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Nekta Management System Documentation

Actuarial science (Technical University of Kenya)

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KENYA CERTIFICATE OF SECONDARY EDUCATION

451/3 COMPUTER STUDIES PROJECT DOCUMENTATION

NEKTA MANAGEMENT SYSTEM

NAME OF THE SCHOOL:

STUDENT NAME:

INDEX NUMBER:

YEAR: 2022

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DECLARATION
I hereby declare that all the information included in this document is my original work
and was not copied from any other source. All information from other sources have been
properly cited. I also declare that I worked on this project to the best of my knowledge and
followed the project guideline and structure that was provided by the Kenya National
Examination Council.

STUDENT’S NAME: ……….……………… SIGNATURE……..… DATE: …………

SUPERVISOR’S NAME ………………………SIGNATURE………DATE………….

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ACKNOWLEDGEMENT
I would like to thank my classmates for the cooperation and assistance they provided me
as I was working on this project. I will forever be grateful for everything they did to me and for
giving me a conducive environment to work on this project. I would also like to thank my
computer studies teacher, <<insert the name of your computer studies teacher>> for the
guidance and supervision as I was handling the project. Thank you very much and may God
always bring good things unto your ways. Lastly, thank you Almighty God for the gift of life and
for giving me strength and wisdom to work on this project.

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Table of Contents
DECLARATION.................................................................................................................2

ACKNOWLEDGEMENT...................................................................................................3

Table of Contents.................................................................................................................4

List of Figures......................................................................................................................7

CHAPTER 1: INTRODUCTION........................................................................................9

Chapter 2: System Analysis...............................................................................................10

Problem Recognition and Definition.............................................................................10

Analysis of the existing system......................................................................................11

Overview of the existing system................................................................................11

Weaknesses of the existing system............................................................................12

Analysis of the proposed system...................................................................................13

Overview of the proposed system..............................................................................13

Objectives of the proposed system............................................................................13

General Objective....................................................................................................13

Specific objectives....................................................................................................13

Benefits of the proposed system................................................................................14

Feasibility Study............................................................................................................14

Technical Feasibility..................................................................................................14

Schedule Feasibility...................................................................................................15

Economic Feasibility.................................................................................................16

i. Cost for running the current system.................................................................16

ii. The Cost of installing and running the proposed system................................17

iii. Comparing the cost for running the two systems..........................................17

Chapter 3: System Design.................................................................................................19

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System Flowchart..........................................................................................................19

Farmers Table............................................................................................................20

Bee Products Table....................................................................................................20

Product Purchases table.............................................................................................20

Sales table..................................................................................................................20

i. Company Income Report..................................................................................26

ii. Farmers Monthly Penalties Report...................................................................27

iii. Bee Products Transported Report.....................................................................27

Chapter 4: System Construction........................................................................................28

Tables.............................................................................................................................28

i) Farmers table....................................................................................................28

ii) Products table...................................................................................................28

iv. Purchases table.................................................................................................29

iii) Sales table.........................................................................................................29

Relationships..................................................................................................................30

Input Screens.................................................................................................................31

i) Add Single Product form..................................................................................31

ii) Single Product Sale form..................................................................................32

iii) Bee Farmers Registration form........................................................................33

iv) Transport booking form....................................................................................34

Data Manipulations........................................................................................................35

Products purchased query..........................................................................................35

i) Sales History query..........................................................................................36

ii) Transport booking query..................................................................................37

iii) Company Income query...................................................................................38

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iv) Package Sales query.........................................................................................39

Output Screens...............................................................................................................40

i) Monthly payment for products delivered by farmers report............................40

Chapter 5: User Manual.....................................................................................................42

Introduction....................................................................................................................42

Installing the system......................................................................................................42

Loading Nekta Management System.............................................................................43

Guide on navigating through the system.......................................................................44

Guide on generating a report from the system...............................................................44

Chapter 6: Miscellaneous..................................................................................................47

Conclusion.....................................................................................................................47

Recommendations..........................................................................................................47

References......................................................................................................................48

Appendix........................................................................................................................49

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List of Figures
Figure 1: Monthly cost of running the current system......................................................16
Figure 2: Cost of installing the proposed system...............................................................17
Figure 3: System Flowchart...............................................................................................19
Figure 4: Farmers table design..........................................................................................20
Figure 5: Bee products table design...................................................................................20
Figure 6: Product purchase table design............................................................................20
Figure 7: Sales table design...............................................................................................20
Figure 8: Add package form design...................................................................................21
Figure 9: Add Single Product form....................................................................................22
Figure 10: Add transport categories form design..............................................................23
Figure 11: Products Purchase form....................................................................................24
Figure 12: Training Booking form.....................................................................................25
Figure 13: Company Income Report Design.....................................................................26
Figure 14: Farmers Monthly payments report design........................................................27
Figure 15: Bee Products Transported report design..........................................................27
Figure 16: Purchases table.................................................................................................29
Figure 17: Sales table.........................................................................................................29
Figure 18: Database relationships......................................................................................30
Figure 19: Add single product form...................................................................................31
Figure 20: Single product sale form..................................................................................32
Figure 21: Bee farmer registration form............................................................................33
Figure 22: Transport booking form....................................................................................34
Figure 23: Products purchased query................................................................................35
Figure 24: Sales history query...........................................................................................36
Figure 25: Transport booking query..................................................................................37
Figure 26: Company income query...................................................................................38
Figure 27: Package sale query...........................................................................................39
Figure 28: Farmers monthly payment report.....................................................................40
Figure 29: Transport earnings report.................................................................................40

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Figure 30: Company income report...................................................................................41

Figure 31: Windows start menu.........................................................................................43
Figure 32: Nekta Management System Main Menu..........................................................44
Figure 33: Nekta Management System Reports Menu......................................................45
Figure 34: Sample Report..................................................................................................46

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CHAPTER 1: INTRODUCTION
Currently, Nekta Company keeps manual records on paper. Farmer’s records, details of
honey products, accessories, and records of commodities transported are all maintained using
manual system with very minimal automation. The computerized database management system
will replace this manual inefficient system and store and manage all this records seamlessly and
more efficiently.

This report contains the complete project documentation for the proposed computerized
database management system to be implemented at Nekta Company. The proposed computerized
system is to replace the manual inefficient system with a computerized database management
system to help Nekta Company lower on its production and running costs. The proposed
database system was developed using Microsoft Access 2016. This project documentation report
was prepared using Microsoft Word 2016.

This project report outlines in details all the steps that were taken during the development
of the computerized database system. It also includes the analysis of both the current manual
system and the proposed computerized system to establish whether the development of the
proposed system was- viable. Also, a detailed analysis and design of the proposed system is also
included in this documentation.

A user guide is provided to help the user of the proposed system easily learn how to use
and navigate through the proposed system. Details of how to troubleshoot the system are also
available in the documentation.

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Chapter 2: System Analysis

Problem Recognition and Definition
Nekta is a company that deals with beekeeping and selling of honey. The company offers
the following services:

• Selling of beehives and associated accessories to bee farmers;

• Setting up of the beehives for the bee farmers;

• Offering of training on beekeeping;

• Buying of honey-related products from farmers for resale

The company sells beekeeping accessories in three packages namely: single hive, mini
package and full package as per the following descriptions:

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

• A mini package consists of six beehives, harvesting accessories, beehive setting

up and training for one person for one day

• A full package consists of twelve beehives and a honey extractor. It also includes
training for two people for one day and honey harvesting kit for two people.

Other services offered by the company are:

• Training at a cost of KSh 7,000 per person

• Sale of accessories at KSh 2,500 per unit

• Sale of honey harvesting kits at KSh 600 per unit

• Sale of honey extractors at KSh 13,000 per unit.

The company also buys honey from farmers at KSh 900 per kg and bee products at KSh
1,200 per kg, for further processing and subsequent sales to consumers. A farmer whose sales is
below KSh 20,000 is paid in cash, while sales between KSh 20,000 and KSh 80,000 are paid by
mobile money transfer. Any sales exceeding KSh 80,000 are paid via Electronic Funds Transfer
(EFT).

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A farmer seeking services from the company is required to provide personal details. The
details are captured and the farmer is required to make full payments for the services sought.
Once the payment has been verified, services are approved and offered. If the payment is for
training services, the trainee is then provided with the training schedule. The company also
provides transport services to farmers and are charged based on the destination and the quantity
of the items.

The company intends to use a database to manage their operations. The problem at hand
is to develop a well-documented computerized database system for the company that would
replace the current manual system at Nekta Company.

Analysis of the existing system

Overview of the existing system
Currently, Nekta Company runs a manual information management system. All records
are stored in papers and counter books. When a farmer registers with the company, his or her
details are captured and recorded in a registration counter book. This books are later shelved in
book shelves and file cabinets. Other information is also captured in physical files which are
arranged in file cabinets.

As a result of using the manual system, too much storage space is needed. Four rooms
have been set aside for storage of files and counter books and as more farmers are registered and
more transactions done, more storage space is needed.

Computations involving bee products purchase, transport order bookings and training
sessions booking are done using pen and paper or using an electronic calculator. This is prone to
errors that causes the company to loose funds. There is very minimal mechanization of
processes. The company has a photocopier that is used to make copies of certain documents
when needed. Also, the company has a few computers for processing different word documents
and preparing various reports although there is no automated system to generate the periodical
reports.

Backup of the company’s information is done by creating multiple copies of the physical
documents and filing them in separate file cabinets. This process is not automated and it is to the

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company. Since backups are physical copies of the original documents, in case of a disaster such
as fire outbreak, the information might be destroyed.

Weaknesses of the existing system

i. Requires large office space for storage

ii. It is prone to data errors

iii. Difficult to do system backup

iv. It is expensive to maintain

Analysis of the proposed system

Overview of the proposed system
The proposed solution is a computerized database management system will be developed
in Microsoft Access 2016. The system will allow the company to automate the majority of its
current manual processes. The computerized system will maintain the company’s records using
computers to ensure accuracy, proper utilization of office space and saving on cost of
maintenance. The system will automatically compute payments to farmers, bee products and
services sales and purchase information fast and accurately

Records of all bee products transported will be properly recorded and maintained in the
database system. The proposed system will also calculate the total company expenses, income
from sale of bee products and accessories, income from trainings and transport services to
farmers automatically. Also, all the training schedules will be managed from the electronic
database. Only one employee will be required to run and maintain the database system and this
will greatly save on salary for hiring more staff as is with the current manual system.

Objectives of the proposed system

General Objective
To develop a computerized database management system to replace the manual system at
the Nekta Company

Specific objectives
i. Analyze the requirements of Nekta Company and come up with the relevant fields
for the company database.

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ii. To develop a computerized database system that will maintain details of bee
farmers, bee products and accessories sold to farmers, honey and bee products
purchased from farmers, trainings delivered to farmers and goods transported
iii. To automate the process of calculating various expenses and income at Nekta
Company.
iv. To automate the generation of various reports by Nekta Company.

Benefits of the proposed system

i. The computerized database system will be easier to back up on the cloud backup
platforms such as google drive. This will ensure that the company has a means to
recover its information in case of security breaches or destruction of the original
database.
ii. The proposed system is more secure than the manual system as the database will
be encrypted by a password to restrict unauthorized persons from accessing the
database.
iii. The computerized database system will be easier to back up on the cloud backup
platforms such as google drive. This will ensure that the company has a means to
recover its information in case of security breaches or destruction of the original
database.

iv. The proposed system will provide a large digital storage space for maintenance of
Nekta Company records. Since the information will be stored in computers, very
small office space will be need.
v. The proposed system is cheaper to maintain as compared with the current manual
system.
vi. The proposed system will ensure accuracy of the information and calculations
performed and maintained by Nekta Company since most of the operations will
be automated with very minimal human intervention.
vii. It will be easier to search for particular records or information from the proposed
system.
viii. It will be easier to search for particular records or information from the proposed
system.

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Feasibility Study
a) Technical Feasibility
From the technical feasibility study conducted, Nekta Company possesses computers, but
they are old computer models that would not support the planned system properly. It was
suggested to the management of the Nekta Company that new computers be purchased on which
the projected database would be developed. Furthermore, the personnel of Nekta Company have
received computer training and possess the necessary computer skills to operate the
recommended system.

b) Schedule Feasibility
This project was schedule to be developed within seven (7) months from April 2022 up to
October 2022. This was enough time for development and implementation of the project.

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c) Economic Feasibility
i. Cost for running the current system
The table below outlines the monthly cost for running the current manual system

Item Description Unit Price Quantity Total

Staff Salaries Paid for a total work done 15, 000 5 75,000.00
for period of one month
Rent Rent for offices housing 12, 000 2 24, 000.00
the book shelves and file
cabinets
Calculators For performing various 1, 200 4 4, 800.00
calculations in the current
system
Books Counter books are required 500 50 25, 000.00
for storing records
Pens Used to record data 300 3 900.00

Foolscaps This are used to write data 500 5 2, 500.00

and information
Total : 132, 200
Figure 1: Monthly cost of running the current system

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ii. The Cost of installing and running the proposed system

Item Description Unit Price Quantity Total
Computer DELL 60, 000 1 60, 000

⮚ Flat panel monitor 17`

⮚ RAM 6GB

⮚ Hard Disk 500 GB

⮚ Processor intel i7 Quad

Core 2.3GHz
Printer HP Laser Jet 17, 540 1 17, 540
Operating Windows 10 Professional 16, 000 1 16, 000
System
Application Microsoft Office Suite 2016 12, 000 1 12, 000
Software
User Training Training the staff on how to use 3, 000 6 18, 000
the database system
Printing papers For printing reports 500 3 1,500
System Salary paid to the specialist 120, 000 1 120, 000
Developers building the system
salary
Total 245, 040
Figure 2: Cost of installing the proposed system

iii. Comparing the cost for running the two systems

The proposed system’s initial investment cost is KSh. 245, 040. This cost will be
inclusive of the cost for running the proposed system for the first year of its implementation.

The proposed system is projected to be used for seven (7) years. The subsequent cost for
running the system in each of the subsequent years is broken down as follows:

⮚ Cost for printing papers: 500 * 3 * 12 months = 18 000

⮚ Maintenance cost per year = 24 000

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⮚ Salary for the system operators = 20 000 * 12 months = 240 000

Total = 282 000

In 7 years the proposed system will cost:

⮚ Initial investment: 245 040

⮚ Running cost: 282 000 * 6
⮚ Total = 1 937 040

The cost for running the manual system in seven years is:

⮚ 132 200 * 12 Months * 7 Years = 11 104 800

⮚ Amount saved if proposed system is implemented = 11 104 800 – 1 937 040 = 9
167 760

From the above, it is evident that although the initial implementation cost for the
proposed system is high, its running cost is very small compared to the current system. Nekta
Company will save KSh. 9, 167, 760 in seven years if the proposed system is implemented.
Therefore, the implementation of the proposed system was approved since the project proved to
be economically feasible by the management of Nekta Company.

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Chapter 3: System Design

System Flowchart

User request

Buy
products?

YES

Enter products
details

Process purchas
details

Print purchase
receipt

Figure 3: System Flowchart

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File Structures Design

Farmers Table
Field Name Data Type
Farmer ID Short Text
category Short Text
mName Short Text
Iname Short Text
Idno Short Text
Phone Short Text
location Short Text
Figure 4: Farmers table design

Bee Products Table

Field Name Data Type
Product ID Short Text
Product Type Short Text
Product Name Short Text
Description Long Text
Unit Price
Figure 5: Bee products table design

Product Purchases table

Field Name Data Type
Purchase ID Short Text
Product Name Short Text
Unit Price Currency
Quantity Number
Farmer ID Number
Date of Purchase Date/Time
Figure 6: Product purchase table design

Sales table
Field Name Data Type
Sale ID Short Text
Product ID Short Text
Sale Type Short Text
Quantity Short Text
Farmer ID Number
Date of Sale Date/Time

Input Design

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Figure 7: Sales table design

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i. Add Package Form

Netka Management System

P.O BOX 9, Switz

Add Package Form

Product

Description

Unit Price

New Save Delete Exit

Figure 8: Add package form design

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ii. Add Single Product Form

Netka Management System

P.O BOX 9, Switz

Add Single Product Form

Product Name

Description

Unit Price

New Save Delete Exit

Figure 9: Add Single Product form

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iii. Transport Categories Form

Netka Management System

P.O BOX 9, Switz
Transport Categories

Transport Name

Unit Price

Description (costing)

New Save Delete Exit

Figure 10: Add transport categories form design

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iv. Products Purchase Form

Netka Management System

P.O BOX 9, Switz

Products Purchase

Form ID

Farmer Name

Product

Unit Price

Quantity (Kg)

Total Amount

New Save Delete Exit

Figure 11: Products Purchase form

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v. Book Training Form

Netka Management System

P.O BOX 9, Switz

Training Booking Form

Day Booked

Farmer ID New

Farmer Name Save

Location Delete

Start Date Exit

End Date

Training Time

Figure 12: Training Booking form

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Output Design

i. Company Income Report

Nekta Company Income Report

Products Sale 100 000

Training 50 000

Tranport Income: 25 000

Total: Kshs. 185 000

Figure 13: Company Income Report Design

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ii. Farmers Monthly Penalties Report

Nekta Company
Farmers’ Monthly Payments
Driver Name Month Goods delivere
John Omolon August 2021 Honey

August 2021 Bee Products

Eva Nuka August 2021 Honey

August 2021 Bee Products

……………………………… ……………………………. …………………………

iii. Bee Products Transported Report

Nekta Company
Bee Products Transported Report

Member Capacity Destination Transport Date

Fee Charged
Francis Aponte 50 Tons 100 KM Kshs. 500 17-08-2021
Figure 14: Farmers Monthly payments report design
150 Tons 100 KM Kshs. 1 000 20-08-2021

………. …………… …………… …………… ……………..

. … ……
Figure 15: Bee Products Transported report design

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Chapter 4: System Construction

Tables
i) Farmers table

ii) Products table

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iv. Purchases table

Figure 16: Purchases table

iii) Sales table

Figure 17: Sales table

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Relationships

Figure 18: Database relationships

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Input Screens
i) Add Single Product form

Figure 19: Add single product form

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ii) Single Product Sale form

Figure 20: Single product sale form

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iii) Bee Farmers Registration form

Figure 21: Bee farmer registration form

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iv) Transport booking form

Figure 22: Transport booking form

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Data Manipulations
Products purchased query

Figure 23: Products purchased query

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i) Sales History query

Figure 24: Sales history query

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ii) Transport booking query

Figure 25: Transport booking query

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iii) Company Income query

Figure 26: Company income query

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iv) Package Sales query

Figure 27: Package sale query

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Output Screens
i) Monthly payment for products delivered by farmers report

Figure 28: Farmers monthly payment report

Monthly earnings from transport Report

Figure 29: Transport earnings report

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ii) Company income report

Figure 30: Company income report

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Chapter 5: User Manual

Introduction
This chapter introduces the user on how to install and use the system (Nekta Management
System)

The following are covered in this chapter:

● How to install the system

● How to load the system
● How to navigate the system
● How to generate reports in the system

Installing the system

Before installing this system on your computer, ensure that the computer has the
following minimum system requirements:

i. The computer should be running windows 7/8/10 operating systems

ii. The computer should be installed with Microsoft Office 2016 or a new version of
Microsoft Office
iii. The computer should have at least 2GB of RAM
iv. The computer should have at least 1GB available space on the hard disk
v. The computer should be installed with an up-t-date antivirus software

Follow the following steps to install the software. This guide demonstrates installation on
a computer running Windows 7 but the process is same on computer running other versions of
the Windows Operating System.

i. Insert the CD loaded with the Nekta Management System into the DVD drive
ii. Click on the “Start” button then click on “Computer” as shown below

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Click
here

Figure 31: Windows start menu

On the dialog box that appears, double click on the DVD RW Drive

iii. Right click on the file named Nekta Management System then copy it to the desktop

Loading Nekta Management System

i. On the desktop, double click on the file named Nekta Management System
ii. The system will be launched and the main switchboard will be displayed as
shown below:

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Figure 32: Nekta Management System Main Menu

The user can now navigate the system to perform a certain activity.

Guide on navigating through the system

The user can easily navigate through the system from the database once the system is
loaded. Depending on what actions the user wants to perform, the user can select it from the
main switchboard.

The main switchboard contains buttons that groups the basic operation of the system in
the following groups:

i. Products – Click on this button for products management, sales and purchases
ii. Farmers – Click on this option farmers information management
iii. Services – Click on this option services management including transport and
trainings services
iv. Reports – Click on this button to generate various reports from the system

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You can open any of the above option by clicking on the button from the switchboard.

Guide on generating a report from the system

i. To generate a report from the system, proceed as follows.
ii. From the main switchboard, click on Reports
iii. The reports switchboard will be displayed as shown below.

Figure 33: Nekta Management System Reports Menu

iv. Select the report group you wish to generate by clicking on it from the reports
switchboard.
v. For example, to generate monthly earning from training, click on Monthly
Earning from Training. The monthly earning report will be generated and
displayed as shown below:

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Figure 34: Sample Report

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Chapter 6: Miscellaneous
Conclusion
The development of the Nekta Management System went well and was completed on
schedule. The Nekta Management System was created specifically for the Nekta Company's
needs. If fully deployed, the technology will assist Nekta Company in reducing the costs
associated with their present manual system. This technology will also assist the organization in
becoming more productive by assisting them in improving their operations.

Recommendations
The system is ready for use and can be implemented immediately using phased change
over strategy to minimize on the risk of failure and ensure every stakeholder is comfortable when
using the system. Also, the database should be installed on a computer that has an up-to-day
antivirus software installed to ensure the security of the database.

I recommend that Nekta Company to use the system effectively since it will reduce the
inaccurate data processing and to maintain the system by installing antivirus software to prevent
the system from the viruses. Also they should be creating backups for the updates.

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and Conflict, 15.

e) Noizat, P. (2015). Blockchain Electronic Vote. handbook of digital Currency, pp. 453-

461. .

f) ONunga, D. J. (2005). Computer studies. In R. Shah, Computers Studies. Nairobi, Kenya:

Mariwa Publishers Ltd.

g) S.Mburu. (2005). Computer Studies . Kampala: longhorn publishers.

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Appendix
Alternate process

Process

Decision

Master File

Manual input

Direction of Flow of information

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