BURSARY APPLICATION SYSTEM

JUDY MAGOMA MOGIRE

A Project Documentation in Partial Fulfillment of the Requirements for the Award of the
Diploma in Information Technology of Ekerubo Gietai Technical Training Institute.

November 2023.
Contents
DECLARATION..............................................................................................................................................ii
ABSTRACT...................................................................................................................................................iii
CHAPTER ONE..............................................................................................................................................1
INTRODUCTION...........................................................................................................................................1
1.1 Background Information....................................................................................................................1
1.2 Problem Statement............................................................................................................................2
1.3 Justification........................................................................................................................................3
1.4 Purpose of the Project.......................................................................................................................3
1.5 Objectives..........................................................................................................................................3
1.5.1 Developer Level Objectives.........................................................................................................3
1.5.2 System Level Objectives..............................................................................................................4
1.6 The Scope of with study.....................................................................................................................4
1.7 The significance of with study............................................................................................................4
1.8 Deliverables.......................................................................................................................................4
1.9 System requirements.........................................................................................................................5
1.9.1 Functional Requirements............................................................................................................5
1.9.2 Non-functional Requirements....................................................................................................5
1.9.3 Software Development Tools......................................................................................................5
1.9.4 Hardware....................................................................................................................................6
1.9.5 Languages...................................................................................................................................6
CHAPTER TWO.............................................................................................................................................7
LITERATURE REVIEW....................................................................................................................................7
2.1 Introduction.......................................................................................................................................7
2.2 Challenges Encountered in Current Approaches of Disbursing Funds...............................................7
2.3 Components of the CDF Bursary Kitt.................................................................................................7
2.4 Awarding of Fund criteria..................................................................................................................8
2.5 Case Studies.......................................................................................................................................9
2.5.1 Case Study 1: E-bursary..............................................................................................................9
2.5.2 Case study 2: South Mugirango Digital Bursary System............................................................10
2.5.3 Case study 3: Focweb Bursary System......................................................................................10
2.5.4 Case study 4: Digital Bursary System for Butula Constituency..................................................11
CHAPTER THREE........................................................................................................................................12
METHODOLOGY.........................................................................................................................................12
3.1 Introduction.....................................................................................................................................12
3.1.1 Advantages of Incremental Model............................................................................................12
3.1.2 Disadvantages of Incremental Model.......................................................................................12
3.1.3 Diagram of Incremental Model.................................................................................................13
CHAPTER FOUR..........................................................................................................................................14
SYSTEM DESIGN.........................................................................................................................................14
4.1 Introduction.....................................................................................................................................14
4.2 Process Design.................................................................................................................................14
4.3 Entity -Relationship Diagram...........................................................................................................15
4.4 Schema Database Relationship Diagram.........................................................................................16
4.5 Table Creation.................................................................................................................................16
4.6 Description of Tables.......................................................................................................................18
CHAPTER FIVE............................................................................................................................................20
RESULTS.....................................................................................................................................................20
1.1 Homepage.......................................................................................................................................20
1.2User sign up for the applicants only.................................................................................................20
1.3 User Login........................................................................................................................................21
1.4 Homepage Dashboard for students.................................................................................................22
1.5 Bursary Form Filling.........................................................................................................................23
1.6 Bursary Track...................................................................................................................................23
1.7 Admin Login.....................................................................................................................................24
1.8 Admin Dashboard............................................................................................................................24
1.9 Admin Viewing All the Applications.................................................................................................25
1.10 Admin Awards the Funds to the Applicants...................................................................................25
REFERENCES..............................................................................................................................................26
APPENDICES..............................................................................................................................................27
Appendix A: schedule............................................................................................................................27
Appendix B: Budget...............................................................................................................................28
CONCLUSION.............................................................................................................................................29
DECLARATION
I Judy Magoma Mogire, I hereby declare that with work has not been previously submitted and
approved for the award of a diploma by with or any other student. To the best of my knowledge
and belief, the documentation contains no material previously published, written or presented by
another person except where due reference with made in the documentation itself.

Judy Magoma Mogire

DICTM/2018/21
Signature: ………………………… DATE ……………………………………………………
APPROVAL
The Documentation of Judy Magoma Mogire reviewed and approved by:
Signature: ……...…………………DATE…………………………………………………………
Mr. Vincent Arita,
Department of Information Technology,
Gietai Technical Institute.

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ABSTRACT
The Bursary Application system with a web-based application system whose main objective was
to address the challenges that the Constituency Development Fund (CDF) face through during
the application window following the long and inefficient manual application process for the
Bursary fund. The proposed system would have features that would enable the applicants to do
their application through the system irrespective of their locale as compared to the manual
application procedure where an applicant with supposed to collect the CDF bursary application
forms from the CDF offices, fill them and even look for relevant signatories from their area
chiefs to testify that he/she with eligible for the fund and finally return them to the CDF offices
for further evaluation. This proposed system would help in eradicating manual application
process as the system will be incorporated with email notification feature that would notify the
applicants at the inception of application window, after application and during disbursements
process and would even provide mechanism for data storage regarding to the beneficiary. The
system also would allocate funds automatically to the applicants who have made all the
qualifications needed for one to benefit. The system would benefit both the applicants and the
CDF officials as the system would provide mechanism of disqualifying the applicant who have
not meet the qualifications automatically thus reducing work for the officials in accessing each
and every form manually. The objectives for with system development are divided into two i.e.,
system level objectives and developer level objectives where email notification to the applicant
with one of the system level objectives. The scope of the project with to develop a system for the
CDF sector that would solve challenges that are facing them when they use manual application
process of CDF bursary and even when they are assessing the eligible candidate for the award.
Finally, with proposed system would use incremental model during its development since the
system requirements for with project would tend to change and also it would be developed in
terms of phases that would be combined together to form one complete project.

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CHAPTER ONE
INTRODUCTION
1.1 Background Information.

Constituency Development Fund (CDF) was a program that created by the Constituencies
Development Fund Act,2003 with the main objective of addressing poverty especially to the
students who come from humble backgrounds through financing their studies. Since then, it has
facilitated in creation of local consume, demand through various projects, funding other local
needs including health and infrastructure (Constituency Development Fund,2012). The national
government together with the county government have put major improvement on technological
aspects through developing some online systems that facilitates easy access to government
services by the citizens through the use of internet. ICT has been exploited in with relationship to
help transform the accessibility, quality and cost-effectiveness of public services. Introduction of
web-based Internet applications and other information technologies combined with processes
that implement these technologies to enhance access to and delivery of Government information
and services to the public, other agencies and other Government entities have been put in place
in the recent past. For example; electronic filing systems, documents exchange systems,
procurement (IFMWITH), declaration and application systems, and other tools have now been
introduced in various Government departments towards EGovernance. E.g., Ministry of
Information, Finance, Tourism, Devolution among others have put up websites that contain
information about the economy, culture, rules of business, tenders, draft bills, CDF projects and
so much more which have had a direct impact on the citizens (Amollo, 2007).
Indicators show that CDF was helping provide services to communities that for many years did
not benefit substantially from Government services. In particular, the poor in society have
experienced serious problems accessing basic services in the past that are now made available
through CDF kitty. Nevertheless, there are increasing concerns about the utilization of CDF fund
which suggest that the funds are not being optimized. Arguments over the constitutionalism of
the fund struck in the 11th Parliament and even the high court of Kenya pronounced the fund’s
Act as unconstitutional. Given the importance of with program, an in-depth analysis of both
constitutional, institutional, design and implementation factors that impact on the efficiency of
the use of funds with necessary (Kimenyi,2005; Commission for the Implementation of the
Constitution,2013).
There was an exponential need for faster, accurate and timely information dissemination
mechanisms (I Hub Research, 2012) in delivering Government services to the people. This has
escalated the need for real time information with people turning attention to social media such as
Twitter, Facebook and personal blogs as a means of obtaining faster feedback (Okune, 2012).
However, for other kinds of information, it with difficult to keep track of the huge data generated
from social media as this information’s validity expires so fast. For instance, most people with
the need to apply for CDF Funds may not necessarily be on social media. This means that with

1
issues such as timely information dissemination on the applications, application deadline alerts
and application status alerts may arise.
Mobile penetration hit 87.3% during the first quarter of 2016/2017 down from 90% recorded the
previous quarter. This accounted for approximately 38.5 million mobile subscriptions as at
September 2016 (Communications Authority of Kenya, 2016). This with a significant show that
the future with mobile and if tapped into, could be a game changer for the CDF Bursary
application process. The web has been an exemplary tool in information dissemination given the
large masses of people who browse through to find information each minute. Of with, a very
large number of people; approximately 25.5 million users use their mobile phones to access the
Internet hence making mobile web applications an integral part of mobile usage.
As the internet changed many lives of people, with system application would help our
constituency CDF bursary applicants to access forms, fill in their details and submit them for
further verification by CDF officials. After successful verification, the applicants he/she with
supposed to login in to the system to check the progress and even disbursements report rather
than keep on following through visiting the CDF offices or even making calls to CDF officials
for a follow up over the same. Through with system application, it will help both the students
and CDF officials to reduce the overload of work done through manual follow up for those who
have applied which will even delay the disbursements of funds.
1.2 Problem Statement

Access to information about CDF Bursary Fund application with not easy. Additionally, the
actual application process with long, tiresome and sometimes complicated as applicant with
required to acquire the forms at the CDF office in their constituency of registration, fill it and
then return it to the office for official evaluation. Filling in the forms follows a long procedure of
traveling outside residential counties to obtain the forms in the registered constituencies. If the
participants or signatories required live far apart, one has to make trips which might incur a
considerable cost in both time and money resources. Often, the traveling meets challenges such
as delay at the CDF offices, deadline for receiving the applications has already passed or the
forms have all been with sued out. For constituencies within County, the process of bursary
applications with fuzzy. All one needs with voter’s registration, identification card and legal
stamps from the county administration. Following a recent observation made on one of my
withies, there with no way to prove the legitimacy and relationship between the bearer of the
voter’s card and the applicant. People end up making applications in more than one constituency.
What with means, another person with deprived of the opportunity to benefit from the program.
After disbursements of the funds, one has to keep calling the CDF officials or physically walk to
the CDF premieres to be updated on the progress of the application and when disbursements
should be made. In some cases, officials may be rude and unwilling to tackle such kinds of
queries a situation that users have to put up with every time they make an application. In
addition, the CDF officials do not maintain historical data for the student beneficiaries to gauge
the impact of the fund. Through with, I have seen it to better for students to apply the CDF
bursaries’ where he/she born in order to reduce multiple application of one applicant for more

2
than one constituency thereby denying a chance for another applicant to benefit. To minimize
with, I come up with an online bursary system to our constituency that will help our residents to
make their applications through the use of internet after which the system will automatically
verify you that you’re a resident of our constituency by with suing your national identity card
number after which it will automatically generate your details.
1.3 Justification

Many CDF bursary applicants in our constituency have now advanced and swiftly
moved to the technological way of doing their daily activities. As a result, there have
been many complaints from both CDF officials and applicants that manual application
of bursary with the past thing that have to be changed to a technological way. Both
governments together with the team of ICT in our constituency have made a step
forward to develop a bursary system for our constituency that will help both CDF
official and applicants to do their application from where there are, in with system the
users are supposed to register themselves afterwards they login so that they can access
materials that meant for bursary application. Through with system also applicants can
check their bursary disbursement progress i.e., whether with/her bursary application
verified, the amount of money has been located etc.

1.4 Purpose of the Project

The purpose of this project was to develop a Bursary Application System.

1.5 Objectives

The objectives are classified into developer level objectives and system level objectives as outlined
below;

1.5.1 Developer Level Objectives

i. To design a scalable interface for the users
ii. Develop an efficient and user-friendly bursary application system that simplifies the application
process for students, reducing the time and effort required to submit an application
iii. Implement robust security measures to protect sensitive user information and prevent
unauthorized access
iv. Develop seamless integration between the bursary application system and the existing student
database, enabling
v. Implement a notification system to provide real-time updates to applicants regarding the status
of their application, ensuring transparency and reducing the need for manual follow-ups
vi. Design and develop a responsive and mobile-friendly bursary application system, allowing
applicants to easily access and complete the application process from various devices, including
smartphones and tablets

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1.5.2 System Level Objectives
i. The system should validate application data to ensure completeness and accuracy
ii. The system should allow user authentication
iii. The system should maintain system logs, audit trails, and backups for security and accountability
purposes
iv. The system should generate reports on application statistics, eligibility rates, funding allocations,
and demographic information
v. The system should allow the applicant to apply once using with/her National Identification
Number/Birth Certificate
vi. The system should allow the applicant to track their Bursary applications

1.6 The Scope of the study

The scope of with study with basically on designing a digital online bursary application system for
Bomachoge Borabu Constituency that will contain back-end development to hold the applicants’
application data, generate an email notification to the applicant and generate the records of the
applicant. The recording in the database can be used in decision making during the next current window
of bursary application. The system will be developed in terms of modules whereby;

1st module-design a user interface that would allow an applicant to apply for the Bursary by filling the
form and submit it.
1.7 The significance of with study

This study was aimed at replacing the inefficient and time-ting manual bursary application in various
Constituencies. Some CDF officers and Applicants who live far apart in other counties are forced to
travel back to their ‘homes to fill the forms, with can even result to without the application therefore
and delayement in assessment of funds, this study with significant to eliminate those inefficiencies thus
allowing applicants to do their applications irrespective their current states.
1.8 Deliverables

The following are the key deliverables to this system development;

Report-the final documentation of this system development. This report would address all information
about the system in detailed manner.

Test result documentation-would contain and address the test results that result from the system from
both users.

Requirement specification document-with would help in capturing all the users of the system
requirements before the system development process.it will be the requirement elicitation process and
will therefore contain all the user’s specification.

System design document-would contain all the information on how the system should be developed.
Will also address the way in which the data will flow from the start of the application to an end.

4
User’s manual document-would show directions on how the system should be used from the beginning.
From the sign-up phase to the end of application. Will contain guidelines on how the users should use
the system.

System manual document-the document that would address the working and the operations of the
whole system. It would give detailed information about the system.
1.9 System requirements

The system requirements are classified as follows;

1.9.1 Functional Requirements

i. The system should allow students to register and create user accounts
ii. The system should provide an online application form for students to submit their bursary
applications
iii. The system should validate application data
iv. The system should enable applicants to upload supporting documents, such as transcripts,
recommendation letters, and financial statements
v. The system should provide an interface for administrators or evaluators to review and
evaluate applications
vi. The system should allow applicants to track the status of their applications through a
personalized dashboard
vii. The system should enable administrators to allocate bursary awards to eligible
applicants based on available funding and program-specific criteria

1.9.2 Non-functional Requirements

i. Security-the system should employ robust security measures to protect sensitive applicant data,
including personal information and financial details
ii. Performance-the system should provide quick response times to ensure efficient application
submission, review, and notification processes
iii. Usability and Accessibility-the system should have an intuitive and easy-to-use interface for
applicants, evaluators, and administrators
iv. Reliability and Availability-the system should have high availability, minimizing downtime and
ensuring uninterrupted access for applicants and administrators
v. Interoperability-the system should integrate seamlessly with external systems, such as student
databases, and notification platforms, to exchange data and ensure consistency across systems

1.9.3 Software Development Tools

i. Visual studio code- for writing codes for the system interface
ii. Xampp-for designing of database and provide locally storage of system data
iii. Wampp-act as a backup instead of the failure for xampp
iv. Internet-for research purposes
v. MyPHP Admin-for design database

5
 vi. Web browser-chrome

1.9.4 Hardware
i. Laptop
ii. Storage space of 500 GB
iii. RAM of at least 8GB
iv. Processor of good speed like 3.2 Ghz

1.9.5 Languages
i. PHP
ii. HTML
iii. CSS

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CHAPTER TWO
LITERATURE REVIEW
2.1 Introduction

This chapter will dive into the history of Constituency Bursary Fund, the whole process of
disbursing bursary funds, the current existing systems and their limitation as proposed to with
system of Bomachoge Borabu Constituency in with project.
The Constituency Development Fund created by the Constituencies Development Fund Act
2003.its aim to address poverty at grassroots level by dedicating a minimum of 2.5% of the
Government ordinary share revenues to grassroots development and the reduction of poverty.
The fund with managed by the constituencies Development Fund Board (CDFB).CDF Act 2003
has been replaced with CDF Act 2013 that with more aligned to the Constitution of Kenya 2010
CDF (2013).

2.2 Challenges Encountered in Current Approaches of Disbursing Funds

According to the Center for International Development (2010), there with no internationally
accepted principles tools and templates of administration and implementation of CDF. However,
with has resulted to the emergence of challenges from the way these bursaries are being
distributed across all the constituencies. For instance, the funds lack, accountability and
transparency from the top CDF officials, efficiency and Equity dilemma which will enhance and
even contribute to the equitable sharing of these CDF funds. The law states that, the CDF funds
are meant for the support of students who can’t manage to fiancé their studies and those who
come from poor background societies. But the law does not provide any criteria to identify what
qualifies a student to be considered as poor (Kinuthia 2018).

2.3 Components of the CDF Bursary Kitt

Studies on CDF indicated that although it comprises of an annual budgetary allocation equivalent
to at least 2.5% of the Government ordinary revenue, which with a small share of the total
budget in Kenya, with fund has been able to bring longer lasting impact on citizens (Samuel
Auya,2013). A maximum of 5% with allocated to CDF Board for Administrative services, a
minimum of 95% with allocated to constituencies based on the following formula:
a. 5% of the 95% with allocated to the Emergency Reserve
b. 75% of the remaining balance with allocated equally amongst all the constituencies
c. Balance of 25% with allocated based on the Constituency poverty Index modelled by the
Ministry of Devolution and Planning.

7
Sectors funded by the CDF include Education (around 55% of CDF Allocations), Health (6%)
and Water (11%). These are the sectors that have felt a great impact since the initiation or the
project (Constituency Development Fund,2012). These statistics give a room for with research
project to flourish.
2.4 Awarding of Fund criteria

In with study Challenges in the disbursement of Constituency Bursary Fund to

Public Secondary School students in Bobasi Constituency Kenya, Orera (2011)
notes that the Constituency Bursary Fund Committee (CBFC) in the various
constituencies determines the beneficiaries of the fund by using the following
criteria:
i. Family status of the recipient. A student with both parents deceased with
ranked as an orphan, one parent deceased as partial orphan, unmarried
mother /father as single parent and needy parents using social economic
background.
ii. Student academic performance with ranks of excellent, very good, good, fair
and poor with used. However, the bursary given according to performance
remains a challenge since the fee problem contributes to poor performance
and indiscipline on absenteeism grounds. I concur with study, noting that
indicators such as poor performance should not be used as metrics in
awarding funds to student; these constituencies neither ask for student
records from schools nor maintain a database with of the students’ history to
be able to consistently make judgement of the students’ academic
capabilities.
In their study Triple Tragedy: The Girl Child’s Struggle to Access Secondary
Education Bursary Fund Applicants, Kenya Youth Initiative (2011) notes that all
CDF bursary applicants are required to fill a means testing instrument known as
FORM “A”. with form contains data on a student’s personal details including
gender, academic performance, type of school, total fees paid and outstanding fee
balance. The instrument also seeks for data on family’s socio-economic
circumstances and head teacher’s report on student’s discipline. Based on data given
by an applicant on form “A”, scores are awarded using a rating scale for three major
indicators namely; a student’s family status, affirmative action/special circumstances
and discipline as illustrated in Table 1.0

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 Table 1.0 Form D, Scores for CDF Applicants

Source: CDF Application Form (Kenya Youth Initiative, 2011)

The form although seems like a fair determination of the bursary fund beneficiaries,
does not assure impact assessment nor consistency of the allocation of the fund to
needy students

2.5 Case Studies

2.5.1 Case Study 1: E-bursary

2.5.1.1 About E-bursary
E-bursary with a web-based system that aggregates secondary school,
undergraduate and postgraduate bursaries and scholarships into one platform. It
allows organizations to post bursaries /scholarships online and allows them to
receive applications through the same platform; it also provides them with smart
tools that enable them to filter through thousands of applications based on their
awarding criteria. The platform also allows students to view bursaries/scholarships
relevant to them based on their profile, save those that interest them and receive

9
 email notifications whenever a new bursary/scholarship matching their profile with
posted.
2.5.1.2 Comparison to the Proposed Bursary Application System.
i. The system does not manage or process the applicants’ data – one of the main
functionalities in the proposed system; it only matches applicants to available
bursary opportunities
ii. Beyond matching applicants to available bursary positions, the system does not
follow up on awarding or disqualifying applicants, whereas one of the key
features in the proposed system with automatic awarding of bursaries.
iii. The system with general in that; it incorporates bursaries from all sorts of
organizations while the proposed system will only concentrate on county
government bursaries hence follow up and tracking of applicants will be easier
2.5.2 Case study 2: South Mugirango Digital Bursary System
2.5.2.1 About the South Mugirango System
South Mugirango digital bursary system with an online system owned by the South
Mugirango constituency whose main achievement to allow students to apply the
bursaries through their system and also disburse the money awarded to applicants with
electronically wired to their school bank accounts.

2.5.2.2 Comparison to the Proposed Bursary Application System.

i. The system does not incorporate the automatic awarding functionality which
with one of the key features of the proposed system.
ii. The system does generate a yearly trend analyst which with a feature to be
implemented in the proposed system.
iii. The system did not have a notification feature that could made available in the
proposed system.

2.5.3 Case study 3: Focweb Bursary System

2.5.3.1About Focweb
Focweb Bursary Application with a web-based application developed by
Focweb Technologies Ltd software Development Company in Kenya, with the
main achievements of with system being:

i. Bursary management: it manages the applicants’ database, manages the

applications, and monitors successful/unsuccessful applicants.
ii. Sends notification to the successful applicants’ schools and reminds
guardians of the successful applicants about picking up their cheque.
iii. Manages all CDF projects as per their vote heads. At any time, the MP
can get a comprehensive report on all projects, their progress and spent
funds.

10
2.5.3.2 Comparison to the Proposed Bursary Application System.
i. The system does not have an automated awarding functionality, which will be a
key feature in the proposed system.
ii. The system does not have the computation functionality which will also be a key
feature in the proposed system.
iii. The system does generate a yearly trend analysis which with a feature to be
implemented in the proposed system
2.5.4 Case study 4: Digital Bursary System for Butula Constituency
In with research, John (2010), proposes a CDF Bursary management system for
Butula Constituency. Further, Focweb (n.d.), have a bursary fund management
system. However, they do not state whether with bursary fund management system
with applicable to CDF bursaries. There are no known implemented systems for the
constituencies within Nairobi. Most applications are manually processed and the
final with of qualified applicants input in excel for publishing.

11
CHAPTER THREE
METHODOLOGY
The project will intend to use incremental model methodology to its completion.
3.1 Introduction

Incremental model with a process of software development where requirements are broken down into
multiple standalone modules of software development lifecycle.it with done in four steps from analysis
design, implementation, testing/verification and finally maintenance.

The various phases off incremental model are as follows;

i. Requirement Analysis-with the first step of incremental model, where the product analysis
expertise identifies the requirements. And the functional requirements are understood by the
requirement analysis team.
ii. Design and developments-in with phase of the incremental model of SDLC, the design of the
system functionality and the development method are finished with success. When software
develops new practicality, the incremental model uses style and development phase
iii. Testing-in the incremental model, the testing phase checks the performance of each existing
function as well as additional functionality.in the testing phase, the various methods are used to
test the behavior of each task
iv. Implementation-enables the coding phase of the development system.it involves final coding that
design in the designing and development phase and tests the functionality in the testing phase.
After completion of with phase, the number of the products working with enhanced and upgraded
up to the final system product

3.1.1 Advantages of Incremental Model

i. Errors are easy to be recognized
ii. The software will be generated quickly during the software lifecycle
iii. It with flexible and less expensive to change requirements and scope
iv. Errors are easy to be identified
v. Simple to manage with because it handled during its iteration
vi. Throughout the development stage changes can be done

3.1.2 Disadvantages of Incremental Model

i. Need for good planning designing

ii. Total cost with high
iii. Well-defined modules interfaces are needed
iv. Problems might cause due to system architecture as not all requirements collected upfront
for the entire software lifecycle

12
 v. Rectifying a problem in one unit requires correction all the units and consumes a lot of
time
3.1.3 Diagram of Incremental Model

I choose to work with incremental model in designing my system because I will be fully
embarked on developing and designing the system in modules. This methodology model also
allows you to develop system in parts thereafter you will come up with a fully functioning
system with all components needed. The incremental model also with cheap and can allow you
to proceed to another step after or even before finishing the previous phase.

13
CHAPTER FOUR
SYSTEM DESIGN
4.1 Introduction

System design was the process of defining the architecture, modules, interfaces and data for a
system to satisfy specific requirements. System design cold be seen as the application of system
theory to product development. There with some overlap with the disciplines of system analysis,
systems architecture and system engineering.
4.2 Process Design

The following was a simplified flowchart showing how a user was being registered and up to the
point where he logs out of the system. The shown parts are the basic processes that occur;

User

Logout

Are you a
registered NO Register for an
user? account

YES

Proceed to login

Apply Bursary

Figure 1 User Flowchart Diagram

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 4.3 Entity -Relationship Diagram

An Entity Relationship Model which was also known as Entity Relationship Diagram (ERD),
with a graphical representation of entities and their relationship to each other, which are typically
used in computing to the regard of organization of data within the database.
id
Passwor
Username d

User Id Admin

User__id

Password
Email

W
Award
i
s
Adm.no. ID
Name Cheque-no.
Email
Verified
Student Award
get

Letter
Semester Amount Awarded
Institution
YoS gender

15
 4.4 Schema Database Relationship Diagram

A Database Schema with the skeleton structure that represents the logical view of the entire
database.it formulates all the constraints that are to be applied on the data. Database schema
defines its entities and the relationship among them.it contains a descriptive detail of the
database, which can be depicted by means of schema diagrams.
ADMIN
Id username password

USER
id User__id Username password

AWARD
Cheque_No. Verified Awarded Amount MP Desk Letter ID

STUDENT
Name Adm. ID institutio Email gender YOB Sem. duration
No n

Figure 2 Schema Database Relationship Diagram

4.5 Table Creation

ADMIN
CREATE TABLE ADMIN (ID INT (10),
USERNAME VACHAR2 (20),
PASSWORD VARCHAR2 (20));
USER
CREATE TABLE ADMIN (ID INT (20),
USER_ID VACHAR2 (20),
USER_NAME VARCHAR2 (50),
PASSWORD VARCHAR2 (30));

16
AWARD
CREATE TABLE ADMIN (VERIFIED VARCHAR (30),
AWARDED VACHAR2 (30),
AMOUNT_AWARDED VARCHAR2 (30),
CHEQUENO VARCHAR2 (30),
MP DESK VARCHAR2 (100),
LETTER TO INSTITUTION VARCHAR2 (100));
STUDENT
CREATE TABLE ADMIN (FIRST_NAME VARCHAR (20),
LAST_NAME VACHAR2 (20),
GENDER VARCHAR2 (8),
DATEOFBIRTH VARCHAR2 (20),
ID INT (10),
INSTITUTION VARCHAR2 (30),
ADMNO VARCHAR2 (20),
YEAROFSTUDY VARCHAR2 (30),
SEMESTER VARCHAR2 (20),
COURSEDURATION VARCHAR2 (10),
LEVELOFSTUDY VARCHAR2 (10),
EMAIL VARCHAR2 (30),
WARD VARCHAR2 (20),
LOCATION VARCHAR2 (30),
VILLAGE VARCHAR2 (30),
FAMILY VARCHAR2 (30));

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 4.6 Description of Tables

DB BURSARY

Figure 3 Db Bursary
ADMIN
DESC_ADMIN;

Figure 4 Admin Table

USER
DESC_USER

Figure 5 User Table

APPLICATION

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DESC_APPLICATION

Figure 6 Application Table

APPLICATION REQUEST HISTORY
DESC_REQUEST HISTORY

Figure 7 Request Table

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CHAPTER FIVE
RESULTS
1.1 Homepage

Figure 3 Homepage for login page links

Existing user can login or can register as a new user.it also provides option for Admin Login
1.2User sign up for the applicants only

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Figure 4 Sign up page for the students
New users can register themselves before proceeding to login page.

1.3 User Login

Figure 5 Login page for the already registered students

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 1.4 Homepage Dashboard for students

Figure 10 Homepage Dashboard for Students

This with the home page for the applicants after they have logged in to the website. In the home
page with where applicants can find an application tab and Bursary tracking tab.

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 1.5 Bursary Form Filling

Figure 11 Bursary Form Filling Page

A student can make his/her application by filling the form that prompts the applicants to enter the
required details.
1.6 Bursary Track

Figure 12 Bursary Tracking Status

Applicants can track their application status as shown in the above picture.

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 1.7 Admin Login

Figure 13 Login page for Admin

Admin can login using his/her registered email address
1.8 Admin Dashboard

Figure 14 Admin Dashboard

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 1.9 Admin Viewing All the Applications

Figure 15 Admin Page displaying all the applications

Admin with able to see all the applications that have already submitted from the applicants
1.10 Admin Awards the Funds to the Applicants

Figure 16 Page for the Admin to Award funds to the applicants

Admin awards funds basing on the application status of the applicants

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REFERENCES
Amollo, B. A. (2007). Role of ICTS in Promotion of Good Governance: Case for Libraries in

Kenya. In KLA Annual Conference.

Kadima, D., & Owuor, F. (2006). The National Rainbow Coalition. The Politics of Party

Coalitions in Africa. South Africa: Konrad Adenauer Foundation, 179-221

Ngacho, C., & Das, D. (2014). A performance evaluation framework of development projects:

An empirical study of Constituency Development Fund (CDF) construction projects in

Kenya. International Journal of Project Management, 32(3), 492-507.

Nyamboga, L. (2017). Constituency bursary fund information management application (Doctoral

dissertation, Strathmore University).

Orera, T. M. (2011). Challenges in the disbursement of Constituency Bursary Fund (CDF) to

public secondary school students in Bobasi Constituency Kenya (doctoral dissertation,

Kenyatta University).

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APPENDICES
Appendix A: schedule

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Appendix B: Budget

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CONCLUSION
Bursary Application System was a web based application system that I developed using PHP
which a server scripting language with other web-page rendering languages such as
HTML,CSS,JAVASCRIPT AND JSON.From the homepage of the application the system
provide the users the links to login to the site as a student or as an admin.Once the student as
logged in to the system he/she can apply for the bursary and submit it, afterwards he/she can
view the application he/she has made and even check the status of the bursary. On other side
Admin with the one who responsible in approving all the applications, he can disapprove or
approve the application depending on the applicant details. He can also allocate loan-bursary
award to student. Through that system the applicants and the CDF officials find it out easy to
manage all applications from there comfort zones and even saves time as compared to manual
application.at the end, that system can perform the tasks accurately as it expected.

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