GUIDELINE FOR VICTORY SCHOOL CLUB MEMBERSHIP SYSTEM
KCSE 2025
This guideline is designed to help you comprehensively create and document the Victory School
Club Membership System project using Microsoft Access for database development and
Microsoft Word for documentation. Follow this detailed structure for both milestones:
Milestone 1 (Documentation) and Milestone 2 (Database Development).
PART 1: Documentation Guideline
Chapter 1: Introduction
• Overview:
Discuss the importance of co-curricular activities in schools and the challenges of
managing club operations manually. Introduce the project as a solution to streamline
these processes.
o Objective: Automate and manage club membership, finances, activities, and
reports efficiently.
• Problem Statement:
Describe the inefficiencies of manual systems (e.g., lack of accurate records, difficulty in
tracking finances).
• Scope of the Project:
o Focus on student membership, club activities, finances, and reports.
o Include system users like students, patrons, and administrators.
Chapter 2: System Analysis
• Functional Requirements:
o Manage club memberships, roles, and activities.
o Automate fee payment tracking.
o Generate reports (e.g., financial summaries, activity logs).
• Non-Functional Requirements:
o Ensure data security and integrity.
o User-friendly interfaces for data entry and report generation.
• Feasibility Study:
o Technical Feasibility: Justify the use of Microsoft Access for its simplicity and
features.
o Operational Feasibility: Highlight how the system solves real challenges faced
in club management.
Chapter 3: System Design
• System Architecture:
o Describe the relationship between tables, queries, forms, and reports.
o Use Data Flow Diagrams (DFD) or Entity-Relationship Diagrams (ERD) to
visualize data movement.
• Database Design:
o Define tables (e.g., Clubs, Membership, Activities, Finance).
o Establish relationships between tables (e.g., one-to-many relationships).
Chapter 4: System Construction
• Database Tables:
Create tables for:
o Club Details: Store club names, patron details, and registration fees.
o Membership: Capture student details and roles.
o Club Activities: Record activity names, dates, and generated revenue.
o Finance: Manage funds from registration and activities.
• Queries:
o Finance Queries: Calculate total revenue, expenditure, and savings.
o Membership Queries: Retrieve lists of members per club and their roles.
o Club Fee Queries: Summarize collected registration fees.
• Forms:
o Membership Form: For adding student details.
o Club Activities Form: For recording events and their outcomes.
o Finance Form: For managing fee payments and expenditures.
• Reports:
o Generate reports for financial summaries, activity participation, and membership
details.
Chapter 5: User Manual
• Software Requirements:
o Microsoft Access 2016 or later.
o Windows 10 or later.
• Hardware Requirements:
o Minimum 4GB RAM and 100GB storage.
• Instructions for Users:
o Step-by-step guide to register new members.
o Procedure for recording activities and tracking finances.
o How to generate and print reports.
Chapter 6: System Implementation
• Deployment:
Outline steps for installing the database on school systems.
• Testing:
Test all database components (e.g., tables, queries, and forms) for functionality and
accuracy.
Chapter 7: System Review and Recommendations
• System Review:
Discuss system performance and user feedback.
• Recommendations:
Propose future enhancements (e.g., integration with other school systems).
Chapter 8: Conclusion
Summarize the project’s goals, achievements, and how it solves the challenges of manual club
management.
Bibliography
Include references used during the project.
Appendix
Provide supplementary materials such as:
• Screenshots of the database system.
• Data Flow Diagrams and ERDs.
• Testing results.
STUDENT GUIDELINE FOR THE VICTORY SCHOOL CLUB
MEMBERSHIP SYSTEM (DATABASE SYSTEM - MILESTONE 2)
This guideline serves as a comprehensive step-by-step guide for Milestone 2 of your Victory
School Club Membership System project. It focuses on the database system and covers all
essential components, including tables, queries, forms, reports, and relationships. The goal is
to ensure your system works seamlessly, offering smooth data management and retrieval.
1. Dashboard and Startup Menu
Objective:
When the user opens the system, they should be greeted with a Startup Menu, followed by a
Dashboard. The Dashboard will contain buttons that link to different forms and functionalities
in the system.
Creating the Dashboard:
1. Create a New Form:
o In Microsoft Access, start by creating a new form called Dashboard. This form
will serve as the homepage of your database system.
2. Add Buttons:
o On the Dashboard, add Command Buttons for each major function in your
system. The buttons should correspond to the following forms: ie.
▪ Student Form
▪ Club Activities Form
▪ Club Finance Form
3. Link Buttons to Forms:
o Use the On Click event to link each button to its corresponding form.
o Example: When the user clicks on the "Student Form" button, the Student Form
should open for data entry.
4. Style the Dashboard:
o Customize the design of the Dashboard. You can add titles, images, or colors to
make the user interface visually appealing and user-friendly.
2. Tables
Objective:
Tables store data in your database and are crucial to the functioning of the system. In this system,
several tables will be needed to store information about students, clubs, patrons, activities, and
finance.
Key Tables: ie.
1. Club Activities Table:
o Purpose: To store information about each club's activities, such as fundraisers or
events.
o This table should link to the Club Table and store details about each activity's
amount collected.
2. Club Details Table:
o Purpose: To store basic information about the clubs, including the name,
registration fees, and associated patron.
3. Club Finance Table:
o Purpose: To track financial data for each club, including total revenue, expenses,
and savings.
3. Queries
Objective:
Queries are used to retrieve, filter, and display data from your tables. These queries are essential
for managing and summarizing the data.
Key Queries:
1. Club Fees Query:
o This query will retrieve the registration fee for each club to ensure students pay
the correct amount.
2. Club Financial Summary:
o This query will summarize the financial details for each club, showing total
revenue, expenses, and savings.
3. Membership Query:
o This query will provide a list of students and the clubs they are associated with,
including their roles (Regular/Executive).
4. Student Query:
o This query will list students alongside their details, such as the clubs they belong
to and their membership status.
4. Forms
Objective:
Forms allow users to input and view data in a structured, user-friendly interface. Below are the
essential forms you need to create.
Key Forms:
1. Client Categories Form:
o Allows for data entry regarding student categories and their roles within clubs.
2. Club Activities Form:
o Enables data entry of activities carried out by clubs, such as fundraising events or
tournaments.
3. Club Finance Form:
o Allows users to input financial information related to clubs, including revenue,
expenses, and savings.
4. Fee Payment Form:
o Facilitates the entry of payment information for student club registration fees.
5. Reports
Objective:
Reports are generated to display and summarize data in a print-friendly format. They offer
insights into student memberships, finances, and club activities.
Key Reports:
1. Student Report:
o A report that lists all students, their class, and the clubs they belong to.
2. Club Membership Report:
o This report shows which students are members of which clubs and includes their
membership role (Regular/Executive).
3. Patrons Report:
o A report that lists the patrons (teachers) responsible for each club.
4. Club Financial Summary Report:
o Summarizes the financial situation of each club, including total revenue,
expenses, and savings.
6. Relationships
Objective:
Relationships in a database help link data across different tables. Establishing relationships
between your tables is essential for proper data management and query performance.
Key Relationships:
1. One-to-Many Relationship:
o Between Clubs and Memberships: A club can have many members, but a
membership can only belong to one club.
2. Many-to-Many Relationship:
o Between Students and Clubs: A student can belong to multiple clubs, and a club
can have multiple students. This relationship is facilitated by the Membership
Table.
3. One-to-One Relationship:
o Between Clubs and Patrons: Each club is overseen by a patron (teacher), and
each patron is responsible for one club.
7. Final Testing and Evaluation
Before final submission, ensure that the system is fully functional:
1. Test Each Form:
o Verify that data can be entered and updated correctly through the forms.
2. Check Queries:
o Ensure that queries return accurate and meaningful data.
3. Test Reports:
o Confirm that reports display the correct summary data.
4. Check Relationships:
o Validate that relationships between tables are correctly established and data flows
properly between them.
8. Additional Resources
If you face challenges while building your system, don’t hesitate to reach out for assistance:
• WhatsApp Support: 011-5475543
• Website: [Link]
By following these steps and guidelines, you will be able to create a functional and efficient
Victory School Club Membership System that meets all project requirements. Good luck with
your KCSE 2025 project!
