REHEMA SCHOOLPREFECTS ELECTORAL MANAGEMENT

INFORMATION SYSTEM

A project on the need to computerize the Rehema School Electoral MIS

PREPARED BY:

Ng’ang’a Gloria Wanjiru

INDEX NUMBER:

20406004080

SCHOOL:

Loreto Convent Valley Road School

SUBMITTED TO:

THE KENYA NATIONAL EXAMINATION COUNCIL (K.N.E.C)

YEAR

2019

1
LIST OF FIGURES.......................................................................................................................2
LIST OF TABLES.........................................................................................................................3
ACKNOWLEDGEMENT............................................................................................................4
ABBREVIATION..........................................................................................................................5
1.1 INTRODUCTION...................................................................................................................6
2.1 PROBLEM ANALYSIS..........................................................................................................7
2.1.1 Problem Definition..........................................................................................................................7
2.1.2 Existing System...............................................................................................................................7
2.1.2.1 Methods of Fact Finding..........................................................................................................7
2.1.2.2 Limitations of The Current System...........................................................................................7
3.1.1 Objectives of The Proposed System................................................................................................9
3.1.2 Benefits of The Proposed System...................................................................................................9
3.1.3 Scope of The Proposed System.....................................................................................................10
3.1.4 Feasibility Study............................................................................................................................10
4.1 SYSTEM DESIGN.................................................................................................................12
4.1.1 Rehema School Prefects System Flowchart..................................................................................12
4.1.2 Table Design.................................................................................................................................14
4.1.3 Query Design................................................................................................................................18
4.1.4 Input Design..................................................................................................................................19
4.1.5 Output Design...............................................................................................................................23
5.1 SYSTEM MANUAL..............................................................................................................25
5.1.1 Installation guide..........................................................................................................................25
5.1.2 Loading Process............................................................................................................................25
5.1.3 Report generation.........................................................................................................................33
1.5.4 Navigation Guide..........................................................................................................................42
6.1 MISCELLANEOUS..............................................................................................................43
1.6.1 Conclusion....................................................................................................................................43
1.6.2 Recommendations........................................................................................................................43
1.6.3 Bibliography..................................................................................................................................43

2
 1.6.4 Appendices...................................................................................................................................43

LIST OF FIGURES
Figure 1............................................................................................................................................5
Figure 2............................................................................................................................................6
Figure 3............................................................................................................................................7
Figure 4............................................................................................................................................8
Figure 5............................................................................................................................................9
Figure 6..........................................................................................................................................10
Figure 7..........................................................................................................................................11
Figure 8..........................................................................................................................................12
Figure 9..........................................................................................................................................13
Figure 10........................................................................................................................................14
Figure 11........................................................................................................................................15
Figure 12........................................................................................................................................17
Figure 13........................................................................................................................................18
Figure 14........................................................................................................................................19
Figure 15........................................................................................................................................20
Figure 16........................................................................................................................................21
Figure 17........................................................................................................................................22
Figure 18........................................................................................................................................22
Figure 19........................................................................................................................................23

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LIST OF TABLES
Table 1.............................................................................................................................................9
Table 2.............................................................................................................................................9
Table 3...........................................................................................................................................10
Table 4...........................................................................................................................................10
Table 5...........................................................................................................................................10
Table 6...........................................................................................................................................11

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ACKNOWLEDGEMENT
I want to thank the following for their immeasurable assistance:

1 The Lord God for His help upon my life and his amazing Mercies.
2 My parents Esther and Moses for their unwavering love, support and always believing in
me.
3 Mr.Gitaka, my computer teacher, for availing himself and for his undying support that
has made this project successful.
4 The school principle and administration for providing us with facilities and ample time to
work on the project.
5 My friends and fellow computer students for the healthy competition and support that
propelled me to excel.

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ABBREVIATION
K.N.E.C – KENYA NATIONAL EXAMINATION COUNCIL

RSPEMIS - Rehema School Prefects Electoral Management Information System

MIS - Management Information System

S.L – School Level

F.L – Form Level

C.L – Class Level

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1.1 INTRODUCTION
Rehema secondary school is an educational institution started in 1948 by The Missionaries of
Mercy thus resulting to the name ‘Rehema’. Currently the teachers and administration enter data
and compute information required for their annual elections manually and they find it quite
tiresome and time-consuming

The Rehema school electoral management system makes this easier by minimizing the manual
work, the only manual work remaining being the voting process itself.

The system will maintain records of classes and their respective class teachers, a list of
contestants for each post, a list of electoral positions, a list of students per class, a list of
proposers and seconders, results for each level.

It will not only compute total votes for each contestant at both school and form level but also the
winner for each post and determine the contestants with adequate proposers and seconders

It will generate reports for voters list, list of contestants for each post, list of class teachers, list of
winners for each post, list of spoilt votes from each class, list of contestants and the votes
garnered.

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2.1 PROBLEM ANALYSIS
2.1.1 Problem Definition
The problem at hand is to develop a computerized prefect’s election system that will:
1. Maintain records of classes and respective class teachers.
2. Maintain a list for contestants at each post
3. Compute total votes for each contestant with adequate proposers and seconders.
4. Determine the contestants with adequate proposers and seconders.
5. Generate up-to-date reports.

2.1.2 Existing System

2.1.2.1 Methods of Fact Finding
Interviews

The system analyst interviewed the school administration. (Principal, deputy principal and
academic dean) to get a broader perspective of the school electoral process.

Questionnaire

Structured questions were developed for the students to answer.

A sample of five students per class were sampled to fill in the questionnaire.

2.1.2.2 Limitations of The Current System

 Inaccuracy

The current manual system puts pressure on the administration to be correct in all details of their
work at all times, the problem being that people aren’t perfect however much they wish to be.

 Inconsistency of data entry

Since the entry of data is manual, it is easy to accidentally switch details and end up with
inconsistency in data entry.

This has effect of not only causing problems with the voting process, but also making
information not to be available for proper and accurate reporting.

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  Storage

It takes much effort and physical space to keep track of paper documents, to find information and
keep details secure.

Sometimes crucial documents may be lost as a result of poor storage of data.

This makes the data vulnerable to unauthorized persons.

3.1 PROPOSED SYSTEM

3.1.1 Objectives of The Proposed System

The new proposed system will maintain:
a) A record of classes and their respective class teachers
b) A list of contestants for each post
c) A list of students per class
d) A list of proposers and seconders
e) Results for each level
f) Compute :
a) Total votes for each contestant at both school and form level.
b) The winner for each post
g) Determine the contestants with adequate proposers and seconders

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3.1.2 Benefits of The Proposed System
 Accuracy

The proposed system will be more accurate since most of the functions will be automates thus
minimal errors such as misreading and transposition errors.

In addition, the use of validation rule and validation text will be put in place to minimize wrong
data entry.

 Consistency of data entry

With the new proposed computerized system, switching of details will be a thing of the past,
during data entry.

This will lead to having accurate and up to date reports that are having timely and relevant data
that will make the voting process to be authentic.

 Storage

The new proposed system will bring about efficient and effective storage of data and
information.

This will be a reality since huge physical storage will no longer be needed and retrieval of data
will be easy since search buttons will be incorporated into the system.

Passwords may also be used to deter unauthorized access.

3.1.3 Scope of The Proposed System

i. Teachers, students, contestants, proposers an seconds registration
ii. Vetting of contestants
iii. Results processing for each post

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3.1.4 Feasibility Study
i. Schedule feasibility
The system will take an average of seven months to devlop.

January February March May June July

Problem
recognition
and definition
Information
gathering
Requirement
specification
System
Design
System
construction
System
implementation
System review
and
maintenance
System
documentation
ii. Technical feasibility

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The technology required is readily available and is at a cheap price. The users will require
training for the relevant skills. The required technology includes:

1. Three computers
2. One printer
3. One scanner
4. Four cables
5. Uninterruptable power supplies
The system will use: Microsoft Access
Microsoft word
iii. Operational feasibility
The teachers, students and administration are happy to have a prefect’s electoral system
because:
 It requires basic computer skills in Microsoft word and access.
 It is secure, accurate and easy to understand.

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4.1 SYSTEM DESIGN
4.1.1 Rehema School Prefects System Flowchart

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14
4.1.2 Table Design
Teachers table

Table 1

Field name Data type

Name of teachers Text
TSC number (primary key) Number
Years taught Number
Contact Number
Form given Text
Stream given Text
Department Text

Student table

Table 2

Field name Data type

Students name Text
Students number (primary key) Number
Student age Number
Student gender Text
Student form Text
Student stream Text
TSC Number (foreign key) Number

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 Contestant table

Table 3

Field name Data type

Student name Number
Contestant number (primary key) Text
Student number (foreign key) Number
Student form Text
Student stream Text
Vying level Text
Vying post Text

Proposer and Seconders Table

Table 4

Field name Data type

Proposer/seconder number Text
Proposer/seconder Text
Proposer/seconder name Text
Proposer/seconder form Number
Proposer/seconder stream Text
Contestant vying level Text
Contestant number Text
Contestant vying post Text

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 Tallying table

Table 5

Field name Data type

Tallying number Number
Vetting number Number
TSC number Number
Level Text
Student post Text
Student form Text
Student stream Text
Counted votes Number
Spoilt votes Number

Results table

Table 6

Field name Data type

Result Number Text
Contestant Number Text
Vying Level Text
Vying Post Text
Counted Votes Number
Position Number

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 ERD’s

STUDENT REGISTRATION TABLE

TEACHERS REGISTRATION
Student name
1 TABLE
Student number
1 Teachers name
Student age
TSC number
Student gender
Years taught
Student form
Student stream
00 Contact
Form given
TSC number
Stream given
Department
CONTESTANT TABLE
PROPOSER/SECONDER TABLE
1 Contestant number
Proposer/seconder number
Student name
Proposer/seconder
00 Student number
Proposer/seconder name
Student form
Proposer/seconder form
Student stream
Proposer/seconder stream
00 Vying level
Contestant vying level
Vying post
Contestant number
Contestant vying post

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4.1.3 Query Design
Student Registration Query

SELECT [STUDENT REGISTRATION TABLE].[Student name], [STUDENT

REGISTRATION TABLE].[STUDENT NUMBER], [STUDENT REGISTRATION TABLE].
[STUDENT AGE], [STUDENT REGISTRATION TABLE].[STUDENT GENDER],
[STUDENT REGISTRATION TABLE].[STUDENT FORM], [STUDENT REGISTRATION
TABLE].[STUDENT STREAM], [STUDENT REGISTRATION TABLE].[TSC NUMBER]

FROM [STUDENT REGISTRATION TABLE]

WHERE ((([STUDENT REGISTRATION TABLE].[STUDENT FORM])=[ENTER STUDENT

FORM:]) AND (([STUDENT REGISTRATION TABLE].[STUDENT STREAM])=[ENTER
STUDENT STREAM:]));

Vetted contestant query

SELECT [CONTESTANT TABLE].[CONTESTANT NUMBER], [CONTESTANT TABLE].

[STUDENT NAME], [CONTESTANT TABLE].[STUDENT NUMBER], [CONTESTANT
TABLE].[STUDENT FORM], [CONTESTANT TABLE].[STUDENT STREAM],
[CONTESTANT TABLE].[VYING LEVEL], [CONTESTANT TABLE].[VYING POST],
[CONTESTANT TABLE].[VET?]

FROM [CONTESTANT TABLE]

WHERE ((([CONTESTANT TABLE].[VET?])=Yes));

WINNERS FOR EACH POST QUERY

SELECT t1.RESULT, t1.CONTESTANT, t1.VYINGLEVEL, t1.VYINGPOST, t1.COUNTED,

COUNT(*) AS RANK

FROM RESULTS AS t1 LEFT JOIN RESULTS AS t2 ON (t1.COUNTED <= t2.COUNTED)

AND (t1.VYINGPOST = t2.VYINGPOST)

GROUP BY t1.RESULT, t1.CONTESTANT, t1.VYINGLEVEL, t1.VYINGPOST,

t1.COUNTED;

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4.1.4 Input Design
Teachers form

Name of teacher

TSC Number

Years taught

Contact

Form given

Stream given

Department

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 Student form

Student name

Student number

Student age

Student gender

Student form

Student stream

TSC number
Contestant form

Contestant number

Student name

Student number

Student form

Student stream

Vying level

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Vying post

Proposer/seconder registration form

Proposer/seconder number

Proposer/seconder

Proposer/seconder name

Proposer/seconder form

Proposer/seconder stream

Contestant vying level

Contestant number

Contestant vying post

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 Tallying form

Tallying number

Vetting number

TSC number

Level

Student post

Student form

Student stream

Counted vote

Spoilt votes

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 Results form

Results Number

Contestant number

Vying Level

Vying Post

Counted Votes

Position

4.1.5 Output Design

Teachers report

Name of TSC no Years Contact Form given Stream Department

teachers taught given

Student report

Student Student no Student age Student Student Student TSC no

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name gender form stream

Contestant report

Student Contestant Student Student Student Vying level Vying post

name number number form stream

Proposer and seconder report

Proposer/ Proposer/ Proposer/ Proposer/ Proposer/ Proposer/ Contesta Contesta

seconder seconder seconder name seconder seconder seconder vying nt vying nt
number stream stream level post number

Tallying report

Tallying no Vetting no TSC no Level Student post Student form Student Counted Spoilts votes
stream votes

Results report

Result Contestant Vying Level Vying Post Counted Position

Number Number Votes

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5.1 SYSTEM MANUAL
5.1.1 Installation guide
The requirements needed are both hardware and software:

a) A computer should have windows 7 or above , Microsoft Office- Microsoft Access 2010
b) Have high processing speed of 4ghz or above
c) Have large storage space of around 500GB
d) A printer for production of hard copies, that can print both coloured and black and white
e) Anti-virus software like Avast

5.1.2 Loading Process

 Copy the database system from the CD provided to a suitable location on the hard
disk.
 Clear the Read-Only attribute from the database.
 Remove the CD and start using the system.
Figure 1

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The above is the Splash screen that welcomes the user to the RSPEMIS. The screen disappears
after around 40 seconds.

Figure 2

27
The above is the RSPEMIS switch board that contains all the forms for data entry and reports for
data output.

When the teacher registration form command is clicked the below form appears.

Figure 3

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The above form is for registering new teachers, deleting a teacher who has transferred or
resigned, searching for a teacher by use of teacher number and opening the student form and
teachers report.

When the student registration form command is clicked at the switchboard below form opens.

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Figure 4

The above form is for registering new students, deleting a student who has transferred, searching
for a student by use of student number and opening the contestant form and student or the voters’
list report.

When the contestant registration form command is clicked at the switchboard below form opens.

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Figure 5

The above form is for registering any student who may have interest in being a contestant or
vying for a particular post in one of the levels (SL, FL, and CL). The student is assigned a
contestant number for easy record entry and searching data.

When the seconder/proposer registration form command is clicked at the switchboard below
form opens.

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Figure 6

The above form is for assigning each contestant the proposers /seconders. If the contestant has
the right number of proposers and seconders then the vet checkbox is clicked, however if he/she
does not have the right number then, the check box is not clicked. The form has a search button
to allow the user to easily search for a contestant.

When the votes tallying registration form command is clicked at the switchboard the below form
opens.

Figure 7

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The above form is for tallying the counted votes form each class, as the class teacher avails them.
The form is also for recording the total number of spoilt votes form each class. The form has a
button for finding a teacher for easier data entry.

When the results registration form command is clicked at the switchboard the below form opens.

Figure 8

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The above form is for recording the total number of votes each contestant garnered from the
voters. The total number of votes garnered enables the generation of winners for each post.

5.1.3 Report generation

The reports can be opened or generated either through the forms or through the switchboard.

Figure 9

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When the teacher registration report command is clicked at the switchboard the below report
opens.

Figure 10

35
The above report shows the details of the teachers registered in every form and a summary of the
total number of students per stream and the whole form.

When the teacher registration report command is clicked at the switchboard the below report
opens.

Figure 11

36
The user is expected to enter the student form i.e 4, 3, 2, or 1 then click ok.

The user should enter the student stream i.e A, B, C, D or E then click ok. After clicking ok, the
below report opens.

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38
When the contestant registration report command is clicked at the switchboard the below report
opens.

Figure 12

The above report shows the registered contestants who have interest in vying for positions in the
various levels. The report has been grouped by vying level and vying post.

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When the proposer/seconder registration report command is clicked at the switchboard the below
report opens.

Figure 13

The above report shows the proposers and seconders for each contestant. The total number of
proposers and seconders determines if the contestant will be vetted or not.

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When the vetted contestants report command is clicked at the switchboard the below report
opens.

Figure 14

The above report shows the contestants who have the required number of proposers and
seconders, and they were given a go ahead to contest. The report is grouped by vying level and
vying post.

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When the votes garnered per contestant report command is clicked at the switchboard the below
report opens.

Figure 15

The above report is for getting the total sum of votes each contestant garnered after the voting
exercise. The report is grouped by contestant number and a sum summary of the counted votes
has been effected.

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When the spoilt votes report command is clicked at the switchboard the below report opens.

Figure 16

The above report shows the spoilt votes per class.

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When the winners for each post reports form command is clicked at the switchboard the below
Report opens. The report is grouped by Vying Level and the by Vying Post. It shows the position
each contestant got after counting of votes.

1.5.4 Navigation Guide

Figure 17

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The above commands are found in almost all the forms, they enable the user to go to the next
record or the previous record.

6.1 MISCELLANEOUS
1.6.1 Conclusion
If the new system is to be implemented the accuracy, relevance and completeness of data will be
experienced. The data integrity of the electoral system will also be enhanced. Finally the security
of the data will also be seen as it will be difficult to edit data. Finally the system will help save n
storage space.

1.6.2 Recommendations
The Rehema School to buy more computers, and have a generator for power backup. The
teachers and the administration also need to be trained on how to use the electoral system.

1.6.3 Bibliography
This system is a success due to reference from the following books:

Computer studies book 4 by Mr. John Onunga

K.C.S.E Computer Studies (project) by David.W.Okoth Kudi

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1.6.4 Appendices
Appendix 1

Attached below are the facts finding methods I used.

Sample Questionnaire

REHEMA SCHOOL ELECTORAL SYSTEM

Date:_____________

Introduction: A computerized electoral system is being designed. Kindly answer the

following questions.

Q1: How often should the student details be updated?

Annually Every month Every term

Q2: How accessible should this information be?

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 Interview sample

Interviewee name:________________ interviewer: Gloria Ng’an’ga

Date:___________________________

Time:___________________________

Place:___________________________

Subject:_________________________

Time allocated Question 1 Interviewee response

3min What are the challenges you face
by using the current manual
system?
Question 2
3 min What are your expectations
concerning the new system?
Question 3
1 min Do you have faith in the
upcoming electoral system?

47