2020

Candidate No: 3031

Centre No: 090780
Name: Mathamsanqa Blessings
Surname: Mahlangu
Name Of School: Solusi Adventist High School
Province: Mat-South
Subject Code: 4021/4
Project Title: Church Management System
Name Of Supervisor: Mr K. Mudzviti
Year: 2020

System:
Username: sahs
Password: sahs
1
 Topic

Church
Management
System

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 Table Of Contents

Topic……………………………………………..2
Table of Contents………………………… 3 & 4
Acknowledgements……………..........................5
Abstract…………………………………………6
Section A
Introduction…………………….........................7
Problem Identification…………………………8
Investigation of Current System………………9
Broad Description of Proposed System………13
Evaluation of Proposed System………………14
Requirement Specification……………………15
Aims & Objectives…………………………….16

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Section B
Consideration of Alternative Methods………18
Justification of Alternative Methods………...19
Input Design…………………………………...19
Output Design…………………………………23
Test Plan……………………………………….24
Section C
Technical Documentation…………………….27
Program Listing………………………………29
Flow Chart…………………………………….31
Installation…………………….………………32
Running the System…………………………..32
Section D
User Testing…………………………...………34
Evaluation of the System……………………..39
Limitations of the System…………………….40
Opportunities for Future Developments…….40
Challenges Faced During Creation Process...41
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 Acknowledgements

I would like to thank my supervisor/teacher Mr K

Mudviti for guiding me step by step in creating
this software.
I would also want to thank the church clerk at our
school’s church Mrs Ndlovu for supplying me
with the information that is needed in the church
membership records.
Without forgetting, I would also like to recognize
and thank my fellow colleague Mnqobi who was
helping me to establish this project.
I would finally like to thank & appreciate everyone
who made it possible for this project to become a
success.

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 Abstract

Seeing how members of a church come and go in

the church has been occurring most often, but the
church however has one common mistake, and that
is lack of organizing data well. Hence the need for
a new software to fill in the blank space.
I went about analysing this situation as I crafted
the solution. After this I got that a lot of problems
have occurred and have caused mishandling of
information in the church. Hence after that I sat
down and thought of a system that could be of use
and then the church management system was born.

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SECTION A:
*Selection, Investigation & Analysis

Introduction

Managing a church clerical office is often time

consuming and burdening. Simple but efficient
systems to handle administration and day to day
running of the department are essential to avoid
draining valuable resources while both time and
money are saved. Church Management System has
been designed to help organize and manage data
and to reduce time consuming in key area of
membership registration. With no more than a few
mouse clicks membership information is available.

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PART A:

Problem Identification

How member information is noted down

 How the church clerk records all member

details, which wastes a valuable amount of
time

The mistakes which are made when taking

down and recording the details

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PART B:

Investigation of Current System

- The current system that is used for all recordings

for incoming and outgoing church members is
done manually (paperwork).
- There is one person who looks into the recording
of all member details for the whole church.
- The records of incoming and outgoing members
are kept on numerous books which are at high risk
of getting lost.
- There are usually errors when it comes to
entering details into the books and illegible
handwritings may cause problems.

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Research instruments used are:
Questionnaires
- A questionnaire is a research instrument
consisting of a series of questions (or other
types of prompts) for the purpose of
gathering information from respondents.
Advantages
1. They are cheap
2. Do not require as much effort from the
questioner as verbal or telephone surveys
3. Have standardized answers that make it simple
to compile data
Disadvantages
1. Questionnaires are also sharply limited by the
fact that respondents must be able to read the
questions and respond to them.

Interviews
- An interview is
a conversation where questions are asked and
answers are given.

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Advantages
1. Interviews usually take place face-to-face and
in person (more realistic)
2. Deeper information can be found
Disadvantages
1. Interviewee may give false information

Observations
- Observation, as the name implies, is a way of
collecting data through observing. Observation
data collection method is classified as a
participatory study, because the researcher has
to immerse herself in the setting where her
respondents are, while taking notes and/or
recording.
Advantages
1. Direct access to research phenomena
2. High levels of flexibility in terms of
application and generating a permanent record
of phenomena to be referred to later
Disadvantages
1. Longer time requirements

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Inspection of Documents
- The analyst can examine existing system
documentation, written procedures or
instruction manuals, data collection forums,
log sheets and printed output from the system
Advantages
1. The analyst can often gain information not
obtained by any other method
Disadvantages
1. Documents are often difficult to understand
for someone from outside the organization, so
it may be necessary to ask someone to explain
them in an interview

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PART C:

Broad Description of Proposed System

- The existing system keeps all records in books,

which is the exact opposite of what the proposed
software system will do. It will allow for the
recording that will produce reports (e.g. how many
members are incoming) and storage of names to be
done electronically.
- The system allows the church clerk
(administrator) to login into the account which will
require a username and a password where he/she
will be able to note down member information.
- The system will enable storage of member
information of either those incoming or outgoing.

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 PART D:
Evaluation of Proposed System

Strength Weaknesses
1. Faster and efficient 1. May sometimes face
processing of technical issues
information

2. Accurate information is 2.Improper entering of data

guaranteed (100%) to the system may sometimes
give false information

3. Very simple and reliable

to operate and there is no
time wasted

4. A lot cheaper than other

forms of data filing due
to it being overall more
efficient

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PART E:

Requirement Specification

*Software:
 Windows 10
 64-bit Operating System, x64-based
processor
 Microsoft Office 2010 (Microsoft
Word, Access etc.)
 Microsoft Visual Studio 2010
 Google Chrome

*Hardware:
 Intel(R) Celeron(R) CPU N3060 @1.60GHz 1.60 GHz
 RAM: 4GB
 Hard Disk Drive: 500GB
 Wi-Fi Adaptor

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PART F:

Aims & Objectives

*Aim:
 To create a new church management
system that will enable storage of member
details of either incoming or outgoing
members.

*Objectives:
 To register members to the system and
provide a login details that is password and
username
 To check whether a church member is
incoming or outgoing

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Evidence Research Has Been Carried Out

- I printed out some questionnaires and I

distributed them to the students. They filled
them out and I collected them back.
- In order for me to obtain valid data I
interviewed the church clerk. She also
complied and answered my questions.
- I also made some observations on how the
clerical department works. This was done in
order for me to get to the conclusion of the
matter.

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SECTION B:

Consideration of Alternative Method

The current system should be replaced by:

*Using Database in Microsoft Access:

- By the use of this software, there is creation for
database such as member listing which will also
allow for the editing of data when updating
- In such manner, Microsoft Access will be run
often so as to edit and update the document
*Online Storage Soft wares e.g. Google Drive:
- Through this, the church clerk/administrator
uploads all the data pertaining to the church on
Google Drive or any other online storage platform.
- This will require the church clerk/administrator
to create an account for the church, and to do so,
he/she must have their/or the church’s e-mail
account

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Justification of Alternative Method
- For the ability to store incoming or outgoing
member details much easily and record keeping,
I created the church management system
software. I highly preferred to produce such a
system on the account that it will reduce the use
of pen & paper as data can be easily stored and
modified using a database program.

Input Design
- The proposed system is going to provide
textboxes for the entry of data. The textboxes are
made to accept the values of integers and actual
text, as the user (church clerk/administrators) is
going to enter his/her data in form of text and
numbers.
- Some textboxes are going to be specified for the
inputs of integers only (phone number)
- Some textboxes will accept the input of date
formats only; these would be the textboxes for
dates of joining or leaving the church.

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- Data manipulation buttons and total count of
data (go-up, previous ,position number of item
,total count of items, go-down to the last item,
add new button ,delete button and the save
button)
- Fill in text boxes for writing in the required data.
This is where the user (church clerk) enters the
required data through the keyboard
- Date time pickers: These act as date inputs and
are used when the data required is in the form of
dates e.g. date of joining new church.

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Input Design For Login From

- Text boxes: Accept text for entering the

password and user name.

- Log in button: Allows access to the application

if password and username are both correct.

- Exit button: This button closes the application.

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Input Design For Home Page

- About: This shows the version type, description

of software and hardware requirements
- Allows for the entering of incoming and
outgoing members, as well as viewing of
records.
- Log out button: This takes you back to the log in
form.
- Exit button: This button closes the application.

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Output Design

After registering the church member, the

system must output the registered member on
the grid view.

- Registered church member on the data grid view

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TEST PLAN
In this test plan I am going to test the
functionality of the church management system
that I designed. I am going to test:
- The login part that requires the password to
login.
- The registration forms whether they can save
add and update data imputed to them.
However I’m not going to test the following
things:
- Operating system competency.
- Performance requirements.
Strategy
- When testing the login form I am going to write
a wrong password and username, then see
whether the system will be able to reject the
inputs, and see it as wrong & then no login into
the software will take place. In such manner, I
am going to need a correct & incorrect username
and password.

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- For the registration forms I will input data in the
relevant fields then click on the buttons for
manipulating the data. On fields requiring
numbers only e.g. phone numbers, if text is
entered the system must not show any character
on that field requiring you to enter valid data.
- In this test plan, I am going to need a short list of
members from any church and register them.

Result Of The Test Plan

- In the login form when a wrong password was
entered the system responded with an error
message and the software did not log in.
- When a correct password and username was
entered the system logged in successfully.
- This proved that the login form was correctly
functioning and there was no error.

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- In the registration forms when in a field
requiring numbers then text was entered, that
field did not have any character showing that
valid data type should be entered.
- For the save edit and delete button when these
were clicked they performed the suitable task. I
could see the output on the data grid view if you
saved an item I could see it on being added on
the data grid view as the output produced.
- If add button clicked, the entered field are
cleared providing a new registration area.
- If delete button clicked, the software was able to
remove the whole player’s info.
- When updating the data it also corresponded
well & all the tests results were positive.

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 SECTION C

*Technical Documentation
During the system development I used
databases to keep data records. These
databases were created using Microsoft Access
The system has the following functions:
Add

- This button adds/create a new list for addition

for a new member
Delete

- This button deletes the data field

Save

- This button updates data that has been inputted

and can save changes in the data after edition.

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Next & Previous

- These buttons move to the next fields and

previous fields respectively.

First & Last

- These buttons move to the first data and move to

the last data respectively.
Linking Database Fields To The Textboxes
- Create connection between the data base and
main form
- Create a binding source and adapter
- Link each field to database to a corresponding
text box or data field
- Add functional buttons
- For save button click update database
- Delete button remove user field
- For next button move to next item
- Forward button click
- Move to last item in the database.

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- Backward button click move to the first item in
the database.

*Programming Listing

Splash Screen Code

Login Button Code

Loading Code

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Exit Button Code

Code For Importing & Linking Data Base To

Created Forms

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 FLOW CHART FOR LOGIN FORM

Login Form Display Cancel Button Exit Application

Clicked

Input Password
and Username
Check Exit Button
Username and Clicked
Password

If Password If Password
or or Open Home
Username Username Form
Wrong Correct

Login Mathamsanqa CN: 3031

Module Flow B
Chart Mahlangu

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*User Documentation
INSTALLATION:
- To install the software, you get the setup of the
software run on your computer
- Wait for the operation to start then when you are
running the setup it, will install the software on
your computer. Wait for the installation to
complete. During the installation do not cancel
the process but rather wait for it complete. It
usually lasts about less than 2 minutes
- After you are done with the installation check
the icon on the desktop or on the menu then
click on the icon then start using your software.

RUNNING THE SYSTEM:

- After opening you get to the log in form where you
enter the password and user name. The default
Password= ‘sahs’ and username= ‘sahs’, enter these
then click the login button.
- After logging in, the home page will appear where
you find the menu where you can navigate then
choose which operations you want do.

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- You will click on the desired item then the system
will take you to the corresponding form.

Registering Incoming or Outgoing Members

- For each form displayed either incoming or
outgoing members there is a data grid view.
There are data input panels; these are the
textboxes where you input the data then on the
top of the forms there are buttons these are used
to manipulate the data.
- Add the required information to the required
fields and then save and you will see them
automatically appearing on the data grid view.
- After you are done editing your data click save
to save the entered data.
- When you want to add an incoming or outgoing
church member click on the add button then
enter the required data.
- When you want to delete a field you click on the
field then click on the delete button.
- After you are done editing information you can
click on the exit button in the home page then
your application will close.

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SECTION D: Testing & Evaluation
*User testing:
Testing The Log in Form:
Standard
- The user should enter the username & password
and the login form will successfully log the user
to the system.
- If a wrong username/password is entered or an
intruder tries to login, an error message will be
shown; ‘Check Username and/or Password’.
Then the system won’t login to the main form.

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Extreme
- If a wrong username/password is entered or an
intruder tries to login, an error message will be
shown; ‘Check Username and/or Password’.
Then the system won’t login to the main form.

Invalid

In the registration forms when in a field requiring

numbers then text was entered, that field did not
have any should be entered character showing that
valid data type
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Testing The Menu (Home Page)

- Once the user is logged in, he/she is led to the

home page where there are the buttons
resembling the actions that he/she might want to
perform.
- All of the forms are successfully opening. The
buttons are successfully working and the
selections match the form that is going to be
opened.

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Church Member Registration Forms
- The user entered data to the fill in textboxes and
they were fully responding.
Saving
- After data was entered, saving was followed and
data was successfully saved to the database.
Adding A New Field For Data Input
- When the button for adding a new field was
clicked, a new field was opened so that data can

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 now be successfully entered. This showed that
the button was functioning well.
- When the next button was clicked it changed
focus to the next data field.
Deleting
- The delete button did its function when the
selected field was entered, then when clicked the
data was removed.

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Evaluation Of The System:
In the Church Management System that I
created, I have achieved the following in the
system:
The system can now secure data other than the
old system which was easily accessed by
anyone at their wish
The system can register a lot of church members
into the data base records
The system provides a platform for the addition
of incoming or outgoing church member
contacts and address and you can successfully
add a new contact to the list.
The system allows you to view your data and
edit it whenever there is need
The system can store different data records at
once that can be retrieved whenever they are
needed.

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Limitations Of The System:
The system cannot store data online.
The system is only limited to computers
running on Windows OS and cannot function
on other Operating Systems like Linux OS etc.
The system is only used by the administrator
(church clerk).
Opportunities For Future Developments
For future developments I am going to:
Add an email sending platform to the system so
that the church members can be accessed
directly in the software and be informed about
the church their incoming or outgoing to
Add on the online storage system this is going to
enable the system store data online that can be
retrieved almost any time when needed.
Make the system notify the user about members
incoming or outgoing prior the dates so that, if
possible, the church has a welcome or farewell
function for them.

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Challenges Faced During The Creation
Process
When I created this system, I faced the
following difficulties:
*Consultant Shortages
Lack of user of the current system i.e. the church
clerk who is using the old system. Most of the
time he/she is only present one day a week when
its church worship day, and this shortened my
working time and made my work much more
difficult.
*Power Cuts
During the development process of the system, as I was
working, there were power cuts that occurred. Power
would be cut without notice and electricity would go off
for more than two or three days and we really had
trouble. This increased the working time and sometimes
power would be cut while you are still working while
your progress made is not yet saved, then you
definitely need to go back behind again if you have not
saved your work. This increased the time of working.

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*Lack of Internet Connection
This made it difficult for me to understand about
the software I was creating, the right codes for
specific functions and designing etc.; I needed the
internet for all sorts of help & information in
creation of the system.
*Time
As a student, I had to attend other subject lessons
and also some of the time was consumed by the
school programs that we were to attend.
*Covid-19
The year 2020 has been unusual because of the
pandemic. There was lockdown and that meant
closure of schools which resulted in pause on the
project creation
Interaction with my supervisor was also limited
due to Covid-19 restrictions

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Glossary Of Terms:

 RAM - random access memory described as the physical

memory of a computer this stores computer programs as
they are being executed
 Database - a set of structured data held in a computer
especially one that is accessible in many ways
 CPU - Central Processing Unit. This is the brain of the
computer where all the processing is done
 Visual Basic - a programing language developed
by Windows Microsoft
 Church Member - a person who is part of a church or
denomination
 Software – a program that controls a computer system
which you cannot physically touch software.
 Hardware - physical components of a computer that we
can touch and see
 Pseudo code - this is the simplified version of a computer
code that is very close to human language to represent the
functions of the actual code.
 Code - a set of instructions written for a computer to
perform certain tasks.
 Flow chart -is a graphical representation of a computer
code.
 System - a collection of parts that work together to give out
a desired output.

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THE END

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