MOVERS TRANSPORT SYSTEM

KENYA CERTIFICATE OF SECONDARY EDUCATION

COMPUTER PROJECT 2020 (451/3)

NAME: «Name»

SCHOOL CODE: «School_Code»

INDEX NUMBER: «Index_Number»

PROJECT TITLE: MOVERS TRANSPORT SYSTEM

YEAR OF EXAMINATION: 2021-2022

SCHOOL: «School_Name»

–
 DECLARATION

STUDENT’S DECLARATION
This project entitled MOVERS TRANSPORT SYSTEM and presented by «Name»
to the Kenya National Examinations Council is my own creativity and original
work. There was no external assistance provided from any illegal party and any
illegal means. All rights reserved. The publication has the copy write to restrict any
reproduction, storage or editing of the work without assistance from the owner: -

CANDIDATE NAME:

DATE: SIGN:

SUPERVISOR DECLARATION
I declare that I supervised the progress of this project and that it is his
own original work.

SUPERVISOR NAME:

DATE: SIGN:
 DEDICATION
I would like to dedicate this project to my loving family which has persistently
provided encouragement and offered prayers all along. I would also like to
dedicate it to my able teacher, «Teacher_Titlemrmrs». «Teacher_Name» for his
profound support and encouragement which has seen the provision of a very serene
environment until the completion of the project.
Any other organization that can embrace my piece of work can conduct me on
«Phone_Number» or E-mail me on «Email_Address»
 ACKNOWLEDGMENT
I would like to acknowledge the support of the following that saw the successful
completion of the project:
School Principal, «Principal_Titlemrmrs». «Principal_Name», who provided
the required materials immediately upon requisition and successfully completed
the project,
Computer Teacher, «Teacher_Titlemrmrs». «Teacher_Name», who taught the
skills used to tackle the project in the four-year secondary study which I carefully
and creatively used them to come up with the project work,
My parents, Mr. and Mrs. «Family_Surname», who were in immediate action
to pay school fees and keep me in school always and acquiring the knowledge and
skills to finish the project.
The entire «School_Name» fraternity, for the ideological support they gave me
during my travail in completing the project successfully.
 TABLE OF CONTENTS
NAME..........................................................................................................................................................i
SCHOOL CODE:.........................................................................................................................................i
INDEX NUMBER........................................................................................................................................i
PROJECT TITLE.........................................................................................................................................i
YEAR OF EXAMINATION........................................................................................................................i
SCHOOL......................................................................................................................................................i
DECLARATION.........................................................................................................................................ii
STUDENT’S DECLARATION.......................................................................................................................ii
SUPERVISOR DECLARATION.....................................................................................................................ii
DEDICATION............................................................................................................................................iii
ACKNOWLEDGMENT.............................................................................................................................iv
TABLE OF CONTENTS.............................................................................................................................v
LIST OF TABLES AND FIGURES...........................................................................................................ix
CHAPTER 1: INTRODUCTION...........................................................................................................1
1.1 BACKGROUND INTRODUCTION..........................................................................................1
CHAPTER 2: SYSTEM ANALYSIS.....................................................................................................1
2.1 PROBLEM DEFINITION...........................................................................................................1
2.2 OVERVIEW OF THE EXISTING SYSTEM..............................................................................2
2.3 OVERVIEW OF THE PROPOSED SYSTEM............................................................................2
2.3.1 SYSTEM OVERVIEW.......................................................................................................2
2.3.2 OBJECTIVES OF THE PROPOSED SYSTEM..................................................................2
2.3.3 ADVANTAGES OF THE PROPOSED SYSTEM..............................................................2
2.3.4 DISADVANTAGES OF THE PROPOSED SYSTEM........................................................3
2.3.5 SCOPE OF THE PROPOSED SYSTEM.............................................................................3
2.3.6 COSTS AND BENEFITS ANALYSIS...............................................................................5
2.4 FEASIBILITY STUDY...............................................................................................................5
2.4.1 SCHEDULE FEASIBILITY................................................................................................5
2.4.2 TECHNICAL FEASIBILITY..............................................................................................5
2.4.3 OPERATIONAL FEASIBILITY.........................................................................................6
2.4.4 ECONOMIC FEASIBILITY...............................................................................................6
 2.5 FACT FINDING..........................................................................................................................6
2.6 SUMMARY OF FACT-FINDING METHODS USED...............................................................9
2.7 SYSTEM REQUIREMENTS AND SPECIFICATIONS..........................................................10
CHAPTER 3: SYSTEM DESIGN........................................................................................................11
3.1 PRELIMINARY DESIGN.........................................................................................................11
3.1.1 OVERALL SYSTEM FLOWCHART..........................................................................................11
3.1.2 PROGRAM MODULE FLOWCHARTS...................................................................................11
3.2 DETAILED DESIGN......................................................................................................................14
3.2.1 TABLES...............................................................................................................................14
3.2.2 INPUT DESIGN (FORMS).....................................................................................................16
3.2.3 OUTPUT DESIGN (REPORTS)...............................................................................................20
3.2.4 RELATIONSHIPS.............................................................................................................24
3.2.5 QUERIES.............................................................................................................................24
3.3 GENERAL SYSTEM SECURITY............................................................................................26
3.3.1 VIRUS...............................................................................................................................26
3.3.2 THEFT...............................................................................................................................26
3.3.3 UNAUTHORIZED ACCESS............................................................................................26
3.3.4 LOSS OF DATA...............................................................................................................26
CHAPTER 4: SYSTEM CONSTRUCTION....................................................................................................27
4.1 DATABASE RELATIONSHIP DIAGRAM.........................................................................................27
4.2 ENFORCING INTERGRITY CONSTRAINTS....................................................................................27
4.2.1 REFERENCIAL INTERGRITY..................................................................................................28
4.3 Database Tables.........................................................................................................................28
4.3.1 MEMBERS TABLE...............................................................................................................28
4.3.2 LOANS TABLE.....................................................................................................................29
4.3.3 TYPES OF LOANS................................................................................................................29
4.3.4 SAVINGS TABLE..................................................................................................................29
4.4 DATABASE QUERIES...................................................................................................................29
4.4.1 Fixed Deposits....................................................................................................................30
4.4.2 Maximum loan qualified for...............................................................................................30
4.4.3 Interest on loans borrowed...............................................................................................30
 4.4.4 Interest on fixed deposits..................................................................................................31
4.4.5 Monthly repayments on loans Borrowed..........................................................................31
4.4.6 Dividends payable to members..........................................................................................32
4.4.7 Guaranteed amount for each loan.....................................................................................32
4.4.8 Amount retained by the organisation for office expenses.................................................33
CHAPTER 5: USER MANUAL...........................................................................................................34
5.1 INTRODUCTION.....................................................................................................................34
5.1.1 Software Requirements......................................................................................................34
5.1.2 Hardware requirements......................................................................................................34
5.2 HOW TO INSTALL, START AND RUN THE SYSTEM INTERFACE.................................35
5.3 DATA MANIPULATION...............................................................................................................37
5.4 NEW MEMBER, SAVINGS OR LOANS..........................................................................................38
5.4.1 New Member.....................................................................................................................38
5.4.2 New Savings.......................................................................................................................38
5.4.3 New loan............................................................................................................................39
5.4.4 New loan Clearance...........................................................................................................39
5.5 GENERATING REPORTS..............................................................................................................40
5.5.1 Members Registration fees................................................................................................40
5.5.2 Shares Contributions..........................................................................................................41
5.5.3 Fixed Deposits....................................................................................................................42
5.5.4 Loans Borrowed.................................................................................................................43
5.5.5 Loan balances after every clearance..................................................................................44
5.5.6 Dividends payable to each member...................................................................................45
5.6 ADVANCED FEATURES OF THE SYSTEM.....................................................................................46
5.7 TROUBLESHOOTING GUIDE.......................................................................................................46
CHAPTER 6: SYSTEM IMPLIMENTATION....................................................................................48
6.1 STAFF TRAINING...................................................................................................................48
6.2 CHANGE-OVER STRATEGY.................................................................................................48
CHAPTER 7: SYSTEM REVIEW.......................................................................................................49
7.1 OBJECTIVE APPRAISAL.......................................................................................................49
7.2 CHALLENGES ENCOUNTERED DURING SYSTEM DEVELOPMENT............................49
 7.3 STRENGTH OF THE AUTOMATED SYSTEM.................................................................50
7.4 WEAKNESS OF THE AUTOMATED SYSTEM.................................................................................50
7.5 RECOMMENDATIONS................................................................................................................50
7.6 CONCLUSIONS............................................................................................................................50
7.7 BIBLIOGRAPHY...........................................................................................................................51
APPENDIX..................................................................................................................................................52
 LIST OF TABLES AND FIGURES
Table 2.1 Implementation Costs and Analysis.............................................................................................5
Table 2.2 Schedule Feasibility Study............................................................................................................5
Table 2.3 Computerized Systems Economic Feasibility Study.....................................................................6
Table 2.4 Software and Hardware Requirements......................................................................................10
Figure 3. 1 Overall System Flowchart........................................................................................................11
Figure 3.2 New Group Program Module Flowchart...................................................................................12
Figure 3.3 Loan Borrowing Program Module.............................................................................................13
Table 3.1 Tables Used and Field Properties...............................................................................................14
Table 3.2 Field data types..........................................................................................................................14
Figure 3.4 New Member Design Form.......................................................................................................15
Figure 3.5 New Loan Borrowing Design Form............................................................................................16
Figure 3.6 New Savings Design Form.........................................................................................................17
Figure 3.4 Relationship Diagram................................................................................................................23
Figure 4.1 Database Relationship..............................................................................................................26
Figure 4.2 Referential Integrity..................................................................................................................27
Figure 5.1 Enable Content.........................................................................................................................34
Figure 5.2 Start-up Screen.........................................................................................................................35
Figure 5.3 Login Screen..............................................................................................................................35
Figure 5.4 Main Switchboard.....................................................................................................................36
 CHAPTER 1: INTRODUCTION
1.1BACKGROUND INTRODUCTION
MOVERS TRANSPORT is a company that provides transportation for various
agricultural goods for farmers between farms and retail outlets. The company has a
very large population of members and for this, it has borne the need for
maintaining records, future planning and administering better services to members
through a computerized system. MOVERS TRANSPORT SYSTEM is developed
to ensure fast and efficient service to its clients. Using the current system to
manage all the activities in the company is cumbersome and tiresome thus always
prone to a lot of errors which cost the company a lot of loss and time wastage.
CHAPTER 2: SYSTEM ANALYSIS
2.1 PROBLEM DEFINITION
The problem at hand is to develop a computerized based transaction processing
system that would capture and process data about the company’s transaction.
Currently, the company uses manual files to maintain records. The growth of
members in the company has resulted in inefficiency and poor management
leading to disappointment and dissatisfaction within the company. The company,
therefore, needs to develop a computerized management system that should be able
to produce summaries of every individual in the company.
The system should also be able to:
a) Maintain a list of:
 Membership
 Vehicles
 Loaders and drivers
 Goods transported
 Farmers who are in groups
 Orders for transport
 Offences committed by drivers and
 Expenses for each vehicle
b) Compute all the operations and arithmetic’s for each company’s progress
c) Provide output information in the form of queries and reports.

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 2.2OVERVIEW OF THE EXISTING SYSTEM
The present system is manual where records of members and all other transactions
are recorded on papers using a pen. All calculations are done using non-scientific
calculators. To produce various transactions on members in the organization, all
the transactions have to be summarized on a single sheet before surrendering it to
the Organization manager.
2.3OVERVIEW OF THE PROPOSED SYSTEM
2.3.1 SYSTEM OVERVIEW
The automated system has been proposed to solve the current issues facing the
manual system. This new system will be very effective since it uses computer
technology. The many problems faced are mainly technical and this will solve the
problems.
2.3.2 OBJECTIVES OF THE PROPOSED SYSTEM
i. Increase the lifespan of the data kept.
ii. Reduce the amount of money used to buy bulky materials to store
information.
iii. Reduce the rate at which data is incorrectly entered.
iv. Increase the speed of data input of the company.
v. Perform all the transactions and provide output to the company.
vi. Follow up with the company’s progress in a summarized way.
2.3.3 ADVANTAGES OF THE PROPOSED SYSTEM
The new computerized system has many advantages that outweigh the current
manual system in that;

 Faster and more reliable processing speed - There is faster processing of

data during the registration process and very few hitches may occur.
 High data integrity is achieved - Data that is fed into the system passes
through a series of integrity rules and checks to ensure that the data stored is
compatible and is useful.
 High security of data stored in the system – Several security features have
been designed along with the program that will ensure strict warnings are
given during the manipulation of data that is already stored in the system.
 Time-Saving - The system consists of various lookup fields and wizards
which guide the user during data entry and manipulation which serve to

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 provide frequently entered data which makes it easier to register a new
resident.
 Informative and detailed summary reports are easily generated – High
quality and informative reports that may show trends and emerging issues
are easily generated after a few steps without any manual calculations hence
serves the planning needs.
2.3.4 DISADVANTAGES OF THE PROPOSED SYSTEM
 Technical Hitches and system breakdowns – This may be brought about
by program errors and logical data errors. It may lead to huge data losses in
case immediate action is not taken. However, this can be easily avoided by
storing a backup of the data in another foreign backup disk.
 High Operational costs – the system requires a constant supply of
electricity and other resources such as printing papers to make the system
work. System specialists who maintain the system are also required to
ensure that normal operations run out as normal without any errors.
2.3.5 SCOPE OF THE PROPOSED SYSTEM
The proposed computerized system will perform the following functions:
1) Generate a list of:
i. Members of the company.
ii. Vehicles used for transportation.
iii. Loaders and drivers.
iv. Goods transported.
v. Farmers who are in groups.
vi. Orders for transport.
vii. Offences committed by drivers.
viii. Expenses for each vehicle.

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 2) Compute:
i. Payment for a loader and a driver;
Types of Number Amount paid to Amount paid to
vehicle of loaders loader per vehicle (in driver per trip (in
KSH) KSH)
Pick-up 2 200 2000
Lorry 6 300 3000
Trailer 10 500 8000
Refrigerated truck 4 450 5000

ii. Penalties surcharged on drivers;

iii. Loading fee per vehicle;
Transport Loader capacity in tonnes Cost in KSH per km
means
Pick-up 1 200
Lorry 7 650
Trailer >10 1500
Refrigerated truck 3 1000

iv. Revenue per vehicle per trip;

v. Expenses for each vehicle;
vi. Tax payable;
vii. Total company expenses;
viii. Total revenue for the company;
ix. Overall company profit.
3) Generate reports based on:
i. Members’ registration fees.
ii. Shares contributions.
iii. Fixed deposits.
iv. Loans borrowed.
v. Loan repayment schedule per member.
vi. Balances after every repayment.
vii. Dividends payable to each member.

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 2.3.6 COSTS AND BENEFITS ANALYSIS
The costs of implementing and running the Automated Registration System have
been clearly summarized in the following table;
The system has a very large lifespan of about 10 years
System Development 250,000/=
Annual Running and maintenance Costs 50,000/=
Annual Additional Upgrades and others 75,000/=
Table 2.1 Implementation Costs and Analysis
The total costs that would be possibly incurred in the total lifespan are;
= 250,000 + {(50,000 + 75,000) x10}
= 1,500,000/=
There will be benefits of Savings from Paperless Virtual Registration Forms which
will encounter to 30,000/= annually.
2.4FEASIBILITY STUDY
This study was carefully carried out to ascertain that the new proposed system will
have a lot more benefits than the previous manual system. The study was carried
out according to all the aspects needed to have a clear statement of the proposed
system.
2.4.1 SCHEDULE FEASIBILITY
The new system had a lot of disadvantages that needed a quick changeover
strategy. The following schedule was carefully planned to come up with the system
in time;
Activity Duration
Problem Recognition and Definition 1 month
System analysis 1 month
System Design and Construction 3 months
Implementation and testing 1 month
System Review and Maintenance 1 month
Total Duration 7 months
Table 2.2 Schedule Feasibility Study
2.4.2 TECHNICAL FEASIBILITY
Although the organization has a few computers and computer literate staff, there is
a need to upgrade the current system infrastructure and capacity to use and support
the new system.

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 2.4.3 OPERATIONAL FEASIBILITY
The new system is likely to change the organizations' environment because some
members are required to be trained on the new system so as to run it smoothly. The
organization noted down that the system should be a user-friendly interface.

2.4.4 ECONOMIC FEASIBILITY

a) Cost Estimation.
The cost of the development and implementation of the proposed system is
estimated as follows:
Category Total Cost
Development Cost 250,000/=
Maintenance Cost 50,000/=
Stationery Materials 10,000/=
Ream Papers for Forms 15,000/=
TOTAL 325 ,000/=
Table 2.3 Computerized Systems Economic Feasibility Study
b) Benefit Estimation.
Amount due to error reduction: Ksh. 50,000
Total benefits = Ksh. 50,000/=
2.5FACT FINDING
MOVERS TRANSPORT COMPANY responded and gave an okay to start
developing the system. After signing the contract, the next step was to discover the
requirements of the new system through data gathering. The data-gathering
mission was fulfilled out through:
a) Questionnaires.
b) Interviews.
c) Document review.
d) Observations.

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 a) Questionnaires
MOVERS TRANSPORT COMPANY
QUESTIONNAIRE
Date ……………………….

Introduction: The Company is in the process of developing a new information system.

For how long have you been in the company?
Please take a few minutes to fill in this questionnaire and return it to the Organization
1-5 years
secretary 6-10
before years
date over 10 years
………………… 16/10/2021
Rate the current registration process depending on the most
frequently used method of data input,
Highly Computerized Highly Manual
After requesting for a transportation order, how loan does it take
for your order to be processed?
1 hour several hours
One day several days
If your response is a manual system, state (if any) the
shortcomings that are experienced in the whole period of
registration. (Briefly point out the main problems)

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 b) Interviews
Interviewee Name: Interviewer Name:
Date:
Place:
Subject:

8
 c) Document Review
A number of documents were viewed. These include printed workbooks, inventory
files, invoices, receipts, orders book and ledger books. There is a lot of redundancy
in data administration.
d) Observation
I observed the information recording method used and how the calculations were
made and to my recognition that the data entry method was by use of a pen which
was prone to a lot of errors.
2.6 SUMMARY OF FACT-FINDING METHODS USED
The fact-finding process was a perfect opener to realize the real problems facing
the current manual system. The research work was extensively done to ensure that
a suitable system was implemented. The following are reports on the fact-finding
techniques,
Problems identified by the Company Officials;

 The time taken to process a single entry was averagely above 15 minutes
 There was a lot of repetition and data lacked integrity rules during data input
 The amount of money spent to process a single entry in the manual database
was an estimated four thousand Kenyan shillings which make the current
system so expensive to use.
 The data kept had a very short lifespan of between 5-7 years
 No monthly reports and calculation were done since the manual system had
no room for easy data location
 The payroll system of employees was very cumbersome.
 It was time consuming to detect and separate processed orders and pending
orders.
Problems identified by the members;
 The time taken to finally complete the registration process was beyond
limits and was averagely 2 days.
 The expenses met during the whole registration process was very high
 The filling forms used were very confusing at times and most did not
understand them

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In general, the response to the overview of the current system was discouraging
and all respondents gave their opinion to change the outlook of the current system
in regards to the following;
 Speed of data entry
 Duration of data processing
 Expenses met during registration
 Payroll system
 Transportation Order request
 The integrity of data provided
2.7 SYSTEM REQUIREMENTS AND SPECIFICATIONS
The minimum hardware and software requirements for the system to run
effectively and efficiently are tabulated as follows;
 Computer running Microsoft Windows 7
(Professional) or above
Software  Microsoft Access application program
requirements  Microsoft Word Application Program
 Kaspersky Antivirus Program (Latest
Version)
 45 GB of Hard Drive space – to store all the
data entered
 5 GB RAM
Hardware  3.06 GHz Dual Core Processor
 20” LED monitor
Requirements  2 LaserJet ink Printers for report hardcopy
output
 Memory stick or CD/DVD drive to store all
the data entered
Table 2.4 Software and Hardware Requirements

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 Start

CHAPTER 3: SYSTEM DESIGN

Log in
3.1 PRELIMINARY DESIGN

Verify details 3.1.1 OVERALL SYSTEM FLOWCHART

Correct? No
Invalid login
Reports
Yes
Register No No No View No
member
Register Make Report No
Driver Order? reports offence
?

Yes Yes Yes Yes

Enter age Check available Enter Driver id

Enter age Next
vehicle
?

No >=18?
No No No
>=18? Available Order pending…

Yes Yes
Issue order ID,
Not qualified Not qualified generate receipt
Yes Enter offence

Enter other details

Enter other details
Display receipt
Provide driver id card card No
Generate membership 3rd offence
cards

orders table
Drivers table
Warned,
Members table surcharged Good bye

Successful
3 Times? No
Successful
Yes

Delete driver

Terminated

Drivers table

end

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 3.1.2
Figure 3. 1 Overall System Flowchart

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 3.1.3 PROGRAM MODULE FLOWCHARTS

These flowcharts describe the process of modules that are run individually inside
the whole system during normal operations. They include;

i. New Group Program Module Flowchart

START

INPUT
GROUP ID
GROUP NAME
LOCATION
NATURE OF PRODUCE

INPUT
MEMBER ID
MEMBER NAME
DATE OF REGISTRATION

NO
GROUP MEMBERS >5

YES
YES
ADD MORE MEMBERS?

NO

MOVERS TRANSPORT

OUTPUT Group ID, Group

Name, Nature of Produce,
Number of Members,
Members Details

END

Figure 3.2 New Group Program Module Flowchart

13
14
 ii. Orders Program Module

START

GROUP? NO INPUT Membership ID

Goods Transported
Vehicle Assigned
Date of shipping

YES
SHIPPING FEE
DRIVER PAYMENT
INPUT Group ID Loader Payment
Goods Transported Tax payable
Vehicle Assigned
Date of shipping

SHIPPING FEE
DRIVER PAYMENT
Loader Payment
Tax payable

MOVERS TRANSPORT
SYSTEM

YES
ADD ORDER?

NO

ORDER REPORT

END

Figure 3.3 Loan Borrowing Program

Module

15
16
 3.2 DETAILED DESIGN
3.2.1 TABLES
TABLE NAME FIELD NAME
Table 3.1 Tables
1  MEMBER ID (PRIMARY KEY) Used and Field
 MEMBERSHIP NAME Properties
MEMBERSHIP  LOCATION
 NATURE OF PRODUCE The field
 DATE OF REGISTRATION
data types
2  DRIVER ID (PRIMARY KEY)
 DRIVER NAME of all the
DRIVERS
 ASSIGNED VEHICLE tables
 DATE EMPLOYED
3  LOADER ID (PRIMARY KEY) used have
LOADERS  LOADER NAME been
 DATE EMPLOYED
tabulated
4  NUMBER PLATE (PRIMARY KEY)
VEHICLES  VEHICLE TYPE below with
 DRIVER ALLOCATED their
5  OFFENCE ID (PRIMARY KEY)
 OFFENCE COMMITED example
OFFENCES
 DRIVER COMMITED data,
 DATE COMMITED
6  EXPENCE ID (PRIMARY KEY)
 VEHICLE
VEHICLE EXPENCES
 SERVICE OFFERED
 AMOUNT SPENT
7  ORDER ID (PRIMARY KEY)
 ORDERED BY
 VEHICLE TO TRANSPORT
ORDERS  LOADERS
 LOAD CAPACITY
 DESTINATION
 DATE OF SHIPMENT
FIELD NAME DATA TYPE DESCRIPTION EXAMPLE
MEMBER ID AUTONUMBER PRIMARY KEY 001
MEMBERSHIP NAME SHORT TEXT FULL NAME OF ENTRY TIPTOPY PETER
LOCATION SHORT TEXT LOCATION OF MEMBER NAIROBI
NATURE OF PRODUCE SHORT TEXT FARM PRODUE OF MEMBER CEREALS
DATE OF REGISTRATION DATE/TIME CURRENT DATE [=NOW ()] 22/6/2021
DRIVER ID AUTONUMBER PRIMARY KEY 001
DRIVER NAME SHORT TEXT LOOKUP FIELD JACK WILTON
ASSIGNED VEHICLE SHORT TEXT DRIVER’S VEHICLE KCA 467F
DATE EMPLOYED DATE/TIME CURRENT DATE [NOW ()] 21/02/2020

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 LOADER ID AUTONUMBER PRIMARY KEY 001
LOADER NAME SHORT TEXT LOOKUP FIELD ABITA RECIPROCATE
DATE EMPLOYED DATE/TIME CURRENT DATE [Now ()] 21/06/2021
NUMBER PLATE SHORT TEXT PRIMARY KEY KAC 536D
VEHICLE TYPE SHORT TEXT LOOKUP FIELD LORRY
DRIVER ALLOCATED SHORT TEXT LOOKUP FIELD RAJ SULEIMAN
OFFENCE ID AUTONUMBER PRIMARY KEY 001
OFFENCE COMMITED SHORT TEXT LOOKUP FIELD OVERSPEEDING
DRIVER COMMITED SHORT TEXT LOOKUP FIELD JACK WILTON
DATE COMMITED DATE/TIME DATE OF OFFENCE 23/07/2021
EXPENCE ID AUTONUMBER PRIMARY KEY 001
VEHICLE SHORT TEXT LOOKUP FIELD KBC 532Z
SERVICE OFFERED SHORT TEXT LOOKUP FIELD ENGINE CHECK
AMOUNT SPENT CURRENCY AMOUNT PAUD FOR SERVICE Ksh. 15,000.00
ORDER ID AUTONUMBER PRIMARY KEY 001
ORDERED BY SHORT TEXT LOOKUP FIELD TIPTOPY PETER
VEHICLE TO TRANSPORT SHORT TEXT LOOKUP FIELD KAH 534B
LOADERS SHORT TEXT LOOKUP FIELD ABITA, JOHN, JUMA
LOAD CAPACITY NUMBER WEIGHT OF LOADS 12 tonnes
DESTINATION SHORT TEXT DESTINATION OF GOODS NAKURU
DATE OF SHIPMENT DATE/TIME DATE TO TRANSPORT GOODS 23/08/2021
Table 3.2 Field data types

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 3.2.2 INPUT DESIGN (FORMS)
3.2.2.1 New Member Design Form

Add new member

Refresh Save Close

Member ID: (New) Date of Registration:

First Name: Location:

Last Name: Nature of produce:

Date of Birth:

First Record Previous Record Delete Add New Next Record Last Record

Figure 3.4 New Member Design Form

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3.2.3 OUTPUT DESIGN (REPORTS)
3.2.3.1

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 3.2.4 RELATIONSHIPS
Relationship Diagram

Figure 3.4 Relationship Diagram

3.2.5 QUERIES

3.3 GENERAL SYSTEM SECURITY

3.3.1 VIRUS
The system is well developed against virus threats and malicious programs. The system is supposed to
keep the information stored well secured since it contains personal information. A backup file is created
to make sure that no data loss is incurred during an attack.

3.3.2 THEFT
The system has been developed to protect itself against theft. Theft of the system and its information can
happen at any time. All data access and entry require a password to open and modify it. This will be able
to make the system theft-proof since the unauthorized person will not be able to install the system in
another computer.

3.3.3 UNAUTHORIZED ACCESS

Unauthorized personnel may cause general data manipulation which may add, modify or delete the data.
The system is well developed to protect itself against unauthorized personnel by use of user levels
passwords throughout the system. Different personnel can access only specific data in the system while
the superior system administrators can gain full access to the system.

3.3.4 LOSS OF DATA

A backup copy of the stored information is made weekly in a magnetic disk copy. This will be able to
ensure that the data kept is safe and free from huge loss in case of a system breakdown or attack.

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 CHAPTER 4: SYSTEM CONSTRUCTION
After acquiring the required hardware and software, we are ready to implement the
designs into a computer system using Microsoft Access. The Name of the new
system is MOVERS TRANSPORT SYSTEM. We will construct the system
using the compatible format of Microsoft Access that is saved with the extension
.accdb. This format has both upward and downward compatibility hence it can be
opened in all versions of Microsoft Access starting from Access 97 to the latest
(Access 2019). For illustration purposes, we will mainly use Access 2013.

To construct the Movers Transport System, we start by creating a database that

will be populated using related tables, queries, forms and reports.
4.1 DATABASE RELATIONSHIP DIAGRAM
The database relationship diagram is an implementation of the design shown
earlier.

Figure 4.1 Database Relationship

4.2 ENFORCING INTERGRITY CONSTRAINTS

After creating the database tables, some integrity constraints need to be set in order to eliminate
duplication and update anomalies. In Movers Transport, we have enforced data integrity using
referential integrity.

4.2.1 REFERENCIAL INTERGRITY

Referential integrity ensures that a record entered in the related (secondary) table has a matching
primary key in the primary table. This is achieved by using a foreign key that create the relationship.
Figure 4.2 shows referential integrity between the Members and Loans tables.

Figure 4.2 Referential Integrity

4.3 Database Tables

4.3.1 MEMBERS TABLE
The member table shown in design view below is used to store details of Members of the group.

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Figure 4.3 Members Table

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

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 CHAPTER 5: USER MANUAL

5.1 INTRODUCTION
5.1.1 Software Requirements
i. GUI based operating system
ii. Microsoft Access application software
iii. Antivirus software

5.1.2 Hardware requirements

i. A computerized system
ii. 488-66MHZ processor
iii. At least 170MB of RAM
iv. A compact disk since the software comes on a compact disk
v. Printers
vi. POS terminal equipment e.g. wand reader, magnetic card
reader.

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 5.2 HOW TO INSTALL, START AND RUN THE SYSTEM
INTERFACE
The system software is copied from the installation disk and pasted in the
documents folder. A shortcut icon may be created in the in the desktop. Confirm
the presence of a Microsoft access Software in the machine. Now click on the
icon to launch the system. After opening the system, a screen appears that prompts
the user to enable content for first time use. Click on Enable Content to terminate
the system as shown below.

Figure 5.1 Enable Content

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

Figure 5.2 Start-up Screen

A User log in screen will appear as shown Below:

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Figure 5.3 Login Screen

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Type the Username and the Password of the official accessing the database.

NOTE: If it is the first time launching the database, kindly type:

Username: Username and

Password: Password respectively

Then click Login to continue.

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

Figure 5.4 Main Switchboard

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5.4 NEW MEMBER, GROUP,DRIVER, LOADER OR ORDER
5.4.1 New Member

5.4.2 New Driver

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 5.4.3 New Loader

5.4.4 New Order

5.5 GENERATING REPORTS

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

Sample of existing Reports are as shown

5.5.1 Members

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 5.5.2 Drivers and Loaders

5.5.3 Orders

5.6 ADVANCED FEATURES OF THE SYSTEM

The Log In list button shows the details of every user log in and time of log in
which is able to track any malicious activities.

5.7 TROUBLESHOOTING GUIDE

Some small and less harmful errors may occur during the use of the system. They
have been carefully tested over a period of time and have been found to cause no
harmful damage to the data kept in the system. They can be easily bypassed by
clicking OK or YES to accept the permissions.

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33
 CHAPTER 6: SYSTEM IMPLIMENTATION

6.1 STAFF TRAINING

The skilled personnel have been scheduled to be trained during the system design.
This will ensure that the appropriate skills are gained in due time before the system
is implemented to ensure that normal operation run smoothly. The breakdown of
the training procedure is as follows:

Staff training duration - 1month (September)

Total Staff Training - 50,000/= (10,000/= per staff

head)

6.2 CHANGE-OVER STRATEGY

There are several possible change-over strategies that may be used to adopt the
new system. All strategies were put into consideration and the best was chosen
according to the research work done. The proposed strategy is straight change
over. This will be ideal in adopting the new system as it will cater for errors and
possible system failures all at a time.
OCTOBE

AUGUST SEPTEMBER NOVEMBER DECEMBER

R

Implementation and Testing

Automated
Old System
System

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 CHAPTER 7: SYSTEM REVIEW
7.1 OBJECTIVE APPRAISAL
The computerized version of the Movers Transport System has achieved its
objectives as follows;

 The system achieves a reduced time taken to register new member into the
group. This is because of preloaded forms and data such as Loans and
Savings which are frequently typed in.
 The system is able to generate statistical reports that will enable future
planning, and other policy decisions through a computerized system. These
reports are easily generated through the click of a button. The reports are
also highly detailed to provide massive information.
 The system is able to give accurate calculations based on the data fed into
the system without relying on human knowledge. This includes age
calculations and many others.
 The lifespan of the system information will be increased since a backup disk
is created periodically. The data storage method is less expensive and very
easily to store.
7.2 CHALLENGES ENCOUNTERED DURING SYSTEM DEVELOPMENT
The development period was very friendly but there were a few encounters with
external factors that led to small delays with the system development. The
problems included:

 Frequent power losses that led to loss of unsaved data and unsaved work
leading to delays
 Many virus and malicious attacks from infected media led to loss of work
and made the development process a bit dragged
 Access from unauthorized personnel into private work which led to
tempering ad manipulation of the work already done.

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 7.3STRENGTH OF THE AUTOMATED SYSTEM
The system has various strengths which make it very appropriate to adopt. They
include;

 Faster data entry into the system and hence time saving
 The data entered is of high integrity with very minimal or no mistakes
entered
 There is an increased security of data by use of various security features
throughout the system.
 Report generation is very quick and time saving with very detailed
information and very few or no mistakes at all.
 Data is stored in a backup disk frequently to allow retrieval of data easily in
case of any loss.

7.4 WEAKNESS OF THE AUTOMATED SYSTEM

Despite the strengths of the automated system and its functionality, it also has a
few limitations;

 The system can only accept one entry at a single time which doesn’t allow
for multi-registration
7.5 RECOMMENDATIONS
The current Movers Transport operations and processes are unfriendly, inefficient
and uneconomical. The development team therefore recommends that the
organization adopts automated Movers transport quality management using not
only as a desktop management system but also using other electronic devices. This
will make the organization get even closer to its members.
7.6 CONCLUSIONS
In order to remain consistent, Movers Transport is required to take advantage of
the benefits realized from use of ICT. This is why the new Movers Transport
management came up with this brilliant idea of computerizing crucial organization
operations and processes. This goal has been met by developing an automated
management information system known as MOVERS TRANSPORT
MANAGEMENT SYSTEM.

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 7.7 BIBLIOGRAPHY
The bibliography below shows a list of books and reference materials used in
developing MOVERS TRANSPORT MANAGEMENT SYSTEM.

1. Kendal E.K, Kendal J.E: System Analysis and Design, 5th Ed, Prentice-Hall,
Kenya.
2. Connolly T and Beg C: Database Systems: A practical Approach to Design,
Implementation and Management, 2nd-Ed Addison Wesley.
3. Jeffrey L., et al: System Analysis and Design Methods, 5th-Ed, McGraw-
Hill.
4. Mburu S. & Chemwa G: Longhorn Secondary Computer Studies Form 4,
Longhorn Publishers, Nairobi.
5. Mburu S. & Chemwa G: Mastering Computer Studies; Project, Form 3 and 4
work.

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 APPENDIX
Mr....................................................................................................................................................iv

Mrs..................................................................................................................................................iv

Ksh – Kenya Shillings........................................................................................................................3

LED – Light Emitting Diode..............................................................................................................10

RAM – Random Access Memory.....................................................................................................10

CD – Compact Disk..........................................................................................................................10

DVD – Digital Versatile Disk............................................................................................................10

GB - Gigabyte..................................................................................................................................10

GHz - Gigahertz...............................................................................................................................10

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