Friends School Kamusinga The Fedha Youth Group K.S.C.

E 2020

NAME: UZIMA SAMUEL

INDEX NUMBER: 36600004116

TITLE OF PROJECT: THE FEDHA YOUTH GROUP INFORMATION SYSTEM

NAME OF SCHOOL: FRIENDS SCHOOL KAMUSINGA

YEAR OF EXAMINATION: 2020

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Table of Contents
FEDHA YOUTH GROUP INFORMATION SYSTEM..........................................................................................3
Introduction.............................................................................................................................................3
PRELIMINARY INVESTIGATION.................................................................................................................4
Scope of the system.............................................................................................................................4
Time schedule......................................................................................................................................4
DETAILED ANALYSIS.................................................................................................................................5
Introduction.........................................................................................................................................5
Feasibility study...................................................................................................................................5
Merits of the new system....................................................................................................................5
REQUIREMENT SPECIFICATION................................................................................................................6
Functional Requirements.....................................................................................................................6
Non-Functional Requirements.............................................................................................................6
METHODOLOGY.......................................................................................................................................7
Observation.........................................................................................................................................7
Questionnaires....................................................................................................................................7
SYSTEM DESIGN.......................................................................................................................................8
Introduction.........................................................................................................................................8
Entity Relationship Diagram................................................................................................................8
Interface Design...................................................................................................................................8
USER MANUAL.......................................................................................................................................14
Introduction.......................................................................................................................................14
Splash screen.....................................................................................................................................14
Main menu........................................................................................................................................15
TESTING AND IMPLEMENTATION..........................................................................................................34
TESTING.............................................................................................................................................34
IMPLEMENTATION.............................................................................................................................34
MAINTENANCE..................................................................................................................................34
CONCLUSION.........................................................................................................................................35
RECOMMENDATION..............................................................................................................................36
BIBLIOGRAPHY.......................................................................................................................................37

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Figure 12 share contribution form.............................................................................................................10

Figure 2......................................................................................................................................................32
Figure 3......................................................................................................................................................33
Figure 4......................................................................................................................................................34
Figure 5......................................................................................................................................................34

FEDHA YOUTH GROUP INFORMATION SYSTEM

Introduction
Fedha Youth Group is an organization formed by youths, aged 18 to 35 years, so as to save money and
give loans to members who intend to start or improve personal business. The registration fee, which
must be paid, is a non-refundable Ksh.1000. The members should also contribute at least Ksh.500 per
month as shares contribution.
A member who has contributed for at least six consecutive months is eligible for a loan depending on
the total shares contributed by the member.
The types of loan given are as shown in the table below;
Loan Type Maximum Loan Amount Interest Rate per Month Repayment
Period
Emergency Loan Equals to the amount of shares 0.3% 1 Year
Short Loan Two times the Amount of shares 0.6% 2 Years
Normal Loan Three times the amount of shares 1.0% 3 Years
Development Five times the amount of shares 1.4% 4 Years
Loan
Table 1 : Types of Loans

The member applying for the loan should be guaranteed by other members of the organization and the
total amount guaranteed should be equal to or more than the amount borrowed less the borrower’s
shares. Savings not borrowed are kept in the bank as fixed deposit earning a 0.6% interest per month.
One is to give a one month notice and paid back all the outstanding loans borrowed so as to exit the
organization. If the exiting member had guaranteed other loans, they also must have been paid back.
Upon exiting, the member is given all shares he has contributed to the organization.
At the end of each year, the total amount earned from loans borrowed and the fixed deposit is
computed. 10% of it is retained for office expenses and the balance shared among members as
dividends on shares allocated to each members based on their respective share contributions to the
organization.

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PRELIMINARY INVESTIGATION
Scope of the system.
The proposed Fedha Youth Group Information System will be responsible for the following;
 Maintain a list of the;
i. Members in the organization and their registration fees.
ii. Types of loans
iii. Loans borrowed by each member.
iv. Fixed deposits.
v. Guarantors for each loans borrowed.
vi. Shares for each member.
 Compute each of the following;
i. Total registration fees.
ii. Total shares.
iii. Maximum loan qualified for.
iv. Interests on loans borrowed.
v. Interest on fixed deposits.
vi. Monthly repayments on the loans borrowed
vii. Dividends payable to members.
viii. Guaranteed amount for each loan borrowed.
ix. Amount retained by the organization for office expenses.
 Generate each of the following reports;
i. Members’ registration fees.
ii. Share contributions.
iii. Fixed deposits.
iv. Loans borrowed.
v. Loan repayment schedule per member
vi. The balances after every repayment.
vii. Dividends payable to each member.
Time schedule
The time schedule of the proposed system is as follows.
ACTIVITY BEGIN END
Feasibility January February
System Analysis January March
System Design February March
Coding October November
Testing November December

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Documentation And Review November December

Table 2 : Time Schedule

DETAILED ANALYSIS
Introduction
It is vital to understand the user needs and discover new ways of enhancing performance
therefore the need to analyze every detail concerning Fedha Youth Group Information System.
In so doing we are able to familiarize with user needs and deliver a user friendly end product.
This was achieved through interaction with the members of the organization to determine the
suitability of the proposed system.

Feasibility study.
Economic Feasibility.
Economic feasibility was done to determine whether the establishment of the new system will
be of more benefit than the incurred costs. The benefits of the proposed system were more
than the implementation cost hence it will be advantageous to the new system.

Technical feasibility.
This study aimed at establishing whether the organization gets the required software and also if the
staff was competent with the use of ICT related devices. After the study it was established that the
organization had the required devices for the software and hardware were easily available.

Operational feasibility.
This was done to establish whether the users would be comfortable with the new system once
developed. The efficiency would be greatly increased thus improving flexibility.

Merits of the new system

i. Efficiency - The system is bound to enhance production of quality information effectively
wasting most energy.
ii. Speed - The system will cut down on time wasted and would produce information at a
faster rate.
iii. Security - The system will register improved security thus ensuring the data and
information is safe from unauthorized access.
iv. Reliability - The system will be reliable in that it can produce information at any time
required to with minimum effort.
v. User friendliness – The system will ensure ease of operation due to use of a manageable
computer interface.

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REQUIREMENT SPECIFICATION
This involves the suitable hardware and software for the new system which are determined by
the type of input and user requirements.

Functional Requirements
 Maintain a list of registered members and shares for each member.
 Maintain a list of the type of loans and the loans borrowed by the members.
 Maintain a list of guarantors for each loan borrowed.
 Maintain a list of fixed deposits.
 Compute the total registration fees.
 Compute the total shares.
 Compute the interests on loans borrowed
 Compute the balance after every repayment
 Compute the monthly repayments on loans.
 Compute the interests on fixed deposits
 Generate the loan repayment schedule per member.
 Generate reports on shares contributed by members.
 Generate reports on the dividends payable to each member.
 Generate reports on the loans borrowed.
 Generate reports on members and their registration fees.

Non-Functional Requirements
 Accuracy
 Reliability
 User-friendliness

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METHODOLOGY
Observation
With the observations we watched closely as members of the Fedha Group practiced a sample member
registration, loan processing and member exiting, the method gave us first-hand information on the
challenges experienced in the current manual system.

 Advantages
i. First-hand information was gathered
ii. The accuracy of the collected information is justifiable
 Disadvantages
i. It was time wasting
ii. It was tiresome

Questionnaires
Questionnaires were administered to fifteen currently registered members of the organization, thirteen
responded positively while two refused to respond. The following is a sample questionnaire;

FEDHA YOUTH GROUP ADMINISTRATION

QUESTIONNAIRE

We are in the process of developing a new information system. PLEASE

take a few minutes to fill this questionnaire and return it before 21-3-2020

1. Does the existing manual system satisfy your needs?

YES NO
2. How long does it take to process the loans borrowed?
6 HOURS 1 DAY
1 WEEK 1 MONTH

Thank you for your feedback

Management

Figure 1 the Questionnaire

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SYSTEM DESIGN
Introduction
After the analysis of the current manual system of the Fedha Youth Group, its shortcomings
were reviewed and the requirements of the proposed Fedha Youth Group Information System
were outlined. The system will therefore be designed using the following outlines;
o Entity Relationship Diagram.
o Output Design.
o Input design.
o Table design.

Entity Relationship Diagram

Members Shares Loan Types

REG NO Share No Type ID

Guarantors Loan Transactions Repayment

Guarantor ID Loan no Repayment ID

Figure 2 the Entity Relationship Diagram

Interface Design.
Output design.
It involves the design of the generation of reports by the system which will include reports for;
members’ registration list, share contributions, fixed deposits, loans borrowed, loan repayment
schedule per member, the balances after every loan repayment and the dividends payable to
each member among others.

a) Members and their registration fees report.

FEDHA YOUTH GROUP INFORMATION SYSTEM

Members And Registration Fees
REG_NO FULL_NAME MEMBERS_ADDRESS REGISTRATION_FEE

TOTAL REGISTRATION FEE

Figure 3 Members and there registration fees report diagram

b) Share contribution list.

FEDHA YOUTH GROUP INFORMATION SYSTEM

Shares Contribution List

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SHARE_NO MEMBERS_NAME DATE_CONTRIBUTĒD AMOUNT_CONTRIBUTED TOTAL_SHARES

TOTAL SHARES
Figure 4 Share Contribution report diagram

c) List of fixed deposits.

FEDHA YOUTH GROUP INFORMATION SYSTEM

Fixed Deposits
DEPOSIT_NO DATE_DEPOSITED TOTAL_DEPOSITS

Figure 5 Fixed deposits report diagram

d) Loan transactions list.

FEDHA YOUTH GROUP INFORMATION SYSTEM

Loans Transaction List
LOAN_NO FULL_NAME LOAN_TYPE LOAN_AMOUNT DATE_BORROWED REG_NO

TOTAL AMOUNT
Figure 6 Loan transaction report diagram

e) List of Loan Repayment schedule per member.

FEDHA YOUTH GROUP INFORMATION SYSTEM

Member’s Loan Repayment schedule
REPAYMENT_NO LOAN_NO REPAYMENT_PERIOD LOAN_AMOUNT DATE_OF_COMPLETION

TOTAL AMOUNT
Figure 7 Loan repayment schedule report diagram

f) List of Loan Balances after every repayment.

FEDHA YOUTH GROUP INFORMATION SYSTEM

Member’s Loan Balance
REPAYMENT_NO LOAN_NO AMOUNT_PAID FULL_NAME LOAN_BALANCE DATE_LATEST_PAID

TOTAL AMOUNT PAID TOTAL BALANCE

Figure 8 Loan balances report diagram

g) Members Dividends list.

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FEDHA YOUTH GROUP INFORMATION SYSTEM

Members’ Dividends List
DIVIDEND_NO REG_NO FULL_NAME DIVIDEND_AMOUNT DATE_PROVIDED

TOTAL DIVIDENDS
Figure 9 member’s dividends report diagram

h) List of members exiting.

FEDHA YOUTH GROUP INFORMATION SYSTEM

Those Exited
REG_NO FULL_NAME DATE_EXITED CURRENT_AGE CLEARED_OUT
+
+
+
Figure 10 members exiting report diagram

Input design.
This illustrates how the users of the system will insert data into the information system for processing.
Some of the input forms for the system include;

Figure 11 Members Registration Form.

FEDHA YOUTH GROUP

Members Registration Form

REG_NO
FULL_NAME
ADDRESS
DATE_REGISTERED
TELEPHONE
DATE_BORN

Save Delete Back

a) Members Shares Form

FEDHA YOUTH GROUP

Members Shares Form

SHARE_NO
REG_NO
SHARE_CONTRIBUTION 10
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DATE_CONTRIBUTED
Save Delete Back
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b) Loan Borrowing Form

FEDHA YOUTH GROUP
Loan Borrowing Form

LOAN_NO
REG_NO
LOAN_TYPE
DATE_BORROWED
AMOUNT_BORROWED
REPAYMENT_PERIOD

Save Delete Back

c) Guarantors Form

FEDHA YOUTH GROUP

Guarantors Form

GUARANTEE_ID
REG_NO
LOAN_NO
AMOUNT_GUARANTEED
GUARANTEE_ID

Save Delete Back

d) Repayment Form
FEDHA YOUTH GROUP
Repayment Form

REPAYMENT_ID
LOAN_NO
AMOUNT_PAID
DATE_PAID

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Save Delete Back

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Table Design.
The database of the information system will have tables to enable the storage and manipulation of data
during the processing of some information. Some of the tables include;

a) Members Table

FIELD DATA_TYPE DESCRIPTION

REG_NO Short Text Primary key
FULL_NAME Short Text
ADDRESS Short Text
REGISTERED Yes/No
DATE_REGISTERED Date/Time
TELEPHONE Short Text
DATE_BORN Date/Time

b) Shares Table

FIELD DATA_TYPE DESCRIPTION

SHARE_NO AutoNumber Primary key
REG_NO Short Text Foreign key
DATE_CONTRIBUTED Date/Time
SHARES_CONTRIBUTED Currency

c) Loans Table

FIELD DATA_TYPE DESCRIPTION

LOAN_TYPE Short Text Primary key
MAX_LOAN_AMOUNT Short Text
INTEREST_RATE_PER_MONTH Number
REPAYMENT_PERIOD Short Text

d) Loan Transaction Table

FIELD DATA_TYPE DESCRIPTION

LOAN_NO AutoNumber Primary key
REG_NO Lookup field Foreign key
LOAN_TYPE Lookup field Foreign key
DATE_BORROWED Date/Time
AMOUNT_BORROWED Currency
REPAYMENT_PERIOD Number
LOAN_ISSUED Yes/No

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e) Loan Repayment Table

FIELD DATA_TYPE DESCRIPTION

REPAYMENT_ID Auto Number Primary Key
LOAN_NO Lookup field Foreign Key
AMOUNT_PAID Currency
DATE_PAID Date/Time

f) Guarantors’ Table

FIELD DATA_TYPE DESCRIPTION

GUARANTEE_ID Auto number Primary Key
REG_NO Lookup Foreign key
LOAN_NO Lookup Foreign key
AMOUNT_GUARANTEED Currency

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USER MANUAL
Introduction
Go to start on Microsoft Windows Desktop and select Microsoft Access, select the file named FEDHA
YOUTH GROUP.
Splash screen
Click on the file to open it, the window below is displayed;

To start manipulating the system, click the log in button

The quit app button shuts down the entire fedha youth group system

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Main menu

When you click the log in button , the window below, which is the main menu, is displayed;

(i) Registration portal

If you are a new member, click the register button;

This button leads you to a form that allows you to apply for registration into the fedha youth group. The
window to be displayed is as shown below;

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All details to be filled are to be correct and accurate. Upon satisfaction with the details you have filled,

you can save your records using the save button . You also have the option to delete the

record you have input before saving it by clicking the delete button . The back button

allows you to go back to the main menu.

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(ii) Members

If you are already a member, click the member button . This button leads you to The Fedha
Members switch board. The window to be displayed is as shown below.

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(a) Borrowing a loan

The borrow loan button , when clicked, opens the loan transactions form which is
shown below;

All details to be filled are to be correct and accurate. Upon satisfaction with the details you have filled,

you can save your records using the save button . You also have the option to delete the

record you have input before saving it by clicking the delete button . The back button

allows you to go back to The Fedha Members switch board.

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(b) Contributing shares

The share contribution button , when clicked, opens the share contributions form
which is shown below;

All details to be filled are to be correct and accurate. Upon satisfaction with the details you have filled,

you can save your records using the save button . You also have the option to delete the

record you have input before saving it by clicking the delete button . The back button

allows you to go back to The Fedha Members switch board.

NOTE: The shares to be contributed should be more than Ksh499.

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(c) Guaranteeing a loan

The borrow loan button , when clicked, opens the loan guaranteeing form which is
shown below;

All details to be filled are to be correct and accurate. Upon satisfaction with the details you have filled,

you can save your records using the save button . You also have the option to delete the

record you have input before saving it by clicking the delete button . The back button

allows you to go back to The Fedha Members switch board.

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(d) Exiting the group

The exit group button , when clicked, opens the notice for exiting form which is shown
below;

All details to be filled are to be correct and accurate. Upon satisfaction with the details you have filled,

you can save your records using the save button . You also have the option to delete the

record you have input before saving it by clicking the delete button . The back button

allows you to go back to The Fedha Members switch board.

(e) Viewing Detailed Report

Clicking on the view report button , allows you to go to The Fedha Member’s
Report Form which is shown be

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(f) Log Out

Clicking the log out button takes you back to the Splash screen.

(iii) Log Out

Clicking the log out button , takes you to the main menu

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(iv) Admin Portal

To access the admin portal, you click on the admin button . Upon clicking it, the window
below is displayed which requires you to input the admin password which is 36600004116;

After inputting the correct password, you click the OK button , this leads you to the admin

portal window. Clicking cancel will close the administrator password window instead. The
admin portal window to be displayed is as shown below;

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(a) Managing Fedha

This area allows you to edit the records concerning the fedha youth group. It includes the following;

1. Loan Transactions
This allows you to check on the loans borrowed by the members and whether to issue them or not.

Clicking the loan transactions button , takes you to the loan transaction window
which is displayed below;

The loan transaction form contains sub forms which allow the admin to view whether the loan is eligible
for issuing. If the loan applied meets all the set conditions, the admin clicks the loan issued checkbox
, if not, the admin is required to delete the loan application by clicking the delete button

. After the admin is done with a particular loan he is required to click on the save button

and is free to move to another record using the buttons present. Upon conclusion, the

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admin is free to click the back button which closes the loan transaction window and opens
the administrator portal window.

2. Editing the members’ records

It allows the admin to register members who are of the correct age and have paid the registration fee.

Clicking the edit member records button opens the Member registration management
window which is shown below;

The member management form contains sub forms which allow the admin to view whether the
member is eligible for registration. If the loan applied meets all the set conditions, the admin clicks the
registered checkbox , if not, the admin is required to delete the member’s application by

clicking the delete button . After the admin is done with a particular person he is required to

click on the save button and is free to move to another record using the buttons present.

Upon conclusion, the admin is free to click the back button which closes the member
registration management window and opens the administrator portal window.

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3. Repaying loans
It enables the admin to insert the records of loans that are being repaid. Clicking the repay loan button

opens the Loan Repayment Window which is shown below;

All details to be filled are to be correct and accurate. Upon satisfaction with the details you have filled,

you can save your records using the save button . You also have the option to delete the

record you have input before saving it by clicking the delete button . The back button

allows you to go back to administrator portal window.

4. Removing members
This allows the admin to remove members wishing to exit the group from the system only if they meet

the set conditions. Clicking the remove members button , takes you to the member
removal window which is displayed below;

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The member removal form contains a sub form which allows the admin to view whether the member is
eligible for exiting. If the member wishing to exit meets all the set conditions, the admin clicks the

remove member button so as to remove the member. After the admin is done with a
particular person he is free to move to another record using the buttons present. Upon conclusion, the

admin is free to click the back button which closes the member removal window and opens
the administrator portal window.

(b) Viewing reports

This area contains reports that aid in retrieving detailed information from the system. It includes the
following;

1. Members’ registration fees

This shows a detailed list of the members in the group and there registration fees. Clicking the

members’ registration fees button displays the report below;

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The total registration fee accumulated is displayed at the bottom of the report. Clicking the

print button prints the whole report while pressing the back button takes you
back to the admin portal.

2. Share contributions
This shows a detailed list of the members in the group and there total share contributions.

Clicking the share contributions button displays the report below;

The total shares fee accumulated is displayed at the bottom of the report. Clicking the print

button prints the whole report while pressing the back button takes you back
to the admin portal.

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3. Fixed deposits
This shows current deposit attained by the organization. Clicking the fixed deposit button

displays the report below;

Clicking the print button prints the whole report while pressing the back button

takes you back to the admin portal.

4. Loans borrowed
This shows a detailed list of the loans that have been borrowed. Clicking the loans borrowed

button displays the report below;

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The total amount borrowed accumulated is displayed at the bottom of the report. Clicking the

print button prints the whole report while pressing the back button takes you
back to the admin portal.

5. Loan repayment schedule

This shows a detailed list of the members in the group and the schedule of repaying there loans
for the loans which have been borrowed and their repayments have been initiated. Clicking the

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loan repayment schedule button displays the report below;

Clicking the print button prints the whole report while pressing the back button

takes you back to the admin portal.

6. Loan balances
This shows a detailed list of the balances of the loans which have been borrowed and their

repayments have been initiated. Clicking the loan balances button displays

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the report below;

The total balance accumulated is displayed at the bottom of the report. Clicking the print button

prints the whole report while pressing the back button takes you back to the
admin portal.

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7. Dividends
This shows a detailed list of the members in the group and there dividends. Clicking the

dividends button displays the report below;

Figure 2

Clicking the print button prints the whole report while pressing the back button

takes you back to the admin portal.

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8. Office expenses
This shows the current amount of office expenses to be retained. Clicking the office expenses

button displays the report below;

Figure 3

Clicking the print button prints the whole report while pressing the back button

takes you back to the admin portal.

(c) Logging out

Clicking the log out button takes you back to the Main Menu and closes the admin portal.

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TESTING AND IMPLEMENTATION

TESTING
Test data was used to ensure that the system was functioning properly. In case erroneous data is
entered into the system error messages are displayed.
Some of the error messages that may be encountered include;
I. Error Message- The changes you requested to the table were not successful because they
would create duplicate values in the index, primary key or relationship.

Figure 4

Description- You are trying to enter the same item twice.

Solution- Avoid double entry of data.
II. Error message- The data you entered isn’t an item on the list.

Figure 5

Description- You are trying to enter data which is not in the lookup field
Solution- Make sure the data is in the lookup column

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IMPLEMENTATION
It involves putting the new system into use in the organization.
 System management- this involves installation and resource allocation.
 Staff training- it involves training the staff on how to use the new system.
MAINTENANCE
System maintenance is the adjustment and enhancement of the requirements or correction of errors
after the system has been implemented.
It is important because;
 It enhances validity and entity integrity
 Ensures the system gives correct output as expected
CONCLUSION
To be efficient in its operations Fedha Youth Group decided to come up with a computerized
information system that will increase the efficiency. This goal has been met by developing a
computerized information system known as Fedha Youth Group Information System.

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RECOMMENDATION
The current manual Fedha Youth Group Information System is inefficient in its processes. The
development team therefore recommends the school to adopt Fedha Youth Group Information System.

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BIBLIOGRAPHY
The bibliography below shows a list of books and reference materials used in developing Fedha Youth
Group Information System.

1. Mburu S. and G. Chemwa-Longhorn Secondary Computer Studies Book 2

2. Mburu S. and G. Chemwa-Longhorn Secondary Computer Studies Book 3
3. Mburu S. and G. Chemwa-Longhorn Secondary Computer Studies Book 4

ACKNOWLEDGEMENT
I would like to thank the school administration for giving me ample time to work on this project. I also
acknowledge the unending efforts of my subject teacher, Mr. Douglas Musonye for always being there
to guide me towards achieving the objectives of the whole project.

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