KENYA CERTIFICATE OF SECONDARY EDUCATION

COMPUTER PROJECT 2025 (451/3)

NAME: /NAME/

SCHOOL CODE: /SCHOOL/

INDEX NUMBER: /INDEX NO/

PROJECT TITLE: VICTORY SCHOOL CLUB MEMBERSHIP

SYSTEM

YEAR OF EXAMINATION: 2025

SCHOOL: /SCHOOL/
 DECLARATION
STUDENT’S DECLARATION
I, [Your Full Name], a student at [Your School Name], hereby declare that this
project titled "Victory School Club Membership System" is my original work
and has not been presented for any academic award or qualification in any other
institution.
All references and materials used in the development of this project have been duly
acknowledged. Any contributions or assistance from other individuals or sources
have been appropriately cited and credited.
I understand that plagiarism is a serious academic offense, and I affirm that this
work is a true reflection of my understanding, effort, and creativity.

Name: ____________________________
Signature: _______________________
Date: ___________________________

SUPERVISOR DECLARATION
This is to certify that the project titled "Victory School Club Membership
System" has been submitted by [Your Full Name], of [Your School Name],
under my supervision.
I confirm that this project is the student’s original work and has been developed
under my guidance. The student has adhered to the required academic standards,
and all sources of information used in the project have been appropriately
acknowledged.
To the best of my knowledge, this work has not been submitted for any other
academic award or qualification in any other institution.
Supervisor's Name: ___________________________
Signature: _______________________
Date: ___________________________

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 DEDICATION
This project is dedicated to:
 My parents, for their unwavering support, encouragement, and sacrifices
throughout my education.
 My teachers, for their guidance, patience, and invaluable knowledge that
have shaped my academic journey.
 My friends and classmates, for their motivation and camaraderie during the
challenging moments of this project.
 The Almighty God, for granting me the strength, wisdom, and perseverance
to complete this work.
Your belief in me has been my driving force, and I am deeply grateful for your
constant presence in my life.

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 ACKNOWLEDGMENT
I would like to express my sincere gratitude to all those who contributed to the
successful completion of this project. This work would not have been possible
without their support, guidance, and encouragement.
First and foremost, I am deeply thankful to my Computer Studies
teacher, [Teacher's Name], for their invaluable guidance, patience, and expertise
throughout the development of this project. Their constructive feedback and
constant encouragement kept me motivated and focused.
I am also grateful to the school administration of [Your School Name] for
providing the necessary resources and a conducive environment for learning and
innovation. Their support has been instrumental in the completion of this project.
Special thanks go to my parents and family for their unwavering support,
encouragement, and sacrifices. Their belief in me has been a constant source of
inspiration.
I would also like to acknowledge my friends and classmates for their moral
support, collaboration, and encouragement during the challenging moments of this
project. Their input and feedback were invaluable.
Lastly, I thank the Almighty God for granting me the strength, wisdom, and
perseverance to complete this work.
To all who contributed directly or indirectly to this project, I am truly grateful.

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 Table of Contents
NAME...........................................................................................................................................................i
SCHOOL CODE:.............................................................................................................................................i
INDEX NUMBER............................................................................................................................................i
PROJECT TITLE..............................................................................................................................................i
YEAR OF EXAMINATION................................................................................................................................i
SCHOOL........................................................................................................................................................i
DECLARATION..............................................................................................................................................ii
STUDENT’S DECLARATION.......................................................................................................................ii
SUPERVISOR DECLARATION.....................................................................................................................ii
DEDICATION................................................................................................................................................iii
ACKNOWLEDGMENT...................................................................................................................................iv
Table of Contents.........................................................................................................................................v
LIST OF TABLES AND FIGURES...................................................................................................................viii
CHAPTER 1: INTRODUCTION....................................................................................................................1
CHAPTER 2: SYSTEM ANALYSIS................................................................................................................2
2.1 PROBLEM DEFINITION.................................................................................................................2
2.2 OVERVIEW OF THE EXISTING SYSTEM..........................................................................................3
2.2.1 SYSTEM STRUCTURE............................................................................................................5
2.3 OVERVIEW OF THE PROPOSED SYSTEM.......................................................................................7
2.3.1 SYSTEM OVERVIEW..............................................................................................................7
2.3.2 OBJECTIVES OF THE PROPOSED SYSTEM..............................................................................8
2.3.3 BENEFITS OF THE PROPOSED SYSTEM.................................................................................9
2.3.4 DISADVANTAGES OF THE PROPOSED SYSTEM...................................................................10
2.3.5 SCOPE OF THE SYSTEM......................................................................................................12
2.3.6 COST AND BENEFITS ANALYSIS..........................................................................................13
2.4 FEASIBILITY STUDY.....................................................................................................................15
2.5 FACT FINDING............................................................................................................................18
2.6 SUMMARY OF FACT-FINDING METHODS USED.........................................................................20
2.7 SYSTEM REQUIREMENTS AND SPECIFICATIONS.........................................................................22
CHAPTER 3: SYSTEM DESIGN.................................................................................................................23
3.1 PRELIMINARY DESIGN................................................................................................................23
3.1.1 Overall System Flowchart..................................................................................................23

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 3.1.2 PROGRAM MODULE FLOWCHARTS...................................................................................24
3.2DETAILED DESIGN.............................................................................................................................25
3.2.1 TABLES...............................................................................................................................25
3.2.2 INPUT DESIGN (FORMS).....................................................................................................28
3.2.3 OUTPUT DESIGN (REPORTS)...............................................................................................31
3.2.4 RELATIONSHIPS..................................................................................................................34
3.1 GENERAL SYSTEM SECURITY......................................................................................................35
SYSTEM CONSTRUCTION...........................................................................................................................38
4.1 DATABASE RELATIONSHIP DIAGRAM.........................................................................................39
4.2 ENFORCING INTERGRITY CONSTRAINTS....................................................................................40
4.3.1 Students TABLE..................................................................................................................43
4.3.2 Clubs and Societies Table...................................................................................................44
4.3.3 Patrons Table.....................................................................................................................44
4.3.4 Club Activities and Events table.........................................................................................44
4.3 DATABASE QUERIES...................................................................................................................44
4.4.1 Total Registration Fees Query............................................................................................45
4.4.1 Total Club Activities Collection Query................................................................................45
4.4.1 Total Parties and Outings Query........................................................................................46
USER MANUAL...........................................................................................................................................47
5.1 INTRODUCTION..........................................................................................................................47
5.1.1 Software Requirements.....................................................................................................48
5.1.2 Hardware requirements.....................................................................................................49
5.2 HOW TO INSTALL, START AND RUN THE SYSTEM INTERFACE....................................................52
5.3 DATA MANIPULATION...............................................................................................................53
5.4 NEW Student, Club Activities OR EVENTS..................................................................................54
5.4.1 New Student......................................................................................................................54
5.4.2 New Club Activity...............................................................................................................55
5.4.3 New Party/Outing..............................................................................................................56
5.4.4 New Student Clearance.....................................................................................................56
5.5 GENERATING REPORTS..............................................................................................................56
5.5.1 Students Report.................................................................................................................57
5.5.2 Clubs and Memberships Report.........................................................................................58
5.5.3 Club Activities Collection Report........................................................................................59

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 5.5.4 Annual Parties/Outings Report..........................................................................................60
5.5.5 Clubs Savings Report..........................................................................................................61
5.5.6 Clubs Financial Summary Report.......................................................................................62
5.6 ADVANCED FEATURES OF THE SYSTEM.....................................................................................63
5.7 TROUBLESHOOTING GUIDE.......................................................................................................63
SYSTEM IMPLEMENTATION.......................................................................................................................68
6.1 STAFF TRAINING........................................................................................................................68
6.2 CHANGE-OVER STRATEGY..........................................................................................................71
SYSTEM REVIEW........................................................................................................................................75
7.1 OBJECTIVE APPRAISAL...............................................................................................................75
7.2 CHALLENGES ENCOUNTERED DURING SYSTEM DEVELOPMENT................................................77
7.3 STRENGTH OF THE AUTOMATED SYSTEM.................................................................................80
7.4 WEAKNESS OF THE AUTOMATED SYSTEM.................................................................................83
7.5 RECOMMENDATIONS................................................................................................................86
7.6 CONCLUSIONS............................................................................................................................89
7.7 BIBLIOGRAPHY...........................................................................................................................91
APPENDIX..................................................................................................................................................92

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 LIST OF TABLES AND FIGURES
TABLE 2.8 SYSTEM REQUIREMENTS AND SPECIFICATIONS.......................................................................................................22
FIGURE 3.1: GENERAL SYSTEM FLOWCHART........................................................................................................................23
FIGURE 3.1 PROGRAM MODULE FLOWCHART......................................................................................................................24
FIGURE 3.6 NEW STUDENT FORM.....................................................................................................................................28
FIGURE 3.6 NEW STUDENT CLEARANCE FORM.....................................................................................................................29
FIGURE 3.6 NEW CLUB FORM..........................................................................................................................................30
FIGURE 3.5 NEW PLUMBING DESIGN FORM.........................................................................................................................30
FIGURE 3.6 ANNUAL PARTIES REPORT................................................................................................................................31
FIGURE 3.7 CLIENTS REPORT............................................................................................................................................32
FIGURE 3.8 PLUMBING MAINTENANCE REPORT...................................................................................................................33
FIGURE 3.9 RELATIONSHIP DIAGRAM.................................................................................................................................34
FIGURE 4.1 DATABASE RELATIONSHIP................................................................................................................................39
FIGURE 4.2 STUDENT’S TABLE..........................................................................................................................................43
FIGURE 4.3: CLUBS AND SOCIETIES....................................................................................................................................44
FIGURE 4.4: PATRONS TABLE........................................................................................................................................... 44
FIGURE 4.5: CLUB ACTIVITIES AND EVENTS TABLE.................................................................................................................44
FIGURE 4.6 TOTAL REGISTRATION FEES QUERY....................................................................................................................45
FIGURE 4.7 TOTAL CLUB ACTIVITIES COLLECTIONS QUERY......................................................................................................45
FIGURE 4.8 TOTAL PARTIES AND OUTINGS QUERY................................................................................................................46
FIGURE 5.1 ENABLE CONTENT FORM..................................................................................................................................52
FIGURE 5.2 START-UP SCREEN..........................................................................................................................................52
FIGURE 5.3: LOGIN SCREEN..............................................................................................................................................53
FIGURE 5.4 MAIN SWITCHBOARD......................................................................................................................................54

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 CHAPTER 1: INTRODUCTION
Victory School is an institution that offers a wide range of co-curricular activities
alongside its formal curriculum. These activities, which include various clubs and
societies, play a vital role in nurturing students' talents, interests, and leadership
skills. Clubs such as the Debate Club, Science Club, Music Club, and
Environmental Club provide students with opportunities to explore their passions,
collaborate with peers, and develop skills beyond the classroom.
However, managing the operations of these clubs manually has proven to be
challenging. The school faces difficulties in tracking club memberships, managing
club finances, organizing events, and generating reports. These challenges often
lead to inefficiencies, errors, and delays in decision-making. To address these
issues, there is a need for an automated system that can streamline club operations
and improve overall management.
The Victory School Club Membership System is a database management system
designed to support the school’s club operations. The system will store and manage
details of clubs, members, patrons, activities, and finances. It will also track
membership changes, compute financial contributions, and generate reports for
decision-making. By automating these processes, the system aims to enhance
efficiency, accuracy, and transparency in managing club activities.
This project focuses on developing a user-friendly and efficient system
using Microsoft Access for the database and Microsoft Word for documentation.
The system will address the specific needs of Victory School and provide a reliable
solution for managing club operations.

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 CHAPTER 2: SYSTEM ANALYSIS
2.1 PROBLEM DEFINITION
Victory School offers a variety of clubs and societies to cater to the diverse
interests of its students. These clubs play a significant role in enhancing students'
skills, fostering teamwork, and promoting personal growth. However, the current
manual system used to manage club operations has several limitations and
challenges, which hinder efficient management and decision-making. The key
problems include:
1. Inefficient Membership Management:
o Tracking student memberships, roles, and club affiliations is done
manually using paper-based records.
o This process is time-consuming, prone to errors, and makes it difficult
to update or retrieve member information quickly.
2. Difficulty in Tracking Membership Changes:
o At the beginning of each academic year, students may join or exit
clubs, and leaders may change roles.
o The manual system makes it challenging to track these changes
accurately and update records in a timely manner.
3. Financial Management Challenges:
o Clubs generate revenue through registration fees and activities, but
tracking income, expenses, and allocations is done manually.
o This leads to errors in calculations, delays in financial reporting, and
difficulties in monitoring club finances.
4. Lack of Centralized Data Storage:
o Club details, member information, patron details, and activity records
are stored in separate files or documents.
o This lack of integration makes it difficult to access and analyze data
efficiently.
5. Limited Reporting Capabilities:

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 o Generating reports on club activities, finances, and membership is a
manual and tedious process.
o The school administration often lacks timely and accurate reports for
decision-making.
6. Dependency on Manual Processes:
o The entire process of managing clubs relies heavily on manual work,
which is inefficient and unsustainable as the school grows.
These challenges highlight the need for an automated system that can streamline
club operations, improve data management, and provide accurate and timely
reports. The Victory School Club Membership System aims to address these
problems by providing a centralized, efficient, and user-friendly solution for
managing club activities and finances.
2.2 OVERVIEW OF THE EXISTING SYSTEM
The current system used to manage club operations at Victory School is entirely
manual. It relies on paper-based records, spreadsheets, and physical documentation
to store and manage information related to clubs, members, patrons, activities, and
finances. Below is an overview of how the existing system operates:
1. Membership Registration:
o When a student joins a club, their details (admission number, name,
class, and club) are recorded manually in a registration book or
spreadsheet.
o The registration fee is collected and recorded separately in a financial
ledger.
2. Membership Tracking:
o Changes in membership, such as new joiners or members exiting a
club, are updated manually in the records.
o Leadership roles (e.g., chairperson, secretary) are also recorded
manually, often leading to delays and errors in updates.
3. Club Activities and Events:

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 o Details of club activities, such as event names, dates, and revenue
generated, are recorded in logbooks or spreadsheets.
o Financial allocations for activities (e.g., 50% for club operations, 30%
for annual parties) are calculated manually.
4. Financial Management:
o Registration fees and revenue from club activities are recorded in
financial ledgers.
o Expenses, allocations, and savings are calculated manually, which is
time-consuming and prone to errors.
5. Reporting:
o Reports on club activities, finances, and membership are prepared
manually by compiling data from various sources.
o This process is tedious and often results in delayed or inaccurate
reports.
6. Patron Involvement:
o Club patrons (teachers) oversee club activities and maintain separate
records of their clubs.
o Communication between patrons and the school administration is
done manually, leading to inefficiencies.
Limitations of the Existing System:
 Time-Consuming: Manual processes require significant time and effort to
record, update, and retrieve information.
 Prone to Errors: Handwritten records and manual calculations are
susceptible to mistakes, leading to inaccurate data.
 Lack of Integration: Data is stored in separate files or documents, making
it difficult to access and analyze information efficiently.
 Inefficient Reporting: Generating reports is a slow and cumbersome
process, often resulting in delayed decision-making.

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  Scalability Issues: As the number of clubs and members grows, the manual
system becomes increasingly difficult to manage.
The limitations of the existing system highlight the need for an automated solution
that can streamline club operations, improve data accuracy, and enhance overall
efficiency. The proposed Victory School Club Membership System aims to
address these challenges by providing a centralized, user-friendly, and efficient
platform for managing club activities and finances.
2.2.1 SYSTEM STRUCTURE

The existing manual system for managing club operations at Victory School
consists of several components and processes that work together to record, store,
and manage club-related information. Below is a detailed breakdown of the system
structure:

1. Membership Registration:

 Process:
When a student joins a club, their details (admission number, name, class,
and club) are recorded manually in a registration book or spreadsheet. The
registration fee is collected and recorded separately in a financial ledger.
 Components:
o Registration book or spreadsheet for member details.
o Financial ledger for recording registration fees.

2. Membership Tracking:

 Process:
Changes in membership, such as new joiners or members exiting a club, are
updated manually in the records. Leadership roles (e.g., chairperson,
secretary) are also recorded manually.
 Components:
o Updated registration book or spreadsheet.
o Separate records for leadership roles.

3. Club Activities and Events:

 Process:
Details of club activities, such as event names, dates, and revenue generated,
are recorded in logbooks or spreadsheets. Financial allocations for activities

5
 (e.g., 50% for club operations, 30% for annual parties) are calculated
manually.
 Components:
o Activity logbooks or spreadsheets.
o Financial allocation records.

4. Financial Management:

 Process:
Registration fees and revenue from club activities are recorded in financial
ledgers. Expenses, allocations, and savings are calculated manually.
 Components:
o Financial ledgers for income and expenses.
o Manual calculations for allocations and savings.

5. Reporting:

 Process:
Reports on club activities, finances, and membership are prepared manually
by compiling data from various sources. This process is tedious and often
results in delayed or inaccurate reports.
 Components:
o Compiled data from registration books, activity logs, and financial
ledgers.
o Manually prepared reports.

6. Patron Involvement:

 Process:
Club patrons (teachers) oversee club activities and maintain separate records
of their clubs. Communication between patrons and the school
administration is done manually.
 Components:
o Patron records for each club.
o Manual communication channels (e.g., meetings, memos).

Workflow of the Existing System:

1. A student joins a club, and their details are recorded in the registration book
or spreadsheet.
2. The registration fee is collected and recorded in the financial ledger.
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 3. Club activities are planned, and details are recorded in activity logbooks or
spreadsheets.
4. Revenue generated from activities is recorded in financial ledgers, and
allocations are calculated manually.
5. Membership changes (e.g., new joiners, exits) are updated manually in the
records.
6. Reports are prepared by compiling data from registration books, activity
logs, and financial ledgers.

Limitations of the System Structure:

 Fragmented Data Storage: Data is stored in separate books, spreadsheets,

and ledgers, making it difficult to access and analyze information efficiently.
 Manual Processes: Every step, from recording data to generating reports, is
done manually, leading to inefficiencies and errors.
 Lack of Integration: There is no centralized system to integrate and manage
all club-related data, resulting in duplication of efforts and inconsistencies.

The existing system structure, while functional, is outdated and inefficient. It

highlights the need for an automated system that can centralize data, streamline
processes, and improve overall management of club operations.

2.3 OVERVIEW OF THE PROPOSED SYSTEM

2.3.1 SYSTEM OVERVIEW

The Victory School Club Membership System is a computerized database

system developed using Microsoft Access to streamline the management of school
clubs, student memberships, financial transactions, and club activities. The system
aims to replace the traditional manual record-keeping process with an efficient,
accurate, and user-friendly solution.

The system provides functionalities for:

 Student Registration and Membership Management – Capturing student

details, including admission number, name, class, and club membership.
 Club Administration – Managing club details, including names, patron
assignments, and membership roles (General Member or Executive
Member).

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  Financial Management – Recording club registration fees, tracking
revenue-generating activities, and calculating fund allocations.
 Club Activity Tracking – Storing details of club events and financial
transactions for proper accountability.
 Report Generation – Providing automated reports on membership lists,
financial summaries, and club activities.

The system is user-friendly and designed to meet the needs of students, club
patrons, and school administrators. By automating club management, the system
ensures data accuracy, efficiency, and ease of access, reducing the challenges
associated with manual record-keeping.
2.3.2 OBJECTIVES OF THE PROPOSED SYSTEM

The main objective of the Victory School Club Membership System is to

provide an automated, efficient, and reliable solution for managing school clubs,
student memberships, financial transactions, and club activities. The system aims
to eliminate the inefficiencies of the manual record-keeping process and
enhance the overall management of co-curricular activities.

Specific Objectives

1. To automate student club registration and membership management

o Enable easy registration of students into clubs.
o Maintain accurate records of club memberships, including member
roles and responsibilities.
2. To improve the management of club financial records
o Record and track club registration fees.
o Monitor revenue-generating activities and allocate funds accordingly.
3. To enhance accessibility and data retrieval
o Provide an organized database for quick access to membership,
financial, and club activity records.
o Allow authorized users (e.g., club patrons and school administrators)
to retrieve information efficiently.
4. To generate automated reports
o Provide detailed reports on club membership, financial summaries,
and club activities.
o Support informed decision-making by generating financial analysis
reports.
5. To enhance data security and integrity

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 o Implement user access control to protect sensitive student and
financial records.
o Reduce the risks of data loss and unauthorized access.
6. To improve accountability and transparency in club operations
o Ensure proper record-keeping of financial transactions and club
activities.
o Minimize errors and discrepancies in club financial management.

By achieving these objectives, the system will significantly enhance efficiency,

accuracy, and reliability in managing school clubs and student memberships.
2.3.3 BENEFITS OF THE PROPOSED SYSTEM
The Victory School Club Membership System offers several benefits that will
enhance the management of school clubs, student memberships, and financial
records. By replacing the traditional manual system with an automated database
system, the school will experience improved efficiency, accuracy, and
transparency.
Key Benefits
1. Improved Efficiency in Club Management
o Automates student club registration, reducing the time and effort
needed for manual record-keeping.
o Enables quick retrieval of membership details and financial records.
2. Accurate and Reliable Data Storage
o Eliminates errors associated with manual record-keeping.
o Ensures that all student membership, club activities, and financial
transactions are well-documented.
3. Enhanced Financial Management
o Tracks club registration fees and revenue-generating activities
efficiently.
o Automates financial calculations, including fund allocations and
savings for each club.
4. Easy Report Generation

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 o Provides detailed reports on student membership, club finances, and
activities.
o Helps school administrators and club patrons make informed
decisions.
5. Better Accountability and Transparency
o Reduces the chances of financial mismanagement and data loss.
o Ensures that financial records are well-maintained and easily
accessible for auditing.
6. Improved Data Security
o Restricts access to sensitive information, ensuring that only authorized
users can modify or retrieve records.
o Reduces risks of data tampering and unauthorized access.
7. User-Friendly Interface
o Designed with an easy-to-use interface that allows students, patrons,
and administrators to interact with the system without technical
difficulties.
o Reduces training time required for users to understand the system.
8. Better Planning and Decision-Making
o By providing accurate and up-to-date information, the system helps
club leaders and school management plan and organize club activities
more effectively.
By implementing this system, the school will significantly improve the
management, efficiency, and transparency of club operations while reducing
administrative workload.

2.3.4 DISADVANTAGES OF THE PROPOSED SYSTEM

While the Victory School Club Membership System offers many advantages, it
also has some limitations and challenges that should be considered. These

10
disadvantages mainly arise from the system’s reliance on technology, initial
implementation costs, and user adaptation.

Key Disadvantages

1. Initial Cost of Implementation

o The school may need to invest in computers and software to support
the system.
o Costs may also arise from training staff and students on how to use
the system effectively.
2. Dependency on Electricity and Computers
o The system requires a computer and power supply to operate,
making it unreliable in case of power outages.
o If computers are limited, some users may struggle to access the
system when needed.
3. Possible Resistance from Users
o Some staff and students may find it difficult to transition from a
manual system to an automated system.
o Training may be required for users who are not familiar with
Microsoft Access or database systems.
4. Risk of Data Loss Due to Technical Failures
o If the system is not properly backed up, data loss could occur due to
hardware failure or accidental deletion.
o A backup and recovery plan is essential to prevent permanent data
loss.
5. Cybersecurity and Unauthorized Access Risks
o If proper security measures are not implemented, sensitive student
and financial records may be vulnerable to unauthorized access or
modification.
o The system requires password protection and restricted access
controls to enhance security.
6. Software Maintenance and Updates
o Over time, the system may require updates or modifications to
accommodate changes in school policies or user needs.
o If the system develops errors or bugs, technical support may be
needed for troubleshooting and maintenance.
7. Limited Accessibility for Non-Digital Users
o Some users who are not tech-savvy may find it difficult to navigate
the system.

11
 o Training and user support must be provided to ensure smooth
adoption.

Despite these challenges, the benefits of the proposed system outweigh the
disadvantages. Proper training, security measures, and backup strategies will
help mitigate most of these issues, ensuring the system remains efficient and
reliable for school club management.

2.3.5 SCOPE OF THE SYSTEM

The Victory School Club Membership System is designed to manage various

aspects of school clubs, including student membership, financial transactions, club
activities, and reporting. The system will serve as a centralized platform for
handling club operations efficiently.

In-Scope (Features Included in the System)

1. Student Membership Management

o Registration of new students into one or more clubs.
o Capturing and storing student details such as admission number,
name, and class.
o Assigning membership roles (Regular Member or Executive
Member).
o Allowing students to join or exit clubs at the beginning of an
academic year.
2. Club Management
o Maintaining records of all clubs available in the school.
o Storing club details, including club name and assigned patron (teacher
in charge).
3. Financial Management
o Tracking club registration fees for new members.
o Recording revenue-generating activities conducted by each club.
o Automatically calculating fund allocations:
 50% for club activities.
 30% for club outings/annual parties.
 20% as club savings.
o Computing the school’s contribution (70% of the amount allocated
for outings).

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 4. Club Activities and Events Management
o Recording club activities and events, including the activity name,
date, and amount collected.
o Generating reports on club activities and financial performance.
5. System Security and User Roles
o Restricting system access to authorized users such as club patrons
and school administrators.
o Ensuring data integrity and confidentiality through controlled
access.
6. Reports Generation
o Generating financial reports for each club.
o Providing membership reports, including student details and roles.
o Summarizing club activities and revenue generation efforts.

Out of Scope (Features Not Included in the System)

 Club communication tools (e.g., messaging, notifications, or emails).

 Online payment integration for club fees and transactions.
 External stakeholder access (only school staff and students will use the
system).
 Mobile application or online access (the system is designed for local use
within the school).

The system will focus on managing student memberships, club financial

transactions, and activity tracking within the school. Features outside this scope,
such as online access or external integrations, may be considered in future system
upgrades.

2.3.6 COST AND BENEFITS ANALYSIS

The development and implementation of the Victory School Club Membership
System involve certain costs; however, the benefits gained from automation
outweigh these expenses. This section evaluates the financial and operational
implications of the system.

 1. Cost Analysis

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The costs associated with developing and maintaining the system can be
categorized as follows:
A. Development Costs
These are one-time costs incurred during the system development phase.
 Purchase of Microsoft Access (if not available) – KES 0 (if using school’s
licensed software).
 Computer hardware (if additional machines are required) – KES 40,000 –
80,000 per computer.
 System development and testing – No external costs (developed by the
student as part of the project).
B. Implementation and Training Costs
These costs ensure a smooth transition from a manual to an automated system.
 Training for club patrons and staff – KES 5,000 (if external trainers are
required).
 Printing of user manuals – KES 1,000 – 2,000.
C. Maintenance Costs
These are recurring costs for keeping the system functional.
 System upgrades and modifications – KES 5,000 – 10,000 (annually, if
needed).
 Data backup solutions – KES 1,500 per external storage device.

 2. Benefits Analysis
The system provides various operational, financial, and managerial benefits,
improving efficiency in school club management.
A. Operational Benefits
 Automates club membership registration, reducing paperwork and errors.
 Streamlines financial tracking, making it easier to manage club funds.

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  Enhances data accuracy, ensuring student and club information is well-
organized.
 Improves report generation, allowing quick access to club and financial
summaries.
B. Financial Benefits
 Reduces administrative costs, such as printing membership lists and
financial records.
 Minimizes fund mismanagement, as all transactions are recorded
systematically.
 Helps in proper allocation of club funds, ensuring transparency.
C. Managerial Benefits
 Saves time for school staff by automating manual record-keeping.
 Facilitates decision-making through real-time reports on club activities and
financial performance.
 Provides secure access to data, ensuring information is only available to
authorized users.

Although there are initial costs in implementing the system, the long-term
benefits in terms of efficiency, financial transparency, and operational
effectiveness outweigh the expenses. The system will significantly improve the
management of school clubs, making it a valuable investment for Victory School.

2.4 FEASIBILITY STUDY

The feasibility study assesses whether the Victory School Club Membership
System can be successfully developed and implemented within the school's
available resources. This evaluation considers different feasibility aspects,
including technical, economic, operational, legal, and schedule feasibility.

Technical Feasibility

15
This aspect evaluates whether the school has the necessary hardware, software,
and technical expertise to develop and run the system.
 The system will be developed using Microsoft Access, which is already
available and requires no additional costs.
 The school has functional computers that meet the system’s hardware
requirements.
 The system does not require advanced programming knowledge, making it
feasible to develop and maintain.
 Data storage requirements are minimal, as only student records, club details,
and financial transactions will be stored.
The system is technically feasible since the required resources and expertise are
available within the school.

Economic Feasibility
Economic feasibility determines whether the benefits of the system outweigh the
costs of development and implementation.
 The cost of system development is minimal since Microsoft Access is used,
and the system is developed as a project.
 The reduction in paperwork and administrative workload will save on
operational costs.
 The system enhances financial transparency, ensuring proper management
of club funds.
 The return on investment (ROI) is high because the system improves
efficiency without requiring significant financial input.
The system is economically feasible as the costs are minimal compared to the
long-term benefits.

Operational Feasibility
This evaluates how well the system will function in the school environment and
how easily users will adopt it.

16
  The system simplifies club membership management, reducing errors in
manual records.
 Club patrons and school administrators will find it easy to use due to its
simple interface.
 Training requirements for users are minimal, as Microsoft Access is user-
friendly.
 The system enhances decision-making by providing quick access to club
financial and membership reports.
The system is operationally feasible, as users can easily adapt to it with little
training.

Legal Feasibility
This assesses whether the system complies with any relevant school policies and
data protection regulations.
 The system follows school data management policies to ensure proper
handling of student records.
 Data privacy is maintained by restricting access to authorized users only.
 The system does not violate any copyright or licensing laws as Microsoft
Access is legally owned by the school.
The system is legally feasible, as it adheres to school policies and data security
standards.

Schedule Feasibility
This examines whether the system can be developed, tested, and implemented
within the required timeframe.
 The system can be completed within the school project timeline since it is
built using Microsoft Access.
 Development and testing will take a few weeks, allowing sufficient time for
implementation.

17
  The school can introduce the system at the beginning of a new academic
year for smooth adoption.
The project is schedule feasible, as it can be completed and implemented within
the available time.

 Overall Feasibility Conclusion

Based on the feasibility study, the Victory School Club Membership System is
technically, economically, operationally, legally, and schedule feasible. The
system will enhance efficiency in managing school clubs while remaining cost-
effective and easy to implement.

2.5 FACT FINDING

Fact-finding is the process of gathering relevant information about the Victory

School Club Membership System to understand its requirements, user needs, and
challenges in the existing system. This step ensures that the proposed system is
designed based on accurate data.

Objectives of Fact Finding

The main objectives of fact-finding for this project are:

1. To understand the current manual system used to manage club

membership and finances.
2. To identify the challenges faced by students, club patrons, and
administrators in managing club activities.
3. To collect user requirements and determine the expectations of the new
system.
4. To analyze financial transactions related to club registration and revenue
generation.
5. To evaluate the feasibility of automating club operations and improving
efficiency.

18
Fact-Finding Methods Used

To gather information for system development, the following fact-finding methods

were used:

1. Observation

 The current system of club management was observed to understand how

student membership, payments, and records are handled.
 The challenges of using manual records were noted, such as delays, data
loss, and errors in financial tracking.

2. Interviews

 Interviews were conducted with club patrons, school administrators, and

selected students to gather insights on the existing system.
 The interviews helped identify the common problems faced and
expectations for the proposed system.

3. Questionnaires

 Structured questionnaires were distributed to students and club patrons to

collect feedback on club registration, financial contributions, and record
management.
 The responses helped in identifying key requirements for the automated
system.

4. Document Analysis

 Existing manual records, such as student membership lists, club financial

records, and event reports, were reviewed.
 This helped in understanding data storage needs, report generation
requirements, and financial management processes.

Summary of Findings

Based on the fact-finding process, the following key findings were established:

19
 1. The current system is manual, leading to inefficiencies in managing club
memberships and financial records.
2. Data retrieval is slow and prone to errors, making it difficult for club
patrons to track members and finances.
3. There is no centralized database, which leads to duplication of records and
loss of important information.
4. Financial reports are difficult to generate manually, making it
challenging to track club funds and expenses.
5. Students and club patrons require a user-friendly system that simplifies
club registration, financial management, and reporting.

The fact-finding process provided valuable insights into the problems of the
existing manual system and the requirements for the new system. The findings
will be used to design a database system that improves efficiency, accuracy, and
accessibility in managing school clubs.

2.6 SUMMARY OF FACT-FINDING METHODS USED

The fact-finding process was essential in gathering relevant information about the
current club management system at Victory School and understanding the
requirements for the proposed system. Several methods were employed to collect
data, each contributing valuable insights into the system’s needs and user
expectations. The following is a summary of the fact-finding methods used:

 1. Observation

 Purpose: To understand the workflow and challenges of the current manual

club membership and financial tracking system.
 Details: Observations were made on how records were maintained, how club
activities were organized, and how financial transactions were handled.
 Outcome: Observing the manual system revealed inefficiencies such as
delays in updating records, errors in financial tracking, and a lack of
centralized data.

 2. Interviews
20
  Purpose: To gather insights from key stakeholders such as school
administrators, club patrons, and students regarding their experiences and
expectations.
 Details: Interviews were conducted with club patrons to understand the
challenges they face in managing club memberships and finances. Students
were also interviewed to gather their views on the registration process and
their experience with the current system.
 Outcome: Interviews highlighted the need for an automated system that
would streamline club management, reduce errors, and improve data
accessibility.

 3. Questionnaires
 Purpose: To collect structured feedback from a larger group of students and
club patrons.
 Details: A set of questionnaires was distributed to students and club patrons
asking about their experiences with the current system, including issues
related to registration, payment processes, and record keeping.
 Outcome: The questionnaires confirmed the findings from interviews and
observations, showing a desire for a more efficient and user-friendly system
to manage club memberships and finances.
 4. Document Analysis

 Purpose: To analyze existing records and documentation related to club

activities, student memberships, and financial transactions.
 Details: Manual records, including student membership lists, payment logs,
and event reports, were reviewed to understand how information was
currently stored and managed.
 Outcome: Document analysis revealed that records were often duplicated,
leading to confusion and inefficiency. The lack of a centralized database also
made it difficult to generate accurate financial reports and track club
activities.

The fact-finding methods used provided a comprehensive understanding of the

existing system's challenges and the requirements for the proposed system. By
combining observations, interviews, questionnaires, and document analysis, the
information gathered enabled a clear outline of the issues to be addressed in the
new system. This approach ensures that the proposed system will be tailored to

21
meet the needs of students, club patrons, and school administrators, improving
efficiency and accuracy in managing club memberships and finances.

2.7 SYSTEM REQUIREMENTS AND SPECIFICATIONS

The minimum hardware and software requirements for the system to run
effectively and efficiently are tabulated as follows;
 Computer running Microsoft Windows 7
(Professional) or above
Software  Microsoft Access application program
requirements  Microsoft Word Application Program
 Kaspersky Antivirus Program (Latest
Version)
 45 GB of Hard Drive space – to store all the
data entered
 5 GB RAM
Hardware  3.06 GHz Dual Core Processor
 20” LED monitor
Requirements  2 LaserJet ink Printers for report hardcopy
output
 Memory stick or CD/DVD drive to store all
the data entered
Table 2.1 System Requirements and Specifications

22
 CHAPTER 3: SYSTEM DESIGN
3.1 PRELIMINARY DESIGN
3.1.1 Overall System Flowchart
Start

Student Club NO Club Activity NO NO

Club Events
Management Management

YES
YES YES

Add Club NO
NO Add Club Parties
Activity
Student NO New Academic NO
YES
Club Reg.? Year YES

Activity Name Party Date

YES Date of Occurrence Description
Amount Collected Budget Amount
Club Registration
Module YES

Victory Victory
School MS School MS

Financial
Membership Tracking
Tracking Module
Module

Reports

Stop

Figure 3.1: General System Flowchart

 3.1.2 PROGRAM MODULE FLOWCHARTS
These flowcharts describe the process of modules that are run individually inside
the whole system during normal operations. They include;
i. New Activity Revenue Generating Module Flowchart

START

PLAN REVENUE GENERATING ACTIVITY

ACTIVITY NAME

DATE TO BE CARRIED OUT

AMOUNT EXPECTED TO BE COLLECTED

CONDUCT ACTIVITY

COLLECT REVENUE

RECORD ACTIVITY DETAILS

STOP 24
Figure 1.1 Program Module flowchart
 3.2DETAILED DESIGN
3.2.1 TABLES

1. Clients Table:

This table stores information about each club in the school.

Field Name Data Type Description

ClubID AutoNumber Unique identifier for each club.

ClubName Text The name of the club (e.g., Debate Club).

PatronName Text The name of the club's patron (teacher).

RegistrationFee Currency The registration fee for the club.

2. Students

This table stores details about the students registered in the school.

Field Name Data Type Description

StudentID AutoNumber Unique identifier for each student.

AdmissionNumber Text The student's admission number.

FirstName Text The student's first name.

LastName Text The student's last name.

Class Text The student's class (e.g., 2E, 3N).

3. Club Membership

This table stores information about students' membership in clubs, including their roles.

Field Name Data Type Description

MembershipID AutoNumber Unique identifier for each membership record.

StudentID Number Foreign key linking to the Students table.

ClubID Number Foreign key linking to the Clubs table.

25
 Field Name Data Type Description

MembershipRole Text The role of the student in the club (e.g., Regular, Executive).

RegistrationDate Date/Time The date the student joined the club.

4. Club Activities

This table stores details about activities or events conducted by the clubs.

Field Name Data Type Description

ActivityID AutoNumber Unique identifier for each activity.

ClubID Number Foreign key linking to the Clubs table.

ActivityName Text The name of the activity or event.

ActivityDate Date/Time The date the activity takes place.

RevenueGenerated Currency The amount of revenue generated from the activity.

5. Club Finances

This table stores financial data related to each club, including revenue from activities and
registration fees.

Field Name Data Type Description

FinanceID AutoNumber Unique identifier for each financial record.

ClubID Number Foreign key linking to the Clubs table.

Total revenue generated by the club (sum of activity revenues and

TotalRevenue Currency
registration fees).

Expenses Currency The total expenses incurred by the club.

Savings Currency The balance saved by the club after expenses are deducted.

6. Financial Contributions from School

This table tracks the school's financial contribution to each club's activities.

26
 Field Name Data Type Description

ContributionID AutoNumber Unique identifier for each contribution record.

ClubID Number Foreign key linking to the Clubs table.

The total contribution made by the school towards a club’s event or

TotalContribution Currency
activity.

7. Club Exit Records

This table stores information about students who exit from a club at the beginning of a new
academic year.

Field Name Data Type Description

ExitID AutoNumber Unique identifier for each exit record.

StudentID Number Foreign key linking to the Students table.

ClubID Number Foreign key linking to the Clubs table.

ExitDate Date/Time The date the student exited the club.

The reason why the student exited the club (e.g., graduation, personal
ReasonForExit Text
choice).

8. Club Party/Outing

This table stores information about the club’s annual parties or outings, funded by the school.

Field Name Data Type Description

PartyID AutoNumber Unique identifier for each party or outing.

ClubID Number Foreign key linking to the Clubs table.

PartyDate Date/Time The date of the annual party or outing.

SchoolContribution Currency The amount contributed by the school towards the event.

These tables represent the core data structures of the Victory School Club Membership
System. They define how various entities—such as students, clubs, activities, and finances—are
related to each other in the system. The tables also support the functionality of tracking

27
membership, handling financial transactions, and generating reports, all of which are critical for
the efficient management of school clubs.

3.2.2 INPUT DESIGN (FORMS)

3.2.2.1 New Student Design Form

ADM No Club
Name Membership
Form
Stream
Join Club

Active Clubs

Delete Add
First Prev Next Last

Figure 3.6 New Student Form

28
 3.2.2.2 New Student Clearance Form

Student

Club
Notes
Cleared on

Delete Add Exit Club

Figure 3.6 New Student Clearance Form

29
 3.2.2.3 New Club Form

Club ID

Club Name
Reg Fee

Members

Delete Add
First Prev Next Last

Figure 3.6 New Club Form

Figure 3.2 New Plumbing design form

30
 3.2.3 OUTPUT DESIGN (REPORTS)
3.2.3.1 annual Parties Report

Annual Parties/ Outings Report

Party ID Club ID Description Date Budget School Contribution Club Contribution

Figure 3.6 Annual Parties Report

31
 3.2.3.2 Club Activities and Events Report

Club Activities and Events Report

Activity ID Club Activity Name Date Capital Amount Collected

Figure 3.7 Clients Report

32
 3.2.3.3 Clubs Financial Summaries Report

Clubs Financial Summaries Report

Activities Parties
Activities Total
allocated Allocated
Club ID Club Name Reg. Fees Fees Collection

Figure 3.8 Plumbing Maintenance Report

33
 3.2.4 RELATIONSHIPS
Relationship Diagram

Patrons Annual Parties or

One-to-One One-to-Many Outings

One-to-Many
Many-to-Many
Students Clubs Club Activities &
Events

Figure 3.9 Relationship Diagram

34
 3.1 GENERAL SYSTEM SECURITY

The General System Security sub-chapter outlines the security measures and
protocols designed to ensure the integrity, confidentiality, and availability of the
Victory School Club Membership System. The security of the system is crucial
to protect sensitive data, such as student information, financial transactions, and
club activity records. The system employs various security features to safeguard
the data and ensure only authorized users have access to certain functionalities.

The following security measures have been implemented to secure the system:

1. User Authentication and Authorization

To prevent unauthorized access, the system requires users to authenticate before

gaining access to sensitive information.

 Login Credentials: All users (admin, students, club patrons, etc.) must log
in with a unique username and password.
 Role-Based Access Control: The system supports role-based access,
meaning that different types of users (e.g., administrators, patrons, students)
will have different access privileges. For instance:
o Admins can manage student and club data, as well as generate
financial and membership reports.
o Club Patrons can manage club activities and membership details but
do not have full administrative rights.
o Students can only access their own membership and activity details.

This ensures that users can only access the data and functionalities that are relevant
to their role, preventing unauthorized changes or data breaches.

2. Data Encryption

Sensitive data, such as student details, financial records, and club membership
information, are encrypted to protect against unauthorized access.

35
  Password Encryption: Passwords are stored in the system using strong
encryption algorithms. Even if the database is compromised, passwords
cannot be retrieved in plain text.
 Financial Data Protection: Financial information, including club revenues
and expenses, is encrypted to prevent unauthorized access and ensure the
integrity of the financial records.

3. Backup and Recovery

Regular data backups are performed to ensure that the system's data is protected
against loss, corruption, or accidental deletion.

 Automatic Backups: The system is configured to perform automated

backups at regular intervals (daily/weekly), ensuring that recent data is
always available for recovery in case of system failure or other incidents.
 Backup Storage: Backups are securely stored in a separate location, either
on cloud-based servers or offline storage, to protect against physical damage
or theft.

4. Audit Trails and Logging

The system maintains detailed logs of user activities to monitor system usage and
detect potential security breaches.

 User Activity Logs: All user actions, such as logging in, creating or
updating records, and generating reports, are logged with timestamps. These
logs are accessible to administrators for monitoring and troubleshooting
purposes.
 Audit Trails: The system provides an audit trail that can track any changes
made to sensitive data, including membership records, financial data, and
club activities. This ensures accountability and transparency in the
management of the system.

5. System Updates and Patches

36
The system is designed to be updated regularly with the latest security patches to
protect against known vulnerabilities.

 Software Updates: The system will periodically check for software updates,
including updates to Microsoft Access and any security-related patches. All
updates will be tested in a safe environment before being applied to the live
system.
 Vulnerability Scanning: Regular vulnerability scans will be conducted to
identify and address potential security weaknesses in the system.

6. Data Access Controls

Access to data is tightly controlled based on user roles and permissions.

 Permissions Configuration: Administrators configure the system to limit

which users can view, edit, or delete specific types of data (e.g., club
membership records, financial reports, etc.).
 Access Logs: Logs of who accessed which data and when are maintained for
security auditing and to monitor potential unauthorized access attempts.

 Conclusion

The Victory School Club Membership System incorporates a range of security

features to protect sensitive data and maintain the system's integrity. These
measures ensure that the system is resilient against unauthorized access, data
breaches, and other security threats. By implementing user authentication,
encryption, backups, and monitoring, the system guarantees that the data remains
secure, and users' roles and permissions are respected at all times.

37
 SYSTEM CONSTRUCTION
System construction is a critical phase in the development of the Victory School
Club Membership System. It refers to the actual process of building,
implementing, and configuring the system based on the design specifications that
have been outlined earlier in the project. This phase brings the system to life by
translating theoretical designs and concepts into a functional software application
that meets the needs of Victory School.
The system construction process involves the following key components:
1. Database Development: Creating and setting up the database in Microsoft
Access, including the design of tables, relationships, and queries to store and
retrieve data related to club membership, activities, finances, and reports.
2. User Interface Design: Developing the graphical user interface (GUI) of the
system to ensure it is intuitive, easy to navigate, and accessible to different
users, including administrators, club patrons, and students.
3. System Configuration: Configuring system settings such as user access
permissions, security settings, and backup protocols, ensuring that the
system operates according to the specifications and security guidelines
established in the design phase.
4. Integration: Ensuring that all components of the system, including the
database, interface, and business logic, work together seamlessly. This phase
includes testing the system as a whole to ensure that all parts function
correctly.
5. Testing and Debugging: Identifying and fixing bugs, errors, and
performance issues within the system. Rigorous testing is conducted to
ensure the system works as expected, meets user requirements, and is free of
critical defects.
6. User Documentation and Training: Preparing the necessary
documentation to guide users in operating the system and training users to
effectively use the system for their day-to-day activities.

38
The system construction phase is essential for ensuring that the Victory School
Club Membership System is built with high quality, is secure, and provides a
seamless experience for all stakeholders involved. The ultimate goal of this phase
is to create a stable, efficient, and reliable system that meets the objectives set forth
during the system design phase and delivers value to the school’s administration,
students, and club patrons.

4.1 DATABASE RELATIONSHIP DIAGRAM

The database relationship diagram is an implementation of the design shown
earlier.

Figure 4.1 Database Relationship

39
 4.2 ENFORCING INTERGRITY CONSTRAINTS

Integrity constraints are a critical aspect of database management as they ensure

the accuracy, consistency, and validity of the data within the Victory School Club
Membership System. During the system construction phase, it is essential to
enforce these constraints to maintain the integrity of the data across all tables,
relationships, and user operations. The goal of enforcing integrity constraints is to
prevent data anomalies, reduce errors, and ensure that the system operates
efficiently and effectively.

The following types of integrity constraints are enforced within the system:

1. Entity Integrity Constraints

Entity integrity ensures that each record in a table is unique and identifiable by a
primary key. In the Victory School Club Membership System, this is achieved
by:

 Primary Keys: Each table has a primary key that uniquely identifies each
record. For example:
o In the Students table, the Admission Number serves as the primary
key to uniquely identify each student.
o In the Clubs table, the Club ID is used to uniquely identify each club.

By ensuring that each record has a unique identifier, entity integrity prevents
duplicate records and ensures that data can be accurately referenced across the
system.

2. Referential Integrity Constraints

Referential integrity ensures that relationships between tables are consistent and
valid. It ensures that foreign key values in a child table match primary key values
in the parent table, preventing orphaned records and maintaining data consistency.
In the Victory School Club Membership System, this is achieved by:

40
  Foreign Keys: Foreign key relationships are established to link related
tables. For example:
o In the Memberships table, the Admission Number is a foreign key
referencing the Students table, ensuring that membership records are
tied to valid students.
o In the Activities table, the Club ID is a foreign key referencing the
Clubs table, ensuring that activities are associated with valid clubs.

By enforcing referential integrity, the system ensures that relationships between

records in different tables are consistent and valid.

3. Domain Integrity Constraints

Domain integrity ensures that the data entered into the system conforms to
predefined data types, formats, and ranges. This helps to ensure that the data is
valid and appropriate for its intended use. In the Victory School Club
Membership System, domain integrity is enforced through:

 Data Types: Each field in a table is assigned a specific data type to ensure
that only valid data can be entered. For example:
o Admission Number is stored as a text field with a fixed length.
o Registration Fee is stored as a numeric field with two decimal places.
 Check Constraints: The system includes check constraints that enforce
valid values for certain fields. For example:
o Club Registration Fee: The system checks that the fee entered
matches the predefined fee for each club. If an invalid value is
entered, an error message is displayed.
o Membership Status: The system enforces valid membership status
values, such as "Regular" or "Executive", to ensure consistency in
club roles.

By ensuring data is accurate and conforms to the expected formats and values,
domain integrity improves data reliability and prevents input errors.

4. User-defined Integrity Constraints

41
User-defined integrity constraints are specific to the business logic and rules
defined for the system. These constraints enforce additional rules beyond the built-
in integrity constraints and ensure the system meets its operational requirements.
For the Victory School Club Membership System, examples include:

 Unique Memberships: The system enforces the rule that a student can only
join a club once per academic year. If a student tries to register for the same
club more than once, the system will prompt an error message.
 Leadership Positions: The system ensures that only one student can hold a
specific leadership position (e.g., Chairperson, Treasurer) within each club.
If a student tries to join a club in a leadership role when that position is
already taken, the system will notify the user.

These user-defined constraints ensure that the business rules of Victory School are
adhered to, preventing violations and maintaining data consistency.

5. Cascading Updates and Deletes

To maintain referential integrity when records are updated or deleted, cascading

updates and deletes are used. This ensures that when a record in a parent table is
changed or removed, the related records in child tables are automatically updated
or deleted, preventing orphaned or inconsistent data.

 Cascading Updates: If a student’s Admission Number is updated, the

system automatically updates all related records in the Memberships table.
 Cascading Deletes: If a club is deleted from the Clubs table, all associated
membership records and activity records are automatically deleted, ensuring
no orphaned records are left in the system.

By enforcing integrity constraints, the Victory School Club Membership System

ensures that the data stored in the database remains consistent, accurate, and valid.
The implementation of entity integrity, referential integrity, domain integrity, user-
defined integrity, and cascading updates and deletes helps to maintain the quality
and reliability of the system. This is crucial for the smooth functioning of the
system and for providing users with correct and reliable information at all times.

42
 4.3.1 Students TABLE
The Student’s table shown in design view below is used to store details of the Students in clubs.

Figure 4.2 Student’s Table

43
 4.3.2 Clubs and Societies Table
The Clubs and Societies table shown in design view below is used to store details
of Clubs and Societies;

Figure 4.3: Clubs and Societies

4.3.3 Patrons Table

Figure 4.4: Patrons Table

4.3.4 Club Activities and Events table

Figure 4.5: Club Activities and Events table

4.3 DATABASE QUERIES

In order to combine several tables, we need to create queries that would be used to
process various transactions and generate important reports

44
 4.4.1 Total Registration Fees Query

Figure 4.6 Total Registration Fees Query

4.4.1 Total Club Activities Collection Query

Figure 4.7 Total Club Activities Collections Query

45
 4.4.1 Total Parties and Outings Query

Figure 4.8 Total Parties and outings Query

46
 USER MANUAL
5.1 INTRODUCTION

The User Manual serves as a comprehensive guide for all users of the Victory
School Club Membership System. It provides step-by-step instructions on how to
interact with the system, perform common tasks, and troubleshoot any issues that
may arise. This manual is designed to be clear, simple, and accessible to users with
varying levels of technical expertise, ensuring that both administrative staff and
students can efficiently use the system to manage club memberships, activities, and
finances.

This User Manual is organized into the following sections:

1. System Overview: A brief description of the system’s purpose, its main

features, and how it benefits the users. This section helps users understand
what the system is designed to do and its overall functionality.
2. System Requirements: A detailed list of the software and hardware
required to install and run the system successfully. This ensures that users
are aware of the necessary resources before beginning the installation
process.
3. Installation Instructions: A step-by-step guide on how to install the system
on a computer or server, ensuring that users can set up the system easily and
correctly.
4. System Interface: This section explains how to navigate the system's user
interface, including the main screens, navigation menus, and the layout of
the various modules.
5. User Operations: Detailed instructions on how to perform common tasks
within the system, such as registering students for clubs, updating member
information, generating reports, and managing club finances.
6. Troubleshooting Guide: A helpful guide for resolving common issues or
errors that users might encounter while using the system. It provides
solutions to potential problems, ensuring minimal disruption to users.
7. FAQs (Frequently Asked Questions): A section that addresses common
queries and provides quick answers to the most frequently asked questions,
helping users get the most out of the system.
8. Support and Contact Information: Information on how users can reach the
support team for any issues or assistance beyond what is covered in the
manual.

47
The Victory School Club Membership System is designed with simplicity in
mind, but this User Manual ensures that users fully understand how to take full
advantage of the system’s capabilities. Whether you are an administrator managing
student data, a club patron overseeing activities, or a student managing your
membership details, this manual will guide you through all the necessary steps to
efficiently operate the system.

.
5.1.1 Software Requirements
Before installing and running the Victory School Club Membership System, it is
essential to ensure that the required software components are available on the
system. The following is a list of the software requirements necessary for the
system to function effectively:
1. Operating System
 Microsoft Windows (Windows 10 or later) is the recommended operating
system for installing and running the system.
 Alternatively, Windows Server 2016 or later can be used for multi-user or
networked environments.
2. Microsoft Access
 The Victory School Club Membership System is developed using
Microsoft Access 2016 or later versions. This is the primary platform for
creating, managing, and operating the database.
 Microsoft Access Runtime can be installed on machines that do not have a
full version of Microsoft Access if the system is being deployed for use
without the need for database design changes.
3. Microsoft Office Suite
 The Microsoft Office Suite (version 2016 or later) is required to ensure
compatibility with the system’s integration with other Office applications,
particularly for generating reports and exporting data.
 Microsoft Excel may be needed for exporting reports, while Microsoft
Word will be used for system documentation and report generation.
4. Web Browser (Optional)

48
  Although the system is primarily built to run as a desktop application, a web
browser (such as Google Chrome, Mozilla Firefox, or Microsoft Edge)
may be necessary for any future web-based enhancements or reporting
features.
5. Additional Software (Optional)
 PDF Reader: To view reports generated in PDF format, a PDF reader such
as Adobe Acrobat Reader or any other compatible software may be
required.
 Microsoft .NET Framework: Certain operations in the system may require
the Microsoft .NET Framework for smooth functionality, particularly for
the installation and running of specific tools or third-party integrations.
6. Database Backup Software (Optional)
 It is recommended to use backup software for regular backups of the
Access database. This ensures that data is protected and can be restored in
the event of data loss.

5.1.2 Hardware requirements

To ensure that the Victory School Club Membership System runs smoothly and
efficiently, the following hardware specifications are recommended. These
requirements will help the system perform optimally and ensure reliable access and
operation for all users.
1. Minimum Hardware Requirements
 Processor:
o A minimum of 1.8 GHz processor (Intel Core i3 or equivalent).
 RAM:
o At least 4 GB of RAM.
 Hard Drive:
o Minimum of 250 MB of free disk space for the system files and
databases.
 Display:

49
 o A 1024 x 768 screen resolution or higher is recommended for clear
display and easy navigation.
 Input Devices:
o A keyboard and mouse for user interaction with the system.
 Network:
o For multi-user setups or cloud-based backups, a stable local area
network (LAN) connection or Wi-Fi is required.
2. Recommended Hardware Specifications
For optimal performance and the best user experience, the following specifications
are recommended:
 Processor:
o Intel Core i5 or better (2.5 GHz or higher).
 RAM:
o 8 GB RAM or higher for faster processing and handling large
databases.
 Hard Drive:
o 500 MB of free disk space or more for storing the database, backups,
and reports.
 Display:
o A 1920 x 1080 screen resolution (Full HD) or higher for better
visibility of the system interface and reports.
 Printer:
o A laser or inkjet printer for printing reports and other documents
directly from the system.
 Input Devices:
o Ergonomic keyboard and mouse for ease of use over extended
periods of time.
 Network:

50
 o A Gigabit Ethernet connection or high-speed Wi-Fi for multiple
users accessing the system concurrently in a networked environment.
3. Server (For Networked Setup)
In case the system is to be deployed in a multi-user or networked environment, the
following server specifications are recommended:
 Processor:
o Intel Xeon or equivalent with at least 4 cores (2.5 GHz or higher).
 RAM:
o 16 GB RAM or more for handling multiple simultaneous users.
 Hard Drive:
o At least 1 TB of storage (preferably SSD for faster performance).
 Network:
o A dedicated 1 Gbps Ethernet connection for smooth network
communication between client machines and the server.

ensure optimal performance of the Uzima Borehole Drilling System, your

computer hardware should meet the following minimum requirements:
 Operating System: The system is compatible with Windows operating
systems, including Windows 7, 8, or 10.
 Processor: A minimum of Intel Core i3 or equivalent processor is
recommended for smooth operation.
 Memory (RAM): At least 4GB of RAM is recommended to handle database
operations and multitasking efficiently.
 Storage: Sufficient disk space is required to store the system application
files and database. A minimum of 500GB of available storage is
recommended.

51
 5.2 HOW TO INSTALL, START AND RUN THE SYSTEM
INTERFACE
Click on the icon to launch the system. After opening the system, a screen appears
that prompts the user to enable content for first time use. Click on Enable Content
to terminate.

Figure 5.1 Enable Content form

A Startup Screen will appear in which the Program will load its components for
approximately 5 seconds. Kindly be patient till the program fully boots as
illustrated.

Figure 5.2 Start-up Screen

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A User log in screen will appear as shown Below:
Default login Credential for first time use is as follows:
Username: username
Password: password

Figure 5.3: Login Screen

5.3 DATA MANIPULATION

During data manipulation, a main home screen is used. This is very user friendly
and easy to use. The Home screen looks as shown below. Click on any desired
option to launch the required operation.

53
Figure 5.4 Main Switchboard

5.4 NEW Student, Club Activities OR EVENTS

5.4.1 New Student

54
5.4.2 New Club Activity

55
 5.4.3 New Party/Outing

5.4.4 New Student Clearance

5.5 GENERATING REPORTS

To generate group reports, click on the combo box aligned on the bottom left of the main switchboard
as shown below:

56
Sample of existing Reports are as shown
5.5.1 Students Report

57
5.5.2 Clubs and Memberships Report

58
5.5.3 Club Activities Collection Report

59
5.5.4 Annual Parties/Outings Report

60
5.5.5 Clubs Savings Report

61
5.5.6 Clubs Financial Summary Report

62
 5.6 ADVANCED FEATURES OF THE SYSTEM
The Log In list button shows the details of every user log in and time of log in
which is able to track any malicious activities.

5.7 TROUBLESHOOTING GUIDE

The Troubleshooting Guide is designed to help users quickly resolve common

issues that may arise when using the Victory School Club Membership System.
Below are solutions to some of the most frequent problems. If you encounter an
issue not listed here, please refer to the support contact information at the end of
this manual.
1. System Won’t Launch
Possible Causes:
 The system is not installed correctly.

63
  The required software (e.g., Microsoft Access or Microsoft Office Suite) is
missing or outdated.
Solution:
 Ensure that the system has been installed correctly by following the
installation instructions.
 Verify that all required software is installed, including Microsoft Access
2016 or later, and Microsoft Office Suite.
 Check if the correct version of Microsoft Access is installed on the
computer.
2. Slow Performance or Lagging
Possible Causes:
 Insufficient RAM or system resources.
 Large amounts of data being processed.
 Running too many applications at once.
Solution:
 Ensure that the system meets the recommended hardware specifications,
especially in terms of RAM and processor speed.
 Close unnecessary applications running in the background to free up system
resources.
 If the database is large, consider archiving older data to improve
performance.
 For a networked setup, ensure that the server has adequate resources to
handle multiple users.
3. Error Message on Database Connection
Possible Causes:
 The database file might be corrupted.
 There’s a problem with the connection to the database.
Solution:

64
  Ensure that the database file is intact and has not been moved or deleted
from its location.
 Try restarting the system to re-establish the connection to the database.
 Check network settings (if using a multi-user setup) to ensure the database is
accessible by all clients.
 If using Microsoft Access Runtime, make sure it is installed correctly.
4. Unable to Print Reports
Possible Causes:
 Printer is not connected or turned on.
 Incorrect printer settings.
Solution:
 Ensure that the printer is properly connected to the computer and turned on.
 Check if the correct printer is selected in the Print dialog within the system.
 Make sure the printer driver is up to date and compatible with your operating
system.
5. System Crashes When Performing a Task
Possible Causes:
 Insufficient system resources (memory, disk space).
 Conflicts with other software on the computer.
 Database corruption or an issue with specific data entry.
Solution:
 Ensure the computer meets the required hardware specifications and has
sufficient disk space.
 Restart the system and try again to see if the issue persists.
 If the issue occurs during a specific task (e.g., adding a student or generating
a report), check the data entered for any inconsistencies or errors.
 Run a database repair tool in Microsoft Access to check for corruption.

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6. System Freezes During Use
Possible Causes:
 Conflicts between the system and antivirus software.
 The database is too large or being accessed by multiple users
simultaneously.
Solution:
 Check if your antivirus software is blocking any features of the system. Add
exceptions for the system files if necessary.
 If the system is being used in a networked environment, check if there is
network congestion or issues with the server performance.
 Try closing other applications to free up system resources and see if the
system resumes normal operation.
7. Forgotten Password for Administrator Account
Possible Causes:
 The user has forgotten their password for the administrator account.
Solution:
 If you have forgotten the password, please contact the system administrator
or technical support team for assistance in resetting the password.
8. Cannot Add or Update Club Member Information
Possible Causes:
 Missing required fields or invalid data entries.
 System permissions might be restricted for certain users.
Solution:
 Ensure that all required fields are filled out correctly and that the data
entered follows the correct format.
 Check user permissions if you are unable to add or update information.
Ensure that your account has the appropriate access rights.

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This Troubleshooting Guide provides solutions to common problems users might
face while using the Victory School Club Membership System. By following
these steps, users should be able to resolve most issues. For any problems that
cannot be resolved with these steps, users are encouraged to contact the support
team for further assistance.

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 SYSTEM IMPLEMENTATION
6.1 STAFF TRAINING
Effective training is critical to the successful implementation of the Victory
School Club Membership System. Ensuring that staff members understand how
to operate and troubleshoot the system will minimize errors and enhance its overall
effectiveness. This section outlines the training approach for all system users,
including administrators and staff responsible for managing and maintaining the
system.

1. Training Objectives

The main objectives of the staff training program are:

 To familiarize staff with the new Victory School Club Membership

System and its functionalities.
 To ensure staff are proficient in using the system to manage club
memberships, activities, finances, and generate reports.
 To provide troubleshooting skills to help staff resolve basic system issues
independently.
 To ensure data security protocols are understood and followed, especially
concerning student data and financial records.

2. Training Methodology

The training will be conducted using a combination of the following methods to

accommodate different learning styles:

 Classroom Sessions:
o Staff will be introduced to the system through interactive lectures and
demonstrations.
o These sessions will cover the core features of the system, including
how to add or remove members, process payments, generate reports,
and handle club finances.
 Hands-on Training:
o After the initial demonstrations, staff will have the opportunity to
practice using the system under the guidance of a trainer.
o Practical sessions will involve real-life scenarios, such as enrolling
students, generating financial reports, and managing club activities.
 Online Training Modules:

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 o For staff who are unable to attend in-person training, self-paced online
modules will be provided. These modules will cover similar content
and include video tutorials, quizzes, and written instructions.
 Training Manuals and Guides:
o Each participant will receive a detailed User Manual, which will
serve as a reference guide during and after the training.
o The manual will include step-by-step instructions, screenshots, and
troubleshooting tips.

3. Training Schedule

The staff training will be carried out in phases to ensure that each group of users is
properly trained:

 Phase 1: Introduction and Overview (1 Day):

o An introductory session covering the objectives, scope, and benefits
of the Victory School Club Membership System.
 Phase 2: System Features and Hands-on Practice (2 Days):
o Intensive training on the specific tasks of adding and managing
student data, handling finances, and generating reports.
 Phase 3: Troubleshooting and Support (1 Day):
o A session focused on identifying common system issues and how to
resolve them. This will include hands-on exercises and Q&A.
 Phase 4: Assessment and Certification (1 Day):
o At the end of the training program, staff will take an assessment to test
their knowledge and practical skills.
o A certification of completion will be awarded to those who
successfully complete the training.

4. Target Audience

The training will be targeted at the following staff members:

 System Administrators:
o These are the primary users responsible for maintaining the system,
managing user access, and overseeing data security.
 Club Patrons/Leaders:
o Club patrons will need to understand how to monitor club finances,
approve activities, and generate reports.
 Finance Staff:

69
 o The finance team will require specialized training on handling
registration fees, generating financial summaries, and allocating
funds.
 General Users:
o Other school staff members who may need to interact with the system
occasionally will also receive basic training on how to add or update
member information.

5. Post-Training Support

After the initial training, the following support mechanisms will be provided:

 Helpdesk Support:
o A dedicated helpdesk will be available to assist staff with any ongoing
technical issues or questions they may have. The helpdesk will be
accessible via phone, email, or in-person visits.
 Follow-up Sessions:
o Periodic follow-up sessions will be organized to address any
challenges or new features that may arise as the system is used more
extensively.
 System Updates and Refresher Training:
o Whenever the system is updated with new features or enhancements,
refresher training will be provided to ensure that staff members are
aware of the changes and how to use the updated features effectively.

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 6.2 CHANGE-OVER STRATEGY

The Change-Over Strategy refers to the process of transitioning from the existing
system (manual processes or outdated systems) to the new Victory School Club
Membership System. It is critical to plan this transition carefully to minimize
disruptions, ensure a smooth adoption of the new system, and guarantee that all
users are properly trained and supported.

The change-over strategy will outline how the system will be deployed, how users
will adapt to the new system, and the steps needed to ensure continuity in school
operations. The strategy is divided into different phases, each with clear steps and
objectives.

1. Changeover Approach

There are two primary approaches to consider when implementing a new system:
direct changeover and parallel running. After evaluating both approaches,
parallel running will be adopted to ensure a smooth transition and minimize risk.

 Parallel Running:
o The Victory School Club Membership System will run concurrently
with the existing system for a specified period. This will allow the
staff to continue working with the old system while they become
familiar with the new system.
o During this period, both systems will be used side-by-side, and any
issues or inconsistencies can be identified and corrected without
interrupting daily operations.
o This approach ensures that if any errors or issues arise with the new
system, the old system will still be available to ensure no disruption in
club operations or student management.

2. Phases of Change-Over

The changeover will occur in the following phases:

 Phase 1: Preparation and Planning (Pre-Implementation):

o The system administrators will ensure that all necessary hardware and
software requirements are met.
o Staff will be trained, and user manuals will be distributed before the
system goes live.

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 o Initial data migration will be conducted to transfer existing data (such
as student membership information, club details, and financial
records) into the new system.
 Phase 2: Parallel Running (Test Phase):
o Both the old and new systems will operate at the same time. This will
last for a period of 1–2 months.
o Staff will be encouraged to enter data into both systems to ensure the
new system works effectively.
o The team will monitor the system for any bugs, issues, or
inconsistencies.
o Feedback from staff and users will be collected to identify areas of
improvement or required changes.
 Phase 3: Full Transition (Switch-Over):
o After the parallel running phase, if no major issues are found, the old
system will be phased out, and the new system will become the
primary system for managing club memberships, finances, activities,
and reports.
o Any outstanding data or records in the old system will be fully
transferred to the new system, and the old system will be
decommissioned.
o Staff will continue to receive support and troubleshooting assistance
as needed during the initial phase of full transition.
 Phase 4: Post-Implementation Support and Maintenance:
o After the full transition, a support team will be available to handle any
issues that arise.
o Regular system checks will be conducted, and ongoing training will
be provided as necessary.
o System updates will be carried out periodically to ensure the system
continues to meet the evolving needs of the school.

3. Data Migration and Integrity

Data migration is a critical part of the changeover process. All relevant data from
the existing system (if applicable) will be transferred into the new Victory School
Club Membership System. This will include:

 Student membership details

 Club registration data
 Club finances (e.g., registration fees and revenue from activities)
 Historical club activity records

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  Teacher and patron details

To ensure data integrity during migration:

 A data verification process will be carried out to check for any

inconsistencies or errors.
 Staff will be involved in verifying the migrated data, especially student
membership details, to confirm accuracy.

4. Communication Plan

Effective communication is key to a successful changeover strategy. The

communication plan will include:

 Regular updates for staff about the status of the system implementation.
 Clear instructions for how staff should transition from using the old system
to the new one.
 Channels for staff to raise concerns, ask questions, or request assistance
during the changeover.

5. Risk Management

A risk management plan will be put in place to address any potential challenges
during the changeover process. Some possible risks and mitigation strategies
include:

 Resistance to Change: Some staff may resist using the new system. To
address this, ongoing training, clear communication, and addressing any
concerns early on will help.
 Data Migration Errors: There is a risk that data may be lost or corrupted
during migration. The data verification process will reduce this risk, and
backup copies of data will be kept as a safeguard.
 System Downtime: The transition to the new system may cause temporary
disruptions. The use of parallel running ensures minimal downtime, and
technical support will be on standby to address any issues.

6. Final Evaluation and Feedback

After the transition is complete, a final evaluation will be conducted to assess the
success of the changeover. This will include:

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  Feedback from staff regarding the usability and effectiveness of the new
system.
 An analysis of any challenges faced during the transition and how they were
resolved.
 Recommendations for improvements to the system or processes based on
real-world usage.

The Change-Over Strategy ensures that the Victory School Club Membership
System will be successfully implemented with minimal disruption. By running the
new system in parallel with the existing system, providing adequate training, and
ensuring data integrity, the transition will be smooth, efficient, and well-received
by the staff.

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 SYSTEM REVIEW
7.1 OBJECTIVE APPRAISAL

The Objective Appraisal serves to evaluate whether the system has achieved the
objectives it was set out to meet and whether it delivers on its intended benefits.
The appraisal is based on the goals set during the system design and development
phases, with a focus on the key deliverables, performance, and overall user
satisfaction.

The following key aspects will be assessed as part of the objective appraisal:

1. System Functionality

The first and most critical aspect of the objective appraisal is to evaluate whether
the system has been built to meet all the functional requirements as outlined in the
original project specifications. This includes:

 Membership Registration: Has the system successfully allowed students to

register for club memberships, including capturing their admission number,
class, and roles in the club?
 Club Management: Is the system capable of managing the various clubs,
including tracking the club patrons, managing the clubs' finances, and
generating reports as expected?
 Activity and Event Tracking: Has the system been able to track and record
club activities and events as planned, ensuring that all activities have been
documented and are accessible for reporting?
 Financial Management: Has the system effectively handled the registration
fees, expenses, and revenue generation from club activities, including the
allocation of finances for supporting club activities, organizing annual
events, and calculating savings?

2. User Experience

An important aspect of the system appraisal is evaluating the overall experience of

the users (e.g., school staff, students, and administrators). This includes:

 Ease of Use: How easy is it for staff and students to use the system? Has
there been any feedback about difficulties encountered during navigation or
accessing key functionalities?

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  Training and Support: Were the training materials and sessions effective in
preparing users to operate the system? Have users been able to use the
system without frequent issues or need for further assistance?
 System Accessibility: Is the system accessible across different devices or
locations, ensuring that users can work efficiently and effectively, regardless
of their location?

3. System Performance

This evaluates the performance and efficiency of the system in terms of speed,
reliability, and overall technical capability. Key considerations include:

 Response Time: Has the system demonstrated a quick response time in

performing essential functions like processing registrations, generating
reports, and handling financial data?
 Reliability and Stability: Has the system run without significant downtime
or errors? Were there any unexpected crashes, or was the system able to
handle tasks consistently without interruptions?
 Data Integrity: Was the system successful in maintaining the integrity and
accuracy of the data, especially during migration from the old system? Did it
prevent data loss or errors during day-to-day operations?

4. Compliance with User Requirements

The objective appraisal also involves reviewing how well the system meets the
specified needs of the stakeholders (such as teachers, students, and administrators).
This includes:

 Alignment with School Policies: Does the system adhere to the guidelines
and policies of the school, particularly regarding student data privacy,
financial transactions, and club operations?
 Meeting Stakeholder Expectations: Have the expectations of the school
administration, club patrons, and students been met, especially in terms of
reducing administrative workload and improving efficiency?

5. System Benefits

The objective appraisal will also assess the tangible and intangible benefits the
system brings to the school. Some of the benefits include:

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  Improved Efficiency: Has the system streamlined processes, reducing the
time spent on manual record-keeping, data entry, and financial tracking?
 Enhanced Reporting: Has the system made it easier to generate reports on
club membership, financial summaries, activities, and events, thus
improving decision-making for administrators and club patrons?
 Financial Management: Has the system helped in better tracking of
finances, ensuring that club activities are properly funded and that revenue
from activities is allocated efficiently?

6. Impact on School Operations

Finally, the objective appraisal should assess the broader impact the system has
had on school operations. Has the implementation of the system:

 Reduced human errors in club membership and financial tracking?

 Increased student and staff engagement in club activities by providing easy
access to relevant information?
 Helped the school effectively allocate resources for student activities and
events?

7.2 CHALLENGES ENCOUNTERED DURING SYSTEM

DEVELOPMENT
In the process of developing the Victory School Club Membership System,
several challenges were encountered, which had an impact on both the
development process and the eventual implementation of the system. These
challenges were addressed as the development progressed, with many solutions
adopted to ensure the successful completion of the project. This section highlights
the key challenges encountered during the system development phase and the
strategies used to overcome them.
1. Gathering Accurate and Complete Requirements
One of the first challenges faced was collecting the necessary and accurate
requirements for the system. The process of understanding the full scope of the
school’s needs and ensuring that all aspects of the club management system were
included proved to be complex. The requirements changed slightly over time as the
system design evolved. For instance, additional financial tracking features and
reporting capabilities were requested as the project progressed.
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Solution: Regular meetings with school administrators, club patrons, and other
stakeholders helped refine the system requirements, ensuring that no essential
functionalities were overlooked. Clear documentation and approval of each phase
before moving to the next helped manage scope creep.
2. Data Integration and Migration
The transition from an existing manual system or different software for managing
clubs and memberships to the new automated system posed a challenge. Existing
data, such as student details, club membership records, and financial history,
needed to be migrated into the new system. Incomplete or inconsistent data from
previous records caused delays and required careful validation before being
imported into the new database.
Solution: Data validation and cleaning processes were implemented to ensure that
all migrated data was accurate and compatible with the new system. Backup copies
of the existing records were created to avoid data loss during the migration
process.
3. Handling Complex Financial Calculations
The system was designed to handle complex financial transactions, including
registration fees, event income, and the allocation of funds for activities, but
performing accurate calculations, especially during peak periods (such as the start
of the academic year), was challenging. Ensuring that the system could
automatically allocate funds to different purposes (i.e., supporting activities,
organizing annual events, and saving for future expenses) required careful planning
and testing.
Solution: A dedicated team of developers worked on developing and testing the
system’s financial modules extensively, ensuring all calculations adhered to the
rules set by the school. Multiple test cases were created to verify that funds were
correctly allocated, and error-checking mechanisms were incorporated to flag any
discrepancies during financial processing.
4. User Training and Adoption
Training school staff and students to use the new system was a challenge,
especially as many users had limited experience with computer-based systems.
This required the development of user-friendly interfaces and extensive training

78
sessions to ensure that everyone could use the system effectively. There was initial
resistance from some users who were accustomed to the old manual methods.
Solution: Training sessions were organized for both staff and students, with step-
by-step guides and video tutorials provided to ensure users were comfortable
navigating the system. Additionally, a support team was set up to assist with any
issues users encountered during the initial rollout.
5. System Security Concerns
Security was another challenge that needed to be addressed, especially regarding
the handling of sensitive data, such as student information, financial records, and
club membership details. Ensuring that the system was secure from unauthorized
access and data breaches was a priority.
Solution: Security measures, including password protection, user authentication,
and data encryption, were integrated into the system. Roles and permissions were
carefully defined, ensuring that only authorized personnel could access certain
types of sensitive information. Periodic security audits were also planned to
identify and mitigate any potential vulnerabilities.
6. Ensuring System Scalability
As the system was developed to serve a large number of students and clubs,
ensuring that the system would be scalable to accommodate future growth posed a
significant challenge. The system had to be able to handle a growing number of
users, activities, and records without compromising on performance.
Solution: The system was designed with scalability in mind. A modular database
structure was used to ensure that adding new students, clubs, or activities would
not overload the system. The infrastructure was also designed to be flexible,
allowing for future upgrades as the school expanded.
7. Technical Difficulties and System Downtime
During development, some technical difficulties were encountered related to
software bugs, integration issues, and hardware compatibility. These issues led to
minor downtime during testing and implementation phases.
Solution: A comprehensive testing and debugging process was put in place to
identify and resolve technical issues early in the development process. Regular

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system maintenance and performance checks were scheduled to ensure smooth
operations once the system was live.
8. Time Constraints
The project had a set deadline for completion, and with the complexities of system
design, development, and testing, there were times when the team felt pressed for
time. Balancing the various tasks, such as coding, testing, documentation, and user
training, while adhering to the project timeline was difficult.
Solution: Effective project management strategies were employed, including
regular progress checks, setting realistic milestones, and delegating tasks
appropriately. Time management tools were used to track progress and ensure that
deadlines were met.

7.3 STRENGTH OF THE AUTOMATED SYSTEM

The Victory School Club Membership System was designed to streamline and
automate the management of school clubs, membership, activities, and finances.
As with any system, it is important to assess its strengths in order to understand
how it positively contributes to the organization and the efficiency of its
operations. Below are the key strengths of the automated system:

1. Improved Efficiency and Accuracy

One of the primary strengths of the system is its ability to automate repetitive tasks
that were previously performed manually. This includes processes such as tracking
student club memberships, calculating registration fees, managing club finances,
and generating reports. Automation significantly reduces the chances of human
error, leading to more accurate data handling and faster processing times.

 Example: The system automatically calculates the allocation of funds to

various activities, eliminating errors that could occur with manual
calculations.

2. Centralized Data Management

The system offers a centralized platform for storing and managing all club-related
information, such as student details, club activities, event dates, financial records,
and more. This centralized database allows for easy access to real-time
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information, which is essential for decision-making and monitoring the progress of
each club.

 Example: School administrators and club patrons can quickly access a list
of active members, track financial contributions, and oversee club events
without having to sift through paper records.

3. Enhanced Communication and Coordination

The system facilitates better communication and coordination among club

members, patrons, and school administration. By having a shared platform, club
members can receive updates on meetings, activities, and events. Patrons can
communicate important information to students and track their involvement in
various activities with ease.

 Example: Automatic notifications can be sent to students when there are

upcoming club events, changes in meeting times, or new club activities.

4. Comprehensive Reporting Capabilities

The system provides detailed reports on club activities, member participation,

finances, and more. These reports are valuable tools for monitoring the overall
performance of clubs, tracking financial contributions, and ensuring that the clubs'
resources are being used effectively. Administrators can generate these reports
with just a few clicks, saving time and effort compared to manual report
generation.

 Example: Financial summaries, membership breakdowns, and activity

reports can be generated instantly, allowing for quick decision-making and
budget adjustments.

5. Financial Management and Transparency

The automated system allows for better financial management by tracking club
revenues, expenses, and contributions from both the school and club members. It
ensures that funds are allocated correctly and transparently, and that financial
records are kept up to date. This transparency is important for both school
administrators and club members to ensure accountability and responsible
spending.

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  Example: The system automatically tracks the allocation of funds for annual
outings, with 70% of the budget contributed by the school and the remaining
30% by the club’s earnings.

6. Easy Membership Tracking and Role Management

The system makes it easier to track club memberships, including different

categories of members such as regular members and executive members. It also
allows for seamless updates to membership status, such as when a student joins or
leaves a club. Moreover, the system tracks leadership roles within clubs, ensuring
that club patrons can easily monitor changes in leadership positions.

 Example: The system updates student membership status immediately after

a student registers for a club, and it flags any members who may leave a club
at the beginning of the academic year.

7. Scalability and Future Growth

The system was designed with scalability in mind, allowing for easy adjustments
and expansion as the school grows. New clubs can be added to the system, and
additional users (such as teachers or students) can be accommodated without
compromising the system’s performance. This scalability ensures that the system
will continue to meet the school’s needs for years to come.

 Example: If the school introduces a new club, the system can be quickly
updated to include it, along with associated fees, activities, and membership
records.

8. Security and Data Protection

Security is a major strength of the automated system, with robust measures in place
to protect sensitive data such as student information and financial records. Access
to the system is controlled through user roles and permissions, ensuring that only
authorized personnel can view or edit sensitive information. Additionally, data
encryption and backup procedures ensure that records are securely stored and
protected from data loss.

 Example: Only authorized school staff members can access financial reports
and student membership details, while students can only view their personal
information and club participation.

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9. Ease of Use and Accessibility

The user interface of the system is designed to be intuitive and easy to navigate,
even for users with limited technical expertise. School staff, club patrons, and
students can easily access the features they need, with minimal training required.
The system can also be accessed remotely, making it convenient for users to
manage club activities and membership from any location.

 Example: The simple and clear navigation ensures that users can quickly
register for clubs, pay fees, or update personal information without
confusion.

The Victory School Club Membership System offers several strengths that
enhance the overall management of school clubs, improve efficiency, and
streamline financial and administrative tasks. By automating repetitive processes,
ensuring accuracy in data handling, and providing real-time access to important
information, the system empowers school administrators, club patrons, and
students to efficiently manage their activities, resources, and interactions. These
strengths will ensure the system’s continued success and effectiveness in
supporting the school’s co-curricular operations.

7.4 WEAKNESS OF THE AUTOMATED SYSTEM

While the Victory School Club Membership System offers numerous strengths,
it is essential to acknowledge the weaknesses or limitations that may affect its
performance or user experience. Identifying these weaknesses helps in improving
the system in the future and provides insight into areas that require attention.
Below are some of the potential weaknesses of the system:
1. Dependence on Technology and Infrastructure
The system's reliance on technology means that any issues with the underlying
hardware or software infrastructure may disrupt its functionality. For example, if
there are network connectivity problems, users may not be able to access the
system or update membership details. This can lead to delays in processing student
registrations, payments, or generating reports.

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  Example: If the school’s internet connection is down, members and staff
may not be able to log in to the system, resulting in delays in processing club
activities or payments.
2. User Training and Adaptability
Although the system is designed to be user-friendly, there may still be a learning
curve for users, especially those who are not familiar with technology or databases.
Staff members, club patrons, or students who are not technically inclined may
require training before they can use the system effectively. Failure to provide
adequate training could lead to user errors or underutilization of the system’s
features.
 Example: Some staff members may struggle with generating reports or
adding new clubs, leading to inefficiencies or mistakes in managing the
system.
3. Maintenance and Technical Support
The system requires regular maintenance to ensure smooth operation, such as
fixing bugs, updating software, and ensuring that the database is properly backed
up. Without a dedicated technical support team, any issues that arise may result in
significant downtime or loss of data, potentially disrupting club operations.
 Example: If the system encounters a technical issue, such as a
malfunctioning feature or data corruption, the lack of immediate technical
support may delay the resolution, impacting club activities.
4. Data Entry and Quality Control
While the system helps streamline data management, it still relies on accurate data
input from users. If incorrect or incomplete information is entered into the system,
it can lead to errors in the generated reports or financial calculations. Ensuring that
data is consistently entered correctly requires careful monitoring and may be
challenging in a large-scale system.
 Example: If a student’s membership status is incorrectly recorded or the fee
payment is not updated properly, the system may generate inaccurate reports
on club finances or membership data.
5. Limited Customization

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While the system is designed to manage the specific needs of Victory School's
clubs, it may not easily accommodate requests for significant customization. For
instance, if the school decides to introduce new types of clubs or changes to the fee
structure, the system may require modifications or updates to its design, which can
take time and resources.
 Example: If the school introduces a new club category with a unique fee
structure, the system may require adjustments to accommodate the changes,
which could delay the process.
6. Security Risks
Although the system is designed with security features to protect sensitive data,
there is always a risk of unauthorized access, especially if users do not follow
proper security protocols. The risk of data breaches or hacking could compromise
personal and financial information of students and staff, leading to privacy
concerns and potential misuse of data.
 Example: If a staff member's account is compromised, sensitive student
data and club financial records could be accessed by unauthorized
individuals, resulting in potential misuse or theft of information.
7. Limited Offline Accessibility
The system is primarily designed to function online, meaning that if there is no
internet connection, users may not be able to access or update the system. This can
be particularly problematic in areas with unreliable internet access or during
instances of power outages or server downtimes.
 Example: If a student wishes to sign up for a club or a staff member needs
to update financial records but there is no internet connection, the system
cannot be accessed, leading to delays in processing.
8. Overload of Features for Non-technical Users
While the system provides a comprehensive suite of features, non-technical users
may find it overwhelming to navigate through multiple functionalities. Students or
club patrons may only need a few specific features, such as membership
registration or event details, and could find other features unnecessary or difficult
to use.

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  Example: A student may simply want to check club activities or register for
a new club, but may be confused by the complex features related to financial
management or club reports, making the user experience less efficient.

Despite the strengths of the Victory School Club Membership System, it is

important to address the weaknesses outlined above. These limitations can impact
the overall efficiency and user experience if not managed properly. By identifying
these weaknesses, the system can be further developed, and improvements can be
made to ensure it remains effective, user-friendly, and secure for all stakeholders
involved. Continuous maintenance, user training, and careful data management
will be essential to minimize the impact of these weaknesses.
7.5 RECOMMENDATIONS

In light of the weaknesses identified in the Victory School Club Membership

System, several recommendations can be made to improve its functionality, user
experience, and overall efficiency. The following recommendations aim to address
the current limitations and ensure that the system continues to meet the needs of
the school and its stakeholders:

1. Enhanced User Training

To minimize errors caused by lack of familiarity with the system, it is

recommended that comprehensive training programs be implemented for all users,
including staff, club patrons, and students. The training should cover the key
features of the system, such as membership registration, fee management, activity
tracking, and report generation. This will ensure that all users are confident and
capable of using the system effectively.

 Recommendation: Develop easy-to-follow user manuals and organize

regular training sessions for both new and existing users to enhance their
understanding of the system.

2. Strengthen System Security

To protect sensitive student and financial data, additional security measures should
be put in place, such as two-factor authentication (2FA) for users logging into the
system. Regular security audits and vulnerability testing should also be conducted

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to identify potential security gaps. Limiting user access to certain functionalities
based on roles can also help minimize the risk of unauthorized access.

 Recommendation: Implement two-factor authentication (2FA) and regular

security checks to enhance system security. Restrict access to sensitive data
and functions based on user roles.

3. Improve System Scalability

As the school grows and more students join various clubs, the system should be
able to handle an increased volume of data and users. It is recommended that the
system be periodically reviewed for scalability and performance. Optimizing the
database and ensuring that the system architecture can handle additional club
memberships, activities, and events will prevent system crashes and slowdowns.

 Recommendation: Perform regular database optimization and scalability

tests to ensure the system can efficiently handle increased data load and
traffic.

4. Address Internet and Offline Accessibility

Given that the system is heavily reliant on internet connectivity, it is essential to

improve its offline accessibility. Implementing a local backup system or allowing
certain functionalities to be accessed offline (with automatic synchronization when
the internet is restored) can ensure that the system remains functional even in case
of internet disruptions.

 Recommendation: Develop offline functionalities or local data storage

options that can sync when internet access is restored, ensuring continued
access to essential features even without a live connection.

5. Simplify the User Interface

For non-technical users, the system may appear complex, especially with the
numerous features and functionalities it offers. Simplifying the user interface (UI)
by streamlining the navigation and making key functions more prominent would
improve the overall user experience. Consider creating user-friendly dashboards
with quick access to frequently used features.

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  Recommendation: Redesign the system interface to provide a cleaner, more
intuitive layout that prioritizes the most frequently used features and reduces
unnecessary complexity.

6. Improve Data Entry and Validation

To minimize data entry errors, the system should incorporate more robust data
validation mechanisms. This will ensure that only accurate and complete data is
entered, reducing the chances of reporting errors or financial discrepancies.
Validation checks can include mandatory fields, format restrictions (e.g., for dates
or amounts), and automatic notifications for missing or incorrect information.

 Recommendation: Implement additional data validation rules and error-

handling procedures to prevent inaccurate or incomplete data entry.

7. Backup and Disaster Recovery Plan

Data loss due to system failures or other unforeseen events can have serious
consequences for the school’s operations. A comprehensive backup and disaster
recovery plan should be established to ensure that data can be quickly restored in
case of a technical failure. The plan should include both manual and automated
backups of the database and application.

 Recommendation: Develop a backup and disaster recovery plan that

includes regular automated backups and procedures for restoring data in case
of system failure.

8. Regular System Maintenance and Updates

To keep the system running smoothly and efficiently, it is essential to implement a

regular maintenance schedule. This includes updating the system software, fixing
bugs, and adding new features as necessary. Regular performance reviews and user
feedback sessions can help identify areas for improvement and address any
ongoing issues.

 Recommendation: Establish a routine maintenance schedule that includes

software updates, bug fixes, and performance optimization. Regularly gather
user feedback to make informed decisions for system improvements.

9. Expand Club Features and Flexibility

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To support the dynamic needs of the clubs, the system should be designed to easily
accommodate the addition of new clubs, activities, and customized fee structures.
Offering flexibility in managing clubs and their financials will allow the system to
remain adaptable as the school grows or as the club structure changes.

 Recommendation: Implement a more flexible system architecture that

allows for easy addition of new clubs, activities, and fee categories without
requiring extensive system modifications.

10. Develop Reports and Analytics Capabilities

The system should offer more advanced reporting and analytics capabilities to
provide valuable insights into club activities, finances, and member engagement.
Customizable reports and graphical analytics would help the administration make
data-driven decisions, track trends, and plan future activities effectively.

 Recommendation: Enhance reporting and analytics features to allow for

customizable, data-driven insights that support informed decision-making by
the school’s administration.

By addressing the above recommendations, the Victory School Club

Membership System can be further improved to better meet the needs of students,
staff, and administrators. Continuous enhancement and attention to user
experience, security, scalability, and performance will ensure that the system
remains an effective tool for managing the school’s co-curricular activities, club
memberships, and finances.

7.6 CONCLUSIONS

The Victory School Club Membership System has proven to be an invaluable

tool for managing the wide range of co-curricular activities within the school.
Through the system, the school has been able to automate and streamline club
memberships, financial management, and event organization, which significantly
reduces administrative workload and improves efficiency.

From the analysis and review of the system, it is evident that it meets the essential
requirements outlined at the beginning of the project. The system has successfully:

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  Enhanced Membership Management: The system effectively stores and
tracks student membership in various clubs, ensuring that records are
accurate and easily accessible.
 Simplified Financial Management: It handles club registration fees,
revenue generated from activities, and ensures proper allocation of funds for
club activities, including parties and outings.
 Improved Reporting: The ability to generate financial summaries and
activity reports has helped the school administration in monitoring club
operations and making informed decisions.
 Facilitated Club Activity Organization: The system has allowed clubs to
track their activities and manage events efficiently, improving the overall
experience for both club members and patrons.

However, as with any system, there are areas that can be further optimized. The
recommendations outlined earlier in this chapter provide a roadmap for addressing
these areas, ensuring the system remains adaptable, secure, and user-friendly.

The system's strengths lie in its core functionality, data integrity, and the efficiency
it brings to managing club operations. It has proven to be a reliable solution,
particularly in terms of handling member data, fees, and activities. However, there
are still some weaknesses, such as the complexity of the user interface for less
tech-savvy users and the need for improvements in security and offline access.

In conclusion, the Victory School Club Membership System has made

substantial progress in automating and enhancing the management of school clubs.
With the continued implementation of the suggested improvements, the system can
evolve to provide even more value to the school, offering a more seamless and
efficient experience for all users involved. The project has successfully
demonstrated the potential of information technology in improving the
management of non-academic school activities, and with ongoing development, it
can further contribute to the school's objectives.

The system is a solid foundation for the future of co-curricular management in the
school, and with future updates and enhancements, it can continue to grow and
serve the needs of both students and staff.

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 7.7 BIBLIOGRAPHY
The bibliography below shows a list of reference materials used in development.
1. Mburu S. & Chemwa G: Longhorn Secondary Computer Studies Form 4,
Longhorn Publishers, Nairobi.

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 APPENDIX
Ksh – Kenya Shillings.........................................................................................................................

RAM – Random Access Memory.......................................................................................................

TB – Tera Byte...................................................................................................................................

SQL – Structured Query Language....................................................................................................

GB - Gigabyte....................................................................................................................................

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