MASINDE MULIRO UNIVERSITY OF SCIENCE AND TECHNOLOGY

SCHOOL OF COMPUTING AND INFORMATICS

BACHELOR OF SCIENCE INFORMATION SYSTEM AND KNOWLEDGE
MANAGEMENT

PROJECT PROPOSAL
GROUP 5
PROJECT TEAM

NAME REG NO

FESTUS KYALO SIK/B/01-01721/2021

LIZ OOKO SIK/B/01-01754/2021

METRINE KATAKA SIK/B/01-01737/2021

STEVEN ODHIAMBO SIK/B/01-03038/2021

CASSANDRA SIK/B/01-01711/2021
Contents
1. INTRODUCTION................................................................................................................................................... 3
1.1. Executive summary ......................................................................................................................................... 3
1.2. Project Background ........................................................................................................................................ 3
2. PROJECT OVERVIEW......................................................................................................................................... 4
2.1. Problem statement .......................................................................................................................................... 4
2.2. Project Objectives ........................................................................................................................................... 4
2.3. Scope of project ............................................................................................................................................... 4
2.4. Target Audience............................................................................................................................................... 5
3. METHODOLOGY.................................................................................................................................................. 5
3.1. System Architecture ........................................................................................................................................ 5
3.2. Technology Stack............................................................................................................................................. 5
3.3. Development Methodology ............................................................................................................................. 5
4. PROJECT TIMELINE ........................................................................................................................................... 6
4.1. Project Schedule .............................................................................................................................................. 6
5. Conclusion ............................................................................................................................................................... 7
PROJECT TITLE: POINT OF SALE APPLICATION WITH CASH AND MOBILE PAYMENT

1. INTRODUCTION
1.1. Executive summary
This project proposes the development of a Point of Sale (POS) application designed to streamline and
enhance retail operations. The application will feature a user-friendly interface, inventory management
capabilities, sales tracking, and support for multiple payment methods, including cash and mobile money
(e.g., M-Pesa). This comprehensive solution aims to improve efficiency, reduce operational costs, and
enhance customer satisfaction by providing a seamless and integrated retail experience.

1.2. Project Background

Traditional retail operations often rely on manual processes, such as manual inventory tracking, cash
registers, and separate systems for mobile money transactions. These manual methods can be time-
consuming, prone to errors, and inefficient. Furthermore, they may lack the analytical capabilities to provide
valuable insights into sales trends and customer behavior.

This project aims to address these challenges by developing a modern POS application that leverages
technology to automate key processes. The application will integrate seamlessly with mobile money
platforms, enabling businesses to easily accept both cash and mobile money payments within a single
system. This integration will not only simplify transactions but also enhance security and reduce the risk of
fraud.

By implementing this POS application, businesses can expect to experience several benefits, including:

 Increased Efficiency: Automation of tasks such as inventory management, sales recording, and
payment processing will significantly reduce manual effort and time spent on administrative tasks.
 Improved Accuracy: The application will minimize human error in data entry and calculations,
ensuring accurate inventory records and financial reports.
 Enhanced Customer Service: Faster and more efficient transactions will lead to improved customer
satisfaction and reduced wait times.
 Better Inventory Management: Real-time tracking of inventory levels will help businesses avoid
stockouts and overstocking, optimizing inventory costs.
 Valuable Business Insights: The application will generate comprehensive sales reports and
analytics, providing valuable insights into sales trends, customer behavior, and areas for
improvement.
 Increased Security: Integration with mobile money platforms will enhance security and reduce the
risk of fraud associated with cash transactions.

This project will contribute to the modernization of retail operations in the target market, enabling
businesses to compete more effectively in a dynamic market environment.
 2. PROJECT OVERVIEW
2.1. Problem statement
Traditional retail operations often face significant challenges due to reliance on manual processes. Inventory
tracking, cash handling, and payment processing are typically performed manually, leading to time-
consuming and error-prone operations. The lack of integration between systems for cash and mobile money
transactions further exacerbates these issues. Separate systems create inefficiencies and increase the risk of
errors during transactions.

Moreover, manual record-keeping severely limits the ability to analyze sales trends, customer behavior, and
identify areas for improvement. This lack of data-driven insights hinders informed decision-making and
strategic planning. Inventory management also presents significant challenges. Manual tracking can lead to
inaccurate records, stock outs, and overstocking, resulting in increased costs and lost sales opportunities.

Finally, cash-based transactions are inherently vulnerable to theft and fraud, posing a significant security risk
for businesses. These challenges collectively impact a business's profitability, customer satisfaction, and
overall competitiveness in the market.

2.2. Project Objectives

The primary objectives of this project are to:

 Develop a user-friendly and efficient Point of Sale (POS) application that integrates cash and mobile
money payments.
 Automate key retail operations, such as inventory management, sales recording, and payment
processing.
 Enhance data analysis capabilities by providing real-time sales data, inventory reports, and customer
insights.
 Improve inventory management accuracy and minimize stock outs and overstocking.
 Enhance security and reduce the risk of fraud associated with cash transactions.
 Improve customer service by streamlining transactions and reducing wait times.

2.3. Scope of project

This project will focus on the development and implementation of a comprehensive Point of Sale (POS)
application designed to streamline and enhance retail operations. The application will encompass a range of
key features. A user-friendly interface will be developed to ensure ease of use for both cashiers and
managers. Robust inventory management capabilities will be integrated, including real-time tracking of
inventory levels, automatic alerts for low stock, and the ability to generate purchase orders.

Sales management functionalities will include efficient sales order processing and invoicing. The application
will support multiple payment methods, including cash and mobile money, through seamless integration
with mobile money platforms such as M-Pesa. Comprehensive sales reporting and analysis features will be
included, providing valuable insights into daily, weekly, and monthly sales trends.
Basic customer relationship management (CRM) features will be incorporated to facilitate customer
information storage and tracking. To ensure secure and controlled access, the application will include user
roles and permissions, granting different levels of access and control to cashiers, managers, and
administrators.
Data security will be a paramount concern. Robust security measures will be implemented to safeguard
sensitive customer and financial data. This comprehensive POS application will empower businesses to
optimize their operations, enhance customer service, and gain a competitive edge in the market.
 2.4. Target Audience

The target audience for this POS application includes:

 Small and medium-sized enterprises (SMEs) in the retail sector.

 Independent retailers, such as grocery stores, convenience stores, and boutiques.
 Restaurants and cafes.
 Other businesses that require a point-of-sale system for managing sales and inventory.

3. METHODOLOGY
3.1. System Architecture

The proposed Point of Sale (POS) system is designed as a desktop application, ensuring robustness, offline
accessibility, and efficient performance for small to medium-sized businesses. The architecture follows a
modular approach, enabling scalability and maintainability.

 Client-Side Application: This is the core of the POS system and will be built as a standalone Java
desktop application using JavaFX for the user interface. The client application will handle operations
such as sales processing, inventory management, and payment integration.
 Database Layer: A relational database will store all system data, including product details,
transaction records, and user information. SQLite has been chosen for its lightweight nature and
compatibility with desktop applications.
 Payment Integration Layer: For mobile payment (M-Pesa), the system will use an API integration
to facilitate secure transactions. This layer will handle communication between the POS system and
the M-Pesa service.
 Error Logging and Reporting: An embedded logging module will ensure proper monitoring and
debugging by recording errors and user actions into a log file for review.

3.2. Technology Stack

To deliver a reliable and efficient solution, the following technologies will be utilized:

 Programming Languages:
o Java: The primary language for developing the POS application. Its platform independence
and extensive libraries make it ideal for building robust desktop applications.
o Python: Utilized for auxiliary tasks, such as data analysis, report generation, or handling
payment API interactions.
 Frameworks and Libraries:
o JavaFX: For creating a user-friendly graphical user interface (GUI).
o Apache Maven: To manage dependencies and build the Java application efficiently.
 Database:
o SQLite: A lightweight database solution suitable for local storage in desktop applications.
 Payment API Integration:
o Daraja API: To facilitate M-Pesa mobile payments.
 Development Tools:
o NetBeans IDE: For Java application development.
o PyCharm: For Python scripting and auxiliary task development.

3.3. Development Methodology

The Waterfall Methodology has been chosen for this project due to its structured and sequential approach,
which is well-suited for desktop application development where requirements are clearly defined.
  Requirement Analysis: This phase will involve gathering and analyzing requirements for the POS
system, including cash and M-Pesa payment integration, inventory management, and reporting
functionalities.
 System Design: The system architecture and database schema will be designed during this phase.
Mockups of the user interface will also be developed.
 Implementation: The application will be developed following the modular design. Each component,
such as the database layer, payment integration, and GUI, will be implemented and tested
individually.
 Integration and Testing: Once all components are implemented, they will be integrated into a
cohesive system. Rigorous testing will be conducted to ensure that the system meets all functional
and non-functional requirements.
 Deployment: After successful testing, the application will be deployed to the client environment.
 Maintenance: Periodic updates and support will be provided to address any issues or add
enhancements as required.

This structured methodology ensures that the project progresses in a logical sequence, minimizes risks, and
delivers a reliable and user-friendly POS system.

4. PROJECT TIMELINE
4.1. Project Schedule

Below is the detailed project schedule for the development of the Point-of-Sale (POS) application,
distributed over a total of 16 weeks:

Task No Task From-to Duration(weeks)

1 Requirements gathering Wk 1- 1
2 System design Wk2 - 4 3
3 Implementation(coding) Wk5-13 9
4 Testing and verification Wk 14-15 2
5 Deployment Wk 16 1
 5. Conclusion
In conclusion, the proposed Point of Sale (POS) application integrating cash and mobile payment methods
(specifically M-Pesa) is designed to streamline retail transactions by leveraging a desktop-based interface.
This solution not only simplifies payment processes but also enhances efficiency and record-keeping,
providing a robust platform for small and medium-sized businesses.
The project's design and implementation prioritize user-friendliness, reliability, and security, ensuring that
the system meets the needs of both merchants and customers. Through a well-defined methodology and
strategic technology stack, the development process has been structured to deliver a high-quality application
within the proposed timeline.
The adoption of this system will significantly benefit businesses by reducing transaction errors, improving
customer experience, and fostering digital payment adoption. This proposal sets the stage for developing a
practical and scalable solution that aligns with contemporary retail needs and future technological
advancements.