VICTORY SCHOOL CLUB SYSTEM

STUDENT NAME

INDEX NUMBER

YEAR OF EXAMINATION

NAME OF SCHOOL
TITLE OF THE PROJECT

VICTORY SCHOOL CLUB SYSTEM

SUBMITTED TO

KENYA NATIONAL EXAMINATION

COUNCIL

SUPERVISOR

DECLARATION
I declare that this project has never been presented and it’s through my own research and
resilience that enabled me to design and construct this project from beginning to end. Through
much fact finding from reliable sources I was able to come up with a functional project.

Name:

Index: Signature:

The following consignees shows that this is original copy of 2025 K.C.S.E project.

SUPERVISOR:

SIGNATURE: ……….

DATE:

Chief Principal:

SIGNATURE: ……………

DATE: ………….

Table of Contents
SYSTEM ABSTRACT......................................................................................................................................7
 ABSTRACT................................................................................................................................................7

CHAPTER 1; SYSTEM ANALYSIS....................................................................................................................9

1.1 INTRODUCTION.................................................................................................................................9

1.2 PROBLEM DEFINITION.......................................................................................................................9

1.3 PROBLEM ANALYSIS.........................................................................................................................10

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

1.4.1 Overview and Structure............................................................................................................10

1.4.2 System Structure......................................................................................................................10

1.4.3 Objectives of the New System..................................................................................................10

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

1.5.1 Introduction..............................................................................................................................11

1.5.2 Scope of the system..................................................................................................................11

1.5.3 Benefits of the Proposed System..............................................................................................12

1.5.4 Disadvantages of the Proposed System....................................................................................12

1.5.5 Cost and benefit analysis..........................................................................................................12

1.5.6 Feasibility study........................................................................................................................13

CHAPTER 2: INFORMATION GATHERING...................................................................................................14

CHAPTER 3; SYSTEM REQUIREMENTS AND SPECIFICATIONS.....................................................................15

CHAPTER 4: SYSTEM DESIGN.....................................................................................................................17

4.1 SYSTEM FLOWCHART.......................................................................................................................17

4.1.1 USER FLOWCHART....................................................................................................................17

4.1.2 ADMIN FLOWCHART.................................................................................................................17

4.2 INPUT DESIGN..................................................................................................................................18

4.2.1 TABLE DESIGN...........................................................................................................................18

4.2.2 FORM DESIGN...........................................................................................................................20

4.3 OUTPUT DESIGN..............................................................................................................................20

 4.3.1 REPORTS...................................................................................................................................20

CHAPTER 5; SYSTEM CONSTRUCTION........................................................................................................21

5.1 DATABASE RELATIONSHIP DIAGRAM...............................................................................................21

CHAPTER 6: USER MANUAL.......................................................................................................................21

6.1 HOW TO INSTALL, START AND RUN THE SYSTEM............................................................................22

ADMINISTRATOR...............................................................................................................................22

CLUB PATRON....................................................................................................................................24

TROUBLESHOOTING GUIDES.................................................................................................................25

CHAPTER 6: SYSTEM IMPLEMENTATION...................................................................................................26

STAFF TRAINING....................................................................................................................................26

CHANGE OVER STRATEGIES...................................................................................................................26

CHAPTER 7: SYSTEM REVIEW AND MAINTENANCE...................................................................................28

OBJECTIVE..............................................................................................................................................28

CHALLENGES ENCOUNTERED DURING SYSTEM DEVELOPMENT...........................................................28

RECOMMENDATIONS............................................................................................................................28

CONCLUSION.........................................................................................................................................29

BIBLIOGRAPHY.......................................................................................................................................29

APPENDIX..............................................................................................................................................29

DEDICATION
I dedicate this project to the God for granting me good health and sober mind
through the entire rigorous process to develop the project. Furthermore I
desiccate this project my parents, , my lovely sister and my Grandparents who
have encouraged and kept believing in me that I can do it. In addition, I
dedicate this project to my teacher, , and my classmates who have provided
me with the most conducive environment to create this project
ACKNOWLEDGEMENT
I would like to thank the almighty for granting me good health and energy
through the whole process. I also thank my teacher for the knowledge and
skills he impacted me which was useful during the system development. In
addition, I thank my family and friends for their continuous encouragement
and support they granted me during the process.
SYSTEM ABSTRACT

ABSTRACT
Victory School is a school offering a wide range of co-curricular activities besides the formal
curriculum. Some of these co-curricular activities in the school include clubs and societies. Clubs
and societies refer to organized groups formed within a school to engage students in specific
areas of interest or activities outside of academic classes. These clubs and societies are student-
led and provide a platform for students to come together and pursue shared interests and hobbies

The school offers the following clubs;

 Debating club  Art club

 Chess club  Writing club
 Science club  Environmental club
 Mathematics club  Computer science club
 Drama club  Photography club
 Music club (Band, Choir and  Agriculture club
Instrumental)

When a student is admitted in the school, he or she is required to register to be a member of one
or more clubs. The details of the new member which includes; admission number, name and
their class are captured. The students joining the club are required to pay a non-refundable
registration fee for the particular club for those that have registration fees. Membership in a club
is classified into categories based on members’ roles and responsibilities. Such categories
include:

i. Regular member / general member

ii. Leader / executive – responsible for guiding the club’s activities, making decisions and
coordinating events.

Each club in the school has a patron whose is a teacher and is responsible for:

i. Advising and mentoring student members

ii. Promoting encouragements
iii. Liaising with the school administration when required among others.
 At the beginning of each academic year a student is required to join an existing club as a new
member or exit a club provided that he or she is a member of a at least one club. Any
member in leadership position who wishes to exit from a club must clear with the club’s
patron.

Out of the total revenue generated from the club’s activities and registration fees, 50% is
allocated to supporting the ongoing club activities, 30% is allocated to organizing the club’s
annual parties or outgoings outside the school. The balance is saved for the club. The school
supports the club’s annual parties or outgoing by contributing 70% of the amount allocated
for the activities or events.

It is compatible with windows 7/8/8.1/10/11

CHAPTER 1; SYSTEM ANALYSIS

1.1 INTRODUCTION
In this stage problems were identified, understood and constraints limiting solution found.

The researcher carried out enough research and considered the following:

1. Whether proposed system was best of all.

2. Problem associated with the current system.

1.2 PROBLEM DEFINITION

The current system which is used in the club management is a manual system. The member’s details are
entered and stored manually using a paper and pen. Club transactions are also done manually where
calculations are done on paper. Updates in the system are done manually.
The revenue generated from the revenue generating club activities were calculated manually. Errors
during calculations were present

Some of the problems associated to the current system:

1. Inefficient Membership Management: Tracking member details such as

admission numbers, names, classes and roles is time consuming and tiresome. Manual
registration leads to delays and time wastage.
2. Complex Calculations: The collection of registration fees, revenue from club
activities and allocation of funds for the events and savings are prone to calculation errors
3. Limited reporting capabilities: Generating reports for membership
summaries, financial transactions or activity outcomes is time-intensive and lacks the
precision required for informed decision making by patrons and school administrators.

1.3 PROBLEM ANALYSIS

Victory School Club System is aiming at resolving the following problems associated with the
existing system:

1. Redundancy of records.
2. poor data security
3. Unreliability
4. Occupation of large space
5. Delayed inaccurate reports

1.4 EXISTING SYSTEM

1.4.1 Overview and Structure

The existing system is a manual system which member’s details are entered into paper manually
using a pen. Calculations pertaining the transactions in club are done manually. The updates in
the system are done manually. The funds generated by the fund generating activities were
calculated and reports created. This process was tiresome and cumbersome.

1.4.2 System Structure

 Students manually fill registration forms which are then reviewed and stored by the club patron
 Registration funds are collected in cash and recorded manually in financial ledgers
  Club patrons and leaders manually track details of activities and events on paper
 Reports on memberships, activities and financial summaries are manually prepared by
consolidating data from different notebook and ledgers.

The manual structure demonstrates significant inefficiencies and risks necessitating the design and
implementation of more reliable automated system.

1.4.3 Objectives of the New System

The new system to be implemented is meant to ensure smooth running of the club activities.

Some of the objectives are:

1. To automate data entry

2. To solve problems in the old system
3. To automate data manipulation process such as club revenue collection
4. To produce necessary and timely output inform of report
5. To provide security to information stored

1.5 PROPOSED SYSTEM

1.5.1 Introduction
The proposed Victory School Club Membership System is designed to replace the existing manual
process with an automated, efficient, and user-friendly database management system.

1.5.2 Scope of the system

The scope of the proposed computerized system for Victory School Club membership system include the
following

Membership Management
 Automated registration of students to one or more clubs
 Easy update of membership when students leave or join the club

Financial Management
 Automated tracking of registration funds and revenue from the clubs
 Calculation and allocation of funds to ongoing activities, annual events and savings.
 Transparent and accurate financial summaries for each club.
Activity Tracking
 Recording details of revenue-generating activities such as event names.
 Providing insight into the success and impact of past activities to guide future planning.

Reporting
 Generation of real-time reports for membership summaries, financial, transaction and
activity outcomes.
 Customizing reports to meet the needs of club patron and school administration.

Security and Data integrity

 Regular data backup to prevent data loss

User-friendliness Interface
 Use of forms to facilitate easy data entry
 Simple navigation from one club to another membership forms

In summary, the proposed will provide a comprehensive and automated solution in managing the various
activities and operation of Victory School Clubs

1.5.3 Benefits of the Proposed System

1. Accurate data entry and manipulation
2. Saves time
3. Enhanced data integrity
4. Neat accurate timely output
5. Updated record keeping ability

1.5.4 Disadvantages of the Proposed System

1. Initial cost is high
2. Time consuming in implementation since it may involve training of users
3. Some club members or members of the school administration may be resistant to change
4. Technical issues such as system failures, software bugs and security breaches leading to
data losses.
1.5.5 Cost and benefit analysis

Cost analysis
The cost of implementing a computerized system of Victory School Club may include the following:

I. Software development and customization - this cost will depend on the complexity of the
system and the development team hired. The cost will range from Ksh50, 000 to Ksh200, 000.
II. Hardware procurement – This may include computers, servers, printers and other related
hardware. The cost could range from Ksh50, 000 to Ksh150, 000.
III. Implementation and training – This may include installation, configuration and training for the
school management and club patrons. This cost could range from Ksh30, 000 to Ksh100, 000.
IV. Maintenance and support – This may include software upgrades, bug fixing, and other
maintenance cost. This cost may range from Ksh10, 000 to Ksh65, 000 per annum.

Benefits analysis
I. Increased efficiency – The computerized system will automate many manual processes such as
registration of students to different clubs thus reducing time and effort to complete the task.
This would increase efficiency of the club’s operations.
II. Improved accuracy – By reducing the number of manual processes, the computerized system
will reduce the probability of human errors thus improving the accuracy of the club’s records.
III. Increased revenue – by improving the efficiency and accuracy of its operation, the clubs would
be able to increase the income by serving more members and reducing operation costs.
IV. Better reporting – The computerized system would provide detailed reports on various aspects
of the club activity operations allowing for better decision making.

1.5.6 Feasibility study

Technical Feasibility
Adequate research was carried and it was found that the technology and skills available are
enough to develop and maintain the proposed system.
Operational Feasibility
The system was found to be user-friendly and the users found it fascinating to use it and obtain
accurate information. The workers new to the system could easily be taught on how to use the
system.

Schedule Feasibility
The whole procedure of developing the system is estimated to take duration of 7 months. The
procedure is as follows.

Phase Stage Period taken

Developmental System analysis 4 weeks

System design 1 week

System coding 5 weeks

Operational System testing 2 weeks

System implementation 3 weeks

Documentation 5 weeks

Support System review 3 weeks

System maintenance 4 weeks

Presentation 1 week

Total duration 28 weeks

Economic Feasibility
Having the necessary resources the development and implementation of the proposed system is
postulated to be cheap than the manual system which requires purchase of ledgers and other
record keeping documents.
Conclusion: Based on the results of the feasibility study, it can be concluded that the
development of the computerized system of Victory School Club Management system is
operationally, technically and financially beneficial.

CHAPTER 2: INFORMATION GATHERING

For the Victory School Club Membership system project, I managed to perform data collection
in a systematic and organized manner to ensure accuracy and completeness of the information. I
employed the following methods during data collection:

I. Observation

I made observation on the club transaction processes to gather information on how long it
takes to capture data and attend to members joining the clubs.

II. Interviews

I managed to engage some of the club patrons and the school administration to gather
information about club operations and registration requirements

III. Questionnaires

I managed to design open and closed questionnaires and give to the club patrons, members of
the school administration, club leaders, and some club members so as to get their views on
clubs operations. The questionnaires were designed to be user-friendly and easy to complete.

The collected data was then verified and to ensure that it was accurate and complete. This
involved checking for inconveniences, correcting errors and removing duplicates. Finally the
data was entered into the database system using Microsoft Access and organized into tables for
efficient and effective retrieval and analysis

Conclusion: Data collected for the computerized system was collected using a combination of
methods such as observation, conducting interviews and administering of questionnaires. The
collected data was then verified to ensure that it was accurate and complete. Finally it was then
entered into database system in an organized manner.
CHAPTER 3; SYSTEM REQUIREMENTS AND
SPECIFICATIONS
The system requirements and specifications for the proposed Victory School Club management
computerized system include:

Hardware requirements
Processor Intel Core i3 7TH Generation

Memory 8GB

Hard Disk 1TB

Keyboard and Mouse USB type

Software Requirements
Operating system Windows 8 or later

Application system Microsoft Access, SQL server or its equivalents

Programming language VISUAL BASIC APPLICATION (VBA)

Functional Requirements
The system should be able to perform the following functions:

I. Store and manage details of school clubs and their patrons.

II. Store and manage student membership including their specific roles in the clubs.
III. Store and manage club activities and events.
 IV. Track members who join or leave a club at the beginning of an academic year.
V. Manage club finances generated from club activities, including registration fees and expenses.
VI. Compute the school’s financial contributions to the clubs’ activities.
VII. Compute the savings for each club.
VIII. Generate reports of the financial summaries of the clubs.
IX. Generate report of clubs’ activities and events.

Non-functional requirements
I. Security – The system should have proper safety measures to ensure the confidentiality and
protection of sensitive information
II. Performance – The system should be able to process transactions and generate reports
efficiently and in timely manners.
III. User-friendly interphase – The system should have an interactive interphase that is easy to use
for the club patrons and the members of the schools administration.
IV. Scalability – The system should be designed to accommodate future growth and expansion of
the clubs in the school

CHAPTER 4: SYSTEM DESIGN

4.1 SYSTEM FLOWCHART

The following are the flowcharts representing how data flows in the system:

 User flowchart- This represents how the users of the system, who are the patrons input
data into the system.
 Admin flowchart- This represents how the administrators of the system can view and
edit data entered into the flowchart.

4.1.1 USER FLOWCHART

START
4.1.2 ADMIN FLOWCHART

4.2 INPUT DESIGN

4.2.1 TABLE DESIGN

The following are the tables that store the data for the system:

FIELD NAME DATA TYPE DESCRIPTION

ACTIVITY ID SHORT TEXT ACTIVITY UNIQUE IDENTIFICATION NUMBER
CLUB ID SHORT TEXT CLUB UNIQUE IDENTIFICATION NUMBER
ACTIVITY NAME SHORT TEXT NAME OF THE ACTIVITY HELD
DATE HELD DATE/TIME DATE WHEN THE ACTIVITY WAS HELD
AMOUNT COLLECTED CURRENCY AMOUNT COLLECTED BY THE ACTIVITY
Table 1.0 Activity Table

FIELD NAME DATA TYPE DESCRIPTION

CLUB ID SHORT TEXT CLUB UNIQUE IDENTIFICATION NUMBER
CLUB NAME SHORT TEXT NAME OF THE CLUB
REGISTRATION FEE CALCULATED AMOUNT PAID FO REGISTRATION BY MEMBERS
PATRON ID SHORT TEXT PATRON UNIQUE IDENTIFICATION NUMBER
Table 1.1 Club Table
FIELD NAME DATA TYPE DESCRIPTION
ATTENDANCE ID SHORT TEXT ATTENDANCE UNIQUE IDENTIFICATION NUMBER
MEMBER ID SHORT TEXT MEMBERS UNIQUE IDENTIFICATION NUMBER
ACTIVITY ID SHORT TEXT ACTIVITY UNIQUE IDENTIFIATION NUMBER
DATE ATTENDED SHORT TEXT ATTENDANCE DATE BY MEMBERS
Table 1.2 Event Attendance Table

FIELD NAME DATA TYPE DESCRIPTION

FINANCE ID SHORT TEXT FINANCE UNIQUE IDENTIFICATION NUMBER
CLUB ID SHORT TEXT CLUB UNIQUE IDENTIFICATION NUMBER
TOTAL REVENUE CURRENCY TOTAL REVENUE GAINED BY THE CLUB
CLUB ACTIVITIES CALCULATED AMOUNT CONTRIBUTED BY THE SCHOOL
CLUB PARTY CALCULATED AMOUNT SAVED BY THE CLUB
CLUB SAVINGS CALCULATED AMOUNT ALLOCATED SAVED BY THE CLUB
SCHOOL CONTRIBUTION CALCULATED AMOUNT CONTRIBUTED BY THE SCHOOL
Table 1.3 Finance Table

FIELD NAME DATA TYPE

TRANSITION ID SHORT TEXT TRANSITION UNIQUE IDENTIFICATION NUMBER
MEMBER ID SHORT TEXT MEMBERS UNIQUE IDENTIFICARION NUMBER
CLUB ID SHORT TEXT CLUB UNIQUE IDENTIFICATION NUMBER
STATUS SHORT TEXT WHETHER THE MEMBER IS ACTIVE OR NOT
DATE JOINED DATE/TIME DATE WHEN THE MEMBERS JOINED
Table 1.4 Member Transition Table

FIELD NAME DATA TYPE DESCRIPTION

MEMBERS ID SHORT TEXT MEMBERS UNIQUE IDENTIFICATION NUMBER
ADM NO NUMBER MEMBERS SCHOOL ADMISSION NUMBER
CLASS SHORT TEXT MEMBERS CLASS AND STREAM
CLUB ID SHORT TEXT CLUB UNIQUE IDENTIFICATION NUMBER
ROLE SHORT TEXT MEMBERS ROLE IN THE CLUB
DATE JOINED DATE/TIME DATE MEMBER JOINED THE CLUB
DATE LEFT DATE/TIME DATE MEMBER LEFT THE CLUB
Table 1.5 Members Table

FIELD NAME DATA TYPE DESCRIPTION

PATRON ID SHORT TEXT PATRON UNIQUE IDENTIFICATION NUMBER
PATRON NAME SHORT TEXT NAME OF THE PATRON
EMAIL HYPERLINK EMAIL ADDRESS OF THE PATRON
CLUB ID SHORT TEXT CLUB UNIQUE IDENTIFICATION NUMBER
Table 1.6 Patron Table

FIELD TABLE DATA TYPE DESCRIPTION

PAYMENT ID SHORT TEXT PAYMENT UNQUE IDENTIFICATION NUMBER
MEMBER ID SHORT TEXT MEMBERS UNIQUE IDENTIFICATION NUMBER
CLUB ID SHORT TEXT CLUB UNIQUE IDENTIFICATION NUMBER
AMOUNT PAID CURRENCY AMOUNT PAID BY MEMBERS
DATE PAID DATE/TIME DATE PAID BY MEMBERS
Table 1.7 Payment Table

4.2.2 FORM DESIGN

4.3 OUTPUT DESIGN

4.3.1 REPORTS
CHAPTER 5; SYSTEM CONSTRUCTION
After acquiring the required hardware and software, we are ready to implement the design into a
computer system using Microsoft Access. The name of the new system is VICTORY SCHOOL CLUB
MANAGEMENT SYSTEM.

To construct the VICTORY SCHOOL CLUB MANAGEMENT SYSTEM, we start by creating a database which
will be populated using related tables, queries, forms and reports.

5.1 DATABASE RELATIONSHIP DIAGRAM

The database relationship design is an implementation of the design shown earlier.
CHAPTER 6: USER MANUAL
Welcome to the user manual for Victory School Club management system. This manual is designed to
guide the user on how to user the computerized system developed. The system is intended to simplify
the management of various club activities including: membership registration, recording event
facilitation and store inventory management.

This manual is intended mainly for the club patrons responsible for maintaining and operating the
system. It assumes a basic understanding of Microsoft Access which is the platform used to build the
system. The manual provides step by step instructions on how to perform different functions in the
system as well as detailed explanations on the various features and capabilities of the system.

Before using the manual it is recommended that you have a good understanding of the Victory School
Club Management System operations and procedures.

Let’s begin!

6.1 HOW TO INSTALL, START AND RUN THE SYSTEM

1. The system software is copied from installation disk, and pasted in documents folder. A shortcut
icon may be created in the desktop.
2. Confirm the presence of the Microsoft Access System in the machine.
3. Click on the icon so as to launch the system.
4. After opening the system a loading screen appears that requires you to patiently wait until the
loading bar reaches 100%
5. A login screen is then displayed that requires the user to login as either a patron or an
administrator.

If you are the administrator login as follows:

 USERNAME ADMIN

PASSWORD 2025

If you are the club patron login as follows:

USERNAME USER

PASSWORD 2024

ADMINISTRATOR.
1. Once you, the administrator, enter the correct username and password, click login.
2. You will be directed to the ADMINISTRATOR DASHBOARD where you will be able to access
different forms and reports of the clubs

FORMS
1. To access the club forms simply press the form button. This will direct you to the various forms
for input namely: Activities, Clubs, Event Attendees, Finance, Members, Member Transition,
Patron, Payment, Leaders.
 2. So as to view and input data in the various forms simply click on the desired button to direct you
to the input scree. E.g. the activities form:

3. To add a new activity simply click the add button

4. To save your records simply click the save button
5. To delete one of the records simply click the delete button
6. To navigate from on record to another, use the buttons labeled previous and next in the
navigation.
7. To return to the form screen simply click the BACK button

GENERATE REPORTS
1. To generate reports, simply click on the button labeled Reports in the ADMINS dashboard. This
will take you to the reports screen.

2. To generate desired reports simply click on the desired button.

E.g. To generate a report on club activities simply click on the button labeled activities and a
report as the one shown below will be generated.
CLUB PATRON
1. Once you, the Clubs patron, enter the correct username and password, click login.
2. You will be directed to the PATRON DASHBOARD.

3. Here you will be able to access details about your club by clicking on the button bearing your
club’s name. e.g. The agriculture club

By clicking the button labeled agriculture, you will be able to access and input more data about:
club members, club activities and club finance. This can be done by clicking on the desired
button.
4. To exit simply click the back button to return you to your previous location.
TROUBLESHOOTING GUIDES
Some small and harmful errors may occur while using the system. They have been tested and was
concluded that they cause no harm or damage to the data kept in the system.

CHAPTER 6: SYSTEM IMPLEMENTATION

STAFF TRAINING
The skilled personnel were scheduled to undergo training during the system design. This will ensure that
the appropriate skills are gained in time before the system is implemented to ensure that normal
operations run smoothly.

CHANGE OVER STRATEGIES

The Victory School Club management System will be implemented in two phases: Pilot phase and full
Rollout phase.
Pilot phase
During the pilot phase the system will be tested using dummy data by a select group of school staff
clients. This will enable us to identify any issues with the system and make necessary adjustments
before rolling the system to the entire school club management members.

The pilot phase will last for 2 weeks and will involve the following steps:

I. Data migration – The system developer will migrate the club’s existing data into the new system.
This will include the details of members, club activities, store inventory and financial summaries.
II. Training – The system developer will conduct training sessions for the pilot groups to ensure
they are familiar with new system and can use it effectively.
III. Testing - The pilot group will test the system using dummy data to ensure it meets the schools
requirements and identify any issues or problems that need to be addressed
IV. Feedback – the pilot group will provide feedback on the system’s functionality, ease of use and
any issues or problems encountered during testing.

Full Rollout Phase

Once the pilot phase is complete and necessary adjustments have been made to the system, the full
rollout phase will commence. The full rollout phase will include the following steps:

I. Communication – The school management team will communicate the rollout plans to all club
patrons. This will include the timeline for the rollout and changes to school procedures resulting
from the new system
II. Data Migration – The system the developer will migrate all club data into the new system.
III. Training – The system developer will conduct training sessions for all club patrons to ensure they
are familiar with the new system and can use efficiently.
IV. Testing – The new system will be tested using live data to ensure it meets the school club
requirements and identify any issues or problems that need to be addressed.
V. Support – The system developers will provide ongoing support to the school staff during the
rollout phase to ensure any issues or problems are resolved quickly and efficiently
VI. Evaluation – The club management team will evaluate the system performance after the rollout
phase to ensure it is meeting the club’s needs and identify any areas of improvement.
CHAPTER 7: SYSTEM REVIEW AND MAINTENANCE

OBJECTIVE
The system review was conducted to evaluate the extent to which the system met the goals and
objectives of the clubs. The review was identifying the strength and weaknesses of the system proposing
recommendations for improvements.

To conduct the objective approval, the review team used various methods including: system analysis,
user feedback and performance metrics.

The system analysis involved a comprehensive examination of the system’s design, functionality and
usability while the user feedback involved soliciting input from users on their experience with the
system. Performance metrics were used to measure the system’s performance in terms of speed,
reliability and accuracy.

Based on the analysis of the data collected, the review team found the system met most of the school
clubs recommendations and goals and objectives. The system was found to be reliable, efficient and
user-friendly. However there were some areas that requires improvement such as to increase some
additional features to enhance functionality and usability.

To address the identified weaknesses the review team proposed several recommendations, including
the implementation of new features, improvement of existing features and increasing user training. The
recommendations were aimed at improving the system’s performance, reliability and usability.

CHALLENGES ENCOUNTERED DURING SYSTEM

DEVELOPMENT.
During the system development phase some challenges were encountered. These challenges include:

I. Technical issues – hardware and software issues

II. Requirement changes – when changes arose the I had to go back to the system to make some
amendments
III. Training – requires significant investment of time and resources

RECOMMENDATIONS
Based on the System the following recommendations were suggested:
 I. Improve user training and support. To address the weakness of the system’s complexity, it is
recommended to provide more user training and support. This could include user manuals,
online tutorials and face to face training sessions to ensure users are comfortable with the
system and they can use it efficiently
II. Enhance data validation and error checking – to reduce the potential for data entry errors, it is
recommended to implement more enhanced data validation and error checking features. This
could include additional input masks, validation rules and real time errors feedback to alert
users of potential errors and prevent them from being saved to the system
III. Implement regular data backups and security measures – to prevent the risk of data loss or
unauthorized access, it is recommended to implement regular data backups and security
measures. This could include regular backup to an off-site location, encryption of sensitive data,
the user access controls to limit who can view or edit certain data.
IV. Evaluate system performance regularly – to ensure the system is performing optimally, it is
recommended to perform regular performance evaluation. This could include reviewing system
logs, analyzing user feedback and conducting periodic system tests to identify and address any
performance issues.

By implementing these recommendations, the Victory School Club Management System can improve
the effectiveness, efficiency and security of the automated system thus leading to better outcomes for
its members and the school as a whole.

CONCLUSION
In conclusion the development and implementation of the automated system for Victory School Club
Management System has greatly improved club’s operation and management. The system has enhanced
registration process for new members, facilitated the management of funds allocation and activities that
clubs engage in and enable efficient registration fee collection for club membership. Despite the
challenges faced during the development phase, the system strengths have overweighed its
weaknesses. The system review has also highlighted some areas of improvement and recommended
solutions will help enhance the system’s functionality and effectiveness. Overall the automated system
has significantly contributed in the success if growth of Victory School Club , and is highly recommended
for adoption by other schools.
BIBLIOGRAPHY
The bibliography below shows a list of of books and reference materials used in developing Victory
School Club Management System

I. Mburu S & Chemwa G: Longhorn Secondary Computer Studies Form 4, Longhorn Publishers,
Nairobi.
II. Mburu S & Chemwa G: Longhorn Secondary Computer Studies Form 3, Longhorn Publishers,
Nairobi.

APPENDIX
Ksh – Kenya Shillings

TB – Terabyte

SQL – Structured Query Language

GB - Gigabyte