Nekta Management Sysytem-Lukwapeter (Repaired)

NEKTA MANAGEMENT SYSTEM
KCSE
YEAR:
2022
LIYAI PETER
LUKWA
IDEX NO:
37617406023
KCSE YEAR:
PRESENTED TO: 2022
KENYA NATIONAL EXAMINATION COUNCIL
{KNEC}.
DECLARATION.----------------------------------------------------------------------------------------------------------------------ii
DEDICATION.-------------------------------------------------------------------------------------------------------------------------i
ACKNOWLEDGEMENT.-----------------------------------------------------------------------------------------------------------ii
Introduction-------------------------------------------------------------------------------------------------------------------------1
Table1: Cost of the packages------------------------------------------------------------------------------------------------1
Table 2: Cost of Transport Services----------------------------------------------------------------------------------------2
System Analysis-------------------------------------------------------------------------------------------------------------------- 3
Problem recognition--------------------------------------------------------------------------------------------------------------3
Problem Definition----------------------------------------------------------------------------------------------------------------3
Over view of the existing system-------------------------------------------------------------------------------------------3
Overview of the proposed system-----------------------------------------------------------------------------------------3
Main Objective------------------------------------------------------------------------------------------------------------------4
System Objectives--------------------------------------------------------------------------------------------------------------4
Benefits of the proposed system-------------------------------------------------------------------------------------------4
Scope of the system-----------------------------------------------------------------------------------------------------------4
Feasibility report----------------------------------------------------------------------------------------------------------------4
Schedule feasibility------------------------------------------------------------------------------------------------------------ 5
Technical feasibility------------------------------------------------------------------------------------------------------------5
Operational feasibility---------------------------------------------------------------------------------------------------------5
Economical Feasibility---------------------------------------------------------------------------------------------------------5
Development team resolution----------------------------------------------------------------------------------------------6
Detail analysis (Data gathering)---------------------------------------------------------------------------------------------6
Interviews------------------------------------------------------------------------------------------------------------------------ 6
Questionnaires------------------------------------------------------------------------------------------------------------------7
Observation----------------------------------------------------------------------------------------------------------------------7
Advantages of observation--------------------------------------------------------------------------------------------------7
Disadvantages of observation-----------------------------------------------------------------------------------------------8
Requirement specification---------------------------------------------------------------------------------------------------8
Functional requirements-----------------------------------------------------------------------------------------------------8
Non-functional requirements-----------------------------------------------------------------------------------------------8
Conclusion------------------------------------------------------------------------------------------------------------------------8
Recommendations-------------------------------------------------------------------------------------------------------------8
SYSTEM DESIGN--------------------------------------------------------------------------------------------------------------------9
Farmers table------------------------------------------------------------------------------------------------------------------10
Trainees Table-----------------------------------------------------------------------------------------------------------------10
Service table------------------------------------------------------------------------------------------------------------------- 10
Payment Table-----------------------------------------------------------------------------------------------------------------10
Transport Table--------------------------------------------------------------------------------------------------------------- 10
Package Table------------------------------------------------------------------------------------------------------------------11
Purchase Table----------------------------------------------------------------------------------------------------------------11
Product table------------------------------------------------------------------------------------------------------------------ 11
INPUT DESIGN-------------------------------------------------------------------------------------------------------------------- 12
Farmers Form------------------------------------------------------------------------------------------------------------------12
Purchase Form-----------------------------------------------------------------------------------------------------------------12
Transport Form----------------------------------------------------------------------------------------------------------------13
Payment Form-----------------------------------------------------------------------------------------------------------------13
Trainees Form-----------------------------------------------------------------------------------------------------------------14
Package form------------------------------------------------------------------------------------------------------------------14
Service form--------------------------------------------------------------------------------------------------------------------15
Products form----------------------------------------------------------------------------------------------------------------- 15
Output Design-------------------------------------------------------------------------------------------------------------------- 15
Reports--------------------------------------------------------------------------------------------------------------------------16
Farmers Report----------------------------------------------------------------------------------------------------------------16
Transport Report--------------------------------------------------------------------------------------------------------------16
Payment Report---------------------------------------------------------------------------------------------------------------16
Trainees Report---------------------------------------------------------------------------------------------------------------16
Package Report----------------------------------------------------------------------------------------------------------------16
SYSTEM CONSTRUCTION-------------------------------------------------------------------------------------------------------17
Data manipulation---------------------------------------------------------------------------------------------------------------24
DEMONSTRATION BY THE CANDIDATE-------------------------------------------------------------------------------------30
Loading and running the system------------------------------------------------------------------------------------------30
USER MANUAL--------------------------------------------------------------------------------------------------------------------35
INTRODUCTION---------------------------------------------------------------------------------------------------------------37
Menu description-------------------------------------------------------------------------------------------------------------39
INPUTS------------------------------------------------------------------------------------------------------------------------------39
FARMERS------------------------------------------------------------------------------------------------------------------------39
TRAINEE-------------------------------------------------------------------------------------------------------------------------39
PURCHASE----------------------------------------------------------------------------------------------------------------------40
TRANSPORT-------------------------------------------------------------------------------------------------------------------- 40
REPORTS----------------------------------------------------------------------------------------------------------------------------41
FARMERS------------------------------------------------------------------------------------------------------------------------41
PURCHASE----------------------------------------------------------------------------------------------------------------------42
TOTAL INCOME----------------------------------------------------------------------------------------------------------------42
TRANSPORT-------------------------------------------------------------------------------------------------------------------- 43
Testing and implementing the system--------------------------------------------------------------------------------------43
TESTING-------------------------------------------------------------------------------------------------------------------------43
IMPLEMENTATION-----------------------------------------------------------------------------------------------------------44
MAINTENANCE----------------------------------------------------------------------------------------------------------------45
DATABASE SECURITY AND START UP OPTIONS-----------------------------------------------------------------------46
Password protection------------------------------------------------------------------------------------------------------46
User and group permissions--------------------------------------------------------------------------------------------46
User level security---------------------------------------------------------------------------------------------------------46
Data encryption------------------------------------------------------------------------------------------------------------46
CREATION OF BACKUPS-----------------------------------------------------------------------------------------------------47
MISCELLANEOUS-----------------------------------------------------------------------------------------------------------------47
CONCLUSION-------------------------------------------------------------------------------------------------------------------47
RECOMMMENDATION------------------------------------------------------------------------------------------------------48
BIBILIOGRAPHY----------------------------------------------------------------------------------------------------------------49
TABLE 1 FARMERS TABLE...........................................................................................................................................10

TABLE 2 TRAINEES TABLE...........................................................................................................................................10
TABLE 3 SERVICE TABLE............................................................................................................................................. 10
TABLE 4 PAYMENT TABLE...........................................................................................................................................10
TABLE 5 TRANSPORT TABLE.......................................................................................................................................11
TABLE 6 PACKAGE TABLE........................................................................................................................................... 11
TABLE 7 PURCHASE TABLE.........................................................................................................................................11

TABLE 8 PRODUCT TABLE...........................................................................................................................................11
TABLE 9 FARMERS FORM...........................................................................................................................................12
TABLE 10 PURCHASE FORM.......................................................................................................................................12
TABLE 11 TRANSPORT FORM.....................................................................................................................................13
TABLE 12 PAYMENT FORM.........................................................................................................................................13
TABLE 13 TRAINEES FORM.........................................................................................................................................14
TABLE 14 PACKAGE FORM.........................................................................................................................................14
TABLE 15 SERVICE FORM...........................................................................................................................................15
TABLE 16 PRODUCTS FORM.......................................................................................................................................15
TABLE 17 FARMERS REPORT......................................................................................................................................16
TABLE 18 TRANSPORT REPORT..................................................................................................................................16
TABLE 19 PAYMENT REPORT......................................................................................................................................16
TABLE 20 TRAINEES REPORT......................................................................................................................................16
TABLE 21 PACKAGE REPORT.......................................................................................................................................16
FIGURE 1 FARMERS TABLE

FIGURE 2 TRAINEES TABLE
FIGURE 3 SERVICE TABLE
FIGURE 4 PACKAGE TABLE
FIGURE 5 TRANSPORT TABLE
FIGURE 6 PAYMENT TABLE
FIGURE 7 PURCHASE TABLE
FIGURE 8 PRODUCTS TABLE
FIGURE 9 RELATIONSHIPS
FIGURE 10 FARMERS FORM
FIGURE 11 PAYMENT FORM
FIGURE 12 TRAINEES FORM
FIGURE 13 TRANSPORT FORM
FIGURE 14 SERVICE FORM
FIGURE 15 PRODUCTS FORM
FIGURE 16 PAYMENT FOR SERVICES QUERY
FIGURE 17 INCOME FROM TRAINING QUERY
FIGURE 18 TRANSPORT EARNING QUERY
FIGURE 19 TOTAL INCOME QUERY
FIGURE 20 TOTAL SALES QUERY
FIGURE 21 TOTAL INCOME REPORT
FIGURE 22 TRAINING INCOME REPORT
FIGURE 23 TRANSPORT REPORT
FIGURE 24 PAYMENT FOR SERVICES TO FARMERS REPORT
FIGURE 25 PURCHASE REPORT
FIGURE 26 TRAINEES REPORT
APPENDIX
 EFT-Electronic Funds Transfer
 MMT-Mobile Money Transfer
DECLARATION.
I declare that this is my own work that I have done without any assistant other than guidance
given by my computer teacher. I have eagerly put more effort in this project and completed it.
And it has never been presented to Kenya national and examination council or anywhere in this
country.
STUDENT NAME: LIYAYI PETER LUKWA.
INDEX NUMBER: 37617406023.
SIGNATURE……………………………………….
DATE…………………………………………………
TEAHER’S NAME: MR. MAKOE EMMANUEL.
SIGNATURE…………………………………………….
DATE……………………………………………………..
DEDICATION.
I take this opportunity to be sincerely dedicated to my fellow students, my family members, my
friends, my society and everybody who may wish to know more about Nekta Management
system.
ACKNOWLEDGEMENT.
I thank our school principal Mr. Otando Fredrick and our school administration for providing
enough computer and hardware facilities in our school computer laboratory that has enable me to
complete my project under the supervision of our beloved Teacher, MR Emmanuel Makoe, I
appreciate him for the support and guidance that he provided to me all along and my beloved
family for providing any materials that I needed for my completion of my project. For above all,
I thank our Almighty God for giving me life and health to complete my project.
CHAPTER ONE
Introduction
Nekta is a company that deals with beekeeping and selling of honey. The company offers the
following services;
 Selling of beehives and associated accessories to bee farmers

 Setting up of the beehives for the bee farmers
 Offering of training on beekeeping
 Buying of honey related products from farmers for resale
The company sells beekeeping accessories in three packages namely: single hive, mini package,
full package as per the following description:
 A single hive is one beehive and its associated accessories for setting up.
 A mini package consists of six beehives, harvesting accessories, beehives setting up and
training for one person for one day.
 A full package consists of twelve beehives and honey extractor. It also includes training
for two people for one day and honey harvesting kit for two people
The cost of each of the packages is as shown in Table 1:
Table1: Cost of the packages

Package Cost per package (KSh)
Single hive 15000
Mini package 120000
Full package 190000
Other services offered by the company are:
 Training at cost of KSh 7000 per person,

 Sale of accessories at KSh 2500 per unit,
 Sale of honey harvesting kits at KSh 600 per unit
 Sale of harvesting extractors at KSh 13000 per unit.
The company also buys honey from farmers at KSh 900 per kg and bee products at KSh1200 per
kg, for further processing and subsequent sales to customers. A farmer whose sales is below
KSh. 20000 is paid in cash, while sales between KSh.20000 andKSh.80000 are paid via
Electronic Funds Transfer (EFT)
A farmer seeking services from the company is required to provide personal details. The details
are captured and the farmer is required to make full payments for the services sought. Once the
payment has verified, the services are approved and offered. If the payment is for training
services, the trainee is then provided with the training schedule.
The company also provide transport services to farmers and are charged based on the destination
and the quantity of the items as shown in Table 2:
Table 2: Cost of Transport Services

Transport services Cost (KSh)
Single 2000 per package
Mini package 20 per Km
Full package 25 per Km
Accessories 30 per item
Harvesting kit 30 per item
Honey extractor 100 per item
CHAPTER TWO
System Analysis
Nekta Management respond and gave the development team some of shortcomings which they
experienced by using the manual system
Problem recognition
1. Insecurity of the company resources as some of the sells beehives without the managers
consent
2. Slow in processing transactions and orders leading to delay to deliver our services
3. Duplication of reports as a result of using manual system
4. Time consuming as searching of reports manually takes a lot of time
5. Poor working conditions leading to disappointment and dissatisfaction within the
company
Problem Definition
The company has to develop a computerized management information system that would support
its operations.
Over view of the existing system

By making preliminary, our system development team discovered the following problems with
the current manual system:
a) Increase number of farmers and sales through aggressive marketing on the socal media
has overloaded the current systems ability to process sale orders
b) Poor customer service support which leads to loss of business to competitors in
beekeeping
c) Delays and errors in preparing important reports such as inventory, sales report, payroll
and expenses
d) In the last two years, unpaid purchase orders have increased from 25% to 30%
e) Insecurity when setting up the beehives hence risking the life of farmers and trainees
These problems have led to high staff turnover particularly senior managers which point to a
falling business
Overview of the proposed system

1. The new system should process and maintain records of sales, farmers orders and billing
2. The system should be able to control the orders made as fast as possible
3. The system should contain an excel for easy record keeping and retrieving
4. Processing online demand of payment

5. Development of communication website that will link our clients to the company for
efficiency communication
6. The ordering of our services should be done online thus easy communication
7. The system should be able to track expenses such as salaries and allowances
8. The system will avoid outsiders stealing company’s information by offering security
Main Objective
The goal of developing an automated information system for Nekta management system is to
improve security of the company data and enhance means of making profit to about 50%
System Objectives
i. The system should be able to ensure no loss of funds
ii. Allow the manager to maintain farmers records and transactions
iii. Able to generate reports which can be used during decision making
Benefits of the proposed system

I. It will improve internal decision making due to availability of reliable reports
II. The system will make the company to meet farmer needs through improved services
delivery
III. It will improve internal decision making through production of reports
IV. Security of company records will be sorted
Scope of the system

The electronic Nekta management system will support the following company functions
1. Maintain records of packages

2. Maintain records of trainees
3. Maintain records of farmers orders
4. Maintain the transaction records
5. Maintain services and products of the company
6. Maintain companies income
Feasibility report
Having been identified as potential provider of the system through competitive bidding, our team
conducted a feasibility study, the study mainly involved review the current organizational chart,
observation and information discussion with a few trainees and farmers
The team complied feasibility report containing the following:

Schedule feasibility
Event Time Activity

Overview of the system 1 Month Problem definition
problem recognition and
definition
Benefits of the new system, 2 weeks Benefits of the system
scope of the system
Document study, observation 1 month Fact finding
& questionnaires
Input & output design files & 1 month System design
data storage design. Hardware
& software requirements
Table relationship, input & 1 month System demonstration &
output servers testing
Populating tables, data 2 weeks System demonstration &
maintenance, input validation testing
Installation guide, loading and 2 weeks User manual
navigation guide
Conclusion, recommendation 2 weeks Miscellaneous
bibliography
Technical feasibility
Although the company has few computers & literate staff to operate the computers, there is need
to upgrade the current infrastructure and capacity to use and support new system.
Operational feasibility
The new system is likely to change the network environment because some staff may have to be
retained or replaced. The company is also expected to higher qualified system administrator and
more ICT staff
Economical Feasibility
To balance cost and benefits from the proposed system
Item Year 1 Year 2 Year 3 Amount

Development 1000000 000000 00000 1000000
cost 1500000 100000 100000 1650000
Infrastructure 60000 40000 20000 120000
Maintenance cost
Total 2770000
expenditure
Project profit 400000 450000 700000 1550000
Savings on
transport 50000 750000 900000 1700000

Savings on 150000 200000 300000 650000
training
Total savings 3908000
Net savings 1138000
Development team resolution
In order to develop the system within the schedule time, the system development team has made
the following resolution;
1. The team members will hold regular meetings, chaired by project manager
2. Team members will be communicating through e-mails and sms concerning any
emerging issues In the course of the system development
3. Once feasibility report adopted the developer and the Nekta Management herein referred
as farmer will enter into a formal contract & sign an agreement
Detail analysis (Data gathering)

Nekta management responded and gave the development team an okay to start developing the
system
After signing the contract the next step was discover the requirements of the new system through
data gathering
The data gathering was fulfilled out through questionnaires, observation, and interview.
Interviews
Interviewee name…………………
Date………………..
Time………………..
Place………………..
Subject………………
time Interviewer questions Response
2 min Objective
Open the interview
-introduce ourselves
-thank Mr. Liyayi for his time
-The purpose of the interview is to obtain
information
6 min Concerning current order processing
procedures
Question 1
What condition determine whether the
ordered services are valid?
5 min Question 2
What are possible action that might be taken
when the conditions have not been reached?
4 min Follow-up
Question 3
Approximately how long does it take to
process orders?
2 min Conclude the interview;
-Thank Mr. Liyayi for his cooperation
during the interview
Questionnaires
In order to get more information, we decided to prepare some questionnaires that would help
uncover some classified information without the respondent feeling intimidate
ACCOUNTS DEPARTMENT STAFF QUSTIONNAIRE
Date…. /……/…….
Introduction: The company is in the process of developing a new information system. Please,
take a few minutes to fill in this questionnaire and return it to the IT office before date…………..
1. How often do farmers orders bounce due to lack of enough stock?
cccc Very often Often
Not often Not at all
2.How long does it take for an order to be processed

1hour several hours
One day
Several days
Observation
The data collection team visited all the branches of the company and took time to observe
operations and behavior of the trainees and farmers
The finding from the analysis was summarized in a system proposal report that gives detailed
analysis of the system requirements. These requirements are categorized as functional and non-
functional requirements. The following is a summary of the report
Advantages of observation
 The analyst of the company were able to do measurements
 The method was cheap
 The data collected is highly reliable
 Tasks that are difficult to explain in words were clearly observed
Disadvantages of observation
 The method consumed a lot of time

 Some system activities took place at odd times
 The analyst was unable to explain some activities
Requirement specification
The detailed system analysis phase helped us get crucial information needed to design the new
system. The following are key functional and non-functional requirements of the proposed
system
Functional requirements
1) Register and maintain details of available bee farmers
2) Keep record of beehives available
3) Capture and maintain records concerning details of farmers and trainees
4) Generate reports regarding the comments of prospective farmers concerning a specific
product
5) Produce regular reports that allow managers to accurately track deposits , balances and
losses
Non-functional requirements
 The user interface should be appealing and easy to use so that users feel motivated to use
the system
 Enforce system security so that only authorized user can access the information
 Efficient in terms of overall performance
Conclusion
Nekta management concluded that the delays in transactions and orders is due to the use
manual system. And difficult in searching for records as it was manual
Recommendations
The recent Nekta management operations and processes are not users friendly
The development team therefore recommended that the company should purchase automated
devices of good quality
CHAPTER THREE
SYSTEM DESIGN
When the requirements for the new system have been identified, it is now possible to design the
overall system flowchart and detailed designs for various system modules
Begin
Lo
g
in
Enter farmer details Farmer details
Selling Buying
packages honey?
Enter payment
Enter quantity
Quantity*Amount
Single hive=15000
Amoun
Sing Min t
Mini
le i
package=120000
Full package=190000
Sale Sale<8
<200 0000?
Validatio TFT
n Cash MMT
payment
Report
storage
Reports
End
Farmers table
Field Name Data types
Farmer name Short Text
Farmer ID( Primary key) Short Text
Phone no Short Text
Gender Short Text
Town Short Text
Table 1 Farmers table
Trainees Table
Trainees name Short Text
Trainees ID( Primary key) Short Text
Farmers ID Short Text
Phone Short Text
No of farmers Short Text
Table 2 Trainees Table
Service table
Service ID(Primary key) Short Text
Service type Short Text
Farmer ID Short Text
No of farmers Short Text
Table 3 Service Table
Payment Table
Payment ID( Primary key) Short Text
Package ID Short Text
Package name Short Text
No of packages Short Text
Status Short Text
Transport ID Short Text
Table 4 Payment Table
Transport Table
Field Name Data type
Transport ID( Primary key) Short Text
Address Short Text
Distance Short Text
Items Short Text

No of items Short Text
Table 5 Transport Table
Package Table
Field Name Data Types
Package ID( Primary key) Short Text
Table 6 Package Table
Purchase Table
Field Name Data Types
Purchase ID( Primary key) Short Text
Quantity Short Text
Product name Short Text
Table 7 Purchase Table
Product table
Product ID(Primary key) Short Text
Items Short Text
No of units Short Text
Table 8 Product Table
INPUT DESIGN
For a high standard quality of output, one has to ensure the input system must be of high quality.
Input forms that are well designed and organized are then needed, some of the forms include:
 farmer form
 Payment form
 Income form
 Trainees form
 Details of purchase form
Farmers Form
Farmer Form
Farmer name BACK
Farmer ID NEXT
Phone no SAVE
Gender ADD
Town DELETE
EXIT
Table 9 Farmers Form
Purchase Form
Purchase Form
Purchase ID BACK
Farmer ID NEXT
Farmer name ADD
SAVE
Quantity
DELETE
Product name
EXIT
Table 10 Purchase Form
Transport Form
Transport Form
Transport ID
BACK
Farmer ID
NEXT
Address
ADD
Distance
SAVE
Package name
Items DELETE
No of Items EXIT
No of packages
Table 11 Transport Form
Payment Form
Payment Form
Payment ID
BACK
Package ID
Package name NEXT
Purchase ID
ADD
Farmer ID
No of packages SAVE
Farmer name
DELETE
Status
Transport ID
Service ID EXIT
Product ID
Table 12 Payment Form
Trainees Form
Trainees Form
Trainees Name BACK

Trainees ID NEXT
Farmer ID
ADD
Phone SAVE
DELETE
EXIT
Table 13 Trainees Form
Package form
Package form
Package ID
BACK
Package name
NEXT
No of packages ADD
Farmer ID SAVE
Farmer name DELETE
EXIT
Table 14 Package Form

Service form
Service form
Service ID BACK
Service Type NEXT
Farmer ID ADD
Farmer Name SAVE
No of farmers DELETE
EXIT
Table 15 Service Form
Products form
Products form
Product ID
BACK
Items
NEXT
Farmer ID
ADD
Farmer name SAVE
No of units DELETE
EXIT
Table 16 Products Form
Output Design
The output design involves design of reports to be generated by the system. They include
 Farmers list
 Training list
 Payment made by farmers list
 Transport orders list

 Number of purchase done list
 List for service and products
 Income list
Reports
There are designed per system requirements collected during fact finding
The following are some of the reports that can be output by Nekta Management System
Farmers Report
Farmer name Farmer ID Phone no Gender Town
Table 17 Farmers report
Transport Report
Transport Farmer Address Distance Package Items No of No of packages
ID ID name items
Table 18 Transport report
Payment Report
Package Package Package No of Farmer Farmer ID Status Transport ID
ID ID name packages name
Table 19 Payment report
Trainees Report
Trainees Name Trainees ID Farmer ID Phone
Table 20 Trainees report
Package Report
Package ID Package name No of packages Farmer ID Farmer name
Table 21 Package report

CHAPTER FOUR
SYSTEM CONSTRUCTION
Figure 1 Farmers table
Figure 2 Trainees table
Figure 3 Service table

Figure 4 Package table
Figure 5 Transport table
Figure 6 Payment table

Figure 7 Purchase table
Figure 8 Products table
Figure 9 Relationships
Figure 10 Farmers form
Figure 11 Payment form

Figure 12 Package Form
Figure 12 Trainees form

Figure 13 Transport form
Figure 14 Service form

Figure 16 Purchase form
Figure 15 Products form

Data manipulation
Cost of service: [Training cost] + [Items cost]
Figure 16 Payment for services query

Training cost: IIf([Service Type]="Training",7000*[No of farmers])
Figure 17 Income from training query
Transport earnings: [Items transported cost] + [Transported packages]
Figure 18 Transport earning query

Total income: [Transport earnings] +

[Training cost] + [Package price] + [Items
cost]-[Cost of purchase]
Figure 19 Total income query
Total sales: [Items cost] + [Package price]
Figure 20 Total sales query

Figure 21 Total income report
Figure 22 Training income report

Figure 23 Transport report
Figure 24 Payment for services to farmers report

Figure 25 Purchase report
Figure 26 Trainees report

DEMONSTRATION BY THE CANDIDATE

Loading and running the system
When you open your window click on the NEKTA MANAGEMENT icon to open
The login form will appear where one is supposed to choose between the two saved user name
from the combo box (dropdown menu) and enter password for ADMIN or PETER which is
found in the user manual to access system records and reports
When you enter a wrong password an error message will be displayed warning that “Incorrect
password!!! Please try again!!!!”
When you enter the correct password and press the login button a progress bar will appear asking
the user to wait as it loads
After loading main form will appear with the forms and reports where you can add or edit the
records available
The main form has forms where one can edit the records of the system using the buttons on the
form
An error message when the user violets data types
When the user enters similar farmer ID a message box will be displayed informing the user that
he/she is about to make duplicate records
Input of values that does not much with the data types an error message will be displayed as
shown below
And reports showing the data that can be used for decision making
The main form has a button to close it and open the login form after finishing your work
USER MANUAL
INTRODUCTION
Nekta management system is a computerized system that enables the users to manage the data
and information concerning various purchase for many farmers easily and effectively.
With this one can input, process and finally come up with the required details and information
for the functioning of the company.
One can also do most of the tedious work done manually to produce accurate and timely results.
Loading the system
For one to load the system the following steps have to be followed:
1) Once your computer is on, open the location where you installed the Nekta management
system and double click the Nekta icon.
2) A log on dialogue box will be displayed. Select the user name from the combo box and
enter the password for the system and click LOGIN. The system‘s password for the
current saved user name,
i) ADMIN, is (1234)
ii) PETER, is (7080)
When you enter the correct password and press the login button a progress bar will appear asking
the user to wait for few seconds as it loads. This will automatically usher in the main form.
3) The system main form will appear from where one can access all other input forms and
reports
Menu description
Within the Main form there are buttons that help the user to choose the form or report they want
to view.
From the main form press any of the labelled buttons to access and modify data on the various
tables; to register new farmers and trainees as well as terminate records. You can also view the
various reports.
INPUTS
FARMERS
Clicking this allows you to add and modify data on farmers.
TRAINEE
Clicking this allows you to add and modify data on trainee.
PURCHASE
Clicking this button allows company to modify purchase
TRANSPORT
Clicking this button allows one to modify transport table by either append or deleting.
REPORTS
The report section enables the user to access all reports that are in the system. The reports display
the information already processed and is displayed to the user.
FARMERS
Clicking this report allows you to view all group members.
PURCHASE
Clicking this button allows the user to view the purchase from farmers
TOTAL INCOME
Clicking this report allows the user to view all company profits
TRANSPORT
Clicking this report allows the user to see all transport.
Testing and implementing the system

TESTING
Test data was used to ensure that the system was functioning properly. When wrong values are
entered, an error message is displayed. This notifies the user the type of data entered in the
system. Sample test data and error messages that might be encountered due to invalid data entry
are given below:
Error message- the changes you requested the form were not successfully able because they
would create duplicate values in the index, primary key or relationship.
Description- you are trying to enter the same value twice.
Solution: Avoid double entry
Error message- Fields with a primary key cannot contain a null value.
Description-you are trying to proceed to another record or field yet you have not selected the
field name of the record in focus.
Solution- Select the field name before you proceed to the next record.
Error message-the value that you entered is not valid for this field.
Description- You are trying to enter an invalid data in the field.
Solution- enter the correct data type.
IMPLEMENTATION
This is the last step of the development of the system. It involves putting the new system into use
in the company. The tasks during implementation are:
System management- this involves installation, resource and staff allocation.
Staff training- This involves teaching the staff members about how the new system works. This
is done without interfering with the business operations.
Security control measures are taken in case the new system breaks down.
Changing over from the old manual system to the new computerized system using the most
appropriate method.
After the installation of the new system, the users are supposed to ensure that it is properly
running. This is to be done using a follow up evaluation.
MAINTENANCE
System maintenance is the adjustment and the enhancement of the requirements or correction of
errors after the system has been implemented. These errors may be detected when the system is
in use. Maintenance of a system is important because:
 It enhances validity and entity integrity

 Ensures the software is updated
 The system does not crash down on entry of invalid data
 Ensures the system gives correct output as expected
 The system does not become absolute with time
The flash disks that contain the original system should not be used to run the program; rather one
should make copies to ensure that the original system remains intact with minimal chance of
being interfered with. The flash drives should be stored safely from dust, liquids and in a cool
dry place to prevent data loss.
They act as data reference materials if need for changes should arise in the near future.
DATABASE SECURITY AND START UP OPTIONS

Most information in computers is faced with the threat of unauthorized access. Microsoft access
database management software provides security for the data in the computer. These include;
 Password protection
 User and group permissions
 User level security
 Data encryption
To set up any of these security options, click the tools menu, point to the security and then select
the type of security you want to set up.
Password protection
This is the simplest security set-up that can be implemented using any Microsoft Windows
operating system. A password to open or edit the database file is set by the user who wishes to
use the system. This password to open is then made available to the authorized users only.
User and group permissions

This lets the administrator assign permission to the users on database objects. The permission
includes opening, running the project and modifying.
User level security

This feature is used to assign permission to the users in order to limit user access to certain
database objects.
Data encryption
If the database is to be used in a network or sent electronically, encryption key to the data from
unauthorized access. Only the intended recipient can use the decryption key to read the message.
CREATION OF BACKUPS
These are copies of the original document stored in different places of the computer or in
secondary storage devices for the need of security of the data system. They provide a chance for
the continuity of the system in case of damage or theft of one copy.
For the secondary storage flash disks and compact disks are recommended.
To create a backup, follow the following procedure;
 On the main menu select File
 In the drop down menu that appears, select Save As
 In the dialogue box that appears, change the saving location to any other device or
location you would prefer.
MISCELLANEOUS
CONCLUSION
Developing this project has been a great challenge posed to me but all in all I am glad to have
managed to complete it. It’s been frankly a journey of 5 months to make the Nekta management
System a success. I greatly hope that this system will serve its purpose efficiently. However,
being human and prone to mistakes I willingly accept any criticism that may arise due to any
unnoticeable mistakes and will definitely do my best to rectify them in future. Accept my sincere
apologies for any defects in advance.
Despite the many obstacles throughout the process, it has helped me upgrade my knowledge on
how an efficient and effective system should be created with the advancing technology. Can’t
forget to note that it helped me better my typing skills and creativity.
RECOMMMENDATION
I recommend that this project should be adapted especially by the bee keeping company or honey
company all around Kenya so as to enhance their quality.
BIBILIOGRAPHY
This shows the list of books and reference materials used in developing Kabumbu football club
system.
 G. Chemwa and S.Mburu, Longhorn Secondary Computer Studies book 2
 D. Musonye Foundation computer studies book 3

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NEKTA MANAGEMENT SYSTEM

TABLE 1 FARMERS TABLE...........................................................................................................................................10

TABLE 7 PURCHASE TABLE.........................................................................................................................................11

FIGURE 1 FARMERS TABLE

STUDENT NAME: LIYAYI PETER LUKWA.

INDEX NUMBER: 37617406023.

TEAHER’S NAME: MR. MAKOE EMMANUEL.

 Selling of beehives and associated accessories to bee farmers

The cost of each of the packages is as shown in Table 1:

Table1: Cost of the packages

 Training at cost of KSh 7000 per person,

Table 2: Cost of Transport Services

Over view of the existing system

Overview of the proposed system

4. Processing online demand of payment

Benefits of the proposed system

Scope of the system

1. Maintain records of packages

The team complied feasibility report containing the following:

Event Time Activity

Item Year 1 Year 2 Year 3 Amount

transport 50000 750000 900000 1700000

Detail analysis (Data gathering)

ACCOUNTS DEPARTMENT STAFF QUSTIONNAIRE

Not often Not at all

2.How long does it take for an order to be processed

 Tasks that are difficult to explain in words were clearly observed

 The method consumed a lot of time

Enter farmer details Farmer details

Items Short Text

Farmer name BACK

Farmer name ADD

Table 11 Transport Form

Trainees Name BACK

Table 14 Package Form

 Transport orders list

Table 17 Farmers report

Table 18 Transport report

Table 19 Payment report

Table 20 Trainees report

Table 21 Package report

Figure 1 Farmers table

Figure 2 Trainees table

Figure 3 Service table

Figure 4 Package table

Figure 5 Transport table

Figure 6 Payment table

Figure 7 Purchase table

Figure 8 Products table

Figure 10 Farmers form

Figure 11 Payment form

Figure 12 Package Form

Figure 12 Trainees form

Figure 13 Transport form

Figure 14 Service form

Figure 16 Purchase form

Figure 15 Products form

Cost of service: [Training cost] + [Items cost]