0

Contents Page
SECTION A....................................................................................................................................................................2
PROBLEM DEFINITION..............................................................................................................................................2
INVESTIGATION OF THE CURRENT SYSTEM........................................................................................................2
BROAD DESCRIPTION OF EXISTING SYSTEM......................................................................................................5
EVALUATION OF THE EXISTING SYSTEM.............................................................................................................5
WEAKNESS................................................................................................................................................................... 5
STRENGTHS................................................................................................................................................................. 5
REQUIREMENTS SPECIFICATION............................................................................................................................5
SOFTWARE................................................................................................................................................................... 5
HARDWARE................................................................................................................................................................. 6
AIMS.............................................................................................................................................................................. 6
OBJECTIVES................................................................................................................................................................. 6
SECTION B: DESIGN................................................................................................................................................... 6

CANDIDATE NAME: 0 PEACE TAFIRA

CANDIDATE NUMBER: 3036
CENTRE NUMBER: 080650
YEAR: 2020
CONSIDERATION OF ALTERNATIVE METHOD....................................................................................................6
IMPROVING THE EXISTING SYSTEM......................................................................................................................7
JUSTIFICATION OF METHOD OF SOLUTION.........................................................................................................8
INPUT DESIGN.............................................................................................................................................................8
OUTPUT DESIGN.......................................................................................................................................................10
Receipt.......................................................................................................................................................................... 10
TEST PLAN.................................................................................................................................................................10
Out come.......................................................................................................................................................................10
SECTION C: SOFTWARE DEVELOPMENT.............................................................................................................11
TECHNICAL DOCUMENTATION.............................................................................................................................11
User Documentation......................................................................................................................................................16
Installation.................................................................................................................................................................... 16
Running the system....................................................................................................................................................... 16
Exiting the system......................................................................................................................................................... 17
1. If the printing of the receipt is done then press back and this will lead you to the purchases form......................17
2. From there, press back again and the main menu will appear..............................................................................17
 SECTION D: TESTING AND EVALUATION...........................................................................................................18
USER TESTING...........................................................................................................................................................18
STANDARD DATA: This refers to data that lies within a given range or correct data e.g. correct password and
username....................................................................................................................................................................... 18
Abnormal Data..............................................................................................................................................................19
This refers to data outside a given range or incorrect details e.g. wrong user authentication details and login button
remains hidden..............................................................................................................................................................19
EVALUATION OF THE SYSTEM..............................................................................................................................19
Achievements................................................................................................................................................................19
Limitations.................................................................................................................................................................... 19

SECTION A: TRUCK SPARES AND SALES MANAGEMENT SYSTEM

PROBLEM DEFINITION
Quan Truck Spares and Sales is located along Chakari road in Chegutu. The company has
been operating since its establishment in 2019. The company was established by Peace Tafira
as a visionary entrepreneur with a vision of extending the branch to many parts of the
0
country. There are 15 man and 10 woman on the company, therefore making a total of 25
employees. There is now need of improving the management system at Truck Spares and
Sales. Currently it is using the manual filling system in which financial records (ledger,
cashbooks) and other accounting books get missing, being lost and some burnt the process of
recording books is laborious and stressful hence there is need to develop a computerized
system.

INVESTIGATION OF THE CURRENT SYSTEM

For my second investigation I used the Questionnaire method
Interview is the communication between two or more people to obtain information and can
either face to face or can be done over the phone. I did this face to face.
Advantages of Interview
 It is first-hand information which is obtained
 Information can be collected even from the illiterate
 The researcher can probe to get more information
Disadvantages of Interview
 Good interviewing skills are required
 It is time consuming
  It is expensive

For my second investigation I used the Questionnaire method

A questionnaire is a document with truck spares successfully crafted questions to be
answered by the respondent by filling on the spaces provided.

Advantages
1. Is very simple to answer
2. It can be filled any time
3. It saves time because they can be distributed and collected later

Disadvantages
1. Some questions are left blank
2. It is difficult to prepare a good questionnaire

EVIDENCE OF RESEARCH:
Research Instruments 0
Sample of Questionnaire
Designation/ job
title………………………………………………………………………………………
…………………….

Age: 18-25 26-34 35 and above

Sex: Male female rather not to say

For how long have you worked with truck

spares……………………………………………………………….

Please tick the boxes which represent your expectations of the new system:

Do you think the computerized system could help solving problems?

Yes No
Which system do you prefer?

Computerized Manual

On the following scale rate your computer literal skills

Novice

Basic

Advanced

Interview Samples
My name is Peace Tafira, a student at Msengezi High School. I am doing a research on the
current system used by the Truck Spares and sale management system and, I am looking
forward to implement a computerized system.
Kindly assist me by answering the following questions. Please note that any language is
acceptable. Thank you
INTERVIEW QUESTIONS TO THE MANAGER
1) How long have you been a manager at this company
0
___________________________________________________________________
2) How do you record your data and how do you prevent any errors from occurring?

___________________________________________________________________
3) What security means do you provide for confidential data?

___________________________________________________________________
4) How many employees does the company currently have?

5) ___________________________________________________________________

INTERVIEW QUESTIONS TO SOME OF THE EMPLOYEES

1) Is it the system efficient?

___________________________________________________________________
2) If you had a chance, would you go to some other company instead?

___________________________________________________________________
3) Will it be better to buy a computerised software from software vendors?

___________________________________________________________________
BROAD DESCRIPTION OF EXISTING SYSTEM

EVALUATION OF THE EXISTING SYSTEM

WEAKNESS

 There is a lot of details to be recorded

0 hence more labour is needed
 The manual filling requires filling cupboards which consume a lot of space
 The system does not offer any reliable backup of data.
 The process of updating the system is slow since it is done using pen and
paper
 Records are easily stolen or misplaced
STRENGTHS

 The system is cheap

 It is better than manual in storing the details
 It is reliable in that it makes calculations accurately and automatically

REQUIREMENTS SPECIFICATION

SOFTWARE

-Visual Basic
-Microsoft Access
-Microsoft Word
-Updated windows
-Microsoft word
-Visual basic (Microsoft visual studio app)

HARDWARE

-Desktop/PC
-4 Gig Ram
-500 Gig HDD
-64bit operating system
-1,61GH2 Processer speed
-Printer

AIMS

*To design a good efficient, reliable and user friendly system

*A system that will improve service to clients
*A system with better security through use of passwords
*to create a system that helps that reduces the rate of data being stolen
0
OBJECTIVES

*A system that process data fast

*To reduce operational expenses
*Avoid stock outs and loss of sales and purchases records
*To avoid data entry errors
*Should reduce labour costs of the school in paying then workers since they are many
*Improve integrity of data since there is decrease in data duplication
SECTION B: DESIGN

CONSIDERATION OF ALTERNATIVE METHOD

 Employing more or increasing the number of supervisors

 Buying generalised software from software vendors
 Improving the current system
 Improving the security of the system

EMPLOYING MORE OR INCREASING THE NUMBER OF SUPERVISORS

An increment in the number of supervisors who access data in the computer manually
Advantages
-Increase speed of operation
-Less errors since data is double entered by different supervisors
Disadvantages
- It is expensive to employ many supervisors

BUYING GENERALISED SOFTWARE FROM SOFTWARE VENDORS (Off the

shelf)
The purchasing of generalised software such as off the shell which refers to buying
generalised software. A software vendor is an organisation that specialises in selling
software.

Advantages
-The software is tried and tested and therefore are free from errors
-Documentation is always provided in form of manuals, user guides and tutorials

Disadvantages 0
-May not meet the individual needs of a company
-May not run on the company’s hardware
-Companies purchasing them have little or no control over their usage
-the purchased software may contain viruses

IMPROVING THE EXISTING SYSTEM

The development of the system using the (SDLC) Systems Development Life Cycle. This
refers to the stages in which the system from birth to death. It involves problem identification
or fact finding through questionnaire, interview and observations
 Finally design the solutions
Advantages
-It is reliable
-Free of errors
-Fast in processing
Disadvantages
-Takes time to develop a system
-It is expensive to develop a system

JUSTIFICATION OF METHOD OF SOLUTION

DESIGNING/ CODING
Designing a computerised system that detects errors and the user can correct the errors
manually or making a system that detect errors and solve the errors automatically.
Advantages computerised system
 It saves time
0
 It saves storage space
 It provide accurate calculations
Disadvantages computerised system
 Requires a skilled person
 It takes time to implement a computer system
 It can be disadvantaged by the electric power cuts
INPUT DESIGN

Login Form
Main menu form

Form for Entering Customer Details

OUTPUT DESIGN

Receipt

Receipt
0

TEST PLAN

Alpha testing
-The first testing done within designing by the designer
-Some errors may still be in existence
-The software version will be unfinished
Out come

 Errors are organized individually by the organization

 Accurate data is obtained

Top down testing

-The program is tested with limited functionality
-Most functions are replaced with stubs that contain code
-Functions are gradually added to the program until the complete programme is tested
SECTION C: SOFTWARE DEVELOPMENT

TECHNICAL DOCUMENTATION

Payments pseudo code

START
AMOUNT PAID, CHANGE =0
ENTER AMOUNT
IF AMOUNT PAID<PRICE THEN
INVALID AMOUNT
IF AMOUNT PAID >= PRICE THEN
PURCHASE
CHANGE=AMOUNT PAID –PRICE
DISPLAY CHANGE
STOP

Payments Flowchart

start

,
Amount Paid change=0

Change=Amount Paid-Price

Enter Amount

NO

Amount Paid
>Price
 YES

Purchase

End

Login pseudo code

START
ENTER USERNAME AND PASSWORD
IF PASSWORD AND USERNAME IS CORRECT THEN
LOGIN BUTTON APPEARS
IF USERNAMEAND PASSWORD IS NOT CORRECT THEN
LOGIN BUTTON DOESNOT APPEAR
ENDIF
ENDIF 0

END

Login flowchart for module

start

Enter password

Correct NO

YES
 Click login

Stop

Login form codes

Public Class Form1

Private Sub LinkLabel1_LinkClicked(sender As Object, e As LinkLabelLinkClickedEventArgs) Handles

LinkLabel1.LinkClicked
change_security_settings.ShowDialog()
End Sub
Private Sub Button1_Click(sender As Object, e As EventArgs) Handles Button1.Click
If TextBox1.Text = My.Settings.username And TextBox2.Text = My.Settings.password Then
MsgBox("Access Granted")
welcome.Show()
Me.Hide()
Else
MsgBox("Either Username Or Password Is Invalid")
End If
End Sub
Private Sub Button2_Click(sender As Object, e As EventArgs) Handles Button2.Click
Dim a As String
a = MsgBox("Are You Sure You Want To Exit", MsgBoxStyle.OkCancel)
If vbOK Then
End
Else
Exit Sub
 End If
End Sub
Private Sub TextBox1_TextChanged(sender As Object, e As EventArgs) Handles TextBox1.TextChanged
If TextBox1.Text = My.Settings.username And TextBox2.Text = My.Settings.password Then
Button1.Visible = True
End If
End Sub
Private Sub TextBox2_TextChanged(sender As Object, e As EventArgs) Handles TextBox2.TextChanged
If TextBox1.Text = My.Settings.username And TextBox2.Text = My.Settings.password Then
Button1.Visible = True
End If
End Sub
End Class

Customer recode “Codes”

'TODO: This line of code loads data into the 'Spares_sales_databaseDataSet.spares'

table. You can move, or remove it, as needed.
Me.SparesTableAdapter.Fill(Me.Spares_sales_databaseDataSet.spares)
End Sub
Private Sub Guna2GradientButton2_Click(sender As Object, e As EventArgs) Handles
Guna2GradientButton2.Click
main_menU.Show()
Me.Hide()
End Sub

Private Sub ChangeTextBox_TextChanged(sender As Object, e As EventArgs)

ChangeTextBox.Text = Amount_PaidTextBox.Text - PriceTextBox.Text
End Sub 0
Private Sub Guna2GradientButton3_Click(sender As Object, e As EventArgs) Handles
Guna2GradientButton3.Click
SparesBindingSource.AddNew()
End Sub

Private Sub Guna2GradientButton1_Click_1(sender As Object, e As EventArgs) Handles

Guna2GradientButton1.Click
If Amount_PaidTextBox.Text < PriceTextBox.Text Then
MsgBox("Amount Paid Must Be Greater Than Price", MsgBoxStyle.RetryCancel,
MsgBoxStyle.Information)
If vbRetry Then
Amount_PaidTextBox.Text = (PriceTextBox.Text) + 10
Else
SparesBindingSource.AddNew()
End If
If Amount_PaidTextBox.Text > 9999999999999999 Then
MsgBox("Abnormal Data", MsgBoxStyle.Critical, MsgBoxResult.Retry)
If vbRetry Then
Return
End If
End If
End If
Me.Validate()
Me.SparesBindingSource.EndEdit()
Me.TableAdapterManager.UpdateAll(Me.Spares_sales_databaseDataSet)
MsgBox("SAVE SUCCESSFULLY", MsgBoxStyle.Information)
RichTextBox1.Text = RichTextBox1.Text + vbNewLine + ("Customer Name: " +
Customer_NameTextBox.Text) + vbNewLine + ("Spare Name: " + PriceTextBox.Text) +
vbNewLine + ("Spare Number " + Spare_NumberTextBox.Text) + vbNewLine + ("Price: $" +
PriceTextBox.Text) + vbNewLine + ("Amount Paid: $" + Amount_PaidTextBox.Text) +
vbNewLine + ("Mode Of Payment " + Guna2ComboBox1.Text) + vbNewLine + ("Retailer Name "
+ Retailer_NameTextBox.Text) + vbNewLine + ("Change $" + ChangeTextBox.Text) +
vbNewLine + ("Date " + Date_of_PayementDateTimePicker.Text)
SparesBindingSource.AddNew()

End Sub

Private Sub Guna2TextBox1_TextChanged(sender As Object, e As EventArgs) Handles

Guna2TextBox1.TextChanged
SparesBindingSource.Filter = "Customer_Name like'" & Guna2TextBox1.Text & "%'"
End Sub

Private Sub Guna2GradientButton4_Click(sender As Object, e As EventArgs) Handles

Guna2GradientButton4.Click
PrintPreviewDialog1.Document = PrintDocument1
PrintDocument1.Print()
End Sub
Private Sub LinkLabel1_LinkClicked(sender As Object, e As
LinkLabelLinkClickedEventArgs) Handles LinkLabel1.LinkClicked
ChangeTextBox.Text = Amount_PaidTextBox.Text - PriceTextBox.Text
End Sub
End Class

Settings codes
Public Class settings

Private Sub Guna2Button1_Click(sender As Object, e As EventArgs)

change_security_settings.Show()
Me.Hide()
End Sub

Private Sub Guna2GradientButton5_Click(sender As Object, e As EventArgs)

End Sub

Private Sub Guna2GradientButton2_Click(sender As Object, e As EventArgs) Handles

Guna2GradientButton2.Click
Application.Restart()
End Sub

Private Sub Guna2GradientButton3_Click(sender As Object, e As EventArgs) Handles

Guna2GradientButton3.Click
Me.Refresh()
 End Sub

Private Sub Guna2GradientButton4_Click(sender As Object, e As EventArgs) Handles

Guna2GradientButton4.Click
spsh.Guna2GradientButton1.Visible = True
spsh.Show()
Me.Hide()
End Sub

Private Sub Guna2GradientButton5_Click_1(sender As Object, e As EventArgs) Handles

Guna2GradientButton5.Click
End
End Sub

Private Sub Guna2GradientButton6_Click(sender As Object, e As EventArgs) Handles

Guna2GradientButton6.Click
main_menU.Show()
Me.Hide()
End Sub

Private Sub Guna2GradientButton1_Click(sender As Object, e As EventArgs) Handles

Guna2GradientButton1.Click
change_security_settings.Show()
Me.Hide()
End Sub

Private Sub settings_Load(sender As Object, e As EventArgs) Handles MyBase.Load

End Sub

User Documentation
Installation

1. Open the folder Quan Truck Spares And Sales Management System
2. Open the bin folder
3. Open the debug
4. Open the application file and you are good to go
Running the system

Startup username = peace

Startup password = tafira
 1. To reset password, just press the link label on the log in form. Then fill every textbox
with the details needed then save.
2. The main menu will appear, went on and view the spares available. If you want to
hear more about the spare then click the “More About Spare” label
3. To purchase the spare click on purchase, kindly fill your name, mode of payment and
the amount that you want to pay
4. Change is calculated and appear at the receipt
5. You then buy the truck spares a receipt appears

Exiting the system

1. If the printing of the receipt is done then press back and this will lead you to the
purchases form

2. From there, press back again and the main menu will appear

3. The go on and click the setting tray icon at the right bottom corner
4. Then the setting menu will appear then click the “logoff” button. Then exit by
pressing enter when the check box appears.

0
SECTION D: TESTING AND EVALUATION

USER TESTING

STANDARD DATA: This refers to data that lies within a given range or correct data e.g.
correct password and username

0
Abnormal Data

This refers to data outside a given range or incorrect details e.g. wrong user authentication
details and login button remains hidden

0
EVALUATION OF THE SYSTEM

Achievements

 And in turn data inconsistency;

 It is faster than the old system in making calculations
 And more effective in terms of quality of work
 No need for a lot of paperwork
 Customer are now left satisfied;
 Calculations are now more accurate and fast;
 Fast data entry
 Reduced misplacement of data

Limitations

 The system was not able to ensure maximum security since some hackers were able to
break through by cracking the login details

Opportunities for Development

The system was able to ensure a way of backing up data however the process is quite
complex and cannot be achieved by the general user
 The system can be made such that customers information is automatically fed into the
database, this will improve on security and accuracy on keying in data. This was also
not done due to constraints on hardware available at the company
 The system can be amended by adding other modules in the system so that it can be
improved in its operating.
 Improved by adding a search bar so that one can be able to search for a spare and
perform quick purchases.