NAIROBI TECHNICAL COLLEGE

DOCUMENTATION FOR: KOKO MANAGEMENT SYSTEM

(CASE STUDY: BLESSED MINI MART KIMBO)

PRESENTED BY: SHADRACK REGINAH KYAMBI

INDEX NO: 2060010742

UNIT NAME: TRADE PROJECT

UNIT CODE: 2920/308
SUPERVISOR: MR KENNETH

TRADE PROJECT PROPOSAL: SUBMITTED TO KNEC AS PARTIAL

FULFILLMENT FOR THE AWARD OF DIPLOMA IN INFORMATION
COMMUNICATION TECHNOLOGY
EXAMINATION SERIES, JULY 2022
 DECLARATION
This research project is my original work and has not been presented for any award in any
institution of higher learning

Sign………………………………………………. date…………………………………….

Name: SHADRACK REGINAH KYAMBI

ADM: 112455

DECLARATION BY THE SUPERVISOR

This research project has been submitted for examination in nibs’ technical college with my
approval as the supervisor

Sign………………………………………………… date……………………………………….

Name: LEC KENNETH

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 DEDICATION
I dedicate this particular project to my loving parent’s Shadrack Matuku and Emily Mutemi for
enabling me to reach this far and paying for my school fee and also for moral support throughout
the period of my studies. I also dedicate this work to the whole fraternity of Nibs technical
college for always allowing me in school at the difficult times

Lastly I would like to dedicate it to my supervisor Mr. Kenneth for taking me through the entire
time correcting me and making sure I have accurate work.

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 ACKNOWLEDGEMENT
I would like to acknowledge my beloved family members for their financial and moral support
toward ensuring that this project is successfully.

I also take a chance expressing my gratitude to NIBS technical college for provision of an
excellent learning environment and all lecturers involved especially my supervisor Mr. Kenneth
who made sure that the work done in this project meets the required standards.

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 LIST OF FIGURES
Figure 1: conceptual......................................................................................................................10
Figure 2: Agile...............................................................................................................................14
Figure 3: Customer preferred mode of interaction with the company...........................................19
Figure 4: Koko staff responses on preferred gas ordering.............................................................20
Figure 5: System architecture........................................................................................................22
Figure 6: Admin flowchart............................................................................................................23
Figure 7: Dataflow diagram...........................................................................................................23
Figure 8: System chart...................................................................................................................24
Figure 9: Login interface...............................................................................................................27
Figure 10: Customers registration screen interface.......................................................................28
Figure 11: Delete screen interface.................................................................................................29
Figure 12: Gas sales report............................................................................................................29

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 List of Tables
Table 1 project resources.................................................................................................................5
Table 2 project budget.....................................................................................................................6
Table 3project schedule...................................................................................................................7
Table 4: no. of customers...............................................................................................................19
Table 5: no. of staff........................................................................................................................20
Table 6: process and dataflow diagram.........................................................................................21
Table 7: table structure for users...................................................................................................24
Table 8: table structure for table credits........................................................................................25
Table 9: table structure for customers...........................................................................................25
Table 10: table structure for deposits.............................................................................................26
Table 11: data dictionary...............................................................................................................26
Table 12: gant chart.......................................................................................................................36

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Table of Contents
DECLARATION............................................................................................................................ii

DEDICATION...............................................................................................................................iii

ACKNOWLEDGEMENT..............................................................................................................iv

ABSTRACT...................................................................................................................................xi

1.0 INTRODUCTION.................................................................................................................1

1.1Back Ground of the Study.......................................................................................................1

1.2Problem Statement..................................................................................................................2

1.3Solution...................................................................................................................................3

1.4Project Objectives...................................................................................................................3

1.5Research Questions.................................................................................................................3

1.6Significance of the Study........................................................................................................4

1.7Limitations of the Study..........................................................................................................4

1.8Project Scope...........................................................................................................................5

1.9Project Resources....................................................................................................................5

1.10 Project Budget......................................................................................................................6

1.11Project Schedule....................................................................................................................7

CHAPTER TWO.............................................................................................................................9

2.0 LITERATURE REVIEW......................................................................................................9

2.1 Introduction............................................................................................................................9

2.2 Conceptual Framework..........................................................................................................9

2.2.1 Customer Details...........................................................................................................10

2.2.2 Assets Management.......................................................................................................10

2.2.3 Finance/Project Management........................................................................................11

2.2.4 Reports Generation........................................................................................................11

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 2.3 Critique of the Existing System...........................................................................................11

2.4 Summary..............................................................................................................................11

2.5 Research gaps.......................................................................................................................12

CHAPTER THREE.......................................................................................................................13

3.0Research methodology..........................................................................................................13

3.1 Introduction..........................................................................................................................13

3.2 System Development Methodology.....................................................................................13

3.2.1 Agile model...................................................................................................................13

3.2.2 Sequential steps taken in agile model............................................................................14

3.3 Advantages of Agile Methodology..................................................................................16

3.4 Disadvantages of Agile Methodology..............................................................................16

3.5 Justification..........................................................................................................................17

4.0 DATA COLLECTION, ANALYSIS, SYSTEM DESIGN AND INTERPRETATION........18

4.1 Introduction..........................................................................................................................18

4.2 Analysis based on research questionnaires..........................................................................18

4.2.1 Response Rate...................................................................................................................18

4.2.2 Respondents’ Responses...............................................................................................18

4.2.3 Conclusions.......................................................................................................................20

4.3 System Specification............................................................................................................20

4.3.1 Functional Requirement................................................................................................20

4.3.2 Non-Requirement functions..........................................................................................21

4.4 SYSTEM DESIGN..............................................................................................................21

4.4.1 PROCESS AND DATAFLOW DIAGRAMS..................................................................21

4.4.2 ARCHITECTURAL DESIGN......................................................................................22

4.4.3 SYSTEM ARCHITECTURE...........................................................................................22

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4.4.4 USECASE LOGIN FOR TENANTS...............................................................................22

4.4.5 OVERALL USECASE / SYSTEM FLOWCHART........................................................23

4.4.6 DATA FLOW DIAGRAMS.............................................................................................23

4.4.7 SYSTEM CHART............................................................................................................24

4.5 DATA DESIGN...................................................................................................................24

4.5.1 DATABASE TABLE SCHEMA......................................................................................24

Table structure for table users....................................................................................................24

Table structure for table credits.................................................................................................25

Table structure for table customers............................................................................................25

Table structure for table deposits...............................................................................................26

4.6 DATA DICTIONARY.........................................................................................................26

4.7 SYSTEM INTERFACES.....................................................................................................26

5.0 SYSTEM CODE GENERATION AND TESTING, CONCLUSION AND

RECOMMEDATIONS..............................................................................................................27

5.1 Introduction..........................................................................................................................27

5.2 System Code Screen Shots Generation................................................................................27

5.2.1 LOGIN INTERFACE.......................................................................................................27

5.2.2 CUSTOMER REGISTRATION SCREEN INTERFACE...............................................28

5.2.3 DELETE SCREEN INTERFACE....................................................................................29

5.2.4 GAS SALES REPORT.....................................................................................................29

5.3 CONCLUSIONS AND RECOMMENDATIONS..............................................................30

5.3.1 CONCLUSIONS...............................................................................................................30

5.8 RECOMMENDATIONS.....................................................................................................30

APPENDICES...........................................................................................................................31

GANT CHART..........................................................................................................................36

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References..................................................................................................................................37

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 ABSTRACT
The project entitled “KOKO MANAGEMENT SYSTEM” is done to make the manual process
easier by making it a computerized system for billing and maintaining stock.
The Koko Agencies get the order request through phone calls or by personal from their
customers and deliver the Koko gas cylinders to their address based on their demand and
previous delivery date. This process is made computerized and the customer’s name, address and
stock details are stored in a database. Based on this, the billing for a customer is made simple and
easier, since a customer order for gas can be accepted only after completing a certain period from
the previous delivery. This can be calculated and billed easily through use of Koko management
system.

There are two types of delivery like domestic purpose use delivery and commercial purpose use
delivery.
The bill rate and capacity differs for both. This will be easily maintained and charged
accordingly. The stock of gas and all its details are processed swiftly compared to manually one.
With this koko management system will cotribute to increase in number of people who are using
Koko gas since it will be easy for them to order for the koko and faster delivery, since the
existing method is not working well.

Equally people are adopting the use of technology in the various ways to ensure there is advance
method of serving customer depending on their various needs of Koko gas. There is also need of
well record keeping on Koko management thus koko System will help to cater all this and also
save on time and cost.
The main aim of this KOKO MANAGEMENT SYSTEM therefore is to ensure effectiveness
and efficiency, also ensuring better management of data, information of customers, employees
and regular events such as selling and buying of Koko Gas and Koko fuel in reduction to manual
work.

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 CHAPTER ONE
1.0 INTRODUCTION
Online KOKO registration system is project that is used to keep and maintain the complete
record of KOKO. This project is to keep the records of; customers, branches, booking and
connection. The main purpose of the proposed project is to develop website which provides all
information related to KOKO cooker gas. The admin can manage all the information and after
login he/she can also edit, delete and update customer’s details such as name, phone, facility,
email, address etc.

1.1Back Ground of the Study

Koko launched at Nairobi in June 2019, Grey Murray is a CEO of KOKO which operates in
Kenya. KOKO is mainstreaming liquid bio-ethanol cooking fuel as a fast safe and affordable
alternative to dirty cooking fuels such as charcoal. KOKO builds technology for life in the world
fastest growing cities, many of which face a major problem with dirty cooking fuel. KOKO fuel
delivers a low cost clean bioethanol cooking fuel via network of “KOKOpoint” clean fuel ATMS
hosted inside local corner stores. In cities across sub Saharan Africa, charcoal, fuel wood and
kerosene dominate the market for cooking fuel with a devastating impact on the environment and
public health.

The Africa report that electrification is often seen as the key threshold in tackling poverty in
Africa, but a start-up in Nairobi is challenging that assumption by distributing ethanol as fuel for
cooking. Greg Murray the CEO of KOKO says that, dirty fuels dominate the cooking market in
Africa’s 40 largest cities. Only the affluent can afford to use gas for cooking, with charcoal and
kerosene used by those at the bottom of the urban pyramid. Such fuels are major contributors to
respiratory diseases, carbon emissions and deforestation.

Koko is Africa leading climate tech consumer platform driving the switch from deforestation-
based. It has pattered with vivo energy which distributes Shell and Engen fuels in Africa. Murray
says KOKO employs about 500 staff and draws its investors from mainly African family offices
as well as venture capital funds. Murray says that no prospect of cheaper electricity is able to
undercut ethanol and KOKO will be much cheaper than an electric one.

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1.2Problem Statement
According to Murray the transaction of information via the internet is not always completely
secure though one can do all the best to protect personal data. Strict procedures and security
features aimed at preventing unauthorized access. Koko can course loss or damage arising from
or incidental to use, collection, processing and sharing of customer information.

Koko network limit recognizes of who collected the service, which Koko shares it with and for
what purpose hence this making it difficult for the employers to deal with customers. Some
customers uses wrong information to login to Koko application hence this is taken as a serious
problem in KOKO network since incase of any false information this can cause a large damage
to Koko network and therefore false information is considered as an act to defraud KOKO.

Furthermore Koko is only responsible for the internal security of the information hence some
employees end up violating KOKO privacy polices this causes a large loss in the Koko company
and also to some customers where by customers end up losing their login account and also
making it difficult to login to the system accurately. A good system will help to reduce this
problem by ensuring that all the details are safe for the purpose of keeping Koko upgraded and
more marketable across the world. (In case relevance to challenges facing my case study Koko),
an Online Koko Management system that works out their condition is required.

The purpose of this research is to design and implement an Online Koko Registration System
that seeks to solve the problem which majorly falls under the customers care desk as well as in
management of various Koko tasks. The system will be having no defects whereby every one
needed to use the system will be made aware and informed of the outcomes and status of the
same. Today we have most of people who need to use Koko but there are some of problems as
above which makes people not to be suitable with Koko. If these problems can be ignored,
KOKO needs may miss to be met.

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1.3Solution
Majory, the proposed solution is to develop a system automates quite a number of a online Koko
registration and control activities that has not been effectively achieved by help of other systems.
This system work towards achieving as stated below;

i. System that will allow registration of new members, activating and deactivation of the
members and upgrade the records in the database.
ii. System that enhances mode of Koko finance management.
iii. Have a feature that helps in management of various Koko projects.
iv. System that implement the mode of controlling the Koko day to day activities.
v. System that allows generation of various reports depending on need.

1.4Project Objectives
The following are general project objectives;

i. To develop a system that allows the registration of new members, activation and
deactivation of members and updates the record into the database.
ii. To allow participants to sign up when and where it is most convenient for them from any
internet.

The following are specific objectives;

i. To develop a system that allows generation of reports based on user request.

ii. To maximize participation and improve marketing capabilities.
iii. To secure online payment processing 24/7.
iv. To ensure there is proper time management.

1.5Research Questions
i. Does the Koko face challenges in manual registration and management of record?
ii. Does the employee’s manage to sign up using any internet?
iii. Does Koko project management ensure there is proper time management?
iv. Is there any improvement of marketing capabilities?

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1.6Significance of the Study
The study will be undertaken to improve life for everyone in the world’s fastest markets starting
in Kenya and starting with Koko fuel, furthermore the study will be also based on the aim of
reducing deforestation crisis for so many counties. The Koko registration system will increase
the capability to meet the huge demand that exists across numerous emerging markets.

The solution aimed to be brought by online Koko registration system is includes the customers,
finance, project, assets management and generation of various reports as required by the Koko
Company. Through the use of system Koko client will be in a position to know the exact number
of members who are lodging in and using Koko in a particular area this making it easy for follow
up purposes if needs arises.

The people expected to take care of system are Koko stakeholders. This ensures that there is a
confidentiality of the data stored in the database. Moreover the system will require login
credentials whenever a stakeholders needs to sign in.

1.7Limitations of the Study

i. Access to the illiterate –this might be a big problem when addressing the people who do
not know to read and also to write.
ii. Financial resource- money will be needed to purchase the necessary equipment for the
study to purchase specific statistical software.
iii. Equipment-the type of devices which can be required will influence the study results
hence failure to choose equipment wisely can lead to limitation in the study.
iv. Time- unlimited time will lead to incorrect data based on the research since the later the
research the poor the information one can get.

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1.8Project Scope
The research will be carried out at Koko Network Nairobi Office main target group being
employees and clients. This is the main branch of Koko network in Kenya. It employees main
aim of attaining some of the important goals concerning the Koko.

The project is targeting some specific project goals all with an intention of being met to
supplement registration system of Koko activities. Among them being membership care
regulation, control of day to day asset management and various reports generations. These are
the goals which will ensure focus is kept to the task. The project dater later on, after analysis will
be compiled with respect to given time period.

1.9Project Resources
Table 1 project resources

Resources Item Quantity Specification

Minimum software Java,Css,html 1 @2012 Microsoft

requirement corporation

Operating system 1 Windows 10 pro x64-

based processor

Maximum hardware Hp laptop(ProBook 1 4gb RAM

requirement 6470)
500gb HDD
Inter core i5
CPU @ 2.60GHz

Flask disk 1 32gb(advanced)

Stationery Pen(blue) 1 Big yellow

Ruler 1 Hacco(clear)

Home resources Koko stockholders 10 Employees team

Koko members 25 From different

counties

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1.10 Project Budget
Table 2 project budget

Activity/Item Cost per Item/Activity No.of Items Total cost

Laptop 30,000.00 1 30,000.00

Windows operating 1500.00 1 1500.00

system

Java,css,html 900.00 1 900.00

32Gb flash disc 1000.00 1 1000.00

Stationaries 30.00 5 300.00

Fare 150.00 2 300.00

Meals 200.00 2 400.00

Other costs 400.00 400.00

Total costs 34,800.00

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1.11Project Schedule
Table 3project schedule

Task Description Duration Start date End date Deliverables

No.

1 Coming up with a project 2days

ideals and sharing it with
the supervisors

2 writing down the project 2days Project idea approved

idea

3 Writing project proposal 4days

document

4 Proposal representation 15minutes Project proposal

5 System requirement specification

5.1 Data collection 11days Questionnaires

Data analysis 3days Analyze data

5.2 Preparation of the system 1day System requirement

system requirements specification
5.3
specification

6 System design specification

6.1 Logical design 6hours

System design
specification document
Physical design

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6.2 6hours

7 System progress 15minutes present progressing

report

8 System development and 20days Running program

coding

9 Testing 2days Test report; test data,

test plan, test results,
test schedule

10 System documentation 15days System

documentation user
manual

11 System implementation 7 days

12 System presentation 20minutes Final system

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 CHAPTER TWO
2.0 LITERATURE REVIEW

2.1 Introduction
Much has been done on projecting Koko software and quite a good number of people has
adopted on this new technology. However, Koko registration system has covered a quite number
of portions of Koko management tasks. The unsolved from these systems give a good
recommendation on what this online Koko registration system should perform as well as laying a
good basement for further features research by more developers.

This chapter will cover more of what have been done by other researches including the
methodologies used in identifying the gaps. It will figure the Koko management system that
where initially there and those that were before and the need to incorporate further features to
generate the best Online KOKO Registration System.

2.2 Conceptual Framework

The literature behind this study forms the basis for a conceptual framework that shows the need
of the Koko registration system in automating Koko performance activities. The framework is
building on different task performance dimensions advocated by the high demand of similar
system. The framework shows the strategic tasks/operations will be customized when the system
meets the reduction of the labor in managerial duties. Therefore there is requirement of a
continuous review of project/ finance management, assets management and membership care
desk.

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The Figure Below Shows a Conceptual

Online koko
Registration
System

Customers
Assets Finance/Project
Details
Management Management

Customers
Finance Reports Project Reports
Reports

Figure 1: conceptual

2.2.1 Customer Details

In this proposed system, members can be in a position to register and those records are those
records can be used by Koko in various needs like future planning and even accountability.
Moreover member’s status with respect to their availability in Koko services/activities such as
purchasing a new Koko, refilling a fuel among others will be made possible to be indicated in the
system. Recorded input data will be auto-synchronized in the database thus the system
administrator will not necessarily be required to input it from the keyboard.

2.2.2 Assets Management

Initially, Koko works record what they earn by machines. Though it is not a wrong way of doing
recording but in this century it is termed as an old way. Instead, Online Koko Registration
System will be more effective.

10
Additionally, through an automated system, the new customers who login will be categorized by
their name, phone number, intetification card, location and their password which will be
automatically synchronized automatically in the database without direct input from the user.
Hence this making work easier and saves on time.

2.2.3 Finance/Project Management

Financial act as a critical path in any public place and if it is not well handled, the people
involved will end up making loss. Hence leading to failure in company. This can make people
remain with many questions and regrets.

2.2.4 Reports Generation

After the system does the above mentioned (customers details, assets management and
finance/project management) the reports are generated based on the users request.

The system administrator will be in a position to view various reports either for a new member or
for the existing members. When there is need to print reports, report production cuts across all
sections including the finance printing of the financial statement, project progressing reports and
other related statements.

2.3 Critique of the Existing System

From the above literature reveals we have seen some of the critiques of the system that have
developed there before. The gap left raises a need to develop a more featured system. Through
these critiques Online Koko Registration System which offers a good management of finance,
customers care, employers and other activities will necessitate effectiveness of Koko cooker.

2.4 Summary
Trucking Koko records can be a quite hard without a use of a computerized system. Equally use
of use of automated projecting software without various management systems may make Koko
activities not to be effective.

From the review Koko recognizes the importance of protecting the privacy of the information
provided by the users of its services. Though there is current issues of running a Koko services
which requires modern solution that leverage existing technology, online Koko registration
system will thereby act as a best system ever which will be unique and very user friendly to all

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member compared to existing system which does not allow user to interact effectively with some
issues. Such as slowness in logging in and inadequate supply of services across the country.

Furthermore the system will over multi- user access, the ability to protect the people’s
confidentiality, features that keep record on the finances and keeping record that ensures that
every members needs are addressed accounting.

Moreover, the organization will have to do thorough research and determine what requirements
the system would have to meet in order to fulfill user needs.

2.5 Research gaps

On the issues of the Koko management system there is a big gap whereby there is lack of
motivation and low level of cooperation with the company’s executive representatives. This
therefore is a big issue that makes Koko to have low demand since there is lack of motivation to
the people. More to this, the proposed system will come up to cover this problem by ensuring
that everyone can login to Koko application using internet every day and every time. Koko will
not be limited who to use it or who cannot use it, everyone in the world will be allowed to access
Koko network and now more about it hence this will motivate people to access Koko service.

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 CHAPTER THREE
3.0Research methodology

3.1 Introduction
This chapter discusses the methods that have been used in the collection and analysis of data to
fully answer both primary and secondary research questions. It also explains the design of the
research used sampling techniques and the data collection method used and describes how data
collected from the research has been analyzed. Both quantitative and qualitative research
methods have been used in carrying out this research. However, the overall approaches will be
qualitative because it focuses on the experience of involved people and attempt to understand
certain models of manual system and how to solve the unsolved. The tools that will be used in
the system implementation are; MySQL, JavaScript and HTML.

3.2 System Development Methodology.

The purpose of this phase is to plan a solution for a specified requirements problem. System
design generally aims to identify the models that should be in system specification, how
interaction should take place and the desired type of results. The aim of the designed process is
to produce a representation of a system which later one can use to build a system.

A system development methodology is a framework used to structure, plan and control the
process of developing an information system. A wide variety of such framework has been
evolved over the years each with his own advantages and disadvantage. One system development
methodology is not suitable to use by all projects. Each of the available methodology is best
suitable to specific kind of projects based on various technical, organizational, project and team
consideration.

3.2.1 Agile model

It stands for the one of the most popular approaches to a project management because of its
flexibility and nature of its evolution. It also offers and interactive approach which is incremental
in nature and lenders team to keep up with demands of workplaces. It’s simple to understand
model and empowers team members with flexibility which is unparalleled.

Agile project management is an interactive approach to delivering a project throughout its

lifecycle. Interactive or agile life cycle is composed of several interaction or incremental steps

13
toward the completion of a project. Interactive approaches are frequently used in system
development projects to promote velocity and adaptability since the benefit of iteration is that
you can adjust as you go rather than following a linear path. One of the aims of an agile or
interactive approach is to release benefits throughout the process rather than only one end. At the
core, agile projects should exhibit central values and behaviors of trust, flexibility, empowerment
and collaboration.

Figure 2: Agile

3.2.2 Sequential steps taken in agile model

Requirements Analysis

All possible requirements of the system to be developed are captured in this phase and
documented in a require specification. For each concept captured at this stage should define the
business opportunity and determine the time and work it will take to complete the project. Based
on this information, one can access technical and economic feasibility and decide which projects
are worth pursuing.

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System Design

The requirement specification from first phase is studied in this phase and design phase is
prepared. System design helps in specifying hardware and system requirements and also helps in
defining overall system architecture. Once you have identified the project, work with
stockholders to determine requirements. Select team members work on the project and allocate
resources.

System Development

With input from system design, the system is first developed in the small programs called units,
which are integrated in the next phase. Each unit is developed and made ready for testing that
takes place in the next step. Once the tram has defined, requirements for the initial sprint based
on stockholders feedback and requirements, the work begins. The product will undergo various
rounds and revisions, so that this iteration might only include the bare minimum functionality.
The team can have additional splints to expand upon the overall product.

System Testing

All units developed in the implementation phase are integrated into a system after testing of
each. The whole system is tested for any failures that may be present. It is here where the product
is almost to be released to the world. The Quality Assurance Team (QAT) should test
functionality, detect bugs and record wins and losses. Additionally, the QAT should address any
detects in the product as well as finalize system and user documentation.

System Deployment

As sooner as the non-functional and functional testing is done, the product is deployed in the
customer environment or released into the market. This step generally involves ongoing support
for the software release. The team should keep the system running smoothly and show users how
to use it. The production phase ends when the support has ended or when the release is planned
for retirement.

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Review

This goes hand in hand with the maintenance step which is done to deliver changes in the
customer’s environment. On this stage, you remove the system release from production, typically
when you want to replace a system with a new release or when the system becomes redundant,
obsolete or contrary to your business model.

3.3 Advantages of Agile Methodology

i. Superior quality product – testing is an integrated part of the project execution phase
Better control- agile allows manager to have better control over the project due to its
transparency, feedback integration and quality control features.
ii. It improves project predictability- with increased visibility, predicting risks and coming
up with effective mitigation plans becomes easier.
iii. Reduced risks-in theory and project using an agile methodology will never fail. Agile
works in small sprints that focus on continuous delivery.
iv. Which means that overall quality if the final product is greater.
v. Customer satisfaction – in the agile, the customer is always involved in the decision
making process which leads to greater customer retention.

3.4 Disadvantages of Agile Methodology

i. Limited documentation-documentations happens throughout a project and often just in
time for building output not at the beginning.
ii. Fragmented output- incremental delivery may help bring products to the market faster,
but it is a big disadvantage of agile methodology.
iii. No finite end- the fact that agile requires minimal planning at the beginning makes it easy
to get sidetracked delivering new, unexpected and functionality.
iv. Difficult measurement-since agile delivers in increments, tracking progress requires you
to look across cycles. This “see-as-you-go” means that you cannot set KPIs at the start of
the project.

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3.5 Justification
I preferred to use this agile method because it’s easy to use in varies situations such as;

i. It reduced risks - in theory and project using an agile methodology will never fail.
Agile works in small sprints that focus on continuous delivery.
ii. Every stage has to be done separately at the rate time therefore; this will eliminate
the uncompleted job since you cannot skip any stage.

iii. It easy to use and to understand since it does not require too much technology and
knowledge.

iv. Document is provided at each stage of agile model allowing people to understand
what has been done.

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 CHAPTER FOUR

4.0 DATA COLLECTION, ANALYSIS, SYSTEM DESIGN AND

INTERPRETATION

4.1 Introduction
In line with research objectives, some research questionnaires were issued to selected categories
of users. This chapter discusses widely data analysis based on the data collected from
questionnaires that were issued during the research. Further, the analysis deductions were used
to come up with various components of the system to realize the architecture of the solution in
discussion.

4.2 Analysis based on research questionnaires

Data Analysis is the procedure of systematically applying statistical and/or logical methods to
describe and illustrate, condense and recap, and consider data. It is the process of applying
mathematical formulae to make deductions from findings obtained during research process.
These deductions must match with the research objectives. Techniques used in seeking
respondents’ answers included online questionnaires and printed questionnaires and, in some
cases, direct talks with the tenants and landlord/caretakers.

4.2.1 Response Rate

Questionnaires were distributed to 20 customers and 20 Gas staff from 16 th April to 20th May
2021. All of them yielded responses and that was a positive encouragement. The response rate
was 100%.

4.2.2 Respondents’ Responses

Customer’s responses
Q1. Which one of the following would be your most preferred way to order your Gas?
a) Physical Interaction
b) Online System

The aim of the question was to determine method that customers find convenient to interact with
the Gas. 70% (15/20) stated that they preferred a computer system.

18
Table 4: no. of customers

MODE OF NUMBER OF CUSTOMERS

GAS
INTERACTION

COMPUTER 15
SYSTEM
PHYSICALLY 5

GRAPH OF CUSTOMER PREFERED MODE OF INTERACTION

WITH THE COMPANY
16
14
NO OF RESPONDENTS

12
10
8
6
4
2
0
COMPUTER PHYSICAL
PREREFERED MODE

RESPONSE

Figure 3: Customer preferred mode of interaction with the company

Qn2 which of the following would you consider as the most efficient method of dealing with
customer loan applications?
a) Manual
b) System
The aim of the question was to determine method that Gas staff find convenient to issue loan to
customers of the Gas. 70% (12/20) stated that they preferred a computer system.

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Table 5: no. of staff

PREFERED MODE GAS NO OF STAFF

ORDERING
MANUAL 8
SYSTEM 12

KOKOSTAFF RESPONSES ON PREFERED GAS ORDERING

40%

60%

MANUAL FILING COMPUTERIZED SYSTEM

Figure 4: Koko staff responses on preferred gas ordering

4.2.3 Conclusions
The responses received both from customers and the Gas staffs were positive in determining if
building computerized Gas management system was a viable idea. It also helped understand the
challenges both customers and staff go through as they carry out their activities. It was evident
that a Gas application was of great support as majority of the respondents wanted to access Gas
services via a system.

4.3 System Specification

4.3.1 Functional Requirement

i. The system should perform membership registration, activation and deactivation of
members.
ii. It should allow the users to insert, update and delete records on finance and Koko assets.

20
 iii. It should allow the member to login at any time using any network.
iv. Should allow generation of various reports based on category request made by the users.

4.3.2 Non-Requirement functions

i. Access security- the system is safeguarded against internal and external users through
strong passwords authentication.
ii. Accessibility- the system is designed in a way that it can be used by people with widest
range of capabilities to achieve specified goals in a specified context of user.
iii. The system is designed fully handling capability, throughput as well as response time.
iv. Flexibility- the system is designed with an easy to be modified to adapt to a different
environments, configurations and user expectations.

4.4 SYSTEM DESIGN

Using the analysis outcome, the system was developed using a modular approach which allows
the developer to design the system step by step. Using JAVA, the system was designed using
interface forms which were connected to MYSQL database tables to store different information
of the system.

4.4.1 PROCESS AND DATAFLOW DIAGRAMS

At this stage, the developer used the below symbols to draw the diagrams.
Table 6: process and dataflow diagram

Flow of data

Decision

Connector

Input or output

Process

Start or stop

21
4.4.2 ARCHITECTURAL DESIGN
System architecture is the stage that show the interconnection and relationship between systems
and subsystems within the overall system.it show how the system communicates with the
database.

4.4.3 SYSTEM ARCHITECTURE

The system architecture is an online-based system and thus it communicates within its modules,
and subsystems.

SYSTEM DATABASE

Figure 5: System architecture

4.4.4 USECASE LOGIN FOR TENANTS

START

INPUT USER NAME AD PASSWORD

AUTHENTICATE

CONDITION IS AUTHORIZE ACCESS

TRUE?

DENEY ACCESS

STOP

22
4.4.5 OVERALL USECASE / SYSTEM FLOWCHART

Admin flowchart

START

INPUT ALL USER DETAILS

VALIDATE

CONDITIONS
AUTHORIZE SAVE
ARE TRUE?

FILL IN THE CORRECT DATA

STOP

Figure 6: Admin flowchart

4.4.6 DATA FLOW DIAGRAMS

MYSQL Record edit form

Record entry form
DATABASE

Figure 7: Dataflow diagram

23
4.4.7 SYSTEM CHART

START

LOGIN

MAINFORM

DISPLAY LOANS
REPORT

Figure 8: System chart

4.5 DATA DESIGN

Data design is the process of defining all the fields that will be included in the database.

4.5.1 DATABASE TABLE SCHEMA

The database has three tables namely users (admin), deposits and houses table. Each table will
hold specific data items in the system. Each table will have a primary key which will be used to
search and sort in the database.

Table structure for table users

Table 7: table structure for users

Column Type Null Default

ID int(30) No

USERNAME varchar(30) No

PASSWORD varchar(30) No

24
Table structure for table credits
Table 8: table structure for table credits

Column Type Null Default

ID int(20) No

NAMES varchar(20) No
Table structure for table
IDNO int(15) No customers
Table 9: table structure for customers
ACCOUNT_BALANCE int(20) No

COLLATERAL varchar(20) No

GUARANTOR varchar(20) No

RELATIONSHIP varchar(20) No

LOAN_AMOUNT int(20) No

INTEREST int(20) No

Column Type Null Default

ID int(20) No

NAMES varchar(20) No

IDNO int(15) No

BANK varchar(20) No

ACCOUNT_N varchar(20) No
O

PHONE int(15) No

KIN varchar(20) No

KIN_PHONE int(20) No

25
Table structure for table deposits
Table 10: table structure for deposits

Column Type Null Default

ID int(11) No

NAMES varchar(30) No

IDNO varchar(30) No

AMOUNT int(30) No

DATE varchar(30) No

4.6 DATA DICTIONARY

Table 11: data dictionary

FIELD DESCRIPTION
USER NAME Stores username
PASSWORD Stores the password
PHONENUMBER Stores the phone number

4.7 SYSTEM INTERFACES

The system was designed using Net Beans and JAVA Graphical User Interfaces which are easy
to use and user friendly. Anyone with basic computer skills will be able to operate the system
with ease after they have been trained.

26
 CHAPTER FIVE

5.0 SYSTEM CODE GENERATION AND TESTING, CONCLUSION AND

RECOMMEDATIONS.

5.1 Introduction
In this chapter it entains generation of the source code that was used to develop the system. It
also entains the screen shots of the new system. Furthermore the chapter consists of the testing
scope used for the system.

5.2 System Code Screen Shots Generation

5.2.1 LOGIN INTERFACE

The figure below is a login form and it is used to authorize the user when accessing the system. It
is accessed when the user clicks run the system.
This shows how login form behaves on login entry.

Figure 9: Login interface

27
5.2.2 CUSTOMER REGISTRATION SCREEN INTERFACE
The figure below is the screen that will enable a new customer to be registered into the Gas as a
new member.

Figure 10: Customers registration screen interface

28
5.2.3 DELETE SCREEN INTERFACE
The figure below is the screen that will be used to affect a loan application by an eligible
member. It allows relevant loan application information details from the prospective customer be
saved.

Figure 11: Delete screen interface

5.2.4 GAS SALES REPORT

The figure below is the screen that will enable customer deposit money to the Gas and the
deposit information to be well saved.

Figure 12: Gas sales report

29
5.3 CONCLUSIONS AND RECOMMENDATIONS

5.3.1 CONCLUSIONS
The project provided a very good basis for the developer to get more exposure in project
development and management. The developer has achieved most of the goals stated leading to a
successful completion of the project. Some of the goals were challenging but, in the end, they
were achieved through detailed research. Under the data collection and analysis, the developer
was faced with data collection problems due to irresponsive audience, illiterate audience,
uninterested respondents, biased respondents, and hence sometimes she got unreliable
information. Also, during research, the developer got challenges such as financial constraints
which play an important role in research. When implementing the system, the developer had a
challenging time because of training. In conclusion the developer has gained all the necessary
skill required in system development, programming and project management.

5.8 RECOMMENDATIONS
i. KOKO Gas Management System is a program that will assist both prospective customers
and Gas effectively virtually in all parts of Kenya.
ii. Customers will be highly relieved of the need to physically visit Gas as they will readily
get services for them from the online platform.
iii. Develop a system with the an online reset password features
iv. Newer methods can be incorporated to attendance section to ensure that search option can
navigate through the record and subcategorize them according to dates.

30
APPENDICES
QUESTIONNAIRE

I am Reginah Kyambi, a student at NIBS technical college pursuing a course in Information

Communication Technology. I am carrying out a research to gather facts on Koko Management
System.(a Case Study )

INSTRUCTION:

i. Tick appropriate in the boxes provided.

ii. Do not indicate your name on any part of questionnaire.
SECTION A: GENERAL DEMOGRAPHIC INFORMATION

1. Gender
Male
Female
2. Age
a) Below 18 years
b) 18-25 years
c) 26-30 years
d) 31-35 years
e) Above 35years
3. Marital status
a) Single
b) Married
4. Level of education
a) University education
b) Diploma
c) Certificate
d) 0 level
5. Tenure
a) Below 1year
b) 1-2years

31
 c) 3-4years
d) Above 5years
SECTION B: RECORD MANAGEMENT

6. Does Koko gas face challenges in manual registration and management of records?.
a) Yes
b) No
7. Rate the relationship between Koko manual record management and its negative effects
a) Very high
b) High
c) Moderate
d) Low
e) Very low
8. Suggest how manual Koko management techniques are influenced in term of record
management
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
9. How would you rate the efficiency that is likely to be provided by an automated Koko
Management System compared to manual techniques?
a) Very high
b) High
c) Moderate
d) Low
e) Very low

32
 SECTION C: ASSETS/FUNDS MANAGEMENTS
10. Is allocation of funds of assets to departments a challenge if done manually?
a) Yes
b) No

11. Rate the relationship between manually Koko asset/funds management techniques and its
negative effects
a) Very high
b) High

c) Moderate

d) Low

e) Very low

12. Suggest what could be done to improve the efficiency of Koko assets/finance
management
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
SECTION D: PROJECT MANAGEMENT

13. Is the Koko in a position to manage generate projects effectively using manual methods?
a) Yes
b) No

33
 14. Suggest some of challenges that the Koko faces in managing its general assets
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
……………………………………………………………………………………………....
15. Rate the relationship between manual project management and its effect to the Koko.
a) Very high
b) High

c) Moderate

d) Low

e) Very low

SECTION E: REPORTS

16. Is the production of Koko Gas reports easy when done manually?
a) Yes
b) No

17. Rate the level of effect that manual compilation of record and generation of reports poses
to the Koko gas.
a) Very high
b) High

c) Moderate
d) Low

e) Very low

34
18. Suggest some of the main challenges that the Koko faces in manual compilation of
records and production of accurate reports.
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
…………………………………………………………………………................................

19. Suggest what could be done to reduce high manpower in compilation of records and
generation of reports.
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
……………………………………………………………………………………………....

35
GANT CHART
Table 12: gant chart

Activity Duration(days)
2 2 4 11 3 1 20 2 15 7
Project
identification
and feasibility
Proposal
writing
proposal
presentation
Data collection
System
analysis
system design
System
development
System testing
Project
documentation
Implementation

36
References
Zhang, W, Yang, J, Zhang, Z, et al. KOKO gas price effects in China based on the CGE
model. J. Clean. Prod 2017; 147: 497–505.

Wang, J, Jiang, H, Zhou, Q, et al. China’s KOKO gas production and consumption
analysis based on the multicycle hubbert model and rolling grey model. Renew. Sustain.
Energy Rev 2016; 53: 1149–1167.

Imran, M. Policy options for the sustainable development of KOKO gas as transportation
fuel. Energy Policy 2017; 110: 126–136.

Furuoka, KOKO gas consumption and economic development in China and Japan: an
empirical examination of the Asian context. Renew. Sustain. Energy Rev 2016; 56: 100–
115.

Ma, X . KOKO gas and energy revolution: a case study of sichuan- gas province. Nat.
Gas Ind. B 2017; 4: 91–99.

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