CHAPTER ONE 1.0 INTRODUCTION The research focused on automating the Kericho hostels.

The canteen was started in 2003. It came about as a means of meeting the daily needs of students. It has been operating manually since then with a lot of problems being experienced; nevertheless the manual system in use is not up to the expected standards. There are still problems that definitely need to be solved. 1.1 Description of the current system The system that exists in the organization is a manual system i.e. all the activities in the organization are done manually. Once a customer has booked all records are manually maintained. ORGANIZATIONAL STRUCTURE Principal

Manager

Registry

Accounts

Allocation

Fig 1.1

Organization Chart

FLOW CHART OF THE CURRENT SYSTEM

Start

Customer

YES

Book

NO

Book cancelled

Store in records

YES NO NO Help as required

Pay

Cancell ed

Yes

YES

Receipt

NO Keys Key issued

Vouchers

Receipt

Reports

Stop

Fig 1.2 Current System flowchart 1.2 Statement of the problem The organization has been experiencing problems due to the poorly managed organization that has made it suffer more loss than gains at the hands of con attendants. Some of these problems have led to misappropriation of funds hence the organization has become less effective day in day out without coming into realization that the problem is due to the manual system in use. The manual system has been unable to effectively check the cost of paying attendants who are paid on a commission from sales. In the current system it is not easy to hold any one accountable in cases of misappropriation of funds. It is also hard to keep track of the records of all the vehicles and their relevant information. The system is also tiresome and time wasting. These problems have proved a needed to come up with a software solution that will improve the management of the organization. 1.3 Purpose of the study i. To find out a way on how to improve the management of the airline. ii. To find out how the organization can improve the safety of the records and reduce paper work. iii. To establish a way to gap misappropriation of funds i.e. establish a way to improve accountability. 1.4 Project aims. The main aim of the project is to do away with the manual system and introduce an electronic system for the organization. The goals to achieve are:

i. Giving high quality services to the customers.

ii. Improve management. iii. Reduce paper work and improve the security of records. 1.5 Significance of the new systems objectives 1. The study was very significant to airline in general who would benefit in terms of accountability and profit maximization. 2. They benefited from the study by ensuring that the services are of high quality services to farmers. 3. The study would ensure that the organizations records are safe. The study will also help to increase efficiency and accuracy in the organization. 1.6 Limitation of the study and assumptions a) Shortage of funds. Money for the research was not enough to collect all the required data. The researcher was only able to conduct the research at home in Kericho district due to lack of funds. b) Lack of enough time The researcher got inadequate answers and all targeted levels of research were not fulfilled, this was due to lack of enough time. c) Poor response The researcher got less percentage of return due to ignorance. Some of the response given was uncertain and not to the expected standards

1.7

Scope of the study

The area under study was in Gusii Institute of Technology situated in Kisii town. The study was conducted in the May to July 2010. The methods used were questionnaires and interviews respectively.

CHAPTER TWO 2.0 2.1 LITERATURE REVIEW Introduction This chapter reviews issues considered in the automation of Kericho Hostels. It consists of different authors with different views on this sector. Conclusions arrived at include: i. To improve the management of an organization. ii. To increase or maximize profits by making sure that all expenses are accounted for. iii. To reduce paperwork and save time. iv. For efficient and excellent services to the customers. v. To ensure the safety of records. Most organizations have adopted the idea of Information Communication Technology to improve its services to the customers and to increase productivity. Information Technology demands that for it to be introduced in an organization, the personnel must be trained on how to work on new technology and should accept change i.e. the personnel should be introduced to newly introduced technology. This would make the working environment 6

conducive and would benefit the organization in so many aspects. Introduction of an electronic system in this organization should be considered as a progress that is aiming at development, accuracy, security, accountability and effectiveness.

2.2

Improve management of an organization

According to Fayol (2004), Management is the process of designing and maintaining an environment in which individuals working together in groups efficiently accomplish selected aims or objectives. Management should include introduction of systems that would help the organization accomplish selected goals and objectives. Management should focus on what needs to be done to achieve the objectives. Trivia (1966) emphasized technological management saying that managers consider themselves superstars but they should employ a tool to help increase productivity. Drucker (2000) gives out his view of management in relation to IT that the set goals of management can be accomplished if management accepts change, establishes targets and trains the individuals on how to go about the changes. 2.3 Improve efficiency

Mike Marcin a dispatcher (www.machine.com) says that with todays technology and professional training, we are able to maximize use of resources and schedule more efficiently than we could a few years ago hence there is a need to introduce the current status of technology. He relates efficiency with technology; he says that efficient scheduling and routing should be conducted safely and effectively everyday with proper pre-planning.

Laporte (1995) considers routing problems with turn penalties. The standard approach to these problems is a transformation or a changeover from old systems to electronic systems that would prove efficiency, scheduling of vehicles has always been considered as something of an art but increasingly it is evolving into predictable science. With the latest technology, transport software should be available technology will orchestrate an organization which is more stress free and accurate endeavor. 2.4 Security of records.

According to Wendy Robinson (1997) security measures should be taken to reduce danger deliberately or accidentally to physical or logical elements. Security should be aimed at protecting individuals from misuse of information. This shows that there is a need to introduce a system that would ensure security of these records. 2.5 Accountability of expenses Different authors gave their views on accountability. Allan Gerald (2003) considers that with auto-routing technology have greatly improved accuracy and accountability. 2.6 Summary. As per different views given by the authors, automation of this sector will ensure quick and efficient services to the customers. Every cent now more than ever before will be accounted for and fuel pump jams will be minimized because there will be timetabling of vehicles. The authors view that the system that most organizations use are outdated and do not ensure safety of records, these systems are tiresome and time consuming. Automation of the petrol management will solve these problems, that is, the researcher wants to come up with a software solution to these problems.

CHAPTER THREE 3.0 3.1 RESEARCH DESIGN AND METHODOLOGY Introduction

This chapter contains design and methodology used in conducting a research, which will achieve the desired objectives of the research. The information that the researcher collected will help in coming up with a software to solve problems in matatu sector. The chapter also contains data analysis and presentation procedures. 3.2 Research Design.

The researcher focused on establishing the effects of the manual system in hostel management system. The researcher used system structured and analysis design methodology (SSADM). This involves breaking the system into manageable phases. This method is concerned with identifying and defining problems, which are worthy solving. This design will help in playing a development role in the whole organization. 3.3 Sample design.

During the research, the researcher got different answers and suggestions about the manual system. The researcher was able to get these answers from the management and the users of the system. The table below shows the sample against target population.

Department Registration Allocation Finance Total 3.3.1 Sampling procedure

Population 2 6 2 10

Sample 1 3 1 5

The table shows 30.2% of the entire targeted population in the organization. 3.4 3.4.1 Data collection. Data collection instruments.

The method involved in conducting the research in the fields was primary and secondary sources. The researcher used interviews and questionnaire as the primary source that contained structured and unstructured questions. The researcher used both in order to gain much information that would help him in conducting the research and analyzing the data. Few hours were given to the staff members to fill in the questionnaire and later collected for sampling. The researcher also used secondary data sources by checking at how the workers were conducting their data to day tasks. This was of great advantage to the researcher because it gave him a clear view and understanding of the system. The researcher went through the literature of the organization and was able to view the organizational charts and the records the organization use in their manual system. 3.4.2 Data collection procedure.

The researcher presented an introductory letter from the Principal of Gusii Institute of Technology to the Manager Gusii Canteen. The manager scheduled for the research, which took place three weeks later. Interviews were used to conduct the research. 3.5 3.5.1 Data Analysis and Presentation. Feasibility study. 10

A feasibility report was drawn from the feasibility study based on the respondents point of view.

3.5.1.1 Technical feasibility. The researcher was able to observe the hardware and software in the organization and if they were compatible for an electronic system. The computers were in good condition and would support an electronic system that would change the current system into a more advanced system. 3.5.1.2 Operational feasibility. The researcher noted that the staff had no problem with the new system and would appreciate the changes brought in the organization. The researcher explained to those who never understood the benefits of computerization and they were very positive about the value it would add in their operations. 3.5.1.3 Economic feasibility. The researcher noted that for the new system to appear justified more resources would be committed to the system. However despite the cost, the benefits derived from the existing system are much less from the proposed system. The input and output from the old and the new systems have been described hence making the electronic system more viable. 3.6 Data Flow Diagrams. 3.6.1 Context diagram.
Student

1.0

Managemen t System

Kericho hostel

11

Context diagram for Kericho hostel Management System The system is named Canteen Management System. The primary purpose of the organization is to fast service and finance control. 3.6.2 Level 1 data flow diagram. Student

1.1

Registration

Application Reject/accept

Add new records

Student files

Accessing

records

Access store

Accounts

Receipt

Add new records

Payments Files

2.0

Allocation

2.0
Student Files

Meal card

The diagram depicts that order is first received at the order system. The customers are served tellers. The customer goes and pays at the accounts department.

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3.7 3.7.1

Conclusions based on findings. Alternative solutions.

Based on the findings of the researcher, there are four ways that can be used to computerize the systems. (i) Alternative one. The organization can decide to retain the current manual system which is prone to errors, time wasting, and tiresome. (ii) Alternative two. The organization can buy shelf packages. This will include commonly used programs that can be bought and used in the organization. (iii) Alternative three. Customizing software packages that can be made to work in an organization. (iv) Alternative four. Developing software that a programmer comes up with i.e. a computer program on the findings the researcher has made. 3.8 Recommendations.

The researcher advised the organization to develop an in house software that would prove efficient, meet the end users requirements, ensure the safety of records, ensure accountability of expenses and ensure excellent services to the customers. The software will be a solution to achieve the organizations goals and objectives and also solve most of the problems appearing in the manual system.

13

CHAPTER FOUR 4.0 4.1 DESIGN Introduction

This chapter involves developing a program structure by breaking the overall design into many smaller programs as necessary for easy understanding of the code. Detailed design will be dealt with. The design will consist of data design, process design and physical design. 4.2 Data Design

The researcher was able to view records in the organization. This data helped the researcher to gather information to build the proposed system. 4.2.1 Relational Databases

To reduce redundancies in data description, the researcher employed normalization as a way of examining data and its relation. Records were examined to see whether there was any relationship. Any data related was grouped together. 4.2.2 Logical Composite Data Design

The researchers examined all the entities and were input to the computer. The data input included Registration Details

14

Allocations

Finance Details

15

4.2.3

Entity life history

The researcher considered three entities in the organization. The entities are as follows: Registration Admno Name Course Gender Status Address Finance Admno Hostel number Cube number Size Amount

Allocations Hostel number Hostel name Cube number Size Cost

Below is the entity relationship for the proposed system.

Students

Registration

From the above entity life history, many children can be contained in one home. The relationship is therefore one to many.

16

4.3 4.3.1

Process Design Data capture.

Students

ADD

CANCEL

EXIT

Add new

Change details

Close the form

Accounts

ADD

SAVE

DELETE

CANCEL

EXIT

Add new payments

Save changes and update registration

Remove records from reservation

Change details

Close the form

17

4.4

Physical design.

From the manual system, the researcher designed a user-friendly form that is easy for the end users and the organization in whole. The researcher also ensured security by providing passwords to the forms.

Splash screen

Log in Menu

Reg.

Allocations

Accounts

Deposits Students Registration

18

4.5 4.5.1

Input design Splash Screen

4.5.2 Login Form

4.5.2

Main Menu

19

4.5.3

Registration Form

20

21

4.5.4

Allocation Form

4.5.5

Finance Form

22

4.6 Output Design 4.6.1 Sales Report

4.6.2

Allocation Report

23

24

4.6.3

Finance Form

4.7 4.7.1

CODING Splash Form Private Sub Form_Load() Pb.Value = Pb.Value + 0 If Pb.Value = 100 Then Unload Me frmLogin.Show End If Call CenterForm(Me) Call CenterForm(frmsplashform) End Sub Private Sub Timer1_Timer() Pb.Value = Pb.Value + 1 If Pb.Value = 100 Then Unload Me 25

frmLogin.Show End If End Sub 4.7.2 Login Option Explicit Public LoginSucceeded As Boolean Private Sub cmdCancel_Click() Dim ans As Integer ans = MsgBox("Are sure you want to close?", vbYesNo + vbQuestion, "MEKA software Solutions") If ans = vbYes Then End Else Exit Sub End If End Sub Private Sub cmdOK_Click() 'check for correct password If (txtUserName = "user" And txtPassword = "user") Or (txtUserName = "admin" And txtPassword = "admin") Or (txtUserName = "USER" And txtPassword = "USER") Or (txtUserName = "ADMIN" And txtPassword = "ADMIN") Or (txtUserName = "joydeep" And txtPassword = "das") Or (txtUserName = "abhi" And txtPassword = "mahata") Or (txtUserName = "abhishek" And txtPassword = "yadav") Then 'place code to here to pass the 'success to the calling sub 'setting a global var is the easiest LoginSucceeded = True Me.Hide frmmenu.Show Else MsgBox "Wrong Password or Username, Try Again!", , "Login Details" 26

txtUserName.SetFocus txtUserName.Text = "" txtPassword.Text = "" End If End Sub Private Sub Timer1_Timer() Label1.Caption = Date Label2.Caption = Time End Sub 4.7.3 Menu Private Sub cmddeposits_Click() frmregistration.Show End Sub Private Sub cmdmars_Click() rptregistration.Show End Sub Private Sub cmdpluto_Click() rptallocations.Show End Sub Private Sub cmdsales_Click() frmfinance.Show End Sub Private Sub cmdsupply_Click() frmallocations.Show End Sub Private Sub cmdvenus_Click() rptfinance.Show End Sub

27

4.7.4 Registration Private Sub cmdadd_Click() Adodc1.Recordset.AddNew End Sub Private Sub cmdCancel_Click() txtadmno.Text = "" txtname.Text = "" txtcourse.Text = "" txtstatus.Text = "" txtgender.Text = "" txtaddress.Text = "" txtyear.Text = "" End Sub Private Sub cmdexit_Click() Me.Hide End Sub 4.7.5 Allocations Private Sub Cmdadd_Click() Data1.Recordset.AddNew End Sub Private Sub cmdCancel_Click() txtid Number.Text = "" txtname.Text = "" txtdepartment.Text = "" txtjobtitle = "" txtdistrict = "" txtdivision.Text = "" txttown.Text = "" End Sub Private Sub cmdclocse_click() Unload Me End Sub 28

Private Sub cmddelete_click() confirm = MsgBox("are you want to delete this record?", vbYesNo, "confirm deletion") If confirm = vbYes Then adoregistration.Recordset.Delete MsgBox "record delete!", , "message" End If End Sub Private Sub cmdsave_click() If txtname.Text = "" Then MsgBox "cannot save empty spacce!!!" txtname.SetFocus Else adostaffdetails.Recordset.Update End If cmdadd.Enabled = True End Sub Private Sub cmdsearch_click() With adostaffdetails.Recordset .MoveFirst .Find "staffno like""&text1.text&" If Not .EOF Then MsgBox "officer in our records ", vbInformation, "search results" txt1.SetFocus Else MsgBox "officer not entered in our records", vbInformation, "search results" adostaffdetailes.Recordset.MoveFirst txt1.Text = "" txt1.SetFocus End If End With End Sub 29

4.7.6 Finance Private Sub cmdadd_Click() Adodc1.Recordset.AddNew End Sub Private Sub cmdCancel_Click() txthostelnumber.Text = "" txtname.Text = "" txtcubenumber.Text = "" txtsize.Text = "" txtcost.Text = "" End Sub Private Sub cmdexit_Click() Me.Hide End Sub

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CHAPTER FIVE 5.0 5.1 IMPLEMENTATION Introduction. This chapter includes software that has been built as a result of the design made by the researcher. This will help to carry out the organizations task as per the users requirements. The prototype will mostly focus on the database, inputs, processes and outputs that are the basic systems components. The end users suggest change and the prototype is revised to accommodate these changes. 5.2.1 Program testing.

The aim of testing was to detect any errors that can cause the program to fail. A successful test should be one that does not show up the presence of errors rather the reverse. This kind of test ensured compatibility of the hardware and the software. 5.2.2 Types of testing. The researcher used different methods to test the data. (i) Storage testing Plays a role in testing that the capacity of data can be held by the system on any medium. (ii) Code testing Testing that ensures that codes are being well executed. (iii) Recovery and robustness Ensures that the system can recover in case of power black out and power surge.

31

5.3 System installation requirements. The researcher found out that the organization needs a computer with the following specifications. i. Should be an Intel Pentium 4. ii. High powered uninterrupted power supply (UPS) iii. Should have a RAM of 2GB. iv. A hard disk of 400GB. v. A speed of 3.0 GHz

vi. A laser jet printer to print hardcopy outputs. 5.4 Controls. The researcher introduced control measures i.e. restricting the system access by means of passwords, data encryption, and decentralization of data. 5.5 Site preparation. The researchers view was that a room to be set aside that was well ventilated; the floors carpeted and dust free. These specifications were enough o host the proposed system. 5.6 Training employees. The change of old system prompted a need for the personnel to acquire detailed knowledge on how to use the new system. The training was to be made successful by providing system manuals and training the working hours.

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CHAPTER SIX 6.0 6.1.1 DOCUMENTATION Introduction Documentation is a means of communication between the analyst and users of the system. Documentation consists of users request, specifies the procedure required for running the system by the operations personnel, gives general sequence of events for performing the work and defines precise procedures for data control and security, data preparation, program running and output distribution. It is for the use of anyone who wishes to understand the detailed working of a program. 6.1.2 Documentation of system specification. Encompasses of all information needed to define the proposed computer based system. The proposed systems software was coded on visual basic platform version 6. 6.1.3 1nput. Input should be established effectively by making sure that data are correctly entered into the computer. Data is then stored in the database. 6.1.4 Processing. This involves clicking on the command buttons to get the required results. The outputs will be determined by the effectiveness of processing inputs. 6.1.5 Output. The processed data is produced in a softcopy form or hardcopy depending on what the user requires. The output should have no errors that can be created during input or processing. 33

6.2 Documentation of program design tools. 6.2.1 Flow chart symbols.

NAME Process Terminator Connector Decision Document Flow lines Input/output

SYMBOL

DESCRIPTION Transformation of data.. Begins and ends a program. Connects two or more flowcharts. Options between conditions. Printed document. Direction of flow. Inflow ad outflow of data.

Display 6.3 Documentation of the coding used.

Shows processed data.

The researcher subdivided the program into smaller manageable modules that made it easier. This made sure that each component was completed at a time. 6.4 Documentation of the test plan. After coding each component module, the testing of each module followed suite. Testing was to ensure that the modules were free from errors. 6.5 Documentation of the user manual. The user manual was designed to specifically provide instructions and guidelines to the users concerning the proposed system.

CHAPTER SEVEN 7.0 7.1 LIMITATIONS, PROBLEMS AREAS AND FUTURE IMPROVEMENTS. Introduction. 34

This chapter shows the limitations, problem areas and future improvements that can be solved by the new system. 7.2 Problem areas. 7.2.1 Input errors Input determines the output to be produced. If there is an error during input, processing will continue but the outputs will have errors. 7.2.2 Viruses Computer viruses affected the files hence making them to get lost or the program to appear to have errors while in the real sense is free from errors. 7.2.3 power failure There is constant power surge and power black outs in the organization 7.3 Future improvements. The researcher concluded that the organization needs to network its departments to enable sharing of resources and also ease communication. Different departments should also be integrated by the new system to ensure accuracy and efficiency between departments.

CHAPTER EIGHT 8.0 CONCLUSION 8.1 Degree of success. 35

It is due to the hard work of the researcher that has proved the success of development of the new system. The research has been done intensively hence giving proper explanation in design and more so documentation that is very friendly to the user. The researcher has also ensured that the program is flexible for future improvement. 8.2 Learning experience. The study builds a conclusion that the achievement of the organization will depend on the relationship between the management, the staff and the customers. 8.3 Cost incurred. Cost incurred Transport. Interviews and questionnaire preparation. Printing Binding Photocopying Stationery Blank CDS Total Amount. 200 800 1,200 600 450 400 200 3,850

8.4

Resource materials. The following are the materials that helped the researcher to accomplish the research: Stephen Doyle information system third edition published in 2001 by

Nelson Thornes Limited Delta Place. Wendy Robinson Strategic management information system 2nd edition

published in Great Britain Pearson education page 6 and 13. 36

Kenneth E. Kendel and Julia E Kendel (2005) system analysis and design

5th edition published by Baba Barkhan printers in India. Newspaper daily nation dated July 2001 page 12.

APPENDIX I

GUSII INSTITUTE OF TECHNOLOGY, P.O. BOX 222, KISII. OUR REF: GIT/NOTICE/VOL.2/12 37

YOUR REF: ........................................ DATE: 15th May 2012 TO WHOM IT MAY CONCERN Dear Sir/ Madam RE: LINETH CHEROTICH ADMNO. 9594 This letter is to confirm to you that the person whose names and admission number appears above is a bona fide student of Gusii Institute of Technology pursuing a Diploma in Information Technology course. As a course requirement he is supposed to undertake research project for the award of the above Diploma. The title of the Research is AUTOMATION OF HOSTEL MANAGEMENT SYSTEM. Any assistance accorded him will be self rewarding. Yours Faithfully Athanas Mokaya Principal

APPENDIX II QUESTIONNAIRE Dear Respondent, I am a student at Gusii Institute of Technology pursuing a Diploma in Computer studies in partial fulfilment for the qualification for the award of the Diploma, I am to carry a research and write a report. System. Kindly respond to the questionnaire with ultimate honesty. The information will be held in confidence and will be used for academic purposes only. Please DO NOT write your name My research focuses on Kericho Hostel Management

38

or PIN anywhere in the questionnaire. Place a tick in as appropriate and explain when required in the spaces provided. Thank you for taking time to support this study. SECTION A: 1. Gender 2. Age Bracket PERSONAL DATA Male 20-25 36-39
3. Department

Female 26-29 above 40 Accounts 30-35

Administration
Maintenance

SECTION B: SYSTEM OPERATIONS 1) In that department, what exactly do you deal with? 2) Do you encounter any problems in the organization when dealing with customers? (a) Yes (b) No 3) If yes what are the problems? 4) Are you satisfied with the management of the organization? (a) Yes (b) No 5) If no, why? 6) Are the owners satisfied with how the organization is run?

39

 7) How do you cater for finances? 8) What can you say about the manual system that you use? 9) What about introducing a computerized system that will solve all these problems?

40