NAME: DUMMY A

SCHOOL: Dummy HIGH SCHOOL

INDEX NUMBER: 11111111001

YEAR OF EXAMINATION: 2012

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TABLE OF CONTENTS

Contents
LIST OF FIGURES ...................................................................................................................................... 5

ACKNOWLEDGEMENT ............................................................................................................................ 8

INTRODUCTION ........................................................................................................................................ 9

SYSTEM ANALYSIS ................................................................................................................................ 10

PROBLEM DEFINITION ...................................................................................................................... 10

EXISTING SYSTEM ............................................................................................................................. 10

OVERVIEW OF THE EXISTING SYSTEM .................................................................................... 10

SYSTEM STRUCTURE..................................................................................................................... 10

PROPOSED SYSTEM ........................................................................................................................... 11

OBJECTIVES ..................................................................................................................................... 11

SCOPE OF THE SYSTEM................................................................................................................. 11

BENEFITS OF THE PROPOSED SYSTEM ..................................................................................... 12

FEASIBILITY STUDY .......................................................................................................................... 12

TECHNICAL FEASIBILITY ............................................................................................................. 12

SOCIAL FEASIBILITY ..................................................................................................................... 12

ECONOMIC FEASIBILITY .............................................................................................................. 12

SYSTEM DESIGN ..................................................................................................................................... 14

SYSTEM FLOWCHART ....................................................................................................................... 14

TABLE DESIGN .................................................................................................................................... 16

MEMBERS TABLE ........................................................................................................................... 16

VIDEOS TABLE ................................................................................................................................ 16

CATEGORIES TABLE ...................................................................................................................... 16

TRANSACTIONS TABLE ................................................................................................................ 17

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 BILLS TABLE.................................................................................................................................... 17

BALANCE SHEET TABLE .............................................................................................................. 18

INPUT DESIGN ..................................................................................................................................... 19

MEMBERS FORM ............................................................................................................................. 19

VIDEOS FORM.................................................................................................................................. 19

CATEGORIES FORM ....................................................................................................................... 20

TRANSACTIONS FORM .......................................................................................................... 20

BILLS FORM ..................................................................................................................................... 21

BALANCE SHEET FORM ................................................................................................................ 22

OUTPUT DESIGN ................................................................................................................................. 23

VIDEOS REPORT.............................................................................................................................. 23

LIST OF OVERDUE VIDEOS .......................................................................................................... 23

LIST OF DAMAGED AND LOST VIDEOS .................................................................................... 24

LIST OF MEMBERS ......................................................................................................................... 24

DEFAULTERS ................................................................................................................................... 25

MONTHLY RECEIPT ....................................................................................................................... 25

STATUS REPORT ............................................................................................................................. 26

AMOUNT OF CONDITION AND OVERDUE ................................................................................ 26

QUERY DESIGN ................................................................................................................................... 27

SYSTEM CONSTRUCTION ..................................................................................................................... 29

TABLES ................................................................................................................................................. 29

RELATIONSHIPS .................................................................................................................................. 31

INPUT SCREENS .................................................................................................................................. 32

OUTPUT SCREENS .............................................................................................................................. 35

QUERIES................................................................................................................................................ 40

USER MANUAL ........................................................................................................................................ 43

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 INSTALLATION GUIDE ...................................................................................................................... 43

LOADING THE SYSTEM ..................................................................................................................... 43

NAVIGATION GUIDE .......................................................................................................................... 44

INPUT OF DATA............................................................................................................................... 44

PROCEDURES FOR GENERATING OUTPUT .................................................................................. 44

MISCELLANEOUS ................................................................................................................................... 46

CONCLUSION ....................................................................................................................................... 46

RECOMMENDATION .......................................................................................................................... 46

BIBLIOGRAPHY ................................................................................................................................... 47

APPENDICES ........................................................................................................................................ 48

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LIST OF FIGURES
Figure 1: economic feasibility .................................................................................................................... 12
Figure 2: schedule feasibility ...................................................................................................................... 13
Figure 3: system flowchart.......................................................................................................................... 14

Table design 1: members table ..................................................................................................... 16

Table design 2: videos table .......................................................................................................... 16
Table design 3: categories table .................................................................................................... 16
Table design 4: transactions table ................................................................................................. 17
Table design 5: bills table ............................................................................................................. 17
Table design 6: balance sheet table ............................................................................................... 18

Form Design 1: members form ..................................................................................................... 19

Form Design 2: videos form ......................................................................................................... 19
Form Design 3: categories form ....................................................Error! Bookmark not defined.
Form Design 4: transactions form................................................................................................. 20
Form Design 5: bills form ............................................................................................................. 21
Form Design 6: balance sheet form .............................................................................................. 22

Report design 1: videos report ...................................................................................................... 23

Report design 2: list of overdue videos......................................................................................... 23
Report design 3: list of videos by condition ................................................................................. 24
Report design 4: list of members .................................................................................................. 24
Report design 5: defaulters ........................................................................................................... 25
Report design 6: monthly receipt .................................................................................................. 25
Report design 7: status report design ............................................................................................ 26
Report design 8: monthly amount of overdue and condition ........................................................ 26
Report design 9: balance sheet design .......................................................................................... 26

Table 1: members table ................................................................................................................. 29

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Table 2: videos table ..................................................................................................................... 29
Table 3: categories table ............................................................................................................... 29
Table 4: balance sheet table .......................................................................................................... 30
Table 5: transactions table ............................................................................................................ 30
Table 6: bills table......................................................................................................................... 30

Relationships 1 ...............................................................................Error! Bookmark not defined.

Form 1: members form ................................................................................................................. 32

Form 2: videos form...................................................................................................................... 32
Form 3: categories form ................................................................................................................ 33
Form 4: balance sheet form........................................................................................................... 33
Form 5: transactions form ............................................................................................................. 34
Form 6: bills form ......................................................................................................................... 34

Report 1: defaulters report ............................................................................................................ 35

Report 2: members report ............................................................................................................. 35
Report 3: list of overdue videos .................................................................................................... 36
Report 4: lost and damaged videos ............................................................................................... 36
Report 5: monthly receipt ............................................................................................................. 37
Report 6: overdue and condition amount ...................................................................................... 37
Report 7: status report ................................................................................................................... 38
Report 8: total sums per month ..................................................................................................... 38
Report 9: videos report.................................................................................................................. 39

Query 1: defaulters query.............................................................................................................. 40

Query 2: find member query ......................................................................................................... 40
Query 3: list of overdue videos query ........................................................................................... 40
Query 4: lost and damaged videos ................................................................................................ 41
Query 5: status query .................................................................................................................... 41

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Query 6: overdue and condition amount....................................................................................... 41
Query 7: amount raised ................................................................................................................. 42
Query 8: videos details query ....................................................................................................... 42

Switchboard 1: main switchboard ................................................................................................. 43

Switchboard 2: data input switchboard ......................................................................................... 44
Switchboard 3: reports .................................................................................................................. 45
Switchboard 4: exit application .................................................................................................... 45

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ACKNOWLEDGEMENT
I would like to take this opportunity to thank the Almighty God for His sufficient grace and
strength as I was doing this project. I would also like to express my sincere gratitude to my
teachers;-Mr. X, Mrs. Y and Ms. Z for their encouragement and valuable advice that they gave
me. Last but certainly not the least; I would like to appreciate my family for their support and
also my friends for having faith in me.

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INTRODUCTION
Upepeo club is a club that lends videos to its members. Upon receiving new videos, the club
categorizes them into comedy, general, horror, thriller or cartoon. The club also codes and labels
the videos appropriately. Upon joining the club, a member is supposed to pay a registration fee
of Ksh 5000and then a membership card is offered to them.

When members come to borrow videos, they produce their membership card and then the details
of the videos are recorded. When a video is brought in a damaged condition or lost, the member
is surcharge Ksh 700 while if it remains unreturned for 14 days after the due date of return, the
video is assumed lost and the member is surcharged for the days overdue and the loss. Also, the
members are not supposed to have more than five videos at a time and may borrow videos for as
long as their outstanding bills do not exceed half the amount of the registration fee.

The system therefore endeavors to maintain members’ records, maintain and track video records,
facilitate issuance of videos, bill the members and compute club monthly revenue and expenses
as well as generate appropriate reports for the club.

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SYSTEM ANALYSIS

PROBLEM DEFINITION
Upepeo club is a club that has been lending videos to its members relying on manual system.
This manual system has various demerits which necessitate the existence of the computerized
system. Some of the demerits of the manual system include;-

o Incorrect data entry

o It is difficult to update members’ records
o Miscalculations of members’ bills
o Time consuming due to the writing down of the videos detail
o Difficulty in locating the videos on the shelves

EXISTING SYSTEM

OVERVIEW OF THE EXISTING SYSTEM

 The club currently lends its videos and tracks the details of the transactions manually.
 The videos are stored in shelves arranged according to their codes
 All accounts are managed manually.

SYSTEM STRUCTURE
Upepeo club operates manually. When the new videos are received, they are categorized, coded
and labeled. The categories are;-comedy, general, horror, thriller or cartoon. A person who
wishes to join the club pays a registration fee of Ksh 5000 and then is issued with a membership
card.

When a member wishes to join to borrow a video, they first go through the catalogue to identify
the desired videos.

The video title is then traced to its storage location using the video identification code in the
catalogue. If a video is missing, it could either be borrowed or withdrawn. After a member finds
a desired video, he/she produces a membership card and the details of the video are recorded.
The videos borrowed are expected to be returned 3 days after the date of issuance.

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A video that is damaged or lost attracts a charge of Ksh 700 and if considered lost, then a charge
for overdue days is paid as well as the amount catering for the loss. Members whose overdue
balance is more than Ksh 2500 cannot borrow any video. Revenue collected at the end of the
month is then allocated as follows;

o 27% -administration
o 54% -salaries
o 7% - miscellaneous expenses
o 12% - club development

PROPOSED SYSTEM

OBJECTIVES
The objectives of the new system include;-

o To maintain members records

o To maintain and track video records
o To facilitate issuance of videos
o To bill members and compute club monthly revenue and expenses
o To generate appropriate reports.

SCOPE OF THE SYSTEM

The proposed system will be able to do the following for the club;-

o It will be able to maintain members’ records

o It will be able to maintain and track video records
o It will be able to facilitate issuance of videos
o It will be able to bill members and compute club monthly revenue and expenses
o It will be able to generate appropriate reports.

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BENEFITS OF THE PROPOSED SYSTEM
o It ensures correct data entry
o It performs calculations accurately
o It enables easy update of members’ records
o It is fast hence saves on time.

FEASIBILITY STUDY

TECHNICAL FEASIBILITY
The club will have to buy computers and other computer related devices such as the mouse. The
club will also have to employ a database administrator, a computer technician and a system
analyst.

SOCIAL FEASIBILITY
The computerized system may not be accepted by the employees especially those who are
computer illiterate due to fear of losing their jobs. The club will therefore have to train the
employees or recommend them to other places where computer knowledge is not required. Those
who will not be fortunate to secure jobs in other places should be compensated.

ECONOMIC FEASIBILITY
The table below shows the estimated amount spent per month.

Manual system Computerized system

Administration cost 25000 15000
Salaries 60000 45000
Electricity bills 5000 10000
Stationary 8500 3200
TOTAL 98500 73200
Figure 1: economic feasibility

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SCHEDULE FEASIBILITY

ACTIVITY DURATION
System analysis 1 month
System design 1 month
System construction 3 months
System testing and debugging 1 month
System implementation 1 month
Total duration 7 months
Figure 2: schedule feasibility

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 SYSTEM DESIGN

SYSTEM FLOWCHART
Figure 3: system flowchart

Start

Video

Categorize, code
& label

Update video
catalogue

Yes
New Pay 5000, get a
member card
?

No

Yes Yes No
Is number Is bill
Want a of videos <=ksh250 Cannot borrow
video? the member 0
has <=5?

No
No Yes

1
Cannot
borrow

Is desired No Status
video =withdrawn or
available? borrowed

Yes

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 2
1

Record video details

Date of return=date of borrowing +3 days

No
Is condition
Condition =damaged or upon return
lost good?

Yes

No
Days
overdue= No charge
Charge =700
14?

Yes

Charge =700+charge for days

overdue

Stop

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 TABLE DESIGN
The table below is a design of the members table.

TABLE NAME FIELD NAME DATA TYPE

Membership number Text
MEMBERS TABLE
Member name Text
Id number Text
Residential address Text
Occupation Text
Date of joining Date/time
Table design 1: Members table

The table below is a table design of the videos table.

TABLE NAME FIELD NAME DATA TYPE

Video id code Text
VIDEOS TABLE
Category Text
Title Text
Storage location Text
Description Memo
Status text
Table design 2: Videos table

The table below is a table design of the categories table.

TABLE NAME FIELD NAME DATA TYPE

Category Text
CATEGORIES TABLE
Borrowing rate Currency
Daily fine rate Currency
Table design 3: Categories table

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The table below is a table design of the transactions table.

TABLE NAME FIELD NAME DATA TYPE

Membership number Text
TRANSACTIONS TABLE
Borrowed video id code Text
Expected return date Date/time
Actual date of return Date/time
Condition upon return Text
Days overdue Number
Charge for overdue Currency
Category Text
Charge for condition Currency
Month Text
Total charge Currency
Table design 4: Transactions table

The table below is a table design of the bills table.

TABLE NAME FIELD NAME DATA TYPE

Id number Text
BILLS TABLE
Current videos borrowed Number
Cumulative charges Currency
Cumulative amount paid Currency
Outstanding balance Currency
Month Text
Member number Number
Category Text
Borrowing charge Currency
Table design 5: Bills table

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The table below is a table design of the balance sheet table.

TABLE NAME FIELD NAME DATA TYPE

Month Text
BALANCE SHEET TABLE
Item Text
Cost Currency
Table design 6: Balance sheet table

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INPUT DESIGN
The figure below is a form design of the members form.

MEMBERS FORM

MEMBERSHIP NUMBER

MEMBER NAME

ID NUMBER

RESIDENTIAL ADDRESS

OCCUPATION

Form Design 1: Members form

DATE OF JOINING

The figure below is a form design of the videos form.

VIDEOS FORM
VIDEO ID CODE

CATEGORY

TITLE

DATE OF RELEASE

STORAGE LOCATION

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Form Design 2: Videos form
DESCRIPTION
 The figure below is a form design of the categories form.

CATEGORIES FORM

CATEGORY

BORROWING RATE

DAILY FINE RATE

Form Design 3: Categories form

The figure below is a form design of the transactions form.

TRANSACTIONS FORM
MEMBERSHIP NUMBER

BORROWED VIDEO ID CODE

EXPECTED RETURN DATE

ACTUAL DATE RETURNED

DAYS OVERDUE

CHARGE FOR OVERDUE

CATEGORY

TOTAL CHARGE

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Form Design 4: Transactions form
The figure below is a form design of the bills form.

BILLS FORM

MEMBERSHIP NUMBER

CURRENT VIDEOS BORROWED

CUMULATIVE CHARGES

CUMULATIVE AMOUNT PAID

OUTSTANDING BALANCE

ID NUMBER

MONTH

CATEGORY

BORROWING CHARGE

Form Design 5: Bills form

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The figure below is a form design of the balance sheet form.

BALANCE SHEET FORM

MONTH

ADMINISTRATION

SALARIES

MISCELLANEOUS

CLUB DEVELOPMENT

Form Design 6: Balance sheet form

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OUTPUT DESIGN
The figure below shows the report design of the videos report.

VIDEOS REPORT

VIDEO ID CODE V1

STORAGE LOCATION SHELF1

TITLE THE WRONG TURN

CATEGORY HORROR

Report design 1: Videos report

The figure below shows the report design of the list of the overdue videos report.

LIST OF OVERDUE VIDEOS

VIDEO ID CODE V2

TITLE TOM AND JERRY

MEMBERSHIP NUMBER 112000020010

Report design 2: List of overdue videos

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The figure below shows the report design of the list of damaged and lost videos report.

LIST OF DAMAGED AND LOST VIDEOS

CONDITION DAMAGED

VIDEO ID CODE V3

TITLE TRUE LIES

DATE RETURNED 31/3/2012

MEMBERSHIP NUMBER 112000020560

Report design 3: List of videos by condition

The figure below shows the report design of the list of members report.

LIST OF MEMBERS

MEMBER NUMBER 112000020365

NAME MAZIWA MALA

RESIDENTIAL ADDRESS GREEN ESTATE

ID NUMBER 012345678901

Report design 4: List of members

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The figure below shows the report design of the list of the defaulters report.

DEFAULTERS

MEMBER NUMBER 112000023690

OUTSTANDING BALANCE KSH 1600

MONTH MARCH

Report design 5: Defaulters

The figure below shows the report design of monthly receipt.

MONTHLY RECEIPT

NAME EVA MERAB

MONTH JANUARY

CUMULATIVE CHARGES 448

CUMULATIVEAMOUNT PAID 400

OUTSTANDING BALANCE 48

Report design 6: Monthly receipt

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The figure below is the report design of the status report.

STATUS REPORT

CATEGORY CARTOON

STATUS BORROWED

VIDEO ID M1

Report design 7: Status report design

The figure below shows the report design of the amount of overdue and condition report.

AMOUNT OF CONDITION AND OVERDUE

SUM OF OVERDUE 1080

SUM FOR CONDITION 580

MONTH JANUARY

Report design 8: Monthly amount of overdue and condition

The figure below shows the report design of the balance sheet report.

BALANCE SHEET

MONTH JANUARY

SUM OF CUMULATIVE CHARGES 4018

SUM OF CUMJULATIVE AMOUNT PAID 3772

SUM OF OUTSTANDING BALANCES 246

Report design 9: Balance sheet design

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QUERY DESIGN
The table below shows the query design of the queries used in the system, their SQL code and
the output expected.

QUERY NAME SQL CODE OUTPUT

EXPECTED
DEFAULTERS This query will be used
to display all the
members who have not
cleared there balances.

FIND MEMBER This query will be used

QUERY to show all the
members and their
details.

LIST OF This query will be used

OVERDUE to show the videos
VIDEOS which the members
have overstayed with.

LOST AND This query will be used

DAMAGED to show the lost and
VIDEOS damaged videos.

STATUS QUERY This query will be used

to show the status of
the videos owned by
the club.

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TOTAL This query will be used
OVERDUE AND to display the total
CONDITION overdue and condition
CHARGE charge.

TOTAL SUMS This query will be used

PER MONTH to show transactions
made per month.

VIDEOS QUERY This query will be used

to show all the videos
owned by the club.

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SYSTEM CONSTRUCTION

TABLES
The able below consists of the members details.

Table 1: Members table

The table below shows the details of the videos owned by the club.

Table 2: Videos table

The table below shows the different categories of the videos.

Table 3: Categories table

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The table below shows the expenditure of the club.

Table 4: Balance sheet table

Table below show the transactions that take place in a month.

Table 5: Transactions table

The table below shows the bills of the members in a month.

Table 6: Bills table

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RELATIONSHIPS
Below are the various relationships created between the tables.

Relationship 1

31
INPUT SCREENS
Below is the input screen for the members.

Form 1: Members form

Below is the input screen for the videos.

Form 2: Videos form

32
Below is the input screen for the categories.

Form 3: Categories form

Below is balance sheet input screen.

Form 4: Balance sheet form

33
Below is the input screen for the transactions carried out in a month.

Form 5: Transactions form

Below is the input screen for the bills of the members.

Form 6: Bills form

34
OUTPUT SCREENS
Below is the output screen for the defaulters.

Report 1: Defaulters report

Below is the output screen for the members’ details.

Report 2: Members report

35
Below is the output screen for list of overdue videos.

Report 3: List of overdue videos

Below is the output screen for the lost and damaged videos.

Report 4: Lost and damaged videos

36
Below is the output screen for the monthly receipt.

Report 5: Monthly receipt

Below is the output screen of the overdue and condition amount charged on the members.

Report 6: Overdue and condition amount

37
Below is the output screen for the status of the videos.

Report 7: Status report

Below is the output screen for the total sums per month.

Report 8: Total sums per month

38
Below is the output screen for the videos details.

Report 9: Videos report

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QUERIES
Below is the select query used to obtain the defaulters.

Query 1: Defaulters query

Below is the select query used to find members.

Query 2: Find member query

Below is the select query used to obtain list of overdue videos.

Query 3: List of overdue videos query

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Below is the select query used to obtain lost and damaged videos.

Query 4: Lost and damaged videos

Below is the select query used to show the status of the videos.

Query 5: Status query

Below is the select query that shows the total charge for overdue and condition amount collected
from the members.

Query 6: Overdue and condition amount

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Below is the select query used to show the amount raised by the club in a month.

Query 7: Amount raised

Below is the select query used to show the details of the videos.

Query 8: Videos details query

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USER MANUAL
This system requires both hardware and software.

Hardware Requirements

 Pentium 4 microprocessor
 2GB R.A.M
 Printer

Software Requirements

 Application programs -Microsoft Access

o -Microsoft Word
 Operating system-Windows XP

INSTALLATION GUIDE
 Insert the flash disk named Mwandisha into the computer.
 Open the folder called Ndawa and send it to my computer or my documents.
 Open the folder and view the contents.

LOADING THE SYSTEM

1. Click on the start button, select the Microsoft Access program.
2. Double click on the Upepeo club video lending system.
3. The main switchboard called UPEPEO CLUB VIDEO LENDING SYSTEM will appear.

Switchboard 1: Main switchboard

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NAVIGATION GUIDE

INPUT OF DATA
 To add data into the database, click on the add information button on the switchboard.
 A switchboard like the one shown below will appear.

Switchboard 2: Data input switchboard

 From here choose on where you want to enter the data e.g. videos form.
 After adding the data, click on the go to switchboard button to go back to the main
switchboard.

PROCEDURES FOR GENERATING OUTPUT

 Click on the view reports button on the main switchboard
 In case the reports required are not found here, click on the more reports button on the
main switchboard.
 Choose on the report you would like to view and after being satisfied, click on the go to
switchboard button.

44
 
Switchboard 3: Reports

To exit application

To quit the application, go to the main switchboard and click on the quit application button.

Switchboard 4: Exit application

45
MISCELLANEOUS

CONCLUSION
The developed system has been able to achieve all the objectives which included the following:-

 Maintaining members’ records.

 Maintaining and tracking videos records.
 Facilitating issuance of videos.
 Billing members and computing club monthly revenue and
expenses.
 Generating appropriate reports.

RECOMMENDATION
I recommend that the club should put the following into consideration for a more efficient
system.

 The club should install anti -virus software onto the computers so as to prevent
chances of data loss due to attack by viruses.
 The club should also use passwords so that the information about the transactions
is not accessed by unauthorized persons.
 The club can also make its operations online by being getting connected to the
internet.

46
BIBLIOGRAPHY
Onunga, J., & Shah, R. Computer studies book 2. Nairobi: Mariwa Publishers.

Onunga, J., & Shah, R. Computer studies book 3. Nairobi: Mariwa Publishers.

Mburu, S., & Chemwa, G. Computer studies book 3. Nairobi: Longhorn Publishers.

Mburu, S., & Chemwa, G. Computer studies book 4. Nairobi: Longhorn Publishers.

47
APPENDICES

This figure shows a process.

This figure shows a decision.

This figure shows manual operation.

This figure shows manual input.

This figure shows the start and end of the flowchart.

This figure shows the flow of the data in the flowchart.

This figure shows the start and the end of the system flowchart.

This figure shows the connector.

This figure shows the off-page connector.

48