REHEMA SCHOOL PREFECTS ELECTORAL

SYSTEM

WANJIRU JOHN GLENN NJOROGE

11232102184

ST JOSEPHS HIGH SCHOOL-GITHUNGURI

YEAR 2019
AKNOWLEDGEMENT
I would like to thank the school administration for allowing us to use the facilities such as the school
library for carrying out researches from different books. I would also want to thank our patron teacher for
allowing us to access resources such as the computers. I also want to thank the Kenya national
examination council for allowing us to do this project for it has enabled us to think widely.

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RELEVANCE
The system is very important in schools as it will ease the electing of the school captains.
Unlike the old days, voting in school will be super accurate and will be fast. The system is user friendly
and even new users require just a five minute tutorial to learn.

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DEDICATION
I dedicate this project to all the schools that are still using the manual electoral system to try this
computerized system of REHEMA SCHOOL PREFECTS ELECTORAL SYSTEM since it is time
saving, efficient and user friendly. Enjoy the system

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Table of contents
Table of Contents
AKNOWLEDGEMENT......................................................................................................................................................ii
RELEVANCE.................................................................................................................................................................... iii
DEDICATION....................................................................................................................................................................iv
TABLE OF FIGURES........................................................................................................................................................vi
CHAPTER ONE..................................................................................................................................................................1
INTRODUCTION...........................................................................................................................................................1
SYSTEM ANLYSIS........................................................................................................................................................1
Problem definition....................................................................................................................................................... 1
Overview of the current system...................................................................................................................................1
Limitations of the current systems...............................................................................................................................2
Overview of the proposed system................................................................................................................................2
Objectives of the proposed system...............................................................................................................................2
Benefits of the new system..........................................................................................................................................2
Scope of the system......................................................................................................................................................3
Limitations of the proposed systems............................................................................................................................3
Feasibility study...............................................................................................................................................................4
Economic feasibility....................................................................................................................................................4
Schedule Feasibility.....................................................................................................................................................4
Operational Feasibility.................................................................................................................................................4
Technical feasibility.....................................................................................................................................................4
Conclusion...................................................................................................................................................................4
Fact finding..................................................................................................................................................................4
CHAPTER 2........................................................................................................................................................................8
SYSTEM DESIGN..........................................................................................................................................................8
System flowchart.........................................................................................................................................................8
INPUT DESIGN........................................................................................................................................................13
OUTPUT DESIGN........................................................................................................................................................20
CHAPTER 3......................................................................................................................................................................24
System specifications.....................................................................................................................................................24
System requirements..................................................................................................................................................24

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CHAPTER 4......................................................................................................................................................................25
INSTALLATION GUIDE.............................................................................................................................................25
INTRODUCTION.....................................................................................................................................................25
After loading, the system opens a switchboard form which you can select the form of your interest as shown in the
caption below.................................................................................................................................................................26
....................................................................................................................................................................................... 26
Bibliography.............................................................................................................................................................. 27
Abbreviations.............................................................................................................................................................27

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TABLE OF FIGURES

Figure1: Economic feasibility………………………………………………..4

Figure 2: Sample questionnaire………………………………………………5

Figure 3: interview guide……………………………………………………..6

Figure 4: system flowchart……………………………………………………7

Figure 5: class list table…………………………………………………….…8

Figure 6: class teachers table…………………………………………………8

Figure 7: posts table…………………………………………………………..9

Figure 8: contestants table…………………………………………………….9

Figure 9: proposers and seconders table………………………………..……10

Figure 10: form level votes table…………………………………………….10

Figure 11: school level votes table…………………………………………..11

Figure 12: class prefects votes table…………………………………………11

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1
CHAPTER ONE

INTRODUCTION
Rehema School is located in Laikipia county of Kenya. It is a mixed boarding school with a population of
811 students.it has an average capacity of 40 students.it has a teaching staff capacity of 43 and support
staff of 22

The prefect body is normally elected annually in the month of June. There are 7 elective posts in total.
The head boy ,head girl , dining hall captain, games captain, library captain, form captain for forms and
the class prefect for each class. Only form three students are eligible for the first 5 posts and elected by
all the students. A form captain is elected by all members in his/her form. A class prefect is elected by
members of his/her own class.

SYSTEM ANLYSIS

PROBLEM DEFINITION
In Rehema school prefects’ electoral system, the whole process is done manually. Hence there is
likelihood of rigging and double voting. There is no proper vetting and grilling of the aspirants since it is
done in their absence. There are no proposers and seconders for each candidate where sometimes the
candidates are enforced to the students by the teachers.

OVERVIEW OF THE CURRENT SYSTEM

The students who are interested to be elected in any elective post forward their interest to the
administration. All the members of the teaching staff meet in the absence of the interested candidates and
do a postmortem of the aspirants. Those who don’t meet the expected criteria are disqualified and it is
made aware to them.
On the Election Day, the manual class lists, the ballot papers, and the ballot boxes are taken to the
respective classes where voting is done. After voting is done, the votes are counted in each class. The
votes for the class prefects are announced in the classes.

LIMITATIONS OF THE CURRENT SYSTEMS

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 i. The manual system is prone to cases of rigging and double voting.
ii. The manual class lists consume a lot of office space.
iii. The entire process of writing down the details of all the students is tiresome and time consuming.
iv. The system is inefficient as errors may occur during counting of votes.
v. The records are not neat since they are hand written.

OVERVIEW OF THE PROPOSED SYSTEM

Those students who intend to vie for the positions are required to be vetted by the school administration.
The successful candidates are required to provide their personal details which would be used in the ballot
papers. The School Level and the Form Level contestants are vetted by the school administration, while
the Class Level contestants are vetted by their respective class teachers. One of the requirements in the
vetting is that each contestant must have been proposed and seconded by their electorate. Those seeking
School Level positions are required to be seconded by a student from each class in their respective forms.
Those seeking Class Level positions are required to be seconded by two students from their respective
classes.

Elections are carried out in every classroom concurrently where the respective class teacher presides
over the exercise. On that day of election, the class teachers collect ballot boxes for each of the elective
positions for their respective classes. During the polling, the students are required to indicate their
preference in the ballot papers by placing a tick alongside the candidate of their choice and inserting the
ballot papers in their respective ballot boxes.

Counting of votes is carried out in the respective classes and the results are recorded, announced and
taken to the tallying center. At the tallying center, the Form Level and the School Level vote’s results
from the classes are combined and the total votes for each candidate recorded. The candidate with the
highest number of votes for each post is registered as the winner. The results of the election are
forwarded to the school’s principal who then approves and announces the final results.

OBJECTIVES OF THE PROPOSED SYSTEM

i. Reduction on cost of papers.
ii. Safeguarding the students’ records.
iii. Enhancing the accessibility of stored records by at least 50%.
iv. Improve the voting process and counting of votes.

BENEFITS OF THE NEW SYSTEM

 It will reduce the amount of office space initially copied by manual records.
 It will be fast and easy to store class list documents.

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 It will be easy to update class lists.
 It will be more accurate during counting of votes.
 It will ensure neatness during entering of records.
 It will ensure security of data through the use of passwords.

SCOPE OF THE SYSTEM

 Produce list of voters.
 Produce a list of contestants for each post.
 Produce a list of class teachers
 Produce a list of all winners for all the posts
 Produce a list of spoilt votes for each class.
 Produce a list of contestants and the votes garnered.

LIMITATIONS OF THE PROPOSED SYSTEMS

 The stored records of class lists may be destroyed due to attack by viruses.
 The users (secretaries and teachers) will require adequate training to be able to use the system.
 The new system will only work in presence of electricity.

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 Feasibility study
ECONOMIC FEASIBILITY
a) Cost:
Economic feasibility is the entire development costs can be estimated as follows:
1. Development Ksh.5500
2. Monthly operational costs Ksh.3000
3. Total lifetime of the new system 5yrs
Total lifetime cost= 5500+(3000*12)5=23500

Benefits
Savings from introduction of the new system Ksh.7500
Savings from reduced cost of papers Ksh.9000
Total monthly benefits Ksh.3000
Total lifetime benefits 7500*12*4=360000

SCHEDULE FEASIBILITY
The new system will take seven months to develop.

OPERATIONAL FEASIBILITY
The school is in support of the new system as it will help in reduction cost, saving time and users will
need minimal training to use it.

TECHNICAL FEASIBILITY
The system developer will always be available he/she is required.

CONCLUSION
The reporter is intended to help the school during conduction of prefect’s election. Although
development of the new system seems expensive, it will contribute positively when implemented in
the future. It is cost effective and beneficial to the school throughout its operational lifetime.

FACT FINDING
We as the members of the system development team have been given the responsibility to carry out a
detailed fact finding activity through the following;
1) Interviews

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 2) Questionnaires

Interviews
Several interviews were conducted which involved teachers and students. For each interviewee, an
interview guide was used.
Interviewee name…………… Interviewer………………
Date…………………………
Time…………………………
Subject………………………
Place…………………………

Time allocated Interviewer question Interviewee response

1 to 2 min Open interview- introduce
themselves

3 min Question 1:
What condition must an
individual fulfill in order to
register him/herself with the
school administration?

2 min Question 2:
How are the students notified
when and where to register with
the school administration?

3 min Question 3:
What kind of details do a
student and a teacher give
during registration?

5 min Question 4:
What process does the student
follow if they want to be
registered and how long does it
take?
3 min Question 5:
Who are the individuals who
perform the registration?

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 2) Questionnaire
The following is a sample of the questionnaire which I used in both the teachers and the students.

Rehema school prefects’ electoral system

Date:………

INTRODUCTION

Rehema School is in the process of developing a computerized system that will be used the election of
the prefects’ body. Please take a few minutes to fill this questionnaire and return it to the office before
date………
(Use a tick where appropriate)
1. Are you a teacher or a student?

Teacher student

2. Are you satisfied with the way the elections are normally held?

Yes No

3. Who selects candidates for the various posts?

Yes No

4. Is there normally vetting of the interested candidates?

Yes No

5. If your answer is yes in 4 above, is the vetting done in the presence of the candidates?

Yes No

6. Where the records of the class lists do normally stored?

Physical files computer

7. Can you term the voting and counting of votes is fair and credible?

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Very unfair unfair fair very fair

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CHAPTER 2
SYSTEM DESIGN
SYSTEM FLOWCHART

Student and teacher Input registration

details

Student and
Student’s details
teacher details
Details
transaction

Interested
candidates forward
their application

Enough proposers and

seconders

You are not

eligible

List of contestants
Proposers & Produce a list of proposers
and seconders
seconders list

Voters list
Voting on
ballot papers

Carrying of votes List of spoilt votes

To the tallying Centre Counting of
votes

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Entry of votes in the
List of contestants
&votes garnered
computer
CLASSES TABLE

Field name Data type Field description

Class id Text Primary key
Class name Text
Teacher name Text

CONTESTANTS TABLE
Field name Data type Field
description
Contestant id Text Primary key
Post id Text
Contestant name Text
Post name Text

ELECTORAL POSTS TABLE

Field name Data type Field description
Post id Text Primary key
Post name Text
Post level Text

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CLASS LISTS TABLE
Field Data type Field
name description
CLASS Text
ID
CLASS Text
NAME
Student Text
NAME
Adm no Number Primary
key

PROPOSERS AND SECONDERS TABLE

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Field name Data type Field
description
Contestant ID Text
Contestant name Text
Post NAME Text
Proposer NAME Text
Seconder name Text

Class prefect’s votes table

Field name Data type Field description

Class ID Text
Class name Text
Contestant name Text
No. Of votes Text

FORM CAPTAIN TABLE

Field name Data type Field description
Form Text
Class id Text
Contestant name Text
No. Of votes Text

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SCHOOL LEVEL CAPTAINS VOTE TABLE
FIELD NAME DATA TYPE FIELD DESCRPITION
Class ID Text
contestant name Text
No of votes Text

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INP UT DE SIGN
Class teacher’s form
Class ID
Class name
Teacher name
Next record Last record

First record Previous record

New record

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Contestants form
Contestant id
Post id
Contestant name
Post name

First record Previous record

Next record Last record

New record

Electoral post form

Post id
Post name
Post level

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 First record Previous record

Next record Last record

New record

Class list form

Class id
Class name
Student name
Adm
First record Previous record

Next record Last record

New record

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Proposers and seconders form
Contestant id
Contestant name
Proposer name
Seconder name
First record Previous record

Next record Last record

New record

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Class prefect’s votes form
Class id
Class name
Contestant name
No of votes

First record Previous record

Next record Last record

New record

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Forms captains form

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Class id
Firstname
Class record Previous record
Contestant name
NoNext
of votes
record Last record

New record

School level captains votes form

Class id
First record Previous record
Class name
Contestant name Last record
Next record
No of votes
New record

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OUTPUT DESIGN
Voters list report
NAME ADM NO CLASS

XXX XXX XXX

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Contestants list report
CONTESTANT ID CONTESTANT NAME POST ID POST NAME

XX XXXX XX XXXX

Class teachers report

TEACHER NAME CLASS

XXXX XX

Winners list report

CONTESTANTS NAME POST ID POST NAME

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 XXXX XX XXXX

Spoilt votes report

CLASS ID CLASS NAME NO OF SPOILT VOTES

XX XX XX

Contestant’s votes report

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Contestant id Contestant name Post name No of votes

xx xxxx xxxx xxx

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CHAPTER 3

System specifications

SYSTEM REQUIREMENTS
The Rehema school management carefully studied the detailed system design specifications and
recommendations. They decided to settle for a computer based system. They set up a committee
to start looking for all the required hardware and software resources. The members set out to visit
various suppliers in the market in the major towns and brought quotations and price lists for most
of the required resources.
The table below gives a summary of the hardware requirements recommendations for Rehema
electoral system.

Hardware requirements.
Hardware facility Model cost
1 Computer Hp desktop Ksh 35,000
computer
2 Storage devices External Hard Ksh 10,000
disk, flash disk
3 POS terminal Barcode printer, Ksh 53,500
equipment’s camera
4 Printers Laser printer, Ksh 17,000
dot matrix
printer
5 Scanners Finger print Ksh 87,000
scanner, Id card
scanner

The table below gives a summary of the software requirements recommendations for Rehema
student’s registration system.

Software requirements
Software Type cost
1 GUI based OS Ms.-Windows Ksh 1,000
7/8/
10 pro
2 Application Ms.-Office suite, Ksh 800
program Ms.-Access
3 Antivirus software AVG, Smadav Ksh 1,200

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CHAPTER 4

INSTALLATION GUIDE

INT RO DUCTION
The Rehema registration system is a computerized information system that enables users on
process voting more efficiently and accurately.
With this system, you can register and update most of the information that take a lot of time to
prepare manually.

Loading the system

While loading the system, follow the following steps:

1. Click on the start button.

2. Open all programs.
3. Open the Rehema voting program.

When one opens the system ,a splash form appears as show in the caption below

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After loading, the system opens a switchboard form which you can select the form of your interest as
shown in the caption below

Recommendations
The new system has been developed to improve the old system like by;
 Providing backups
 Creating new records

4. Once opened you will find the forms and reports ready to open as follows;
 Click class list form to open it.
 Click contestants form to open it.
 Click the class list report to open it.
 Click the winners report to open it.

Conclusion
After applying this project it would contribute a lot when implemented in future and it’s
easy to update data and refer or preview. Also saves time while working with it.

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Error correction and handling

An error message is shown if it has occurred and invalid or erroneous entry of data. These are
some of the errors one might encounter while using the system:
1. 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.
Description: you are trying to enter the same item twice.
Solution: Avoid double entry.
2. Error message: Admission number. ADM NO cannot contain a null value because the
required property in the field is set to true.
Description: You are to proceed to another record or field yet you have not selected the
location name of the record in focus.
Solution: select the location before proceeding to the next record.
3. Error message: The value you entered is not valid for this field.
Description: You are trying to enter an invalid data type in the field.
Solution: Enter the correct data type.
4. Error message: The value you entered isn’t valid for this field.
Description: You are trying to enter order details before selecting a person.
Solution: Select or enter the person before entering the order.

BIBLIOGRAPHY

 S.Mburu, G.Chemwa, Longhorn publisher, Nairobi, Computer Studies Form 3

(2018 Edition).
 S.Mburu, G.Chemwa, Longhorn publisher, Nairobi, Computer studies Form 4
(2018 Edition).
 Jeffrey L.W. et el: System Analysis and Design Methods, McGraw-Hill, 2000.

ABBREVIATIONS
ADM – Admission

OS - Operating System

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