TITLE OF THE PROJECT:

CANDIDATES NAME:

PAPER NUMBER:
451/3

INDEX NUMBER:
27536121008

SCHOOL:

TEACHER:

SUBMITTED TO:
KENYA NATIONAL EXAMINATION COUNCIL IN PARTIAL
FULLFILLMENT OF REQUIREMENTS OF THE KENYA CERTI-
FICATE OF SECONDARY EDUCATION

SERIES:
APRIL 2022-OCTOBER 2022
 TABLE OF CONTENTS

Table of Contents
ACKNOWLEDGEMENT......................................................................................................iv
DECLARATION......................................................................................................................v
DEDICATION.........................................................................................................................vi
CHAPTER ONE.......................................................................................................................1
A. INTRODUCTION.................................................................................................................1
CHAPTER TWO.....................................................................................................................2
PROBLEM IDENTIFICATION AND RECOGNITION..........................................................2
A. Outline of the proposed system.............................................................................................2
CHAPTER THREE...............................................................................................................10
A. Information gathering.....................................................................................................10
B. Requirement specifications...............................................................................................13
Hardware requirements............................................................................................................13
Software requirements.............................................................................................................13
Hardware costs.........................................................................................................................14
Software costs..........................................................................................................................14
CHAPTER FOUR..................................................................................................................16
A. SYSTEM DESIGN............................................................................................................16
a) System flowchart................................................................................................................16
b) Tables...................................................................................................................................20
c) Input designs........................................................................................................................28
d) Outputs.................................................................................................................................31
CHAPTER FIVE....................................................................................................................33
SYSTEM CODING (CONSTRUCTION)...............................................................................33
Tables.......................................................................................................................................33
Data Input.................................................................................................................................35
Data manipulation....................................................................................................................37
Data output(reports).................................................................................................................39
CHAPTER SIX.......................................................................................................................42
SYSTEM IMPELEMENTATION...........................................................................................42
File conversion.........................................................................................................................42
Staff training.............................................................................................................................42

i
Changeover strategies..............................................................................................................42
Security measures.....................................................................................................................43
USER MANUAL.....................................................................................................................43
Introduction..............................................................................................................................43
Installation guide......................................................................................................................43
Loading process.......................................................................................................................44
Navigation guide......................................................................................................................44
CHAPER SEVEN...................................................................................................................46
RECOMMENDATION.........................................................................................................46
CHAPTER EIGHT................................................................................................................47
CONCLUSION........................................................................................................................47
CHAPTER NINE...................................................................................................................48
BIBLIOGRAPHY..................................................................................................................48
CHAPTER TEN.....................................................................................................................49
Appendix..................................................................................................................................49

Table 1 Cost of the packages...................................................................................................10

Table 2 Payment of services....................................................................................................10
Table 3Method of payment......................................................................................................10
Table 4 Cost of the packages...................................................................................................11
Table 5 Schedule feasibility....................................................................................................15
Table 6 Hardware requirements...............................................................................................20
Table 7 Software requirements................................................................................................20
Table 8 Hardware costs............................................................................................................21
Table 9 Software costs.............................................................................................................21
Table 10 Farmers’....................................................................................................................27
Table 11 Accessories...............................................................................................................28
Table 12 Training.....................................................................................................................29
Table 13 Transport...................................................................................................................30
Table 14 Company sales..........................................................................................................31
Table 15 Payment type.............................................................................................................32
Table 16 Purchase....................................................................................................................32
Table 17 Purchase product.......................................................................................................33
Table 18 Service.......................................................................................................................34
Table 19 Company sales Form.................................................................................................35
Table 20 Farmers Form............................................................................................................35
Table 21 Training Form...........................................................................................................36
Table 22 Transport Form.........................................................................................................36
Table 23 Accessories Form......................................................................................................36
ii
Table 24 Payment type Form...................................................................................................37
Table 25 Purchase Form...........................................................................................................37
Table 26 Service Form.............................................................................................................37
Table 27 Farmers report...........................................................................................................38
Table 28 Training report..........................................................................................................38
Table 29 Transport earnings report..........................................................................................39
Table 30 Honey payment report...............................................................................................39
Table 31 Company sales report................................................................................................39
Table 32 Services payment report............................................................................................39
Table 33 Bibliography..............................................................................................................56
Table 34 Appendix...................................................................................................................57

Figure 1: Structure of the current system.................................................................................12

Figure 2: Questionnaire............................................................................................................17
Figure 3: Sample interview......................................................................................................19
Figure 4: System flowchart......................................................................................................23
Figure 5: Farmers.....................................................................................................................41
Figure 6: Services.....................................................................................................................41
Figure 7: Training....................................................................................................................41
Figure 8: Transport...................................................................................................................42
Figure 9: Company sales..........................................................................................................42
Figure 10: Purchase..................................................................................................................42
Figure 11: Purchase type..........................................................................................................43
Figure 12: Purchase product.....................................................................................................43
Figure 13: Relationship............................................................................................................43
Figure 14: Farmers form..........................................................................................................44
Figure 15: Transport form........................................................................................................44
Figure 16: Training form..........................................................................................................44
Figure 17: Services form..........................................................................................................44
Figure 18: Payment type form..................................................................................................44
Figure 19: Company sales form...............................................................................................45
Figure 20: Honey payment query.............................................................................................45
Figure 21: Services payment query..........................................................................................45
Figure 22: Transport earnings..................................................................................................46
Figure 23: Training income......................................................................................................46
Figure 24: Sales to clients........................................................................................................46
Figure 25: Total income query.................................................................................................47
Figure 26: Company light........................................................................................................47
Figure 27: Transport earnings report........................................................................................47
Figure 28: Training income report...........................................................................................48
Figure 29: Honey payment report............................................................................................48
Figure 30: Services report........................................................................................................48
Figure 31: Total Income...........................................................................................................49
Figure 32: Changeover strategy...............................................................................................50
iii
Figure 33: Screen shot..............................................................................................................52

ACKNOWLEDGEMENT
The completion of this project in its current form would have been burdensome and hard

without the encouragement, dedication and useful directives I got from colleagues, parents

and teachers.

I am so grateful and wish to pass my gratitude to Mr Francis my computer teacher who went

through this and ensured it was perfect.

I also need to appreciate the school for providing necessary support and to the Director,

Madam Dianne, and the principal, Mr Caleb Oketch, for availing necessary materials needed

for the project to come to an end.

iv
 DECLARATION
I, Ouma Damian Onyango, do hereby declare that this project is my original work and does

not bear any material or draft of any project earlier submitted to the Kenya National Examin-

ation Council for academic purposes.

Signature____________________________________

Date________________________________________

This project has been submitted with the approval of my Computer Studies teacher of The

Betty Mavity Roberts Education Centre

Teacher: MR FRANCIS MOKUA

Signature_______________________________________

Date___________________________________________

v
 DEDICATION
I dedicate this project to my computer teacher who has given me encouragement and support

I needed to complete this project and the necessary ways to solve particular problems.

I also dedicate this project to my parents who made sure they availed themselves in need of

help concerning this project.

vi
 NEKTA MANAGEMENT SYSTEM

CHAPTER ONE

A. INTRODUCTION
Nekta is a company that deals with beekeeping and selling of honey. The company is aimed

at offering the following services: selling of beehives and associated accessories to bee farm-

ers, setting up of the beehives for the bee farmers, offering of training on beekeeping and

lastly buying of honey-related products from farmers for resale. At the start the company

used manual methods which became inefficient as company needs rised overtime. It was

more costly and unreliable which led the company to initiate a computerized system which

will increase operational efficiency.

1
 CHAPTER TWO

PROBLEM IDENTIFICATION AND RECOGNITION

A. Outline of the proposed system

Nekta management system deals with beekeeping and selling of honey. The company offers

the following services:

I. Selling of beehives and associated accessories to bee farmers

II. Setting up of beehives for the bee farmers

III. Offering of training on beekeeping

IV. Buying of honey-related products from farmers for resale

The company will also sell beekeeping accessories in the packages namely:

 Single hive

 Mini package

 Full package

The descriptions of the packages are:

I. A single hive is one beehive and its associated accessories are for setting up

II. A mini package consists of six beehives , harvesting accessories , beehive setting up

and training for one person for one day

III. A full package consists of twelve beehives and honey extractor.

The cost of the packages is as shown in Table 1.

2
Table 1 Cost of the packages

Package Cost per package(Ksh)

Single hive 15000

Mini package 120000

Full package 190000

Other services that will be offered by the company are shown in Table 2.

Table 2 Payment of services

Service Cost Area

Training 7000 Per person

Sale of accessories 2500 Per unit

Sale of honey harvesting kits 600 Per unit

Sale of honey extractors 13000 Per unit

The company will also buy honey from farmers at Ksh 900 per kg and bee products at Ksh

1200 per kg for further processing and subsequent sales to consumers.

How the farmers will be paid is shown in Table 3.

Table 3Method of payment

Amount Mode of payment

<20000 Cash

Between 20000-80000 Mobile money transfer

>80000 Electronic funds transfer(EFT)

3
A farmer seeking services to from the company will be required to provide personal details.

The details will be captured and the farmer will be required to make full payments for the ser-

vices sought. Once the payment will be verified for training services, the trainee will then be

provided with the training schedule.

The company will provide transport services to farmers and will be charged based on the des-

tination and the quantity of the items as shown in Table 4.

Table 4 Cost of the packages

Transport services Cost (Ksh)

Single 2000 per package

Mini package 20 per km

Full package 25 per km

Accessories 30 per item

Harvesting kit 30 per item

Honey extractors 100 per item

B. Overview of the proposed system

The proposed system will be able to work efficiently with minimal human labour.

The operations will be faster and the able to realize great profits after the

installation of the proposed system.

C. Shortcomings of the current system

4
Slow system

It takes a lot of time to go through files and papers in order to find the records of a particular

customer.

Poor storage

The company is at risk of losing data from the poorly stored files. They are stored in cup-

boards where they can be easily damaged.

Inaccuracy

Most calculations and arithmetic operations carried on large amount of money are inaccurate.

This causes loss of money to the company and inaccurate payment of farmers.

D. Structure of the current system

Figure 1: Structure of the current system

Manager

Assistant Manger

Secretary Financial clerk

Supervisors

Honey extractors
5

Drivers and Traders

E. Definition of the proposed system

The proposed system is a well-developed computerized database system that will enable the

company to perform its operations faster, conveniently and efficiently. The system is well de-

signed to meet the company’s requirements. The new system will be able to be modified to

cope up with the technology or if the company wishes to extend its services. The proposed

system also consist of a user manual which will enable the users to understand the system

better. Most of the operations in the system are electronic.

F. Objectives of the proposed system

The proposed system will be able to:

1. Maintain records of bee farmers

2. Maintain records of trainee farmers

3. Maintain records of services rendered and products sold by the company

4. Capture payments for each package

5. Capture income from various sales and training services

6. Capture details of purchases from farmers

G. Scope of the system

Nekta management system has a variety of services to offer. The proposed system will deal

mainly with beekeeping, selling of honey and training of farmers.

Benefits of the proposed system

i. Reduction in operational and managerial costs.

6
 ii. Data loss and insecurity is used as computerized backup system and passwords avoid

data insecurity

iii. It offers a quick method of data input, processing and output hence easier to perform
the company’s tasks.
Limitations of the proposed system
i. The initial cost of developing the system is high
ii. It is cheap as many workers will not be employed

H. Type of the system

The system is a networked system where the company’s transactions that are held in various
computers can be relayed to a server. The networked operating system include Microsoft
Windows 10. The network system is a workstation to server type of network which is fast and
minimize time wastage e.g. unnecessary movements.

 How the system operates

It is a multiuser operating system where multiple users can get access to computer using the
password set from the server. They can access it by logging in with usernames or passwords.

 Methods of data input

The major data input method is use of a keyboard. It can be used with a mouse to enter data
accurately in a storage medium. Other methods are use of scanning devices and automatic
capture methods.

 Methods of data processing

There will be use of electronic data processing methods. The mode would be use of distrib-
uted data processing as tasks are divided to computers that are physically separated but con-
nected by data transmission media.

Files will be organised using random methods.

 Methods of data storage

The company’s information will be stored in secondary storage devices like hard disks and
flash disks as they will be able to store large amounts of information.

7
  Information output

This is the last stage of data processing cycle.

H. Feasibility study

A. Technical feasibility

Various hardware and software will be required to be bought and installed. The required
hardware include keyboard, monitor, printers and other peripheral devices. The proposed sys-
tem can be run in Microsoft Windows 10.

The system should be run together with a database software. A multiuser operating system
can also be used.

B. Legal feasibility

The company is legally registered as Nekta Management Company and has a certificate from
the legal authority making the company’s system safe.

C. Schedule feasibility

The development of the new system will take approximately 7 months as shown in Table 5.

Table 5 Schedule feasibility

Activity Period in weeks Account

Stage 1 1 and 2 Problem recognition and

definition
Stage 2 3 and 4 Information gathering
Stage 3 5 and 6 Requirement specification
Stage 4 7,8,9 and 10 System design
Stage 5 11,12,13,14,15,16,17 and System coding
18
Stage 6 19, 20, 21 and 22 System implementation
Stage 7 23 and 24 System review and mainten-
ance
D. Economic feasibility

 Cost

The development and operational costs can be estimated as follows:

8
Development cost = Ksh 1349100
Monthly operational cost = Ksh 30000
Total lifetime of the proposed system =8 years
Total lifetime cost =Ksh 1349100 + (12*30000*8)
=Ksh 4229100

 Benefits

Profit from reduced staff =Ksh 572000

Savings from reduced office equipment = Ksh 54200

Others =Ksh 50000

Total monthly benefit =Ksh 676200

Total lifetime benefits =Ksh 676200*12*8

=Ksh 64915200

 Conclusion

The development of the new system is cost effective and beneficial since the benefits out -

weigh the development of the system.

9
 CHAPTER THREE

A. Information gathering
a) Questionnaire

The company’s managers and workers were issued with questionnaires, they received it and

responded to it appropriately.

Figure 2: Questionnaire

Questionnaires
Nekta management system

Date…
Hello, am Damian and I wish that you kindly and honestly respond to the following
questions:
1. Is the company beneficial to the society around?

2. How often do customers’ orders bounce due to delayed services?

Very often often Not often Not at all

3. Is the current system fast?

Fast Slow Moderate

Advantages of questionnaires

 Responses are sincere since it is private

 The respondent can fill the questionnaire at their own pace

Disadvantages of questionnaires

10
  Good questionnaires are difficult to prepare

 Responses may not be accurate due to ambiguity

b) Observation

The areas observed were involving how the company’s managers and workers performed

their duty, how the customers’ records are kept and how the workers are paid.

Advantages of observation

1. Offers first-hand information to the analyst

2. Technical concept can be understood by the analyst

Disadvantages of observation

1. It is time consuming

2. Most workers feel uncomfortable when being observed

c) Study of available documents

This involved study of manual documents such as payment of receipts, workers’ records and

statements of customers’ payment history.

Advantages of studying available documents

1. Low cost is spent

2. Avails a detailed information

Disadvantages of studying available documents

11
 1. It is time consuming

2. It is tedious

d) Interview

I also visited the company’s offices and interviewed some managers and farmers on how

they perform their daily duties.

Figure 3 shows sample of the interview

Figure 3: Sample interview

SAMPLE INTERVIEW
Interviewer: … Interviewee name: …
Date: …
Time: …
Interviewer: Good morning sir
Interviewee: Good morning. Welcome to my office
Interviewer: Thank you. I am Damian. I am the head of the IT group that is involved
with the developing of the new system. Would you allow me to ask you some questions
related to the company?
Interviewee: It’s okay
Interviewer: the company beneficial to the society around?
Interviewee: Indeed the company has brought a greater positive change in the society as
the people around can get better products.

Advantages of interviews

1. It is useful in extracting additional information

2. Easy to get the true information

Disadvantages of interviews

12
 1. Highly time consuming

2. One can judge the respondent wrongly

B. Requirement specifications

Hardware requirements
Table 6 Hardware requirements

Resources Use Quantity

Client computers(3 GHz,512 Calculations and storage of 30

MB Ram,160 GB HDD in- data
built, Intel Processor)
Printer(Laser printer) Print receipts and other 4
hardcopy outputs
Server(Network server and To connect computers in a 1 each
print server) network making it easier to
access information in all the
computers
Networking devices e.g. To connect a physical topo- 5 each
hubs, modems, NIC and re- logy that creates a network
peaters
UPS To protect the computers 30
from unstable power supply
Standby generator To automatically generate 5
power in case of power sup-
ply

Software requirements
Table 7 Software requirements

13
 Software Use

Antivirus e.g. Vast Anti-virus Scanning, detecting and removing computer

viruses that may affect the system

Application e.g. Word processor Enable the user to carry various tasks e.g.

document preparation

Utility software e.g. liveware Assist users accomplish specific tasks in the

system

Networking software e.g. Novel Netware To enable exchange of data in the network

as well as reinforcing data security

Hardware costs
Table 8 Hardware costs

Resources Number Cost per unit (Ksh) Total cost (Ksh)

Remote computers 30 12000 360000

Printers 4 5000 20000

Servers 2 20000 40000

UPS 30 10000 300000

Networking devices 5 20000 100000

Generators 5 40000 20000

Totals 1020000

Software costs
Table 9 Software costs

Software Costs (Ksh)

14
Antivirus software 1500

Application software 1000

Utility software 2500

Networking software 300

Total 5300

15
 CHAPTER FOUR

A. SYSTEM DESIGN

a) System flowchart
Figure 4: System flowchart

START

Enter farmers’
details

Update
Store farmers’ de-
farmers tails
details

farmer re-
Register
gistered

Produces brought by
farmers

Is goods
bee hive
package

16
1
 1

Is
Pay Is
goods
20000- pay Cost =
single
80000 <20 15000
hive
00

Payment by
Payment via
cash
mobile
transfer

Payment via elec-

tronic funds Store
farmers
records

Is goods
mini Cost = 120000
package

Cost = 190000

Cost of services
offered

17 2
 2

Is ser-
vice Cost = 7000 per person
training

Sale of
ac- Cost = 2000 per unit
cessories

honey Cost = 600

harvest-
ing kits

Cost = 13000

Total income =
cost of all ser-
vices offered

Input cost of
transport

18
3
 3

2000 per pack-

Single age

Mini pack- 20 per km

age

25 per km
Full package

Accessories 30 per item

Harvesting kits 30 per item

100 per item

Display: company
earnings
Customer pay

Store com-
pany records

19

STOP
 b) Tables
Table 1. Clientss’
The table below will be used to store the farmers’ records:

Field Data type Size

Client ID Text 15

First_Name Short text Caption: Name

Field size: 20

Text align: Left

Required: Yes

Last_Name Number Caption: Position

Field size: 20

Text align: Right

Required: Yes

Mobile Number Number Caption: App distance

Field size: 20

Text align: Left

Required: Yes

Contacts Number Caption: Contacts

Field size: 20

Text align: Left

Required: Yes

20
 Date Date/time Caption: Status

Field size: 20

Text align: Left

Photo

Biometric

Table 2 Goods
The table below will be used to store accessories sold by the company:

Field Data type Properties

Product_ID Number Caption: ID

Field size: Long Integer

Text align: General

Client_ID

Product Name Short text Caption: Product cost

Field size: 60

Text align: Left

Required: Yes

Mode of payment Look up wizard Caption: Mode of payment

Field size: Integer

Text align: Left

Required: Yes

Service Look up wizard Caption: Service

Field size: Integer

21
 Text align: Left

Required: Yes

Quantity Short text Caption: Quantity

Text align: Left

Required: Yes

Table 3 Purchases
The table below will be used to store the training details:

Field Data type Properties

Purchase_ID Auto Number Caption: Auto Number

Field size: Integer

Text align: Centre

Required: Yes

Product_ID Number Caption: No of people

Field size: Integer

Text align: Right

Required: Yes

No of days Number Caption: No of days

Field size: Integer

Text align: Left

Required: Yes

Service Look up wizard Caption: Service

Field size: Integer

22
 Text align: Left

Required: Yes

Cost of service Number Caption: Cost of service

Field size: Integer

Text align: Left

Table 4 Deliveries
The table below will be used to store the transport details and services done by the company:

Field Data type Properties

Invoice ID Auto Number Caption: Transport No

Text align: General

Field size: Integer

Required: Yes

Motor cycle Short text Caption: Item

Text align: Right

Field size: 60

Required: Yes

vehicle Short text Caption: Cost of Transport

Text align: Right

Field size: 20

Required: Yes

Approximate distance Number Caption: App distance

Text align: Left

23
 Field size: Integer

Required: Yes

Table 5 Transaction
The table below will be used to store details on company sales:

Field Data type Properties

Transaction ID Number Caption: Product ID

Text align: Right

Field size: 20

Required: Yes

Product name Short text Caption: Product name

Field size: 20

Text align: Centre

Required: Yes

Cost of package Currency Caption: Cost of package

Field size: 20

Text align: Centre

Required: Yes

Mode of payment Short text Caption: Mode of payment

Text align: Centre

Field size: 50

Required: Yes

Type of product Short text Caption: Type of product

24
 Text align: Left

Field size: 60

Required: Yes

Date delivered Date and time Caption: Date and time

Text align: Left

Required: Yes

Table 10 Payment type

The table below will be used to store type of payment details

Field Data type Properties

Payment ID Auto Number Caption: Payment ID

Field Size: Long Integer

Text align: Yes

Payment type Short text Caption: Payment type

Field size: 20

Text align: Centre

Required: Yes

Range Short text Caption: Range

Field size: 30

Text align: Left

Required: Yes

Table 11 Purchase
The table below will be used to store purchase details:
25
 Field Data type Properties

Purchase ID Auto Number Caption: Purchase ID

Field size: Integer

Text align: General

Product Look up wizard Caption: Product

Field size: Integer

Text align: Left

Required: Yes

Unit Short text Caption: Unit

Field size: 20

Text align: Left

Required: Yes

Quantity Short text Caption: Quantity

Field size: 20

Text align: Left

Required: Yes

Payment Method Look up wizard Caption: Payment Method

Field size: Integer

Text align: Left

Required: Yes

Table 9 Income
The table below will be used to store how the products have been purchased

26
 Field Data type Properties

Product IT Auto Number Caption: ID

Field size: Integer

Text align: Left

ITEM ID Short text Caption: Product

Field size: 20

Text align: Left

Required: Yes

Cost 1 Number Caption: Rate

Field size: 20

Text align: Left

Required: Yes

Cost 2

Total

Expense

proft

Table 12 Service
The table below will be used to store Service details:

Field Data type Properties

Service ID Auto Number Caption: Service ID

Field size: Integer

27
 Text align: General

Name Short text Caption: Name

Field size: 20

Text align: Left

Required: Yes

Service description Short text Caption: Service description

Field size: 50

Text align: Left

Required: Yes

Cost Short text Caption: Cost

Field size: 20

Text align: Left

Required: Yes

c) Input designs
FORMS

Table 13 Company sales Form

Tbl_Company sales

ID

Product cost

Mode of payment

Service

Quantity

Save record 28
Close Form
Table 14 Farmers Form
Tbl_Farmers

Farmers ID

Name

App distance

Position

Contacts

Status

Save Record Close Form

Table 15 Training Form

Tbl_Training

Training ID

No of people

No of days

Service

Cost of services

Save Record
Close Form

Table 16 Transport Form

Tbl_Transport

ID

Item

29
Cost of transport

Save Record Close Form

Table 17 Accessories Form

Tbl_Accessories

Package name

Cost of package

Status

Date delivered

Save Record Close Form

Table 18 Payment type Form

Tbl_Payment type

Payment ID

Payment type

Range

Save Record Close Form

Table 19 Purchase Form

Tbl_Purchase

Product

Unit

30
 Save Record Close Form

Table 20 Service Form

Tbl_Service

Service ID

Name

Service Description

Cost

Save Record
Close Form

d) Outputs
REPORTS

Below are outputs for the system:

Table 21 Farmers report

Rpt_Farmers

Farmers ID Name App distance Contacts status

1 Njoroge 30 0112205568 Active

2 Maina 45 0123456789 Active

Table 22 Training report

Rpt_Training

No of people No of days Cost of service Totals

31
 1 1 7000 7000

2 1 7000 14000

Table 23 Transport earnings report

Rpt_Transport earnings

Item Cost of Transport App distance Total

Mini package 20 30 600

Accessories 30 25 750

Honey extractors 100 190 19000

Table 24 Honey payment report

Rpt_Honey payment

Product Quantity Rate Totals

Honey 4 900 3600

Bee products 5 1200 6000

Table 25 Company sales report

Rpt_Company sales

Unit Quantity Totals

900 4 3600

1200 5 6000

Table 26 Services payment report

Rpt_Services payment

Name Cost Quantity Totals

32
Single package 15000 3 45000

Mini package 120000 4 480000

33
 CHAPTER FIVE

SYSTEM CODING (CONSTRUCTION)

Tables
This system has been constructed by customizing a standard package. The package is a
ready-made software package that is database software-Microsoft office Access 2013 ver-
sion. Below are some tables
a) Tbl_farmers
The table below will be used to store farmers’ record
Figure 5: Farmers

b) Tbl_Services
The table will be used to store services record
Figure 6: Services

c) Tbl_Training

34
Figure 7: Training

d) Tbl_Transport
Figure 8: Transport

e) Tbl_Company sales
Figure 9: Company sales

f) Tbl_Purchase
Figure 10: Purchase

35
 g) Tbl_Purchase type
Figure 11: Purchase type

h) Tbl_Purchase product
Figure 12: Purchase product

CONSEPTUAL RELATIONSHIP MODEL

Figure 13: Relationship

36
Data Input
Some forms used to enter data are as shown below:
a) Farmers form
Figure 14: Farmers form

b) Transport form
Figure 15: Transport form

c) Training form
Figure 16: Training form

d) Services form
Figure 17: Services form

37
 e) Payment type form
Figure 18: Payment type form

f) Company sales form

Figure 19: Company sales form

Data manipulation
a) Honey_Payment Query
Figure 20: Honey payment query

38
 b) Services payment query
Figure 21: Services payment query

c) Transport earnings query

Figure 22: Transport earnings

d) Training income query

Figure 23: Training income

39
 e) Sales to clients query
Figure 24: Sales to clients

f) Total income query

Figure 25: Total income query

g) Company profit
Figure 26: Company light

40
Data output(reports)
Some reports used to output data are as shown below:
Figure 27: Transport earnings report

Figure 28: Training income report

Figure 29: Honey payment report

41
Figure 30: Services report

Figure 31: Total Income

42
 CHAPTER SIX

SYSTEM IMPELEMENTATION

File conversion
This is the process of changing or modification of the format of data fields during the imple-
mentation of a new system.
The system requires new hardware and operating system. This can therefore be used even if a
new system is being implemented. This will only require a few specifications of the proposed
system
The database software version used in the construction of this system –Microsoft Office Ac-
cess 2013; need to be installed in the computers,
Because of the initial files were manual, we will have to convert them to electronic ones by
keying in the files in the new system.

Staff training
The staff that is willing can do so after the implementation process is complete. The proposed
system comes along with appropriate documentations and user manuals which go along way
to make staff training easy, quick and effective.

Changeover strategies
This is how to shift from the old system and beginning to use the new system. In this case we
will use parallel changeover strategy. Here both the old and the new system are run parallel to
each other for some time until users have confidence in the new systems then the old system
is phased out. Despite this changeover being costly, it has a lower risk to business operations
and it enables thorough testing of the new system.
Figure 32: Changeover strategy

Old system

New system

The period of time (t) is the time that files conversions can be made
43
Security measures
We would advise the management to set up passwords that would enable logging in and also
prevent unauthorized access to the database. The company should also install antivirus soft-
ware to discard any virus threat. The rooms where the computers are kept should be secured
by employing guards to keep watch over data backups. The company should also enable ex-
perts to come and reinforce weaknesses in the new system.(audit trial)

USER MANUAL
Carefully read all the instructions in the user manual before the installation and start-up of the
computerized Nekta management system.

Introduction
Nekta management system is a computerized based system created to work for the group.
The system is given in 700 MB compact disks which the user will use in installation. The
compact disk should be kept safe to avoid damage and corruption of data. The user may make
multiple copies of the compact disk to be used by other people.
Avoid data storage in the installation CD’s to ensure the project is under maximum security
and integrity.

Installation guide
 Switch on the main switch
 Check on the power cable extension
 Switch on the UPS
 Switch on the monitor
 Switch on the US
 Booting progress. Give time for booting until it reaches the operating system
 Insert the CD-RW into the computer disk drive (D)
Installation through windows explorer
 At programs menu, click onto ‘Windows Explorer’
 Click on the CD-RW(D:) drive
 Click onto the file ‘Nekta Management system’
 Copy the file by any of the following ways ;
 On the menu bar in the edit option click only
 Use Ctrl+C
 Right click on the file ‘Nekta management System’ then click copy
 Click onto the drive(C :) IBM pre-load on the directory tree
Alternatively;
 Create a new folder

44
  On the menu bar in the file option in new click folder. This step will
create a folder onto which the program code ‘Nekta management sys-
tem’ may be stored
 Name the folder ‘Nekta management System’ or any other convenient
for you
 Highlight the new folder
 Paste the copied file (program code) by using the same steps in the
copy command clicking onto the paste this time. Wait while the com-
puter copies the files. Installation is now complete

Loading process
Double click onto the folder ‘Nekta management system’ to open it. It may have a different
name from this depending on the one you gave it.
Figure 33: Screen shot

Navigation guide
The main menu has the following:
 Farmers form
 Services form
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  Training form
 Transport form
 Transport earnings report
 Services payment report and many more

 If you click on the FARMERS FORM menu, it opens up the Farmers form .These
consists of Farmers name, approximate distance, position, contacts and status
 If you click on the SERVICES FORM menu, it opens up the Services form. Details in
this form consists of Service ID, name, service description and cost
 If you click on the TRAINING FORM menu, it opens up the Training form. Details in
this form include Training ID, no of people, no of days, service and cost of service.
 If you click on the TRANSPORT FORM menu, it opens up the Transport form. De-
tails in the form include Transport ID, item, cost of transport and approximate dis-
tance
 If you click on the TRANSPORT EARNINGS REPORT menu, it opens up the Trans-
port earnings report. Details in the report include Item, cost of item, approximate dis-
tance and Total that is calculated by multiplying cost of item and approximate dis-
tance.
 If you click on the SERVICES PAYMENT REPORT menu, it will open up the re-
port. Details in the report include Name, cost, quantity and Totals.

Procedure of generating output

To view and generate output requires one to click on the OUTPUT SCREEN menu on
the START PAGE to open up reports.
The output can either be softcopy i.e. displayed on the monitor or hardcopy i.e. prin-
ted out

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 CHAPER SEVEN

RECOMMENDATION
I hereby recommend that implementing this new system will lead to the group being
able to realize the advantage of the new system and a great reduction of the opera-
tional cost by up to 70%.This is because the profits outweigh the development cost by
large amounts of capital.

47
 CHAPTER EIGHT

CONCLUSION
I would like to conclude by saying that it was a very difficult task to develop this pro-
ject. Implementing such a system in an applicable environment will help to achieve
the benefits outlined in this documentation.

48
 CHAPTER NINE

BIBLIOGRAPHY
The following references materials were greatly used to enable the development of the
new system:

Table 27 Bibliography

Author Book title Year of publication

Stephen Mburu & Geoffrey Longhorn Computer book 2018

Chemwa 4

Stephen Mburu & Geoffrey Longhorn Computer book 2018

Chemwa 3
Stephen Mburu & Geoffrey Longhorn Computer book 2018
Chemwa 2
Stephen Mburu & Geoffrey Longhorn Computer book 2018
Chemwa 1
Dr. John Onunga & Renu KCSE Computer book 1 2006
Shah

49
 CHAPTER TEN

Appendix
Table 28 Appendix

OS Operating system
RAM Random Access Memory
ROM Read Only Memory
DVD Digital Versatile Disk
CD-ROM Compact Disk-Read Only Memory
CD-R Compact Disk Recordable
VDU Visual Display Unit
NIC Network Interface Card
UPS Uninterruptible Power Supply
Decision

Disk master file

Input or Output

Process

Off page connector

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