ONLINE SUGGESTION BOX

Student No: 100504

Group: A

An Information Systems Project Proposal Submitted to the Faculty of Information Technology in

partial fulfilment of the requirements for the award of a Degree in Business Information
Technology

Date of Submission: January 2021

DECLARATION

I declare that this work has not been previously submitted and approved for the award of a
degree by this or any other University. To the best of my knowledge and belief, the research
proposal contains no material previously published or written by another person except where
due reference is made in the research proposal itself.

Student Signature:

Sign: ________________________ Date: ________________________

Supervisor’s Signature ………………. Date…………..

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 TABLE OF CONTENTS
LIST OF ABBREVIATIONS ........................................................................................................ iv
LIST OF FIGURES AND TABLES............................................................................................... v
ABSTRACT ................................................................................................................................... vi
CHAPTER 1: INTRODUCTION ................................................................................................... 1
1.1 Background information .................................................................................................... 1
1.2 problem statement.............................................................................................................. 1
1.3 Research Objectives .......................................................................................................... 2
1.3.1 General Objectives ............................................................................................................. 2
1.3.2 Specific objectives of the proposed system .................................................................... 2
1.5 justification ........................................................................................................................ 2
1.6 scope/limitation ................................................................................................................. 4
CHAPTER 2: LITERATURE REVIEW ........................................................................................ 5
2.1 introduction ........................................................................................................................... 5
2.2 county government devolution .............................................................................................. 5
2.2.1 Challenges faced by online citizen participation system ................................................ 5
2.2.2 A review of the online citizen participation module ...................................................... 6
2.3 Gaps in the existing system ................................................................................................... 7
2.4 A review of possible development technologies ................................................................... 7
CHAPTER 3: SYSTEM DEVELOPMENT METHODOLOGY ................................................... 9
3.1 Introduction ........................................................................................................................... 9
3.2 Research Design .................................................................................................................... 9
3.2.1 Specification of the SDLC to be applied .......................................................................... 10
3.2.1.1 Detailed specification of the SDLC to be used ......................................................... 11
3.2.1.2 List of Design Diagrams that will be drawn in Chapter 4 ......................................... 12
3.2.2. Specification and justification of domain of execution ................................................... 13
3.2.3 Development Tools .......................................................................................................... 14
3.2.3.1 System Testing .......................................................................................................... 14
3.2.3.2 Description of proposed modules to be included in the CBIS .................................. 15
3.3 Data Collection Methods ..................................................................................................... 15
3.3.1 Method to be used to gather the Functional and Non-Functional Requirements ............. 15

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 3.3.3.1 Questionnaires ........................................................................................................... 15
3.3.3.2 Observation................................................................................................................ 15
3.3.3.3 Interviews .................................................................................................................. 16
CHAPTER 4: SYSTEM ANALYSIS AND, DESIGN AND ARCHITECTURE ....................... 17
4.1 introduction ......................................................................................................................... 17
4.2 requirement gathering ......................................................................................................... 17
4.3 System requirements ........................................................................................................... 18
4.3.1 Functional Requirements .............................................................................................. 18
4.3.2 Non-Functional Requirements ...................................................................................... 19
4.4 system architecture .............................................................................................................. 20
4.5 system designs ..................................................................................................................... 21
4.5.1 Context diagram ........................................................................................................... 21
4.5.2 Dfd level 1 .................................................................................................................... 22
4.5.3 Dfd level 2 .................................................................................................................... 23
4.5.5 Database schema........................................................................................................... 25
CHAPTER 5: SYSTEM IMPLEMENTATION AND TESTING ............................................... 26
5.1 Introduction ......................................................................................................................... 26
5.2 System implementation ....................................................................................................... 26
5.3 System testing ..................................................................................................................... 27
CHAPTER 6: DISCUSSION, CONCLUSION AND RECOMMENDATIONS ........................ 30
6.1 Introduction ......................................................................................................................... 30
6.2 Discussion ........................................................................................................................... 30
6.3 Conclusion ........................................................................................................................... 30
6.4 Recommendation................................................................................................................. 31
6.5 Future work ......................................................................................................................... 31
REFERENCES ............................................................................................................................. 32
Appendix A ................................................................................................................................... 33
APPENDIX B ............................................................................................................................... 38
APPENDIX C GANT CHART .................................................................................................... 42

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 LIST OF ABBREVIATIONS
AMS Academic-Module System

HTML Hypertext Mark-up Language

ICT Information and Communication Technology

IDE Integrated Development Environment

IOS Apple Operating System

MySQL My Structured Query Language

PDF Portable Document Format

PHP Hypertext Pre-processor

QR Quick Response

XAMPP Cross Platform Apache Maria DB PHP and Perl

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 LIST OF FIGURES AND TABLES
Figure 4. 1:S system Architecture................................................................................................................................ 20
Figure 4. 2: context diagram ........................................................................................................................................ 21
Figure 4. 3 :DFD level 1 .............................................................................................................................................. 22
Figure 4. 4: DFD level 2 .............................................................................................................................................. 23
Figure 4. 5: ERD diagram............................................................................................................................................ 24
Figure 4. 6: database schema ....................................................................................................................................... 25

Table 4. 1 : Functional requirement ............................................................................................................................. 19

Table 4. 2: Non-functional requirements ..................................................................................................................... 19

Table 5. 1:system testing ............................................................................................................................................. 29

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 ABSTRACT
The background of this research is to assess how Monitoring and evaluation systems plays a crucial
role in Sustainability of community based projects and how a correctly designed and implemented
community monitoring and evaluation is a valuable management tool, that has been in practice
globally and regionally for the communities to efficiently organize their resources and take a well
informed decisions for planning their future interventions, which eventually lead to sustainability
of the Community Based Projects after the offset of the implementing agency. Performance and
Monitoring System is a proposed system is a public system that allows the county government to
monitor and access their services rendered to the County Community.

Online suggestion box contains two sub-system integrated within its framework. One of the sub-
systems allows the public to participate by connecting and passing their complains, inquiries or
opinions anonymously while the other, gives access to the county administration, managerial
committees and involved parties to monitor and assess their progress in terms of project
performance, progress and planning.

Along with other integrated county management systems like Integrated Financial Management
information System) and LAIFOMS (Local Authority Integrated Financial Operations
Management System) Online suggestion box can work hand in hand with to provide both the
county and its citizens a transparent overview of the on-going county activities

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 CHAPTER 1: INTRODUCTION

1.1 Background information

In the current years, institutions, organizations and even the government offices have being using
the suggestion box to assess their services and Quality of management to their employee and more
so to their customers. In any Communication channel, feedback is an important Aspect in order to
access the reliability and venerability of the message. Effective feedback, both positive and
negative, is very helpful. Feedback is valuable information that will be used to make important
decisions Top performing companies are top performing companies because they consistently
search for ways to make their best even better. For top performing companies ‘continuous
improvement’ is not just a showy catchphrase. It’s a true focus based on feedback from across the
entire organization – customers, clients, employees, suppliers, vendors, and stakeholders. Top
performing companies are not only good at accepting feedback, they deliberately ask for feedback.
And they know that feedback is helpful only when it highlights weaknesses as well as strengths.
It’s from this baseline that the proposed system is to be developed. There were many channels that
feedback was acquired i.e. cards, mails, telephone and Suggestion boxes which have being in use
since the 18th century in the USA. With the introduction and adaptation of technology by many
firms based on the advantages it provided, suggestion boxes have also advance technologically.
These days’ many companies, institutions, organizations and government entities have adopted the
online suggestion system to acquire feedback.

1.2 problem statement

Most institutions, Government offices and companies have implemented the suggestion system to
get feedback from their employees or their customers, in a government level, the existing
suggestion system entails of a suggestion box placed at strategic positions normally under lock
and key. For an employee or customer to pass his/her feedback becomes so hard the sorting process
entailed categorizing the feedbacks according to frequency of the agenda topic and there were no
guarantees the any one’s feedback may be viewed as important or neglected.

There is no way of an employee or a customer knowing if his/her feedback was accepted or

neglected and moreover it could get one in trouble for everyone has their own views when it comes

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to change, in cases where the feedback included a complain to someone within the company,
payoff would be done and the all issue would be forgotten

1.3 Research Objectives

1.3.1 General Objectives

The objective of this system is to create transparency between the county and its citizens. From a
citizen’s point of view, one can have an overview of the ongoing projects and activities within the
county and how the tax payer’s money is spend. This gives and creates confidence to the citizen
to his/her county government. It allows the citizens to participate by passing their thought and
views on going developments by the county. On the other hand the county government can
pinpoint on the critical issues that are affecting its citizens, it helps the county executives evaluate
their progress and audits their performance within the county thus creating a clear scheduling
portfolio the tasks and activities

1.3.2 Specific objectives of the proposed system

I. To Increase accessibility to county government services and information.
II. To Provide The county with an internal automated system
III. To Increase citizen participation by providing a platform for collaboration
IV. To cut down on cost and time used in the current suggestion box system

V. To Become more proficient with handling county member issues

1.5 justification
Development of is of essential to the county for it will act as an upgrade to the existing Suggestion
system. Online suggestion box is an encapsulated system that contains two modules integrated in
its framework, developed in accordance to the ISO 9001:2008 standards, it will enable integrity
and increase citizen county relationship. It will allow the county government to do its own
evaluation and more so increase citizen’s participation at a county level.

One will be Speed of Implementation it is quicker to buy physical suggestion boxes and place them
around the office? This is possibly true, especially in the short-term – but some of the online
suggestion box software can be set up in just a few hours. Also, keep in mind that when you’re

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launching an employee suggestion program, most of your time will be spent obtaining buy-in; and
communicating and promoting your program to employees. As a result, physical suggestion boxes
may not save you much time, if any.
Secondly will be Transparency what happens to suggestions written on a sheet of paper and
dropped into your suggestion box? Employees may think that the physical suggestion boxes are
not checked often, or that their ideas may end up in limbo. This may discourage them from
submitting a lot of ideas. On the other hand, an online suggestion box makes your idea management
process much more transparent. Employees can view the status of ideas online and they can be
notified of ideas that have been accepted for implementation. That will make your employees much
more likely to submit a lot of ideas.
Thirdly will be Collaboration Online suggestion boxes allow employees to collaborate and
comment on ideas. There’s also the ability to give the “thumbs up” for ideas they like or to give
the “thumbs down” to ideas they don’t like so much. Most suggestion box software packages also
allow employees to vote for ideas. You can give employees a number of votes each month or each
quarter. This encourages participation in the program and helps employees feel empowered and
valued. As a result, online suggestion boxes tend to encourage much more collaboration.
Fourthly is Visibility, Physical idea boxes are more visible than online idea boxes – unless they’re
hidden away rather than placed in a central position like reception area or cafeteria. Visibility alone
won’t ensure employees will submit a lot of new ideas. No matter whether you use traditional or
online suggestion boxes, you need to promote your employee suggestion program to keep
employees involved.
Fifth is Costs The costs of your employee suggestion program including investment in physical
boxes or software plus the amount of time you spend communicating the program and evaluating
ideas. Although physical boxes are cheaper to install, in the long run suggestion box software can
save you a lot of time as it makes processing ideas and communicating so much easier.
Sixth is the Idea Challenges, Idea challenges focus on generating ideas on one specific issue within
a time limit. Challenges usually take between one and four weeks. By adding urgency and focus
they stimulate idea generation and motivate employees to submit their ideas. Online suggestion
boxes facilitate running idea challenges. They help you communicate new challenges to all
employees. You can easily invite employees by email to submit ideas plus send out reminders just
before a challenge finishes.

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1.6 scope/limitation
The study will be carried out in The County Government of Kericho. It will cover the area of how
the suggestion box work and also if there is an internal auditing system in place within the County.
It seeks to discover on how the existing suggestion box system work, its integrity, its reliability
and confidence to both the citizens and the county executives. Moreover, it tends to check and
evaluate of the existing internal auditing system, how efficient it is in evaluation of the county’s
performance, in terms of speed, time and money which are the quality measure of performance. In
addition to performance, it evaluates ICT integration in the county especially in the sense of citizen
participation and if there exists a channel of communication between the county government and
its citizens

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 CHAPTER 2: LITERATURE REVIEW

2.1 introduction
Essentially, there is a big gap between the government and its citizens that’s why with the new
constitution, the central government underwent devolution. The Constitution of Kenya, 2010
creates a decentralized system of government wherein two of the three arms of government;
namely the Legislature and the Executive are devolved to the 47 Political and Administrative
Counties as provided for under Article 6 and specified in the First Schedule.

2.2 county government devolution

The primary objective of decentralization is to devolve power, resources and representation down
to the local level. To this end, various laws have been enacted by Parliament to create strategies
for the implementation framework and the adoption on which objectives of devolution can be
achieved. It’s from the essence that we create the baseline on the importance of feedback to
Governance. In recent times, many transparency initiatives have fallen short of being useful for
citizens. In chapter 1 the importance of the proposed system is stated and justified to meet the
needs the will gear towards increasing the transparency to close the loop, as an important
accountability gap remains at this level of the change process

2.2.1 Challenges faced by online citizen participation system

ICT (information and communications technology - or technologies) is an umbrella term that
includes any communication device or application, encompassing: radio, television, cellular
phones, computer and network hardware and software, satellite systems and so on, as well as the
various services and applications associated with them, such as videoconferencing and distance
learning. ICTs are often spoken of in a particular context, such as ICTs in education, health care,
or libraries. It's a convenient term for including both telephony and computer technology in the
same word. It is the technology that is driving what has often been called “the information
revolution”. Keen(1980) defined Management Information System (MIS) is a planned system of
connecting storing and disseminating data inform of information needed to carry out functions of
management. Online suggestion box is a type of MIS that provides information to both the
Citizens and the county. It broadly refers to a computer-based system that provides county
Executives with the tools to manage organize and efficiently evaluate departments within the
county. In order to provide past, present and prediction information, online suggestion box include

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modules that provide information for decision making, data resources such as databases, the
hardware resources of a system support systems, personnel involvement and management and any
computerised processes that will enable online suggestion box meet its needs.

Coleman has argued that innovation in ICTs Are changing the communicative relationship
between the governed and the Governors (weisman, 1960). ICTs can be instrumental for creating
a vibrant community of participants and enabling a broad range of citizens to make their voice
heard in policy debates. The continuous lack of access to ICTs and information capabilities by the
most excluded and marginalized groups threatens to undermine the “inclusive-ness” of the
programs and thus from being sustainable in the long term. Participatory approaches frequently
stands in stark contrast to existing bureaucratic traditions and cultures of government agencies. As
such, they represent only the beginning of a much deeper and more meaningful process of civic
engagement and empowerment.

2.2.2 A review of the online citizen participation module

Online suggestion box is a quality management system. At a county level, it will be able to provide
the county with a quality management system. It will require the development be based on a quality
management measures. In this case the ISO 9001:2008. Essentially, ISO 9001:2008 contain a
number of requirements which should be met by such a quality system. The requirements of the
standards can be grouped into three sets, (Bell, 2003) general requirements of a quality system, the
need to maintain documented procedures on the key processes of the organization and implement
activities according to the procedures; specific quality assurance mechanisms, including test and
inspection, keeping quality records, dealing with non-conformance, keeping documents up-to-
date, conducting internal audits and holding regular management reviews in this case the citizens
feedback. Meeting most of these requirements is not a serious obstacle in a well-run organization.

Meeting some of the more specific quality assurance requirements, however, almost inevitably
requires extra work. This includes the introduction of new activities and processes, particularly
document control, internal audits and systematic corrective action. ISO 9001:2008 is system
standards. The certificates awarded indicate that the organization is well able to meet the needs
and demands of its customers in a planned and controlled way. But the label does not guarantee
that the products or outputs of the organization are of the highest possible quality level (although
this is often suggested for publicity purposes).

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2.3 Gaps in the existing system
In the long run the ISO 9001:2008 standards will provide viable insight in the development of
underlying framework and guidelines for the Internal auditing module of in the online suggestion
box, feedback is of essence here. Suggestion boxes have being in use for (Okong'o, 2005)
centuries, especially in America. "SUGGESTION BOX" has become a common feature of
American enterprise. An employee writes an idea on a blank form conveniently made available in
his work area and drops his suggestion into a box provided for such suggestions. The employee
with an idea for improvement of the complex productive or commercial process is encouraged by
the prospect of objectively determined awards to submit his idea to management through the
impersonal medium of a suggestion box. The suggestion forms are collected periodically from the
various departments, and decisions on the suggestions are made by management. Essentially a
suggestion system is a continuing offer to a class of persons for the submission of ideas. The
immediate duty to pay is conditioned on the usefulness of the idea. The transaction comes within
all the rules of unilateral contract." Once accepted, the terms and conditions control the legal
relations of the employer and employee. These are specified either on the suggestion form itself or
in the literature in the plant covering the rules and conditions of the suggestion system. Once the
employee has submitted his suggestion the employer may not revoke his offer. He may only revoke
his offer to those who have not yet accepted. After acceptance by an employee the employer cannot
change any of the rules unless agreed to by the submitting employee. And if he does revoke or
change any of the rules it must be with as much notice as when announcing the suggestion system.
Online suggestion box were will be built on this model. The fact that technology has a major
influence today makes an online suggestion box to be more effective.

2.4 A review of possible development technologies

The way forward is to exploit the full interactivity of the technology, which allows rapid feedback
and change to constantly mound data material into valuable knowledge

Meta-analysis is a statistical technique for merging the results from autonomous studies. This
analysis is most often used to assess the clinical effectiveness of healthcare involvements; it
usually analyses by merging data from more than one randomized control trials Meta-Analysis
advantages include: to increment the statistical power by increasing the number of observations,
and to improve the estimations of the outcome size of an association or an intervention. Another

7
advantage of Meta-analysis is it now offers the chance to disparagingly gauge and statistically pool
results of comparable studies or trials. One of the challenges of using meta-analysis is bias when
Literature Review is unsystematic with only a portion of it relevant to the stud

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 CHAPTER 3: SYSTEM DEVELOPMENT METHODOLOGY
3.1 Introduction

The project and the process of designing the system will apply the Structured System Analysis and
Design (SSAD). This meaning that a predecessor step must be first complete before going to the
next step. This in the project, will help reduce incompletion of tasks. The breaking of steps into
processes will help the designer of the system understand the system even more and know on
where mistakes may have been encountered in case it occurs. The completion of small processes
adds up to the completion of the major process in a well-defined manner. SSAD is also easier to
work with when designing both a complex system and a regular type of system for the users.

3.2 Research Design

The research Design to be selected will help in the collection and gathering of information that
will be necessary and useful for the formation of the system. When selecting the research design,
we may use the qualitative or quantitative study design. For the purpose of the designing the system
we seek to use both qualitative and quantitative research design. This is so due to the fact that, by
using both we will get better and credible results other that using one and having loops holes at the
end. Quantitative research design will help us greatly because by using this research design, we
will be able to get specific and well-structured results at the end. Research done by the use of
quantitative study design has been proved to be best in terms of viability and reliability. By using
quantitative research design, one will be able to classify the research done and thus means that the
information gathered will demand that the research design be more structured, rigid and fixed for
the purpose of accuracy in measurement and accuracy. On the other hand, qualitative research
design will be important due to the fact that by the use of this the researcher will be able understand,
explain, explore and clarify situations and experiences of the desired group of people in our case
being the county and the people within the county. Qualitative will also help in the distinction
between the study designs and methods of data collection. In addition, when it comes to how clear
one wants the issue at hand to be addressed, we will use the quantitative design for this purpose.
By using this study designs it will mostly entail the selection of study group from whom the
information through and open frame of enquiry is explored and gathered.

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3.2.1 Specification of the SDLC to be applied

To design a system there are series of steps that are to be followed to mark the phases of
development of the information system which is the SDLC. The methodologies will help in the
structure plan and control of the information system development. These methodologies include
waterfall, V-shaped, spiral and the agile methodologies. During the lifecycle of the project the
spiral methodology is to be of great use. This is so because to begin with, spiral methodology is
risk driven. During the development of the system the spiral methodology facilitates the assessing
and minimization of risks that can lead to the system being a failure even after its completion when
it is too late. Spiral model is an incremental model for it places more emphasis on risk analysis.
This places minimum risk for the customer and as well as the development firm. Spiral will help
avoid things that can go wrong while forming a system. This helps deal with problems in the early
phases of the system development before they take effect in the later stages which may be very
vital. It helps choose the appropriate tools to use while coming up with a system. Tools to be used
in this case include the programming language to use and compilers to use that will produce
reliable and efficient code. Spiral model will help in the identification of functionalities that will
be very beneficial to the users of a system. This is identified in the last stages of system
development. It will help in facilitating the transparency of the project. Spiral model was a major
consideration for it is a combination of the sequential and prototyping model. Through the
assessment of risks, it helps the developer and the system user understand the requirement of the
system easily. The engineering phase provides a detailed analysis of the project as it progresses
for it also contains subsections. This brings in the sequential approach whereby the system
requirements are well understood. The spiral model has four major phases which are planning
phase, risk assessment phase, engineering phase and the evaluation phase. Therefore, requirements
are well understood in the risk analysis phase. Prototyping is included in the risk assessment phase
where prototypes of the system is in several cases are presented. This being subsections of the
major system. This phase also gives the system developer a chance of evaluating proposals that
will be brought before him and try them out. User requirement are also understood through
prototyping. Spiral facilitates the separation of project into several parts and the riskier ones dealt
with earlier which helps in management difficulties. There is also controlled documentation in the
use of spiral model.

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3.2.1.1 Detailed specification of the SDLC to be used

The spiral model has four major phases which are the planning, risk analysis, engineering and the
evaluation phase. The planning phase which comes first involves gathering of necessary
information that will be essential in the development of the system. Requirements need to be well
defined in this phase that is the business requirements and the system requirements. The business
requirements will be integrated by the system.

For the performance and monitoring system (online suggestion box), the requirements are that the
system should allow the users to view the options which they can give their suggestion or feedback
in the required manner. System should also enable the users give their opinions about the system
and whether it’s useful to them or if it was easy for them to use. They can also view the last
comments or complains given by the last users. The system can also enable New users who are the
county officials be able to register and be approved if they can be advanced users in the system, if
the they meet the requirements. In the risk analysis phase, the risks that may occur in the system
is assessed and if possible, solutions arrived at. This phase also involves the presentation of
prototypes of the main system. Solutions arrived at this phase also involves the presentation of
prototypes of the main system. During the development of the online suggestion box prototypes
of the system such as the number of pages in the system will be presented and analyzed if they are
credible and realistic as well. The function that will be in the various pages will be observed in this
phase. The forms that will be viewed here and if there needs to be changes it will be implemented
before the presentation of the next prototype. Risks are resolved in this phase and not carried to
the next phase. This will help in the operation process of the system. For the Engineering phase, it
will greatly involve the development of the system. Here the prototypes are brought together to
form the system as a whole. Once the system is arrived at there needs to be testing to ensure that
the system works and runs as expected. If objectives are achieved by the system, the spiral
methodology shows that the designer moves to the next model. Acceptance of the system is also
done in this phase. Verification and validation of the design in the system will be observed and
analyzed in this stage as well. Service to the system is carried out at this stage to improve the
functionalities of the system. There is also some coding integrated in this phase. There is the
evaluation stage whereby the customer is involved in this phase. This phase gives the county
members the chance of evaluating the output of the project before proceeding to the next stage in

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the spiral. They evaluate if the output is the required one and on whether it gives the right output
of data. In this phase, we also have the planning of the next phase. Planning in this case involves
the development of the system the test plan of the system and the proposed project. Requirements
plan is also done here in that, ways in which requirements are going to be achieved is assessed and
set.

Figure 3. 1 : Methodology 1

3.2.1.2 List of Design Diagrams that will be drawn in Chapter 4

The design and development will be through the structured analysis and design. By using SSAD,
it will involve the use of DFDs, ERDs and flowcharts. By using DFDs, processes that are to be
involved in the system will be captured here. The DFDs will be used to show the county members
process from accessing the system to finally giving his opinion or suggestion and also for the
advanced user functionality to access the full services provided by the system. For an already

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existing advanced user of the system, they will only have to login to view the services of the
system.

The DFD will help show how there is communication within the system as it is being used.
Processes involved here are the log in, giving a feedback, complaining about a certain issue,
making an inquiry on certain issues, reporting on disaster, viewing saved details and log out from
the system. The System itself will undergo processes of log in, approval of user details, approval
of new users, viewing of user issues and giving the feedbacks then log out from the system. The
system will show the users issues in the system for the governor/admin to see. The ERDs are meant
to show how data will flow through the system and how the system will interact within itself. It
will also show the data requirements needed to support the business processes. There are several
entities that will be involved in the system. The human entities are the county members and the
advanced users. Events in the system will be the raising the issues affecting the people , giving
opinions on certain issues, filling of forms, getting feedback from the county officials , input of
new user credentials and viewing of details by admin then approving them. For the flow chart, it
will help in the case where particular steps go contrary to what was expected. In the case of failure
to login there will be a process for one who has forgotten the password of their accounts. Or in the
case of failure because the client is new, they will be given a chance of signing in. A mock-up in
this case will be very effective for it will be used to present the use of the system at 80% level. It
will show all the processes involved in the system, the users of the system and how they will at
certain times interact.

3.2.2. Specification and justification of domain of execution

A system must be executed in a domain. Domain I this case means mobile based, web based or a
desktop. For this online suggestion box system, it will be accessed through a web-based 15 domain.
It will be web based for it will be easier to update the services of the system as a website. The
website can only be accessed through desktop devices and also through user phones. By the system
being web based this means that it will be cost effective for the county and its members. In that
they will not spend a lot of money while using the system as compared to it being a mobile
application. What will be required will be internet and a desktop machine. This also means that it
will be accessible anywhere provided one has internet to access it. In terms of maintenance it will
be easy for the county to maintain a web-based application. It also easy to install it for it requires

13
little fund to do so. Web based application are typically deployed to dedicated servers making them
highly secure. This also helps in the monitoring and maintenance of the system in future.

3.2.3 Development Tools

Tools that may be used in the development of the web-based system will be sublime text or Atom
that will be the IDE to be used. This are the preferred IDEs for they are easy to use and helps in
easy identification of errors and mistakes while coding or where a code is not applicable one is
able to know. Languages that will be applicable in this IDE is HTML, PHP, JavaScript and
bootstrap. This is so because they can be easily implemented in the said IDEs. The DBMS to be
used for the system will be MySQL. This is preferred because it is easy to use as compared to
oracle. It also gives one, more understanding of the tables while forming them. It is an open source
type of DBMS in that there are no charges of using it and thus is convenient for the development
of a system. MySQL also provides support for those that are using it and thus is highly preferred
for it helps identify mistakes and correct them. In terms of its performance it is high given the fact
that it is inexpensive. This makes it highly reliable by many system developers. This also adaptable
to any computer operating system. Normalization of the database will also be done through
MySQL and will also be done before the tables are put into the Database. This will help improve
on the security of the system, it being a very vital think for the smooth functionality of the system.

3.2.3.1 System Testing

A system cannot be developed and installed without it being tested to make sure that it is according
to its expectations. For the testing of the online suggestion box system we will test it through
system testing phase. System testing is done by putting the system in different environments even
the most unfavorable of environments to find out if it still works accordingly. This type of testing
is very applicable for the system is meant to be used by different people all over the country. By
performing system testing it will be easier for the developer to now on what to improve in the
system so that it can adapt to the different types of environment. System testing will also improve
on the reliability of the system. The county members and officials will be involved in the system
testing. Different environments in this case will also include the less remote areas. All this will be
done for the purposes of testing on the functionalities of the system. This will involve the testing
of the different pages available in the system as a whole and how they interact with each other.

14
Testing to see on whether the forms will be fully functional in terms of also moving data to the
database.

3.2.3.2 Description of proposed modules to be included in the CBIS

Being a web-based application, this means that it will have different pages each where it will
contain a home page that will have the different forms required to be selected. There will also be
advanced user page users will sign in in order to communicate with the issues that have been raised.
Users will also be allowed to give their opinions of the system and ho they found their interaction
with it.

3.3 Data Collection Methods

3.3.1 Method to be used to gather the Functional and Non-Functional Requirements

Requirement specification simply means identifying the user requirements for the new system and
interpreting them into the new system. Requirement need to be clear for the system developer so
that the system is designed in a way that it meets the user expectations thus making it a success.
Determination of the requirement can be achieved in several ways such as questioners, interviews,
observation, document analysis and other ways.

3.3.3.1 Questionnaires
This requirement determination tool is effective for the system for it will help identify whether an
existing problem in the county is truly a problem. This will be applied in most of the people that
use online suggestion box for several reasons. It will involve close ended questions for the user
and at some point, question that need further clarification from the users will also apply. This will
greatly influence the development of a system for it help gather large amount of information. It
will also help identify other gaps that could be solved by the online suggestion box management.
It will be applied to the county and the users for they are a target for the system.

3.3.3.2 Observation
This is a data collection method where the researcher visits the site to get first-hand information.
Each sub county Head office has suggestion box that is placed on all the receptions of the offices.
Some of the boxes are old metallic or wooden places under a lock and key, most of them are empty

15
with some containing hardly any notes or envelops in them. This helped develop the first module
of the system.

3.3.3.3 Interviews

This will involve a question and answer session with the users of the system. It helps to get detailed
information of the existing problem and what the system needs to integrate to solve this problem.
It will help get opinions on the system to be developed and what it should and should not do. In
addition to these it will help observe and understand the feeling of the users towards the proposed
idea and constraints of the system. This also helps the system developer set goals that need be
achieved by the system. By achieving the goals, the system will largely meet customer
expectations.

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 CHAPTER 4: SYSTEM ANALYSIS AND, DESIGN AND ARCHITECTURE

4.1 introduction
In this chapter we are going to cover more on the system itself and what the system seeks to
achieve at the end of the day. It will also cover in the more detail what the actors will be able to
do through the system and what entities of the system they will be interacting with on occasional
basis. We will also cover on how the system will operate and the arrangement of the different
modules within the system. It will also cover all the direct and indirect interactions with the system
and the different entities and what is affected by these interactions with the system. The
architecture will illustrate this which is basically interaction between the components and the
modules.

4.2 requirement gathering

This involved the collection and the identification of the different requirements that the system
was able to satisfy either functional or non-functional. It involved analyzing and interaction with
the different users of the system to be able to know on what specific task will be accomplished by
the system and how the user will be an actor to the different types of task putting in mind that the
different users of the system will not perform the same function together but will require some
indirect type of relationship for some actions to be fulfilled. There are different methods used by
researchers to gather and understand the system requirement and some of these methods include
use of questionnaires, observation, documentation review, interviews, brainstorming, and personal
experience and among others. Some of these methods proved effective to our requirements
identification. There was the use questionnaires, observation, interview and personal experience
in the identification of our requirements. Questionnaires was used in the area where there was the
similar experience and the areas that required improvement and advancements. This involved the
use of open-ended questions to avoid some contradictions that could have occurred. By the use of
observation, it was meant to get detailed and more of first-hand information on the county existing
system which was the traditional suggestions box. This helped us come up with our own judgment
on how a certain process would be carried out in the system without the consultation of the users.
It also helped us know of what we were going to ask and the questions that would be relevant to
our users while using the other methods of requirements gathering. Observation favored the whole
gathering process in the through observation we avoided the risks of the users being biased while

17
giving answers and helped us sought the answers for ourselves. Through observation we were able
to know of what processes should be improved by the use of the system to be developed. There is
some requirement that may at times prove difficult to explain and through observation we were
able to identify these processes. By the use of interviews, we wanted to get information from
personal perspectives of the users in that they were free to speak their mind and share what they
expect to be done for them without any constrains on the answers they should give. By this there
was no use of open-ended questions. This involved face to face interaction with the potential users
of the system of conversing with them through some wired connection. This also helped in getting
first-hand information on the requirements of the system straight from the horse’s mouth.
Participants for the interview were randomly selected to take part in the sessions.

4.3 System requirements

4.3.1 Functional Requirements

ID Description
FRQ 1 The system should allow advanced user to sign in.
FRQ 2 The system should allow members of the county give
opinions.
FRQ 3 The system should allow admin view number of registered
users.
FRQ 4 The system should allow users to give out their feedbacks on
various issues and their feedbacks can be viewed by an
admin.
FRQ 5 The system would enable users report on certain issues.
FRQ 6 The system should allow update of advanced user details.
FRQ 7 The system should allow manager delete other applicants
from the system.
FRQ 8 The system should allow admin verify new users.

FRQ 9 The system should allow replying of user opinions or issues.

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 FRQ 10 The system should allow admin forward issues to the intended
person on the issues.
Table 4. 1 : Functional requirement

4.3.2 Non-Functional Requirements

ID Category Description
NFRQ 1 Usability The system should be easy to use.
NFRQ 2 Reliability The system should provide security for users and
Their details.
NFRQ 3 Performance The system should be adequately fast
NFRQ 4 Supportability The system should be device friendly
NFRQ 5 Recovery The system should not allow permanent deletion
of Users.
Table 4. 2: Non-functional requirements

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4.4 system architecture

Figure 4. 1: System Architecture

20
4.5 system designs

4.5.1 Context diagram

Figure 4. 2: context diagram

21
4.5.2 Dfd level 1

Figure 4. 3 : DFD level 1

22
4.5.3 Dfd level 2

Figure 4. 4: DFD level 2

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4.5.4 Erd

Figure 4. 5: ERD diagram

24
4.5.5 Database schema

Figure 4. 6: database schema

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 CHAPTER 5: SYSTEM IMPLEMENTATION AND TESTING

5.1 Introduction
For the purpose of the system construction this chapter seeks to cover more on what the system
entails and what is the purpose of various sections of the system. It will also focus on the system
testing and where the different sections of the system have truly succeeded or not. This chapter
aims at detecting system failures so that defects can be discovered before the system is fully
implemented in the society. We must implement the system to know if it truly works as expected
and test on whether it can handle a task no matter how it comes to the system.

5.2 System implementation

At the start of the system development, there was the observation and identification of the different
actors that will take part and will be involved directly in using the system. The main actors
identified at the start of the system development are the advanced user who can be able to log into
the system and the county members themselves. The database admin is another actor in charge of
the system as a whole and making sure that the database is under proper maintenance. The next
stage of the system development was identification of the different modules that will be of greater
importance to the different actors in the system and putting in mind that the two main actors will
have different modules that they will fully interact with at different levels. The most important
activity for the user will be getting into the system to raise his/her issues and save them. Updates
and deletion user details will be done by the system admin for the purpose of maintaining the
integrity of the system. The construction and development of the system was done using PHP and
HTML due to the fact that it is a website and thus will be easy to come up with the system using
the above mentioned languages. The different types of design diagrams make it easy to identify
how the system will work and also makes it easy identify the process flow of information
throughout the system thus proving very helpful to the developer. Business requirements were
earlier identified and were structured into the system. Using the proposed system development
methodology, it proved easy and more applicable to develop the system by prototyping and
developing each module at a time. On completion of the different module development they were
later linked to come up with the system as a whole. In the process of linking the different modules
is was important to maintain the logic of the system in that it was of essence to make sure that
modules link together in a manner that is understandable and consistent. This means that on the

26
click of a button the button should redirect to the next stated page and not a page that previously
came before it. To begin with, there was the development of the CRUD functionality in that there
was the division of the different aspects of CRUD that was to be done by the different actors of
the system.

5.3 System testing

This section aims to focus a lot on the system and what it does. It will majorly focus on the system
testing and whether the system has succeeded or not. This section also aims to detecting system
failures and the detection of defects that can be discovered before the system is fully implemented
into its intended environment.

Test Related Inspection Precondition Priority

ID requirement check Test data Level

T1 FRQ1 Does the system allow user to The user of the Medium
use the system and his issue is system is a county
saved in the database. member and he
should be able to
give an opinion on
what he/she wants.
T2 FRQ2 Does the system allow The admin should High
authorized (registered) users to be able to login if
log in and only if they
have ever signed
up before.
T3 FRQ3 Does the system allow the After getting into Very High
viewing of its services to and be the system allows
able to give his feedback? one to give
feedback on
various issues.

27
T4 FRQ4 Can the user be able to get back The user has a Medium
a feedback on a certain issues choice to leave his
raised. details so that a
feedback can be
sent back.
T5 FRQ5 Is the admin able to sign into the The system High
system as well? administrator
should be able to
sign up into the
system.
T6 FRQ6 Does the admin log in to view The admin is High
other system services provided supposed to login
for him? into the system to
be able to view
services offered
for him and
forward the issues
to the necessary
official.
T7 FRQ7 Does the admin view the new The manager after Medium
applicants? logging in should
be able to view all
the new applicants
awaiting approval.
T8 FRQ8 Is the admin able to edit/update The manger should Very high
the advanced user details? be able to edit the
details of a
specific user and
in turn updated in
the database

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 T9 FRQ9 Does the admin have the The admin is able High
authority of deleting user and all someone from the
his details? system.
T10 FRQ10 Is the user and the admin able to Both the admin Medium
log out of the system after and the user of the
completion of tasks. system should be
able log out after
completing their
tasks
Table 5. 1: system testing

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 CHAPTER 6: DISCUSSION, CONCLUSION AND RECOMMENDATIONS

6.1 Introduction
This chapter is going to cover on the system and what the system has been able to achieve at the
end of its completion. There will also be the coverage on what the system was not able to achieve
and make recommendations on future works that can be achieved by similar systems that aim to

6.2 Discussion
As mentioned before this section will entail an analysis of the developed system and s
scrutinization of the system as well. The developed system as of its completion can be used by the
two main actors of the system in this case having two modules of the system.

The proposed system moves from manual system to automated system within the county by
imposing the normal suggestion box to be assessable any way by a click. So instead of relocating
to the suggestion box, the suggestion box comes to you. This will enable the county to be more
effective in terms of performance, production and efficiency. It will increase citizen’s participation
by letting the county executives pinpoint what the common Mwananchi seem more crucial to them.
Economical wise the county will be more environmentally responsible in the sense that it will
move to a more paperless mode of operations within the county by implementing ICT in its
development and operations. The proposed system will also enhance system integrity and the
agendas passed will have a higher guarantee to be looked at as it was not the case in the existing
system which has a low integrity, is slow and unreliable.

6.3 Conclusion
The proposed system moves from manual system to automated system within the county by
imposing the normal suggestion box to be assessable any way by a click. So instead of relocating
to the suggestion box, the suggestion box comes to you. This will enable the county to be more
effective in terms of performance, production and efficiency. It will increase citizen’s participation
by letting the county executives pinpoint what the common Mwananchi seem more crucial to them.
Economical wise the county will be more environmentally responsible in the sense that it will
move to a more paperless mode of operations within the county by implementing ICT in its
development and operations. The proposed system will also enhance system integrity and the

30
agendas passed will have a higher guarantee to be looked at as it was not the case in the existing
system which has a low integrity, is slow and unreliable.

Once the proposed system has been implemented, there will be increased efficiency, thus quicker
response to raised issues and also faster data retrieval with use of a database; hence leading
referencing of the passed agendas and issue, which will increase the Citizens Confidence in the
County Government. This design seeks to safeguard its functionality as well as cater for an average
competent user and limit occurrence of peculiarities putting into consideration the complexity of
the environment where the system will be operating in. Having gone through the design
satisfactorily, the system is therefore expected to increase the citizen’s participation in the county
devolution process and practices and thus and advantage to both the county government and its
citizens

6.4 Recommendation
For the system to work perfectly in the counties people would have to be educated about the system
and its advantages. They need also to be educated on the advantages of participation in

6.5 Future work

Despite the research aiming to solve problems with the system the system has not really solved all
the problems. Therefore, the future work would be to enhance the system to be able to bring to
notice an issue that has been raised many times and give it a priority instead of waiting for other
issues to be forwarded and be solved. The system should also be able to have members of the
county be registered and would be able to access the system easily. The system should also be able
to allow upload of photos or videos in cases of corruption where a photo or video was taken.

31
 REFERENCES
Arima, H. M. (2018). A Web-Based Public Participation System that Supports Decision
Making,. In Journal of Asian Architecture and Building Engineering, (pp. 77-84).

Bell, D. (2003, june 15). introduction to unified modelling. Retrieved from IBM.

Chandra, v. (2012, novemeber 16). evolutionary prototype model. Retrieved from exforsyc.inc.

El-Ghareeb, H. (2012, March 26). Object-Oriented Analisys and Design. Retrieved from Slide
Share: https://www.slideshare.net/helghareeb/object-oriented-analysis-and-design-
12164752

Kelchnej, L. (2017, september 26). common problems in inventory. Retrieved from bizfluent:
https://bizfluent.com/info-8596246-common-problems-inventory-systems.html

kerymydas, c. (2010). the case thesso;an port authority. Retrieved from logistics:
http://www.teicm.gr/logistics/images/logisticsdocs/icsc2010/fullabstracts/5_1_ICSC2010
_032_Keramydas_et_al.pdf

Okong'o, V. (2005). The E-Government Expirience in Kenya. Nairobi.

schach.s.r, S. (2007). object oriented and classical engineering. New York: google scholar.

Sharma, l. (2016). waterfall model. software testing .

simon, M. (2012). A comparative analysis of different types of models in software development

life cycle. In international journal of Advanced Research inComputer science and
Software Engineering (pp. 285-290).

Timo, U. (2011, may 14). automotive industry research. Retrieved from auto motive:
https://echa.europa.eu/documents/10162/13587/candidate_list_industry_unger_hyundai_e
n.pdf

weisman, E. (1960). suggestion box systems. In c. m. l.rev.

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 Appendix A
The following screen shots how the basic interface that the user will interact with.

i. The Index page

It contains a variety of features that allow the user to easily interact with the system. The simple
navigation bar hovers to provide

e more selectable actions to the user. It also contains sub-sections that allow effective interaction
between the user and the system administrator.

33
 This part of the index page allows the user
to submit details or issues that are
concerned with the system and its
functionality

This part of the index page allows the

user to view submitted feedbacks and
responses from the administrator

34
 This part of the index page allows the
user to view announcements that are
made trough the system

ii. The issue form

The issue form gives the user the required options to create and submit an issue. It contains three
section; the action part of the form that contains selectable options and a draft area where the user
drafts the issue; the response part that allows the user to view trending agendas; and the monitoring
part that allow the user to compare ministry’s performance.

35
Note: User guide of how to use these features are available at the help link on the index page

36
 iii. The Advanced user interface

The advanced user accesses the data that is filtered using the user sessions. The user sessions
determine the data the user will view and the availability of the actions that can be performed on
the view. The following shows the different table view for different level of access to the system.

The most advanced user is the Quality Assurance personnel who can perform all the tree basic
manipulation on an issue submitted. The first level user can perform some of the action that is
forward and delete while the second level user can perform only one task in this case reply.

37
 APPENDIX B
SAMPLE OF THE QUESTIONNAIRE:

QUESTIONNAIRE.

This set of questions was issued to the respondents for fill and give appropriate answers.
Questions formulated will help in the proposed project.

1. Have you ever used the suggestion box in you time in this organization?

Yes No

2. How can you rate the Effectiveness of the current Suggestion Box system to the society?

Very Poo Poor Good Execellent

3. How can you rate the trust of the Current Suggestion Box?

Average Poor Good No Comment

4. Do you think that the proposed system will be an effective Suggestion Box?

Yes No No Comment

5. Would you find it important if there was a system to perform inter-county auditing?

Yes No No Comment

6. Are you a county Citizen?

Yes No No Comment

7. Have you ever gone to any county or sub county Office?

Yes No

38
 8. How often do you access the internet?

Every day i am mostly online

once a week to check mails

No Comment

am never intressted with the inter

Thank you for your corporation.

39
Sample questions during the interview:

INTERVIEW

Sample questions that I asked include:

General Questions

1. What is the history of the organization and what does it deal with?

2. How does the current system work?

3. What are the limitations or disadvantages of the current system?

4. What changes would you like to see made in the current system operations?

5. What are you view about the proposed system

6. Would you prefer a manual system or a computerized system?

7. What do you like and dislike on the current system?

8. What is your expected outcome of the current system on organizational activities?

As a county executive:

1. Do you think ICT is important in your department?

2. If you can pinpoint strategic sub-departments that ICT has greatly improved your
productivity as a Chief Officer?

3. How does the suggestion box work?

4. Do you think its effective especial for the citizens in the sub-counties or wards?

5. What are the challenges you face as an ICT Chief Officer in terms of citizen
participation?

6. What changes would you like to see made in the current system of operations?

7. Is there an internal Auditing system in Place?

40
 8. If there was an internal Auditing system what can you say you will benefit from it?

As a county citizen

1. Is there a way that you can participate in the county developments?

2. Is there a way that you can pass your ideas and view to the county with ease?

3. Have you ever used the suggestion box?

4. As at the moment are you satisfied with the county government way of conducting
development in your area?

You have a question that you wanted to ask or get assistance with from the county offices; do
you think you can get assistance remotely

41
 APPENDIX C
GANT CHART

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