REHEMA SECONDARY

SCHOOL PREFECTS
ELECTORAL SYSTEM

NAME: MULILI FAITH KAVESU

INDEX NO: 20406004091
CLASS: FORM 4
SCHOOL: LORETO CONVENT
VALLEY ROAD

KCSE2019
A computer project submitted in partial fulfillment of the requirements for the KCSE examination in
Computer Studies- 2019

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 Rehema Secondary School Prefects System- 2019 Computer Studies Project

ACKNOWLEDGEMENT
I would humbly like thank my loving family in seeing through my education and caring for me
all the way through school.

I thank the school for providing the adequate resources that enabled me to finish up on the
development of this computer studies project. I appreciate my computer studies teacher, Mr.
Gitaka , for the immense guidance, encouragement and patience with me. God bless you.

Most of all, I thank God for having bringing me this far.

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 Rehema Secondary School Prefects System- 2019 Computer Studies Project

DEDICATION
I would like to dedicate this project to my family, computer studies teacher and Loreto
Convent Valley Road entire community who gave me a hand, one way or another, in the
development of this project.

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TABLE OF CONTENTS

TITLE PAGE.......................................................................................................................

ACKNOWLEDGEMENT................................................................................................ii
DEDICATIONS................................................................................................................iii

TABLE OF CONTENTS.................................................................................................iv
ABSTRACT......................................................................................................................vii
INTRODUCTION..............................................................................................................1

SYSTEM ANALYSIS........................................................................................................3
PROBLEM DEFINITION...................................................................................................3
DISADVANTAGES OF CURRENT SYSTEM..........................................................3
ADVANTAGES OF COMPUTERISED SYSTEM....................................................3
SOLUTION TO CURRENT MANUAL SYSTEM............................................................4
INFORMATION GATHERING.........................................................................................5
STUDYING AVAILABLE DOCUMENTATION......................................................5
QUESTIONNNAIRES.................................................................................................6
RESULTS OF INFORMATION GATHERING.................................................................9
FEASIBILITY STUDY.................................................................................................11
COST BENEFIT ANALYSIS ......................................................................................12
FIGURES GAINED AS BENEFITS.............................................................................12
REQUIREMENTS SPECIFICATIONS........................................................................15

SYSTEM DESIGN...........................................................................................................17
SYSTEM FLOWCHARTS............................................................................................18
TABLE DESIGNS.............................................................................................................18

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SYSTEM CONSTRUCTION.........................................................................................18
TABLES CONSTRUCTION.............................................................................................18
FORM CONSTRUCTION................................................................................................24
REPORT CONSTRUCTION............................................................................................25
QUERIES CONSTRUCTION...........................................................................................34

USER MANUAL..............................................................................................................33
NAVIGATION AND USE................................................................................................33

CONCLUSION................................................................................................................37
RECOMMENDATION...................................................................................................38

BIBLIOGRAPHY............................................................................................................39
APPENDIX.......................................................................................................................40

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LIST OF FIGURES
Fig1- System flowchart......................................................................................................17
Fig2- Table relationships...................................................................................................30

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ABSTRACT
The system has been developed to enhance the prefects electoral system.

The system will prove useful in showing its capabilities in data input, data processing and report
generation in the areas needed in expertise of the system.

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INTRODUCTION

This system has been put forward to replace the old system of Rehema School
Prefects Electoral System because the older system of calculating points was
tiresome and long because it was manual and it didn’t incorporate the use of
computers in the processing of calculating points and data input.

this system will mainly deal with capturing of team details which includes the team
players it will also deal will data input and

MS access was used for this project because it is better than any other database
management system because;

 Access database has built-in objects to design tables, forms, queries, reports
and macros.
 Validations can be built into the table definition and erroneous data being
stored in the database
 Relationship[s can be defined amongst entities to ensure data integrity
 It is very user friendly and easy to use. Form, reports and queries can be
easily designed to capture data, presents output and query the data.
 The online help guides the user step by step through the procedures of
creating new forms tables queries and reports.

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 Rehema Secondary School Prefects System- 2019 Computer Studies Project

PROBLEM DEFINITION
The problem at hand is to develop a well computerized prefects electoral system that will:

i. Maintain records of classes and their respective class teachers

ii. Maintain list of contestants for each post
iii. Maintain list of electoral positions
iv. Maintain list of students per class
v. Maintain list of proposers and seconders
vi. Maintain results for each level

OVERVIEW OF THE SYSTEM

The development of Rehema School Prefects Electoral System marks out the problems
associated with older/traditional methods of handling data, which looks at;

1. INPUT
Use of entry forms to enter data for contestants, teachers, students etc.

2. DATA MANIPULATION

Data manipulation is carried by use of calculators across tabulating information. Calculators are
electronic but depends on human input to be carried out.

The use of calculators reduces errors as compared to basic calculation that ensures reduction in
errors availed within the data manipulated for statistical use.

3. OUTPUT

The output of records, reports and analysis is mostly in form of manual hand written documents.
They are signed for authenticity and eligibility as proof.

When output is to be presented for statically analysis, drawn charts and diagrams are used that
are seen to be bulky, most of the data is not well diagrammatically presented as some are
manually drawn.

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DISADVANTAGES OF CURRENT MANUAL SYSTEM

1. There could be loss of files and records of contestants list, class teacher list, list of
proposers and seconders, list of electoral positions and student list if they haven’t been
kept, since they are very vulnerable to theft or damage.
2. There may be errors during data input, that may be during entering records, errors lead to
false output when reporting data.

ADVANTAGES OF COMPUTERISED SYSTEM

1. There will be better records management, since all data is stored in the computer hence
there’s reduced use of stationery saving on the costs of stationery that would have
incurred had they not considered this option.
2. There is proper security of data as the data stored in computers can be easily password
protected to avoid cases of theft.
3. Here human errors are reduced since the input of data is computerised hence mistakes are
not easily made once most staff have done IT training in obtaining computer skills.
4. There is proper output of data hence all records can be easily accounted for in printed
reports hence ensuring proper accountability and transparency of data.

OBJECTIVES OF THE PROJECT

The following objectives guided in the development of the suitable program for Rehema
Secondary School Prefects Electoral System.
 To ease the process of data capture.
 To enhance the speed and accuracy of data entry storage and retrieval.
 To improve the process of keeping records.
 To eradicate the problem of insecurity.
 To enhance the computation of land related issues at any given moment.

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SCOPE OF THE PROJECT

Rehema Secondary School Prefects Electoral System fully addresses the question as captured
in the definition of the problem. The program has been constructed with the ability for
expandability to address emerging issues that may not have been taken care of while defining the
problem. It therefore is an open system that a program developer, with moderate database know-
how and skills, using this manual will adjust to address such emerging concerns.

SOLUTION TO CURRENT MANUAL SYSTEM

A. SYSTEM REQUIREMENTS

- Staff training to be computer literate.

- Purchasing of good computers.

B. DATA MANIPULATION

- MS Office Package (Office 2013 and later versions)

- Operating System such as Win 7, Win 8, Win 8.1, Win 10

C. DATA STORAGE DEVICES

- Flash Disks (4GB/8GB/16GB)

- CD (700MB) or DVD (4GB/8GB)
- External Hard Disks (320GB/500GB)
- Internal Hard Disks (250GB/500GB)

D. SECURITY REQUIREMENTS

- Enforce use of passwords in computers and applications.

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INFORMATION GATHERING

For this exercise I used three methods of data collection mainly;

 Questionnaire
 Observation
 Study of available documents (document review or content analysis)
Before any methods were used I had to seek permission from the management at
the Kabumbu football league so as to use the various methods listed above.

I therefore had to write a letter requesting the management to allocate time for
collecting information.

Finally when my requests were approved, I embarked on the process of data

collection.

A. STUDYING AVAILABLE DOCUMENTATION

These are manual documents describing the current manual system and its procedures;reports,
technical manuals. This is the study of the available school documents to have

information on the problem at hand.

These documents include contestant lists, electoral results, reports, technical

manual organizational charts and archival or backup files.

From the electoral system I studied the various reports at hand and I noted that
there were various mistakes that occurred during the calculation of the overall
marks. This was due to the large volume of data handled at the electoral offices by
the staff yet there were no tools to help them in their calculations except the
occasional calculator.

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Poor customer service, calculations and poor data handling also resulted in
confusion in the electoral management and therefore a depreciation of schools
enrolling..

This problem is advantageous in that;

 One is able to get first hand information

 It is also disadvantageous in that some of the data may have been altered
and that some or wrongly written and therefore leading to wrong
interpretation by the researcher.

B. QUESTIONNAIRES

This is a special purpose document that allows persons to collect information and
opinions of the people who receive and respond to it. For the questionnaire 20
respondents were used to get the information we required about the league and
theses people included;

 Director of the electoral system

 The principal of the school
 The school level prefects
 The form level prefects
 The class level prefects
 The students

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The following is a sample questionnaire and its outcome displayed in percentages.

REHEMA SECONDARY SCHOOL PREFECTS ELECTORAL SYSTEM

- REPORT SYSTEM

Date…………………………

Introduction: MULILI FAITH KAVESU is in the process of developing a new

database management system that will deal with entry of player information,
calculation of points and generation of reports per season. Please take a few
minutes to fill in the open ended questionnaire and return it to the school
administration

Q1. How many contestants are there in the electoral database report system?

……………………………………………………………………………………
……………………………………………………………………………………
……………………………………………………………………………..

Q2. What are the various methods of data entry in the computer?

……………………………………………………………………………………
……………………………………………………………………………………
……………………………………………………………………………………
…

Q3. Are you comfortable with this method of data entry?

……………………………………………………………………………………
…………………………

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Q4. What problems do you as a staff encounter when dealing with data got from
the
matches?.................................................................................................................
................................................................................................................................
.........................................

Q5. What are the various ways used to store data in the electoral database?

……………………………………………………………………………………
……………………………………………………………………………………
……………………………………………………

Q6. Is data entirely secure with the method listed above?

……………………………………………………………………………………
……………………………………………………………………………………
……………………………………………………………………………………
……………………………………………………………………………

Q7. List down the various risks involved with this type of system?

……………………………………………………………………………………
……………………………………………………………………………………
……………………………………………………………………………………
……………………………………………………………………………………
……………………………………………………………………………………
……………………………………………………………………………………
……………………………………………………………………………………
……………………..

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Q8. Are you satisfied with the results of the election

process?..................................................................................................................
................................................................................................................................
...................................

Using the above questionnaire, 80% of the respondents said that they were not
comfortable with the system at hand and would like it very much if it was
improved. This information is captured in the pie chart below;

COMFORTABLE WITH
THECURRENT
SYSTEM.
5%
15%
Comfortable

Not comfortable

Unsure
80%

On the question about the security of the information while using the manual system,
the respondent were to answer in the form of yes, no or not sure. 90% of the
respondents said that the system in place was not safe at all and that new methods had
to be put in place. 8% of the respondents said that the system was safe. 2% of the
respondents were not sure or aware of the security of the information at the league.

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This information is captured in the pie chart below;

is the information secure?

2%
8%
yes
no
not sure

90%

From the above information it’s clear that a new computerized system has to be put
in place.

Advantages of questionnaires

 Since they are filled and returned privacy , more sincere responses are
possible
 The respondent can fill the questionnaire at their own pace.
Disadvantages of questionnaires

 Good questionnaires are difficult to prepare

 The respondents may not fully understand the question because of the
ambiguity of language hence give erroneous answers.
 It may be quite expensive.
Observation
This method requires the researcher to participate or watch closely as a person
performs activities in order to learn about a system. I observed the various

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operations of the school from the time the contestants were vetted , during
elections and when the results were announced.

It was very clear to me that the manual system at hand was a complete failure in
that data was handled carelessly and that its storage was also not fulfilling at all. I
noticed that the method of data entry was very slow and confusing.

Mistakes were very common especially the ones that dealt with calculations could
not fully keep track of the school performance. The other problem was that of
storage, I noticed the poor storage structure at the electoral offices as some of the
files had been destroyed by rodents while others were not visible at all because of
the fading of the ink. Finally, I noticed that management together with school
were not fully comfortable with the system at hand and would have preferred a
better system that would be faster. This was seen through their constant complaint
about the insufficient service of the league system.

This method was advantageous in the following ways;

 This method gave me firsthand experience about the problems and exposed
me to the system requirements.
 Concepts that are too difficult for non- technical staff to explain can be
observed
However this method has some drawbacks too, these include;

 The person being observed might alter behavior leading to wrong

requirement being observed
 Need to be on-sight consume a lot of time.
 It cannot be used by people with visual impairment

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They serve well in collecting data from users of a specific system and get back informative
feedback. The responses are quick and can be easily tabulated from questions given.

FEASIBILITY STUDY

Feasibility report is the study established to find out the cost and benefit of a new
system.

A new system will only be developed if the benefits are more than its cost and it
will therefore be redundant to plan a new system whose benefits are not more than
its cost.

There are four types of feasibility reports normally carried out for a new system to
be developed.

These include:

 Operational feasibility study

 Technical feasibility study
 Schedule feasibility study and
 Economic feasibility study.
I used three feasibility reports to carry out this.

Operational feasibility study

This is a kind of feasibility report that establishes the extent by which the users are
comfortable with the new proposed system. According to my speculation of the
system, will be better than the current system as this would mean that the work
load for the staff at the league will be reduced. The staff pointed out that they were

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eagerly waiting for the development of the new program as it will definitely bring
positive changes to the league.

Technical feasibility

This feasibility study establishes whether the technology available is sufficient or

can be upgraded for the new system. It also seeks to find out whether the staff has
relevant technical skills to develop and use the new system.

Most of the equipments that the electoral offices would use with the new system
are readily available and cheap considering the benefits that the system will have
on both the staff, students and all the schools.

For further effect of the system, users will require to be taught relevant skills about
the working of the system as most are semi illiterate or illiterate when it comes to
computers.

Cost benefit analysis

Costs: The initial development costs are high, considering the transition from
manual to computerized system. The estimated figures are as follows:

i. Development costs: Ksh. 60000

ii. Operational costs per month: Ksh.4000
iii. Loss on league development money: The league will begin at a loss of
Ksh. 30000 per month for the first season before full utilization of the
system.

Estimated lifetime: 5 years

Total costs=60000+ (4000*5*12) + (30,000)

=Ksh. 321000

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Benefits: Registration fees will keep flowing in each season. An estimated Saved
cost due to the new system per month is Ksh. 100000. Thus total benefits in 4
years (after 1st season):

= (100000*4*12)

= Ksh. 400000

Estimated Saved costs: Benefits-costs

=400000-321000

=Ksh.72900

This shows that adopting this system is beneficial to the electoral offices

Schedule feasibility

This establishes whether the development of the new proposed system will be
accomplished within the available time.

To be sincere, the development of this program posed a lot of difficulty especially

in ensuring that all the tables in the database management system were related and
that referential integrity was enforced. However I felt that seven months given by
Kenya national examinational council were not enough for the completion of the
project as there were several problems. Given more time and better resources and I
would have developed a better version of the system as the whole ordeal was new
to me.

project takes 6 months to develop.

JANUARY-MID FEBRUARY : PROBLEM RECOGNITION

MID FEBRUARY- MARCH : PROBLEM DEFINITION
MID MARCH-MID APRIL: PROBLRM DESIGN
MID APRIL-MID MAY:PROBLEM CODING

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MID MAY-MID JUNE:PROGRAM TESTING

MID JUNE-JULY:PROGRAM IMPLEMENTATION
JANUA FEBRU MARC APRIL MAY JUNE JULY
RY ARY H

PROBLEM
RECOGNITION

PROBLEM
DEFINITION

PROGRAM DESIGN

PROGRAM
CODING

PROGRAM
TESTING

PROGRAM
IMPLEMENTATIO
N.

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REQUIREMENTS SPECIFICATIONS
A. OUTPUT SPECIFICATIONS

For the development of this computerised system the following outputs are required;

i. Records of classes and their respective class teacher

ii. List of contestants for each post
iii. List of electoral positions
iv. List of students per class
v. List of proposers and seconders
vi. Results for each level

The outputs will be recognised as tabulated data, also reports can be taken up to trace all needed
output to ensure accountability of the computerised functions of the system.

B. INPUT SPECIFICATIONS

Through the development of this computerised system, the inputs identified are;

i. Voters list
ii. List of contestants for each post
iii. List of class teachers
iv. List of winners for each post
v. List of spoilt votes from each class
vi. List of contestants and votes garnered

C. HARDWARE AND SOFTWARE REQUIREMENTS

The best of the best would be required in running this computerised system. In hardware
options the following would be considered;

1. HP Monitors (2), TFT screens, 17” Display

2. HP CPUs (2), 2 GB RAM, Dual Core Processor (2.6GHz), AMD Processor

3. HP Multipurpose Scanner, Printer, Photocopy. (1)

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Software options would include the following;

1. Operating System like Windows 7, Windows 8, Windows 8.1, Windows 10

2. Antivirus, Avast Antivirus, Kapersky Antivirus and ESET NOD32 Antivirus

3. MS Office 2010/2013/2016 Package

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Start
SYSTEM DESIGN
Fig1. SYSTEM FLOWCHART Enter contestant details
Enter voter details

Is voter valid Contestant details

Display “invalid voter”

Access files

Voter details
Vote

Collection of votes by class teacher

Counting votes

Award winner

List of contestants for each post Voters list

Gernerate reports
Class teacher list

Winners list
List of contestants and votes garnerder
List of spoilt votes

Stop
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TABLES DESIGN

STUDENTS TABLE

TEACHERS TABLE

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CANDIDATE TABLE

VETTING TABLE

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CLASS TEACHERS TABLE

VOTING TABLE

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RESULTS TABLE

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Input screen design

CANDIDATE INPUT

CLASS TEACHER INPUT

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TEACHER REGISTRATION

STUDENT REGISTRATION

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VOTING

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OUTPUT SCREEN DESIGN

VOTERS LIST

TEACHERS LIST

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CLASS TEACHER LIST

CONTESTANT LIST

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CLASS LEVEL RESULTS

FORM 1 CAPTAIN RESULTS

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FORM 2 CAPTAIN RESULTS

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 Rehema Secondary School Prefects System- 2019 Computer Studies Project

FORM 3
CAPTAIN RESULTS

FORM 4 CAPTAIN RESULTS

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SYSTEM CONSTRUCTION
Here from the system design, the tables, the queries, forms and reports are constructed.

Below is a sneak view of the entity relationships designed from the tables:

Fig4.
Table relationships

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CLASS LEVEL QUERY

FORM LEVEL QUERY

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SCHOOL LEVEL QUERY

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USER MANUAL

LOADING PROCESS

The user will find using this system fairly easy as compared to running its old operations
manually.

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Start-up Form

When the program is run, the start-up form shown above is the first screen that appears. Allow it
about thirty seconds, it will automatically give way to the login Form shown below.

Main Menu Form

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 Rehema Secondary School Prefects System- 2019 Computer Studies Project

Once you successfully log in, the Main Menu form, which is the point at which input of data and
output of information is performed. Assume for instance that the ‘SCHOOL LEVEL’ command

button is pressed; the ABOVE screenshot representing a form appears!

RECORD NAVIGATION

FIRST
RECORD FIND CLOSE
RECORD FORM
PREVIOUS NEXT
RECORD RECORD LAST
RECORD

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NAVIGATION GUIDE

ADD
RECORD
SAVE
RECORD

DELETE
PRINT
RECORD
RECORD

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CONCLUSION
The proposed system is of significance to users of resident registration management. The system
has fulfilled all the objectives set out in the requirements specifications despite the challenges
passed.

The achievements outlines that computers are much faster than manual operations initially done
by the staff and hence faster speed of processing ensured efficient workflow.

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RECOMMENDATION
The system has proved useful in managing large amounts of data, especially in processing
records and producing quality outputs. It also saves on the time used to process data and this
leads to client satisfaction. It offers security as double recordings are entirely avoided. Social
economic conflicts such as court battles due to double allocation of land ownership documents
are also totally eliminated.

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BIBLIOGRAPHY
1. Geoffrey Chemwa, Stephen Mburu : Longhorn Secondary, Computer Studies, Book 4.

2. Geoffrey Chemwa, Stephen Mburu : Longhorn Secondary, Computer Studies, Book 3.

3. Geoffrey Chemwa, Stephen Mburu : Longhorn Secondary, Computer Studies, Book 2.

4. Geoffrey Chemwa, Stephen Mburu : Longhorn Secondary, Computer Studies, Book 1.

5. Highflier Series, KCSE Revision In Computer Studies for Forms 1-4.

6. The Internet. (For research purposes.)

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APPENDIX

SYMBOL MEANING
Decision

Document/Report

Flow direction

Start/Stop

Computerized process

Input

Manual input

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