Title:Mwanzo Baraka Management Information System
Title:Mwanzo Baraka Management Information System
ADIMISSION: BIT/2018/85478
Declaration
I Basil Mutuku declare that this is my work which has never been presented to the Kenya National
Examination Council.
Acknowledgement
I like to appreciate my loving caring family in seeing me through my education and caring for me all the
way through school. I like to express my gratitude to the school for providing the adequate resources
enabling me to excel in all fronts on the development of this project.
Most of all I would like to thank God for bringing me this far.
Abstract
The system has been developed to look into the management and improvement of the economic status of
its members through the pooling of financial resources.
The system will prove useful in showing its capabilities in data input, data processing and report
generation in the areas needed in expertise of the system.
Contents
Declaration. 2
Acknowledgement. 3
Abstract. 4
CHAPTER:ONE. 7
INTRODUCTION.. 7
Background. 7
Organisational structure. 8
Problem statement. 9
Objectives. 9
CHAPTER TWO.. 11
LITERATURE REVIEW... 11
CHAPTER THREE. 12
SYSTEM ANALYSIS. 12
Introduction. 12
Terms of reference. 13
Success Restraints. 13
Advantages of Terms of Reference. 13
Scope. 14
Professionals. 14
Feasibility study. 15
Requirements specifications. 16
CHAPTER FOUR. 18
Questionnaires. 18
Interviews. 18
Conclusion. 19
Recommendation. 20
References. 21
CHAPTER:ONE
INTRODUCTION
It has become a necessity to computerize manual systems to replace them with computerized
systems.This system/project is with the aim of applying the computer skills in order to meet
information needs,improve productivity and also with the ability to provide basic skills to new
system and new software of Mwanzo Baraka Management Information Sytem.This
documentation is used in Mwanzo Baraka and details on how to come up with a computerized
management system.The chapter deal on specific topics,the reason that made the analyst to come
up with the solutions for this problem.The system has the capability to cater for;membership
registration,loan allocation,insurance,production of immediate receipts after payment and
production of members financial statements.
Background
Mwanzo Baraka Organisation is a self-help group which started the year 2001 with the aim to
improve the economic status of its members through pooling of financial resources. The
organization sustains itself through registration fee of its members, monthlycontributions,
interest incurred through loans given to members and penalties for delayed payments. The
members benefit by getting cheap loans from the organization.Membership is of two
types;individual and group where individual membership is upon a registration fee of Ksh.2000
and capturing of member personal details .Group membership is upon a registration fee of
Ksh.1000 and group details and those of its individual members are captured.An individual
member contributes a monthly shares of not less than Ksh.1000 and those registered under group
contributes a monthly shares not less than Ksh.1000 where Ksh.200 is the group share
contribution by the member.
All monthly contributions are treated as shares and attract annual dividends.Members can borrow
loans based on there total shares where individual membership is loaned upto three times there
shares attracting an interest rate of 1.2% per month on principal amount borrowed payable within
a period not exceeding three years.Members registered under group can be loaned upto four
times there total share contribution attracting an interest rate of 1% per month on principal
amount borrowed and repayment period not exceeding four years.A group can also get a loan
amounting to three times the group total share contribution which attracts interest rate of 0.8%
payable within five years.
Any defaulted payments are penalized at a rate of 10% per month.Every end of year,the
organization determines the total interest charged on all loans and total penalties of defaulted
amount.Where 60% of this amount is paid as dividends to share holders each getting amount
proportional to their share contribution and the balance is retained to run the organization.The
reasons which have led to computerization is to improve custoners service
in;membership,allocation of loans repayment of loans and production of member statements.
Organisational structure
REPRESENTATIVES
SUPERVISOR Y COMMITTEE
CREDIT COMMITTEE
CENTER REPRESENTATIVE
MANAGER
INTERNAL AUDITOR
HEAD OF IT
HEAD Of CREDIT
AGM
BOARD OF MANAGEMENT
ASSISTANT OF IT
ACCOUNTANT
CREDIT OFFICER
ASSISTANT ACCOUNTANT
The operation of the exisiting system is manual hennce itss operation is done manually
ie.membership records are stored manuallly in files and its very difficulty to trace a members file.The
allocation of loans is taking a extremely long time for the loans to be disbursed and therefore a need
for a computerised systsem which will be able to solve all thios with accuracyness and completeness.
Problem statement
As a researcher I noted that the owner and other workers in the business are facing
challenges when entering data relating to customers details and retrieving of reports.
They face the challenge of retrieving these details since they are stored on written
materials which at some time might get lost.
Objectives
General objectives
1. To provide a system that will establish the smooth flow of information from the
manager to the other departments within the Mwanzo Baraka Organization.
2. To provide a system that will enhance fast access of information and retrieval of
data.
Specific objectives
1. Create a system that will be able to capture all details customers in Mwanzo
Baraka Organisation.
2. Develop a system that will be able to access, maintain and update date very
fast to prevent huge loss of time.
3. Develop a system that will minimize fraud practices of company files and
information.
4. Develop a system that will produce will provide a low cost of operation and
maintenance hence return on bigger investment to the organization.
5. Develop a system that will be a error free zone during transaction processing
based on accuracy of system software and hardware.
6. Develop a system that will provide data security whereby;
As a researcher, it took me time to study the organization system and come up with a
new system that will solve the problem the organization is facing.
It also cost the researcher a lot of money since the researcher had to travel from
residential area of study to where the business organization is located.
· Proper output of data hence all records can be easily accounted for in
printed form.
CHAPTER TWO
LITERATURE REVIEW
Litereature review is important in research as Bob collymore he says that,the greatest thing about
the computer is that no matter how much you staff into,it does not get bigger or heavier.This
quote support the fact that the system is capable of holding large amount of data thus reducing
paper work.
The research carried out by Koshy(2005) state that it can enhance ones understanding of the
issues associated with the topic and it can also help one to sharpen the focus of his/her study as
such effort will help one gain ,ore insight into the topics as well as guide him/her in the persuit of
fruitfull activities.
James martin an administrator at Michigan compus said that”computer has become a way of life
for todays high society”.Many aspects of modern life that we have come to accept as common
world would not be possible if there where no computers.Todays computer are used extensively
in many araes of business,industry and science education.His word prooves that the
computerised system is superiour than the traditional manual filling system in our modern
world.The manager of Imani childrens home is generally more rewarding in terms of personall
satisfaction than momentary benefit.The manager manages all administrative duties,funding
marketting and management of the childrens home.The manager is responsible for maintaining
the childrens home to source funding.Through this the Imani childrens home will be able to
achieve accuracy,transparency for easy input and output of data,faster retrieval of data and data
security will be a major advantage over the manual traditional system.
On physical needs Nyongesa (2007) sate that these are the basic physicological neccesities such
as food,shelter and cloothing.When basic phyisicological needs are satisfied,a new level need
securty and safety together with a sence os belonging together becomean important motivating
factor.
CHAPTER THREE
SYSTEM ANALYSIS
Introduction
i.
The objectives of the system analysis
1. Tables and charts were used to test for duplication and omission in the existing manual
system.
2. Traced information flow and the problem was identified.
3. Verification of accuracy, validity and speed of collection of input data was checked upon.
4. The assessment of the flexibilities and rigidities of the existing system and whether it was
meeting the set objectives.
1. Though it was really hectic when analyzing, sincerely appreciated the fact that analysis is
advantageous.
2. Following a methodology that had been proven and tested resulted to a successful outcome.
3. It had minimized chances of risks of the project running over time and budget because of the
underlying issues in the existing system.
4. The information received from the requirements determination enabled to build models to
represent the current system and proposed system; that is dataflow diagram, flowcharts and
entity relationship diagram.
Terms of reference
This is a document written to describe the purpose and structure of the entire project so as to
accomplish the project goal. Terms of reference is a guideline on how the Mwanzo Baraka
owner and other employs make decisions and work together. Terms of reference for
Mwanzo Baraka Managaement Information System shows how its scope was defined,
developed and verified .It also include success factors and risks of restraints.
The purposes for studying the system was to know how it works and know the advantages of
the new system, how it works to make the working easier like issues dealing with estate
management like sourcing for potential tenants, receiving payments and allocating houses in
estates on behalf of the landlords. The proposed system aims to meet objectives like;
querying about the availability of books, fast processing and delivery of services, provision
of information, security, and accuracy in sale calculations. The system is not only limited to
Baraka owner and employs, but to everyone else.
Success Restraints
The time stipulated for the realization of full operational system is limited and this is meant
within that stipulated time.
1. It set a roadmap and gives a clear pathway for progression of activities in
developing the system.
2. There is a clear definition of scope hence working forward the objectives and
deliverable was very easy.
3. Roles and responsibilities are clearly defined hence less time taken to realize
defined results.
4. There is easier update of files and also faster registration for new tenants and
landlords.
5. There is data security by use of passwords audit trial and hence no authorized
access to the computer.
Scope
Professionals
System designer
§ Write and test plans and coordinate with users to ensure that the system of the
Baraka Bookshop management system is thoroughly tested and operating effectively
§ They draw up detailed design documentation including charts and diagrams that
indicate the various components involved in Mwanzo Baraka Managaement
Information System enabling Mwanzo Baraka limited managers and users to better
understand how the system operates.
§ Talk with other team members’ analyst and programmers to ensure functionality
according to systems specification and develop solutions as problems or issues arise
in the proposed Mwanzo Baraka Managaement Information System
System analyst
§ He reviews the current manual system used by Mwanzo Baraka to make
recommendation on how to replace it with a more efficient one that is computerized.
§ Work with programmers to construct Mwanzo Baraka Managaement Information
System helping them identify problems that are in the system.
§ Coordinating training for users of the new proposed Mwanzo Baraka Managaement
Information System
System Administrators
§ They set up security measures needed to control access to data and information in
the proposed Baraka Bookshop management system.
§ They keep the database system up to date by adding new records modifying or
deleting unnecessary records in the proposed Mwanzo Baraka Management I
Information System
System users
§ They enter data in system through the use of system forms which will be then
stored in a database.
Feasibility study
This is a special study carried out to establish the costs and benefits of a new system.
Technical feasibility
This is an evaluation to establish whether a system can be technically built. The output of data required is
possible to ensure tangible results required from the report.
Economic feasibility
This is an evaluation to determine whether the system is economically acceptable to the organization. It
looks at the financial aspects of the project. For this project the budget will be managed effectively.There
will be purchasing of hardware and software and services to hired, hence all will be deemed useful.
Operational feasibility
This is an evaluation to determine whether the system is operationally acceptable to the organization.
Schedule feasibility
This is a time evaluation. It helps determine whether if the time allocated is proper, 7 months seems
adequate for the build-up of this system as I have prepared the time allocation below;
1 -3 MONTH
st rd
Problem recognition and definition, Information
gathering
4 -5 MONTH
TH TH
Requirements specification, System design
6 -7 MONTH
TH TH
System construction, System implementation
Office Stationery& The use of ledgers, writing books, writing pens, drawing Ksh. 15,000
Equipment boards, Presentation boards
Office Rent Medium sized Office measuring approximately 30m by Ksh. 45,000
25m.
Staff Salaries Office Assistants (3), Secretary (2), Manager (1) Office Assistants’
Salary
(3 x ksh.40,000 = ksh.
120,000)
Secretary’s Salary
(ksh. 45,000)
Manager’s Salary
(ksh. 60,000)
TOTAL = ksh.
Miscellaneous Costs This could be for emergency cases in the case of Ksh. 15,000
accidents, allowances.
Requirements specifications
Output specifications
For the development of this computerized system the following outputs are required;
List of demand.
The outputs will be recognized as tabulated data, also reports can be taken up to trace all needed output to
ensure accountability of the computerized functions of the system.
Input specifications
+
Through the development of this computerized system, the inputs identified are;
The best of the best would be required in running this computerized system. In hardware options the
following would be considered;
CHAPTER FOUR
DATA ANALYSIS AND FINDINGS
Questionnaires
These are a set of special purpose questions given via forms to be filled in. They can be closed or open-
ended questions or both.They serve well in collecting data from users of a specific system and get back
informative feedback. The responses are quick and can be easily tabulated from questions given.
Interviews
These are talks carried out by interviewers to the people in authority or people been offered the services
in question. The interviewer commonly gets direct information that deems useful.
Conclusion
The proposed system is of significance to management of the Sacco. The system has fulfilled all the
objectives set out in the requirements specifications despite the challenges passed.
The achievements outlines that computers are much faster than manual operations initially done by the
staff and hence faster speed of processing ensured efficient work flow.
Recommendation
The system has proved useful in managing large amounts of data, especially in processing records and
producing quality outputs.
References
1. Geoffrey Chemwa, Stephen Mburu : Longhorn Secondary, Computer Studies, Book 4.
2. Highflier Series, KCSE Revision In Computer Studies for Forms 1-4.