TRADE PROJECT

CHAPTER ONE

BACKGROUND INFORMATION
1.0 INTRODUCTION
Refers to a brief description of the current system. How it performs its work (manually or
computerized), where the organization is situated, when it was started i.e some brief history
of the organization.
Contains a description of the current system in operation. Talk about how the system works
from the beginning to the end, who are these key personnel involved in the daily operations
of the current system in place.
The description is done also by use of design tools e.g HIPO chart, JSP, DFD, Flowcharts etc.
1.1 STATEMENT OF THE PROBLEM
Contains a description of the problems entailed in the organization when running its daily
activities e.g
1. Time wastage
2. Data security
3. Inefficiency
4. Inaccuracies etc.
Statement of the problem should be precise and clearly illustrated.
1.2 DESCRIPTION OF THE PROPOSED SYSTEM
Contains a description of the proposed system i.e how the proposed system is expected to
function/work from beginning to end.
Its also done by use of design tools.
1.3 AIM OF THE PROJECT
Refers to a broad statement that describes what the proposed system intends to achieve. E.g
To provide an efficient way of managing the lending of books in the library therefore
enhancing efficiency

To provide fast and efficient services to travelers within the shortest time limit and be able to
gauge the productivity of the company towards the future.

1.4 OBJECTIVES OF THE PROJECT

Refers to the specific outcomes that the proposed system will achieve. These must be
SMART i.e. Specific, Measurable, Attainable, Realistic and Time bound. Objectives should
be general and specif. general objective should be one and must address the gap that the
researcher wants to solve. Specific objectives should be at least 4 and well-illustrated to
attract the intention of the researcher. Examples include;
I. To serve a student in less than 10 minutes
TRADE PROJECT

CHAPTER ONE

BACKGROUND INFORMATION
2.0 INTRODUCTION
Refers to a brief description of the current system. How it performs its work (manually or
computerized), where the organization is situated, when it was started i.e some brief history
of the organization.
Contains a description of the current system in operation. Talk about how the system works
from the beginning to the end, who are these key personnel involved in the daily operations
of the current system in place.
The description is done also by use of design tools e.g HIPO chart, JSP, DFD, Flowcharts etc.
2.1 PROBLEM STATEMENT
Contains a description of the problems entailed in the organization when running its daily
activities e.g
5. Time wastage
6. Data security
7. Inefficiency
8. Inaccuracies etc.
2.2 DESCRIPTION OF THE PROPOSED SYSTEM
Contains a description of the proposed system i.e how the proposed system is expected to
function/work from beginning to end.
Its also done by use of design tools.
2.3 AIM OF THE PROJECT
Refers to a broad statement that describes what the proposed system intends to achieve. E.g
To provide an efficient way of managing the lending of books in the library therefore
enhancing efficiency
To provide fast and efficient services to travelers within the shortest time limit and be able to
gauge the productivity of the company towards the future.

2.4 OBJECTIVES OF THE PROJECT

Refers to the specific outcomes that the proposed system will achieve. These must be
SMART i.e Specific, Measurable, Attainable, Realistic and Time bound. Examples include;
II. To serve a student in less than 10 minutes
III. To provide a clear, detailed and itemized report or record of the stock of books in the
library
IV. To reduce the time taken while searching for a book in the library to less than 5
minutes
V. To ensure all records of the travelers are safely kept
VI. To increase the speed of handling travelers by five minutes per individual
VII. To reduce a paper work by 50%

2.5 JUSTIFICATION OF THE NEW SYSTEM

Contains a justification of the proposed system, why the analyst thinks it’s the best, will solve
the problems of the organization. Why should the organization invest in the system?

2.6 LIMITATIONS OF THE PROPOSED SYSTEM

Contains a description of the problems that are likely to be encountered during system
development and lifetime. They should not be more and stronger than advantages/benefits of
the system.
2.8 SCOPE OF THE SYSTEM
Is the functionality the system will provide to the users. It defines what the system will
do and what the system won’t do.

2.9 DEFINATION OF TERMS

Contains a definition of terms used by the system analyst.
 CHAPTER TWO
LITERATURE REVIEW
Contains a description of related literature obtained by the system analyst concerning the
proposed system both from secondary and primary sources. Should not be less than 3 pages
(1.5 spacing, font size 12, Font Times New Roman)

Related literature must talk about the system i.e the past studies on the specific system and
current studies carried on the system, what the studies think/outline about the system.
The analyst should quote the source of the literature whether textbooks, internet, journals etc.
a researcher should address the global review, continental review and country review and
provide a comprehensive overview of the existing knowledge and research landscape related
to their topic, while also considering different geographic perspectives and contexts.
References should be in APA format e.g. according to Ruto (2024), building affordable
houses will enhance economic growth of this country.
Note: The literature review sources are written (as bibliography, references etc at the end of
the project)

CHAPTER THREE
METHODOLOGY
3.0 ANALYSIS
This is the process by which the system analyst examines the current system carefully in
order to determine the problems of the current system. It may also be viewed as a process of
analyzing the current system and trying to find a way to modify it in order to create a new
system that meets the user’s needs.

3.1 METHODS USED IN THE STUDY

Contains a description of the methods used to carry out the study i.e Mechanical methods,
electromechanical and manual methods, why the methods were chosen i.e advantages of the
methods.

3.2 PRELIMINARY SURVEY/INVESTIGATION/STUDY

Thi is actually a description detailing why an investigation has to be carried on. The
preliminary survey was carried out in order to determine or ascertain whether there is need
for change of the current (existing system).
THE MAIN AREAS OF THE STUDY: In the preliminary study, talk of what the main areas
of study were e.g
The system analyst had the following questions in mind in order to cover the main areas of
the study.
What procedure is followed when borrowing a book from the library?
How is the security of the books ensured in the library?
How does the librarian know the stock of books currently available in the library?
How faster does the librarian know the details of the books borrowed by the students
from the library?
What time is taken by the student in order to borrow a book from the library?
How are the details in the library i.e. Book details and the borrowing details stored?
How can it be improved in order to ensure efficiency?
How faster can a book be traced from the library shelves?
How are the records updated by the librarian?
Objectives of the preliminary study are also indicated. (REFER TO SAD NOTES)
e.g. OBJECTIVES OF THE PRELIMINARY SURVEY
The preliminary was meant to meet the following objectives:
(a) To define the scope and constraints of the proposed project.
(b) To specify the costs and time estimates for the subsequent stages of the study.
(c) To identify the benefits that are likely to occur if the proposed project is completed.
(d) To present a report to the management describing the problems of the existing system
and providing a strong case for the proposed system.

3.3 FEASIBILITY STUDY

This is the study carried out to determine whether it is possible or feasible to carry out the
research on the existing system.
Contains a description of the feasibility studies carried out e.g economic feasibility study,
technical feasibility study, operational feasibility, legal feasibility, schedule feasibility etc. in
each feasibility study carried out, indicate what was the reasons and the findings of the
feasibility study.
Schedule and economic must always be summarized in a table that indicates specific area of
study.
3.3.1 AIMS OF THE PROJECT FEASIBILITY STUDY
Contains a description of what the feasibility study intended to find out. E.g.
The project feasibility study had the following aims:
i. It was to allow the management to decide whether or not to commit more resources to
the project by showing whether or not a fully system study was justified.
ii. It was to outline the present (new) system and summarized it in terms of costs i.e.
cost-benefit analysis.
iii. It was to outline the proposed system and justify it in terms of its costs.
iv. To provide a standard against which future performance of the proposed system
would be monitored.
3.4 DATA COLLECTION/FACTS FINDING TECHNIQUES
Data collection is the process of gathering data using data collection tools
It contains a description of how data and facts were obtained i.e. through which methods e.g
interviews, questionnaires, record inspection e.t.c.
3.5 DATA ANALYSIS
Refers to the procedures used in classifying, manipulating and summarizing data for easy
interpretation. The main reasons for system analysis were:
(a) To meet user’s requirements
(b) Broad system improvement
(c) To solve problems experienced from the current system.
From the data collected, the following table shows a summary of the findings obtained in the
area of study.
From the data obtained above, it is clear that many of the respondents (students and staff

members) are satisfied with the proposed (new) system and a very little percentage of the

respondents are not sure or are unsatisfied with the proposed system.

3.6 CONCLUSION
Contains a brief conclusion of the analysis carried out.
 CHAPTER FOUR
4 SYSTEM DESIGN
4.1 INTRODUCTION
This refers to the process of designing a new, better system after a thorough system analysis
therefore solving the problems that were identified. This is actually a stage during which a
system is developed to meet the requirements defined during the system analysis stage.
Objectives of the system design
(a) To produce a system that is simple to use
(b) To produce a system that has sufficient flexibility so that it can be easily maintained
throughout its life
(c) To design the system within the constraints laid down in the terms of reference
document.
(d) To design a system that processes data accurately and it is strong to withstand
attempts to abuse it i.e. by using passwords, virus protection modes e.t.c.
The system design was categorized into two sections:
1. Logical design
2. Physical design
1. Logical design
The analyst created a model of the proposed system that shown the user what the system
would look like. It was developed based on the analyst’s interpretation of the problem and
other related information gathered during the analysis phase. The system analyst developed
the logical design with little regard for how the system would be physically implemented.
The logical design was developed from the analyst’s understanding of how the various
elements of the business system logically fit together. It included definition of input, output
and processes that must be performed by the system. The major activities of the logical
design included:
i. Identifying the logical user requirements
ii. Modifying the analysis diagrams for easier evaluation of the analyst’s proposed
solution to the identified problem.
iii. Identifying the input and output forms to be used by the proposed system
iv. Creation of a design dictionary i.e. a comprehensive collection of the design
specifications used to define and describe all the components of a system.
2. Physical design
This design phase was devoted to creating specifications that establish the working
environment within which the system will operate i.e. the way to fulfill the user’s needs. It
included diagrams and text descriptions of the data flows and the physical data structures
required.
It also included documentation of procedures for the processing to be done and a detailed
program specification. The following steps were involved in the physical design phase:
1) Identification of resources to meet users needs i.e. hardware and software.
2) Identifying procedures to meet users’ needs.
3) Describing the procedures so that appropriate computer code can be developed or
acquired.
4) Describing data so that stored data can be created and modified.
5) Identification of additional technology necessary for the new/modified system.
The output of physical design was a physical design specification which also included the
ignition of resources, identification of all tasks necessary for the development and
implementation of the system, detailed plan for completing and implementation of the
system, detailed plan for completing those tasks, an estimate of the expenses needed to
develop the system and also the costs associated with using and maintaining the system.
The following format was used when designing the individual components of the system.
(a) Input design
(b) Output design
(c) File design
(d) Control design
(e) Processing design
(f) System flowcharts
4.2 INPUT DESIGN
In involves determining the way in which data can be entered into the computer system.
Under this, all input documents were designed and included forms, screens e.t.c. The analyst
therefore decided to select the keyboard as the main way in which source data can be entered
into the computer system.
The following factors were considered or emphasized by the system analyst during input
design:
(a) The medium to be used when inputting data i.e. keyboard
(b) The arrangement of data and the dialog to guide users in providing input
(c) Transactions and data items needing validation so as to detect errors.
 (d) Methods for performing input validation and steps to follow when there is an error.
The process of designing the input documents should be simplified in order to enable the
input process to be simple.
OBJECTIVES OF THE INPUT DESIGN.
I. To produce a cost effective way of inputting data.
II. To have a high degree of accuracy
III. To ensure that the input data is acceptable to the user e.t.c.
THE INPUT FORMS/SCREENS
a. The Login Form

b. The Book Database search screen

c. The student database input screen

d. The book database input screen

 e. the student database search screen

4.3 OUTPUT DESIGN

Output is the results or information generated by the system and this is the primary purpose
of any system. Output design is the main reason of developing the system and the basis on
which they will evaluate the usefulness of the application.
Output from the system is crucial as it gives a clear view of what is happening in the system
and can printed out for further action. The output could be in form of print outs, screen
displays, microfilm, speech e.t.c.
The following factors should be considered when selecting the output design of a system:
I. The volume of output: high volume output requires high speed printers.
II. The output medium which depends on the quality of the output desired.
III. The frequency of output.
IV. Content and format of the output must be clear and to the highest standard
presentation.
V. Sequence: refers to arranging data either in ascending or descending order depending
on priority.
THE OUTPUT FORMS
a. Invalid Username and Password message box

b. Student database report

c. Book database report

d. The record not found message box

4.4 FILE DESIGN

When designing files, the system analyst considered the access methods i.e. random access,
serial access, sequential access e.t.c. In addition, the hit-rate (percentage of records which can
be accessed on one run) was also considered. When the system analyst was designing the
files, he looked at various items such as file organization methods and the medium that would
be used to maintain records that are used by the system.
The analyst realized that the method of file design was determined by the nature of the
system since the kind of system that will be used is a combination of batch and real-time
systems.
The information captured and processed by the system will be stored in a database. A
database management system is a software package that will be used to organize and
maintain the database. This software allows data and file relations to be created, maintained
and reported.
Some of the advantages of database management system over file oriented system (separate
files) include:
 Easier reporting of data
 Improved security of data
 Reduced data duplication
 There is also rapid development of new applications
4.4.1. TYPES OF FILES USED
The types of files used include:
1) Master files: These are actually permanent files and contain vital records required in
the running of the organization.
2) Transaction files: Are semi-permanent files or moving files and are usually created
from the source documents which contain data from the point of origin e.g. books
issued from the library.
3) Reference files: Contain records that are fairly static in nature e.g. price lists or wage
rates and are subject to occasional revision.
4) Sort files: Are created from the existing files. These files are used to alter the
sequence of the existing files. Records are retrieved from the existing files and stored
in the sort files in some predetermined sequence of the key field.
5) Backup files: Are duplicate copies of existing files. They are used to supplement the
operational files incase of loss. Hence, the file image before loss can be created from
the backup files
4.4.3. FACTORS CONSIDERED WHEN CHOOSING A FILE DESIGN METHOD
The frequency of update
File activities
File access methods
Nature of the system
Master file medium
4.4.4. OBJECTIVES IN DESIGN OF A DATA STORAGE ORGANIZATION
 The data must be available when the user wants to use it
 Efficient storage of data, updating and retrieval of the data.
 The data must be accurate and consistent
 The information obtained from the stored data must be in an integrated form to be
useful for managing, planning, controlling or to aid in decision making.
4.5 PROCESSING DESIGN
The processing tasks considered by the system analyst when designing the system
included:
1) Checking the library transactions and reporting any errors and making immediate
corrections in the system.
2) Having validation programs which will be used to filter out unreasonable transactions,
only passing forward to the next stage the records which are thought to be correct
3) Able to update the master record at any time. In addition, the system will also have a
master file which is the main file. This will be updated any time the transaction will
be entered into the system

4.6 SYSTEM DESIGN TOOLS

The system developer used the following design tools in the development of the proposed
system.

4.6.1. SYSTEM FLOWCHARTS

This is a design tool that shows an overall view of the data processing in the system. It shows
this by showing the tasks carried out, the devices and media used to hold the files and the
data in them. The system flowcharts are used to depict the data processing logic of the
program and also show how the system works, direction of data flow, processes and outputs
from the system.
4.6.2. DATA FLOW DIAGRAMS (DFDs)
This design tool is used to show the logical flow of data/information from one level to
another. It is used for modeling and documenting the system as a whole in a structured way.
It graphically shows the flow of data through a system i.e. the essential processes of a system,
along with inputs, outputs and the files.
4.6.2.1. DESCRIPTION OF SYMBOLS USED WITH DFDs
(a) Process: This represents an activity that manipulates data into information i.e.

(b) Data store: This represents a storage media that contains non-moving data of the
system.

(c) External entity: Represents the external factors that are related with the system. This
could be a source of the data, users of the system or destination of the information
after being processed by the system.

(d) Data flow: Represents the flow of data from one point to another usually from a
process to a data store and vice versa but not from a data store to a data store e.g.

4.6.2.2. OBJECTIVES OF DFDs

1) Helps to define the scope of the system
2) It assisted the analyst in forming the basis for the program specification needed to
operate the system.
4.7 SYSTEM REQUIREMENTS
These involve the specifications that are needed to run the system and include the following:
4.7.1. SOFTWARE REQUIREMENTS
 I. Windows XP
II. Windows server 2006 incase of the network
III. Visual basic software suite
IV. Office 3002 suite
HARDWARE REQUIREMENTS
1 GB RAM of memory
36 GB Hard Disk
HP, Compaq or Dell machine (computer)
1100 HP Laser printer
PERSONNEL REQUIREMENTS
The new system will require the following personnel in its operation.
1) Computer Operators
These are the personnel who will handle and operate the hardware in the library department.
They will handle the input and output media and try to keep the installation running smoothly
by stepping in whenever things go wrong to correct them immediately. A computer operator
will always be in touch with the computer to ensure the smooth running of the production,
initiate one-time jobs and solve the minor problems.
2) Programmers
Are sometimes called implementers and are charged with turning the system specifications
into an information system. These programmers will modify existing programs to meet the
changes in information processing needs.
3) System analyst
The analyst will deal with analysis, design and implementation of the information systems
since they are strategists and planners who design and improve information systems. They
work closely with people in the user areas to design information systems that meet their data
processing and information needs.
4) Database administrator
He is responsible for the design and implementation of the database. The database
administrator must therefore understand the organizational structure and the information
needs of the users and will be required to know what each person requires in terms of
information.
5) Computer technicians
They are members of the technical staff whose job is to service and repair computers. The
computer technician will also do troubleshooting of hardware and software circuits.
4.8 SYSTEM CODE

(a) The login form

Option Explicit

Public LoginSucceeded as Boolean

Private Sub cmdCancel_Click ()

'Set the global var to false
'To denote a failed login
MsgBox "The System will Log you off if you click the OK button, OK?", vbQuestion,
"LIBRARY SYSTEM"
Login Succeeded = False
End
End Sub

Private Sub cmdOK_Click ()

'Check for correct password
If txtUserName.Text = "Administrator" And txtPassword.Text = "Titus" Then
'Place code to here to pass the
'Success to the calling sub
'Setting a global var is the easiest
Login Succeeded = True
frmmenu.Show
Me. Hide
Else
MsgBox "Invalid Login",, "System"
MsgBox "Invalid Username and Password, try again!",, "Login"
txtPassword.SetFocus
Send Keys "{Home}+{End}"
End If
End Sub

(b) The menu form

Private Sub cmdbook_Click()
frmbookdatabase.Show
End Sub

Private Sub cmdstudent_Click()

frmstudentdatabase.Show
End Sub

Private Sub Command3_Click()

frmborrowingdatabase.Show
End Sub

Private Sub mnubook_Click()

MsgBox "This command will open the book database form,OK?", vbOKOnly, "THE BOOK
DATABASE"
frmbookdatabase.Show
End Sub

Private Sub mnuborrowing_Click()

MsgBox "This instruction will open the borrowing database so that you can view,edit,save
and close the student borrowing details,OK?", vbQuestion + vbOKCancel, "BORROWING
DATABASE"
frmborrowingdatabase.Show
End Sub

Private Sub mnumenuform_Click()

MsgBox "Do You want to Exit from the System?", vbOKCancel, "CLOSE THE SYSTEM?"
End
End Sub

Private Sub mnustudent_Click()

frmstudentdatabase.Show
End Sub
(c) The student form

Private Sub cmdadd_Click()

cmdsave.Enabled = True

cmdadd.Enabled = False

cmddelete.Enabled = True

Adodc1.Recordset.AddNew

txtname.SetFocus

End Sub

Private Sub cmdclose_Click()

MsgBox "Do you want to close the student form", vbOKCancel + vbInformation,

"STUDENT DATABASE"

Me.Hide

End Sub

Private Sub cmddelete_Click()

Adodc1.Recordset.Delete

Adodc1.Recordset.MoveFirst

If Adodc1.Recordset.EOF = True Then

Adodc1.Refresh

If Adodc1.Recordset.BOF = True Then

MsgBox "You must add a record.", vbOKOnly + vbInformation, "Empty file"

Call cmdadd_Click

Else

End If

txtname.SetFocus

End If
End Sub

Private Sub cmdsave_Click()

Adodc1.Recordset.Update

Adodc1.Refresh

cmdsave.Enabled = False

cmdadd.Enabled = True

cmddelete.Enabled = True

txtname.SetFocus

End Sub

Private Sub mnuform_Click()

Me.PrintForm

End Sub

Private Sub mnusearch_Click()

Me.Hide

Dim admno As Integer

admno = InputBox("Please input the Admission Number of the Student to Search")

End Sub

CHAPTER FIVE
5.0 SYSTEM IMPLEMENTATION
5.1 INTRODUCTION
System implementation is putting the system into live operation. The system was put into use
after it was fully tested, well documented and the staff to be involved in the running of the
new system were trained. Implementation normally involves the coordination of the efforts of
the user department and the data processing department in getting the new system into
operation.
5.2 FILE CONVERSION
Every time a new system is implemented, the format of data files might require modification
or change. A new system may require a change in file format e.g. from manual to
computerized. The factors considered include:
I. Whether the new system requires a new operating system and hardware.
II. Whether new application software needed to be installed e.g. the new system was
developed by customizing database application software (i.e. visual basic and
Microsoft office).
III. Whether new database files needed to be created for the new system. As a matter of
fact, the system can be changed without affecting the organizational data structures in
the databases since it is data independent.
5.3 USER TRAINING
The amount of training required for various categories of personnel will depend upon the
complexity of the system and skills presently available. The system analyst therefore requires
ensuring that all persons involved with the new system are capable of making it operationally
successful.
After design, the people affected by change will see sense in the introduction of the new
system, though they can still resist. The training is therefore aimed at:
 Convincing the staff of the user department of effectiveness and efficiency of the new
system.
 Removing the fear of change from them
 Enabling the staff to cope with processing tasks of the new system
Basically, the staff affected by change will be trained on hoe to run the system and one or
more than one of the following training methods will be used:
Lectures i.e. meetings for discussion with tutors, professors and specialists
Manual reference i.e. the availability of appropriate documentation like user manuals will
go a long way to make staff training easy, quick and effective.
Group discussions
Film shows
 Demonstrations.
The training will be well planned because system implementation may fail if the staff are not
properly trained leading to great loss of company resources.
5.4 CHANGEOVER STRATEGIES
Changeover simply means how to move from the old system and start using the new system.
Most institutions especially those driven by information technology need a smooth
changeover as possible. Some of the changeover strategies that were involved include:
I. STRAIGHT CHANGEOVER
In this method, the old system is stopped and discarded and the new system started
immediately. However, the analyst realized that a sudden change of old to new system meant
that the project faced higher risks in case the new system faced problems. This is because the
old system would not be there to fall back to. The analyst therefore decided to come up with
an alternative changeover strategy although the only advantage with the straight changeover
method is that it is cheaper because you do not have to run the two systems in parallel

II. PARALLEL CHANGEOVER

In this method, both the new system and the old system are run parallel to each other for
some time until users have confidence in the new system then the old system is phased out.
Although this method is abit costly because of the extra resources engaged to run the two
systems in parallel, some of its advantages include lower risk to business operations and
thorough testing of the new system.

Old system
New system

The system analyst therefore considered this strategy as the best changeover strategy during
the implementation of the new system.
5.5 TEST PLAN
Test number Program name Purpose Test data used Expected results
1 Main system Check if password is Administrator Password to be accepted and
correct system loads
2 Main system Check if password is Library Password not to be accepted and
incorrect access is denied.
3 ADD To see if the program New student details The system adds the record
can Add a record
4 ADD To see if the program New book details The system adds the record
adds a record
5 ADD To see if the program New borrowing The system adds the record
adds a record details
6 EDIT Check if the program New student details The program allows editing of the
can amend a record record
7 SAVE Check if the system New student details The system rejects invalid data
can validate details items
before saving the
record
8 SAVE Check if the system The database forms The system successfully saves the
can save the record for each form file
9 DELETE Check if the program Delete a record using The program deletes the record
can delete a given a given admission
record number
10 SEARCH To search for a Use admission The record is displayed
required record number to display
the information
11 CLOSE Check if the program Close the window The program closes the window
ends
12 REPORT Check if the report Click on the report The report will be displayed
will be displayed on the report menu
13 REPORT Check if the report Click on the print of The report is printed out
can be printed the report displayed
14 HELP To see if help will be Select help menu and Help window should be displayed.
displayed click on contents

5.6 TEST DATA

Used to test whether the new computerized system is working as expected. The system
analyst therefore tested sample data for every module (subsystem) within the system e.g.
student details, book details and borrowing details respectively.

Part of the program Purpose Data used to Expected

test
1 LOGIN FORM Security measure Letters (A to Z) Get accessed
(password)
2 ADDING OF Add a new record Both numeric New record
STUDENTS and alphabetic
3 ADDING A BOOK Add a new record Both numeric New record
and alphabetic
4 SEARCH A RECORD Look for certain Both numeric Record searched
records and alphabetic

5.7 TEST RESULT

The message box and the sample forms below indicates the prompt message and the product
number of the new record before saving the new products’ details in the database
respectively.
 CHAPTER SIX

6.0 DOCUMENTATION

6.1 INTRODUCTION

Documentation can also be defined as the activity of recording facts and specifications for a

system for current and future reference and it is an activity that spans all the phases of system

development life cycle. At every stage of system development, these facts and specifications

are reflected in this documentation report in order to enable the analyst modifying the system

documents so as to bring the documentation to the current state of affairs.

6.2 DOCUMENTATIONS DONE

The types of documentation done include:

a. Analytical documentation

Consists of all the records and reports produced when the system is initiated e.g. user

requests, time estimate for the project, projected costs and benefits analysis report e.t.c.

b. System documentation

It is all the information needed to define the proposed system.

c. Program documentation

Has a record on detailed logic and coding and the final program of the system.

d. Operation documentation
This type of documentation specifies those procedures required for running the system by the

operation personnel i.e. gives the general sequence of events for performing a job, defines

procedures for data control, security, data preparation e.t.c.

e. User/management documentation

Provides descriptive and instructive material necessary for the users in operating the system

The comprehensive system documentation consists of the following items:

a) Report on fact finding

b) Requirements specification

c) System and module flowcharts

d) Table/file structures description

e) Sample test data and expected output

f) Output reports

6.2.1 REPORT ON FACT FINDING

At the end of fact finding stage, the system analyst prepared a well detailed report that mainly

outlined:

a. The methods used to collect data

b. The methods used to collect data

c. Recommendations: why there is a sample fact finding report for the college library

system
6.2.2 REQUIREMENT SPECIFICATION

The report on requirement specification outlines mainly the:

a. Output requirements for the new proposed system such as reports.

b. Input requirements

c. Hardware and software required to develop the new system.

Below is a sample report summarizing the borrowing details to be generated from the

computerized library system.

BORROWING DETAILS

Isbn number Book title Student name Date issued Return date Overdue days
9999-49-574-d Computers Titus Oketch 10/01/2009 24/01/2009 14
99876-yet-65 Mathematics Linda were 12/01/2005 26/01/2005 4
Ergfrg-12-32 Chemistry Hellen Were 10/05/2011 20/05/2011 10

INPUT SPECIFICATIONS
After identifying the information (output) requirement of the new computerized system, the
system analyst went ahead to identify the input needed to obtain the relevant information
from the system. From the system, the following inputs can be deduced from the output
specification (of the data needed to add borrowing details).
a. Title of the book
b. The names of the author(s) of the book
c. The isbn number of the book
d. The name of the student
e. The date of return of the book
f. The date of issue of the book
After determining the input requirements, the system analyst then determined the data that
was needed for someone who wished to borrow a book.
Then the analyst designed the user interface by designing data entry forms or screens.

6.2.3 EXPECTED PERFOMANCE FROM THE START TO THE END

 The system analyst then came up with a system flowchart showing the overall functionality
pf the proposed system. Therefore, at the end of the design phase, the system analyst wrote a
report that contained the following items:
1. The system flowchart or data flow diagrams that shows the processing logic of the
information system i.e.

Student Request

Borro No Book
w return
reques e
t

Student Book ISBN

Admission Number
number

Cannot Have
No
borrow 2 Student file ordered by Book database Book
book books Adm no. by ISBN no overd
? ue?

Lend book Display

charges Calculate charges

Update file
Receive book

Shelv
e the
books.

2. The module flowchart that may help programmers in construction of the required sub-
systems or modules. For example, the program flowchart below illustrates the book
lending process extracted from the computerized library management system flowchart,

Start

Search member’s database by use of

the Adm number.
 No

Yes

Yes

No

6.3 USER MANUAL

The user manual is supposed to help a person to use the system with as little guidance as
possible. Therefore, the manual contains information such as:
a. How to install, start and run the system
b. How the system appears when running (user interface)
c. How to carry out various tasks e.g. in our case, how to include new students details,
the lending (borrowing of books), data entry e.t.c.
 d. Error correction and how to get help when faced by exceptions. This will be contained
in a troubleshooting guide.
6.3.1. INSTALLATION OF THE NEW SYSTEM
The computerized Library system for Friends College Kaimosi is provided with a compact
disk (CD) clearly labeled CLS FCK. The CD has a folder named Package which contains
files labeled:
Help
CLS FCK
Setup
Setup. list
To install the new system, follow the following steps:
1. Insert the CD into the CD drive
2. Click on the start button on the task bar.
3. open control panel
4. Click on the add or remove programs
5. In the add or remove box, click on new program.
6. Click on the removable hardware i.e. CD Rom drive
7. Choose the program (CLS FCK)
8. Click next until finish.

6.3.2. GETTING ACCESS TO THE SYSTEM

To access the system, follow the steps below:
 Click on the start button
 Open all programs
 Click on CLS-FCK from the programs menu
 On the login Screen, enter “Administrator” as the username and “TITUS” as the
password, then click the ok button.
 A wrong password and/ username leads to “Your username and password do not match”
message else “Login successful, you have passed security!” message is displayed hence
opening a navigation form that enables you to work on various modules contained in the
system.

6.3.3. GETTING OUT OF THE SYSTEM

From the navigation form displayed on the screen, click on the menu item “close” in order to
quit the system.
6.4. DESIGN TOOLS DOCUMENTATION
The various design tools used by the system analyst and their symbols and meanings have
been clearly defined in the earlier chapters of this research project.

6.5 THE DATA DICTIONARY

Analysis: this is the breaking of a complex into smaller manageable units.
Coding: writing program instructions in a programming language
Design: these are technical specifications that are applied in implementing the new system
Changeover: transferring existing data from the old system to the new developed system
Data: raw facts processed to provide information
Data Flow Diagram: data modeling tool that DESCRIB existing data from the old system to
the new developed system
Data: raw facts processed to provide information
Data Flow Diagram: data modeling tool that describes the transformation of input into output.
Close/Exit: this command is used fro quitting the module/system
Error: this is unwanted information
Implementation: putting the new system into use
Update: adding or entering recent information to existing files
View: observation of the displayed information
Hardware: these are physical or tangible components of the computer system
File: it’s a collection of related records
Interface: link between users and the system
Report: written form of communication fro the results of the system
Module: it is a sub program designed to perform a specific task
Maintenance: technical changes done to the system to ensure that it works as required
Flowchart: a diagram that expresses the logic of the system
Program: Refers to a set of instructions for the computer to execute
Database: it is a collection of logically related files
System: it is a collection of elements designed to work together to achieve a common goal
 CONCLUSION
1. SYSTEM LIMITATIONS
The system might experience a few problems which may include the following:
(a) It is prone to viruses
(b) It might crash if not properly used
(c) It needs people who are computer literate to operate
(d) It can crash if invalid data is entered severally
(e) The system has no total ability to curb/ stop fraud.
2. FUTURE IMPROVEMENTS
The system is not able to secure data and files completely; therefore, future improvements
will be concerned with data security and file security in order to prevent loss of data and
access by unauthorized persons.
3. RECOMMENDATIONS
The system analyst recommends the system to be implemented since it is most suitable and
can be used to enhance quick operations of the library because of its user friendliness.
Moreover, the system is flexible, compatible and well documented to enhance quick
upgradeability to fit to the emerging technology by any other programmers and system
administrators.
4. DEGREE OF SUCCESS
The use of password at login denies unauthorized users access to the system. The forms
activation keys also enable one to update, add and perform many functions i.e. user interface
to the system (graphic user interface) e.t.c.
5. CONCLUSION
After completing design, development and implementation phase, the system analyst has
gained a lot of experience in system analysis and design. There was a lot which were learnt in
addition to the deployment of necessary skills and knowledge throughout the development of
this project.
The results obtained from the fact finding and data analysis phase raised much concern by the
students and the college stakeholders to change over to a computerized system since the
current system is inefficient and costing in its operations.

6. REFERENCE
 Williams, Sawyer, Hutchinson, Irwin McGraw-Hill, Using information technology, third
edition
 Andrew S. Tanenbaum, Modern operating systems, third edition, 2009.
 Chiri, Kostner,Seraydavian Stoddard, information processing, 2nd edition, 1993,
MachMillan.
 System analysis and design methods, third edition, international students edition by
Whitten Bentley Barlow
 Introduction to systems analysis and design by Igor Hawrysz (Fourth Edition)
 Systems analysis and design methods by Jeffrey L. Whitten, 1986.

VIII. , detailed and itemized report or record of the stock of books in the library
IX. To reduce the time taken while searching for a book in the library to less than 5
minutes
X. To ensure all records of the travelers are safely kept
XI. To increase the speed of handling travelers by five minutes per individual
XII. To reduce a paper work by 50%