USER MANUAL

For

Bible Study Groups Allocation System (BSGAS)

Presented By: Carolyne .N. Ndungu

S13/20058/05

Presented to:

Dr.Githeko

Egerton University
This is partial fulfillment of a Bachelors Degree in Computer Science

March2009

Table of contents
1.0 Introduction................................................................................................................................
2.0 Getting started............................................................................................................................
3.0 Running System.........................................................................................................................
3.1 Logging into the system.......................................................................................................
3.2 The Menu.............................................................................................................................
3.2.0 BS Group Allocation....................................................................................................
3.2.1 General.........................................................................................................................
3.2.2 Membership Management............................................................................................
3.2.3 My Profile ...................................................................................................................
3.2.4 Logout..........................................................................................................................
4.0 BS Group Allocation.................................................................................................................
4.1 BS Registration....................................................................................................................
4.2 View BS Groups...................................................................................................................
4.3 Current BS Group Pastors....................................................................................................
5.0 Membership Management.........................................................................................................
5.1 New Members registration...................................................................................................
5.1.1 View Member Details.................................................................................................
5.1.2 Edit Member Details..................................................................................................
5.1.3 Delete Member Details..............................................................................................
5.2 SET UP.................................................................................................................................
5.2.0 Faculty........................................................................................................................
5.2.1 Year.............................................................................................................................
5.2.2 Regional Team............................................................................................................
5.2.0 Group Size..................................................................................................................
5.3 Members Report.....................................................................................................................
6.0 General......................................................................................................................................
6.1Search for Bs Groups............................................................................................................
7.0 Administration............................................................................................................................
7.1System Admin.......................................................................................................................
7.1.Groups..............................................................................................................................

7.2.Users................................................................................................................................
7.3.User Access Rights..........................................................................................................
7.2 Super Admin........................................................................................................................
7.2.1.Companies.....................................................................................................................
7.2.2.Company Administrators..............................................................................................
7.2.1.Menuitems.....................................................................................................................
8.0 .Conclusions...............................................................................................................................
9.0 .Documentation and source materials........................................................................................

1.0 Introduction
This User Manual is designed to provide guidelines on how to use the BS Allocation
System OBSAS. This document will provide critical and important guidelines on how
to use the system and will form a basis for using any future versions of the system.
This manual targets the members of the Pastoral Committee and any other interested
parties who would like to use the system.
Assumptions
The writers of this manual made the following assumptions:1. The user is conversant with their windows Linux operating system.
2. The user is able to launch applications from their desktop environment.
3. The user can be able to make use of standard input devices such as the keyboard
and mouse effectively
4. The user has Knowledge of the Christian Unions Bible Study Groups and
constraints applied during the formation process in order to understand and
appreciate the power unleashed by the functions in the system.

1.1System requirements
This is a summary of both hardware and software specifications for the optimal
performance of the system.
Software Requirements

Type

Product Name

Function/ Description

Operating System

Microsoft Windows XP or
higher/Vista/Linux

System can operate under windows

operating system. The OS supports
BSGAS software as an application.

Database Management
System

MYSQL Server

Database Management

Antivirus

Any good antivirus such as or

kaspersky

For system and data security

Other Utilities

internet Explorer /firefox

moxilla

For running the application

Hardware requirements
Type

Specification

Function/Description

Input Devices

Mouse/Keyboard

To enter alphanumeric characters and

feed/select commands into the computer
system

Visual Display Unit

VGA enabled, color monitor with antiglare screen To display soft copy of
output document

Printers

Capable of printing color, black &

white to print documents

1.7 GHz Intel

Processor,1GB RAM

To carry out quick processing of data

Hard disks

60 GB for storage of data and software

that will be used

Output Devices

Central
Processing Unit

Storage
Devices

Network
devices

CD-ROM Drives and

discs

56X with CD-recording capabilities

Backup of data and program files

Flash Disks

1 GB. This will be used for storage and

transfer of larger files regularly.

Ethernet adapter

Support for 10
transmission speed.

Cables and sockets

RJ45 cables for direct cable

connection of network computers a
medium for carrying data across
network.

to

100

2.0 Getting Started

2.1 Installation
To Install OBSGAS

Insert Your installer CD into the CD drive

Browse the cd for Setup.exe file

Double-click on the setup file
Follow the wizard instructions to install
Once done, open the installation path of your program usually in the
Program Files folder
Copy the following files into the path folder: Database folder
Help files folder
Source Docs folder and
Close and run the application from the program files group

3.0 Running System

8

Mbps

This involves launching of the system

3.1 Logging into the system
Once the system has been installed properly, it can be started from the Start button.
To start OBSGAS:

Click Start button on the taskbar.

Point to Programs and select OBSGAS

When you start up the OBSAS program the following login screen appears prompting
you for a username, a password and the Company where you belong to: Administrative
Login or Christian Union
Enter your details and click Login,

You cannot use the system unless you are a valid user. Only the members of the
Administrators group have the right to add new users of the system

3.2 The Menu

Each time the BSAS program starts, at the top of the screen there is a bar similar to the
one shown below:

This is called the menu bar and contains the various tasks the user can perform or
choices he/she can choose within the OBSAS program. The following are the main
menu items and a brief description of each.

3.2.0 Bible Study Group Allocation:

Contains choices for Bible study group registration and allocation, view of all BS
registered members, Selection of BS pastors as well as printing of BS groups' reports

3.2.1 General:
This menu is especially for non_pastoral committee members .It Contains choices
for Bible study group registration, view of all registered Christian union members as
well as Search for BS groups'

10

3.2.2 Membership Management:

Contains choices for Christian Union Membership registration, System set up e.g.
creating faculties, regional teams, years and departments as well as printing members
reports

3.2.3My Profile:
Contains choices for editing user profile as well as editing login information e.g.
changing of password

11

3.2.4Logout:
Exiting the system, where the system alerts you with the message

4.0 Bible Study Group Allocation

4. 1 BS Registration
Apart from becoming a member of the Christian Union, a person may also join a Bible
Study (BS) Group. This is a group of Christians under the leadership of one of the
members of the group preferred to as the Pastor
BS groups are aimed at assisting the believers grow spiritually through the reading of the
word of God.
Click on registered member details and the below screen appears which is a list of all
registered members.

12

Step 1:

Register New BS Member

From the screen above click on the new member link and the below screen appears
Type in the Registration number of the person wishing to register for Bible study and
click on search button. If the person is a registered member of the Christian Union, all
his details apart from his/her room number

will appear in the relevant fields on the

form.

Type in his/her room number and click submit button.

Type in required details (marked with a red asterisk (*)) of the person wishing
to register for Bible study and press save button.

13

Step 2:

Selecting group pastors

Click on select pastors link and the following screen appears

Type the search value and click on the search button .the below screen appears.

A list of all registered BS members details appears. Select pastors by placing check
mark on the box next to a person's name. When you are through with the selection,
press submit button

14

Step3:

Members Allocation

Allocate Bs Studies Groups

Note:
The process of allocating Bible Study Groups is IRREVERSIBLE since it leads to
overwriting of the current data in the database with the new data after the allocation
process is over.

After pastors selection the below screen appears. Click on Allocate button

Sit and wait as the BS Groups are being allocated.

After the process is over, the below screen appears

15

Click on Allocate Pastors link. And the below screen appears

Step4:

Sorting of Pastors to specific groups

Click on SortPastors button to sort pastors.

Sit back and wait as the system does the sorting.

Click on view allocated group to see the groups created and the pastors in
charge of each group.

Click on print groups to get a print out copy of the groups.

16

Step 5:

4. 2

Print the created groups

View BS Groups

On the Bible Study Allocation menu, click on Bs groups reports. A screen similar to
the one below is displayed.

17

4.3Current BS Pastors
From the Bible Study Allocation menu select Current Bs pastors
A list of the BS pastors is displayed as shown

5.0

MEMBER MANAGEMENT

On clicking on the Membership Management link, the below screen appears.

5.1 New Member registration

To register a new member of the Egerton University Christian Union, follow the
following

18

Click on membership management module.

Click on registration link.

Click on the new member link and the below screen appears.

Fill in the collect details in the form shown as below

Click on the SAVE button to submit the details.

5.1.1 View Member Details

From the Registered CU Member click on View link.
The member's particulars will appear in read only mode. No changes can be made here.

19

5.1.2 Edit Member Details

On the list of registered members, select the name you want to edit by clicking
on the edit link.
Member details are displayed in the respective controls.
Edit the details and click on save to update the database.

20

5.1.1 Delete Member Details

On the list of registered members, select the name you want to delete by
clicking on the delete link.
An alert box pops up and asks you to confirm deletion.
If button Yes is clicked the details of selected member are deleted. Else deletion
cancelled

5.2

SET UP
5.2.0 Faculty
This menu item involves creating of new faculties as well as deleting, editing and
viewing the existing faculty details.
On set up menu item, click on the faculty link and the below screen appears, which
is a list of the existing faculties.

21

Edit Faculty Details

On the list of Faculties, select the name you want to edit by clicking on the edit
link.

Faculty details are displayed in the respective controls.

Edit the details and click on save to update the database.

View Faculty Details

From the list of faculties click on View link.
The faculty particulars will appear in read only mode. No changes can be made
here.

Delete Faculty Details

On the list of Faculties, select the faculty you want to delete by clicking on the
delete link.
An alert box pops up and asks you to confirm deletion.

22

 If button Yes is clicked the details of selected details are removed from the
database Else deletion cancelled

5.2.1 Year
This menu item involves creating of New Year as well as deleting, editing and
viewing the existing Year details.
On set up menu item, click on the Year link and the below screen appears, which is a
list of the existing Years

Edit Year Details

On the list of Years, select the Year you want to edit by clicking on the edit
link.

Year details are displayed in the respective controls.

23

 Edit the details and click on save to update the database.

View Year Details

From the list of Years click on View link.
The Years particulars will appear in read only mode. No changes can be made
here.

Delete Year Details

On the list of Year, select the Year you want to delete by clicking on the delete
link.
An alert box pops up and asks you to confirm deletion.

If button Yes is clicked the details of selected details are removed from the
database Else deletion cancelled
5.2.2 Regional Team
This menu item involves creating of new Regional Team as well as deleting , editing
and viewing the existing Regional Team details.
On set up menu item, click on the Regional Team link and the below screen appears,
24

which is a list of the existing Regional Team.

Deletion, editing and viewing of Regional Team details is same as other menu items.
5.2.3 Group Size
This menu item involves specifying of Group size well as deleting, editing and
viewing the existing Group size details.
On set up menu item, click on the Year link and the below screen appears, which is a
list of the existing Group size

Deletion, editing and viewing of Regional Team details is same as the discussed menu
items.
5.3

Members Report

This menu item gives a report of all Christian Union registered members and their
details. On Members Report submenu item, click on the Members Report link and the
below screen appears, which is a list of all the registered members

25

6.0 General
This module is accessible by the non pastoral members who have no rights to
perform any operations apart from viewing and downloading .for example
members who would like to register as with Christian union. This module has two
menu items as shown in the screen below.

Membership registration (discussed earlier)

6.1 BS Groups
This menu item gives a report of all create Bs groups and the details of each member
in the respective groups. On Search for BS Groups menu item, click on the Search
for Bible Study Group Report link and the below screen appears, which is a list of all
created groups.

26

7.0 ADMINISTRATION
There are two administrators in the system. i.e.

Super admin

System admin

7.1 System admin

When the system admin logs in the below page is displayed
The system admin is responsible for managing users, user groups as well as
assigning them access rights to certain modules groups.

27

7.1.0

Groups

On clicking groups link, and the below screen appears

The groups details can be edited, deleted, viewed and the system admin can also
created new groups
7.1.1

Users

On clicking users link, and the below screen appears

The user details can be edited, deleted, viewed and the system admin can also
created new users
7.1.2

Group Access rights

On clicking Group access right link, and the below screen appears

28

Here the system admin assigns rights to various groups.

Steps involved

Select a group from the groups dropdown list

Select module from the module drop down

The menu items in the selected modules are displayed.

Place a check mark on the menu item ,to assigns right to that group

click on submits to update the database

7.2 Super admin

When the Super admin logs in the below page is displayed
The Super admin is responsible for managing system admins (company administrators),
creating the menu items, clearing database, clearing tables, managing companies EUCU,

29

7.2.1Companies
On clicking companies link, and the below screen appears

The admin manages (create new, edit, delete) the companies

7.2.2Company administrators
On clicking Company administrators link, and the below screen appears

These are the system admins who are managed (create new, edit, delete) by the Super
admin

30

7.2.3

Menu items

On clicking menu items link, and the below screen appears

The above is a list of all menu items created, the groups accessing .the admin
manages (create new, edit, delete) the menu items.

8.0 Conclusion

31

Its hoped that this guide will be of utmost help to you.

9.0 Documentation of the source material

References were made to various materials including comp 402 manuals, books and the
internet

32