has been developed to protect itself against theft. Theft of the system and its information can
happen at any time. All data access and entry require a password to open and modify it. This will be able
to make the system theft-proof since the unauthorized person will not be able to install the system in
another computer.

3.3.3 UNAUTHORIZED ACCESS

Unauthorized personnel may cause general data manipulation which may add, modify or delete the data.
The system is well developed to protect itself against unauthorized personnel by use of user levels
passwords throughout the system. Different personnel can access only specific data in the system while
the superior system administrators can gain full access to the system.

3.3.4 LOSS OF DATA

A backup copy of the stored information is made weekly in a magnetic disk copy. This will be able to
ensure that the data kept is safe and free from huge loss in case of a system breakdown or attack.

25
 CHAPTER 4: SYSTEM CONSTRUCTION
After acquiring the required hardware and software, we are ready to implement the
designs into a computer system using Microsoft Access. The Name of the new
system is NEKTA MANAGEMENT SYSTEM. We will construct the system
using the compatible format of Microsoft Access that is saved with the extension
.accdb. This format has both upward and downward compatibility hence it can be
opened in all versions of Microsoft Access starting from Access 97 to the latest
(Access 2019). For illustration purposes, we will mainly use Access 2013.

To construct the Nekta Management System, we start by creating a database that

will be populated using related tables, queries, forms and reports.
4.1 DATABASE RELATIONSHIP DIAGRAM
The database relationship diagram is an implementation of the design shown
earlier.

Figure 4.1 Database Relationship

4.2 ENFORCING INTERGRITY CONSTRAINTS

After creating the database tables, some integrity constraints need to be set in order to eliminate
duplication and update anomalies. In Nekta Management System, we have enforced data integrity using
referential integrity.

26
 4.2.1 REFERENCIAL INTERGRITY
Referential integrity ensures that a record entered in the related (secondary) table has a matching
primary key in the primary table. This is achieved by using a foreign key that create the relationship.
Figure 4.2 shows referential integrity between the Members and Loans tables.

Figure 4.2 Referential Integrity

4.3 Database Tables

4.3.1 FARMER’S TABLE
The member table shown in design view below is used to store details of Farmers of the
company.

Figure 4.3 Farmer’s Table

27
 4.3.2 PRODUCTS SEVICE SALES
The Products Services Sales table shown in design view below is used to store
details of Services Sales.

Figure 4.4 Product Services Sales Table

4.3.3 HONEY/PRODUCTS PURCHASES

The Honey/Products Purchases table shown in design view below is used to store
details of Honey/Products purchased from farmers to the company.

Figure 4.5 Honey/Products Purchases Table

4.3.4 TRAININGS TABLE

The trainings table shown in design view below is used to store details of trainings
made to farmers.

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Figure 4.6 Trainings Table

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 CHAPTER 5: USER MANUAL

5.1 INTRODUCTION
5.1.1 Software Requirements
i. GUI based operating system
ii. Microsoft Access application software
iii. Antivirus software

5.1.2 Hardware requirements

i. A computerized system
ii. 488-66MHZ processor
iii. At least 170MB of RAM
iv. A compact disk since the software comes on a compact disk
v. Printers
vi. POS terminal equipment e.g. wand reader, magnetic card
reader.

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 5.2 HOW TO INSTALL, START AND RUN THE
SYSTEM INTERFACE
The system software is copied from the installation disk and pasted in the
documents folder. A shortcut icon may be created in the in the desktop. Confirm
the presence of a Microsoft access Software in the machine. Now click on the
icon to launch the system. After opening the system, a screen appears that prompts
the user to enable content for first time use. Click on Enable Content to terminate
the system as shown below.

Figure 5.1 Enable Content

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A Startup Screen will appear in which the Program will load its components for
approximately 5 seconds. Kindly be patient till the program fully boots as
illustrated.

Figure 5.2 Start-up Screen

A User log in screen will appear as shown Below:

Figure 5.3 Login Screen

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Type the Username and the Password of the official accessing the database.

NOTE: If it is the first time launching the database, kindly type:

Username: Username and

Password: Password respectively

Then click Login to continue.

5.3 DATA MANIPULATION
During data manipulation, a main home screen is used. This is very user friendly
and easy to use. The Home screen looks as shown below. Click on any desired
option to launch the required operation.

Figure 5.4 Main Switchboard

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5.4 NEW FARMER, TRAINEE, SERVICE AND TRANSPORTATION
5.4.1 New Farmer

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5.4.2 New Training

35
5.4.3 New Service

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 5.4.4 New Honey/Product Purchase

5.5 GENERATING REPORTS

To generate group reports, click on the buttons aligned on the bottom of the main switchboard as
shown below:

Sample of existing Reports are as shown

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5.5.1 Farmers List

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5.5.2 Training schedules

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5.5.3 Product sales

5.5.4 Clients Sales

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5.5.5 Honey Purchases

5.5.6 Company Income

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 5.6 ADVANCED FEATURES OF THE SYSTEM
The Log In list button shows the details of every user log in and time of log in
which is able to track any malicious activities.

5.7 TROUBLESHOOTING GUIDE

Some small and less harmful errors may occur during the use of the system. They
have been carefully tested over a period of time and have been found to cause no
harmful damage to the data kept in the system. They can be easily bypassed by
clicking OK or YES to accept the permissions.

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 CHAPTER 6: SYSTEM IMPLIMENTATION
6.1 STAFF TRAINING
The skilled personnel have been scheduled to be trained during the system design.
This will ensure that the appropriate skills are gained in due time before the system
is implemented to ensure that normal operation run smoothly. The breakdown of
the training procedure is as follows:

Staff training duration - 1month (July)

Total Staff Training - 50,000/= (10,000/= per staff

head)

6.2 CHANGE-OVER STRATEGY

There are several possible change-over strategies that may be used to adopt the
new system. All strategies were put into consideration and the best was chosen
according to the research work done. The proposed strategy is straight change
over. This will be ideal in adopting the new system as it will cater for errors and
possible system failures all at a time.
AUGUST

JUNE JULY SEPTEMBER OCTOBER

Implementation and Testing

Automated
Old System
System

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 CHAPTER 7: SYSTEM REVIEW
7.1 OBJECTIVE APPRAISAL
The computerized version of the Nekta Management System has achieved its
objectives as follows;

 The system achieves a reduced time taken to register new member into the
group. This is because of preloaded forms and data which are frequently
typed in.
 The system is able to generate statistical reports that will enable future
planning, and other policy decisions through a computerized system. These
reports are easily generated through the click of a button. The reports are
also highly detailed to provide massive information.
 The system is able to give accurate calculations based on the data fed into
the system without relying on human knowledge. This includes age
calculations and many others.
 The lifespan of the system information will be increased since a backup disk
is created periodically. The data storage method is less expensive and very
easily to store.
7.2 CHALLENGES ENCOUNTERED DURING SYSTEM
DEVELOPMENT
The development period was very friendly but there were a few encounters with
external factors that led to small delays with the system development. The
problems included:

 Frequent power losses that led to loss of unsaved data and unsaved work
leading to delays
 Many virus and malicious attacks from infected media led to loss of work
and made the development process a bit dragged
 Access from unauthorized personnel into private work which led to
tempering ad manipulation of the work already done.

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 7.3STRENGTH OF THE AUTOMATED SYSTEM
The system has various strengths which make it very appropriate to adopt. They
include;

 Faster data entry into the system and hence time saving
 The data entered is of high integrity with very minimal or no mistakes
entered
 There is an increased security of data by use of various security features
throughout the system.
 Report generation is very quick and time saving with very detailed
information and very few or no mistakes at all.
 Data is stored in a backup disk frequently to allow retrieval of data easily in
case of any loss.

7.4 WEAKNESS OF THE AUTOMATED SYSTEM

Despite the strengths of the automated system and its functionality, it also has a
few limitations;

 The system can only accept one entry at a single time which doesn’t allow
for multi-registration
7.5 RECOMMENDATIONS
The current Nekta Management System operations and processes are unfriendly,
inefficient and uneconomical. The development team therefore recommends that
the organization adopts automated Nekta quality management using not only as a
desktop management system but also using other electronic devices. This will
make the organization get even closer to its members.
7.6 CONCLUSIONS
In order to remain consistent, Nekta company is required to take advantage of the
benefits realized from use of ICT. This is why the new Nekta management came
up with this brilliant idea of computerizing crucial organization operations and
processes. This goal has been met by developing an automated management
information system known as NEKTA MANAGEMENT SYSTEM.

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 7.7 BIBLIOGRAPHY
The bibliography below shows a list of books and reference materials used in
developing NEKTA MANAGEMENT SYSTEM.

1. Kendal E.K, Kendal J.E: System Analysis and Design, 5th Ed, Prentice-Hall,
Kenya.
2. Connolly T and Beg C: Database Systems: A practical Approach to Design,
Implementation and Management, 2nd-Ed Addison Wesley.
3. Jeffrey L., et al: System Analysis and Design Methods, 5th-Ed, McGraw-
Hill.
4. Mburu S. & Chemwa G: Longhorn Secondary Computer Studies Form 4,
Longhorn Publishers, Nairobi.
5. Mburu S. & Chemwa G: Mastering Computer Studies; Project, Form 3 and 4
work.

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 APPENDIX
Mr.....................................................................................................................................................

Mrs....................................................................................................................................................

Ksh – Kenya Shillings.........................................................................................................................

LED – Light Emitting Diode................................................................................................................

RAM – Random Access Memory.......................................................................................................

CD – Compact Disk............................................................................................................................

DVD – Digital Versatile Disk..............................................................................................................

GB - Gigabyte....................................................................................................................................

GHz - Gigahertz.................................................................................................................................

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