THE INSTITUTE OF FINANCE MANAGEMENT (IFM).

DEPARTMENT OF COMPUTING AND INFORMATION TECHNOLOGY (CIT).

PROJECT REPORT.
TITLE: SALARY PAYMENT SYSTEM CLIENT: INSTITUTE OF FINANCE MANAGEMENT

PREPARED BY:
NAME; MURO, Godwin REGISTRATION No;BSc.IT/08/26723 COURSE;BSc.IT YEAR;2009/2010 SUPERVISOR;

Table of Contents
EXECUTIVE SUMARY.3 ACKNOWLEDGEMENT...4 CHAPTER ONE 1:0 INTRODUCTION.5

1:1 PROBLEM STATEMENT..5 CHAPTER TWO 2:0 FUNCTIONAL REQUIREMENTS..6 CHAPTER THREE 3:0 WORKDONE AND LESSON LEARNED 3:1 PROJECT IDENTIFICATION AND SELECTION.7 3:2 SYSTEM DESIGN..11

3:3 LOGICAL DESIGN11 3:3:1 USER INTERFACE DESIGN..15 3:3:2 DATABASE DESIGN..25 4:0 SYSTEM TESTING AND DOCUMENTATION...27 4:1 SYSTEM IMPLEMENTATION CHAPTER FOUR 5:0 PROBLEMS/CHALLENGES..29 CHAPTER FIVE 6:0 CONCLUSION AND RECOMMENDATION30 7:0 REFERENCES31

EXECUTIVE SUMMARY
This report has been prepared to cover what I have done in the whole period of project undertaking which is the development of Salary Payment System (SPS) based on the operations done by the

Ifm Account. The report has been divided into the main stages which I under went during the whole period of System Development from recognition of the problem to the implementation phase of the system.

The report has started by analyzing how their current system operates (i.e. the manual system). It has also tried to examine the advantages and disadvantages with their system.

The report shows the main objectives, advantages of the new system. It has also shown how the salary is going to gain by employing the new system in their accounting activities.

Finally, report has shown in detail how the system was designed and developed from logical view of the system (i.e. logical design) to its physical view (i.e. physical design). The report shows different graphical user interfaces and full description on how to work through those interfaces.

ACKOWLEDGEMENTS The work of preparing this book was not easy. It is the result of tough work that needed tolerance and collaboration from other colleagues. I should like to express our indebtedness and gratitude to the people who helped us to accomplish this work. I were always ready to listen to and to discuss difficulties with our colleagues. I grateful acknowledge the help of Mr. T. Nagunwa for his moral support, encouragement, giving us advice and assist us as supervisor to accomplish this special task. I wish to thank IFM Account administration for their support and giving us permission to use ifm accontant as a case study. My special thanks to all my friends, Mwasigala. A(IFM), Mwenda. A(IFM), Said. A(IFM),Massawe+.K(IFM), Anatorious. K(IFM) for their heartful supports and their grateful ideas that led to the successful completion of the project. MAY GOD BLESS YOU ALL. Muro,Godwin

CHAPTER ONE

1:0

INTRODUCTION

Institute of Finance Management Accountant is amongst IFM sections that assist in achieving institute vision and objectives by providing proper Library Services to the institute members. This section is mainly involved in maintaining the library i.e. keeping the required books/journals, hire them to users and track them until they are returned. The work of tracking hired materials as well as who hired them was done manually but this brings about overheads and it reduces the overall performance of the library. For instance the number users who need services at pick times may not be served timely and by so doing the members will not be satisfied with the library services .To solve this problem they come up with library information system. The system has database where the list of all materials and details of the users are kept and an application program which will enable the library workers to easily track the materials available in the library and those which have borrowed.

1:1 THE PROBLEM STATEMENT From the above explanation it is true that the manual system process take longer time. This means the number of customers that receive services in a day is limited. Another problem is in inaccuracy of information, For example the returned book may not have been recorded, this may cause user to miss material a book which have returned. Hard identification of borrowed and returned materials also another problem is another problem with manual system .If book is returned too late, previous records might have been lost or misplaced, it makes it difficult to track and give the right information easily. An improper decision is another problem this system and management need to have relevant, accurate and timely information in order to decision required. It is risk to store information on papers. For instance paper may be misplaced easily; also they can be destroyed easily either by fire or by insects.

CHAPTER TWO

FUNCTIONAL REQUIREMENTS This library information system is intended solve problem of manual system by having a database for storing important library information and allow easier tracking of available and on rent books/journals with their respective details The following objectives have to be applied so as to achieve these goals  The system should help the librarian to register and maintain users, books and journals necessary information. Example, reserved books, borrowed books  The system should allow users (students/staff) to check for available the able books and allocation in shelfs.  The system should help the library workers to check for the users validity, ie insert/add the new users and delete un existing one.  The system should help the library workers to check on penalty status.  The system should help the library workers to keeps records of books hired those.  The system should help the library staffs to provide library identification card to users.

CHAPTER THREE

1: WORKDONE AND LESSON LEARNED

For eight consecutive weeks, I have been designing and developing information systems that will allow library users to borrow and return materials easily and also to help library staffs to perform their activities well. Example cataloging, generating reports I and my team members followed all the stages of System Development Life Cycle (SDLC) and Database Development Life Cycle (DDLC). So the two stages where done parallel to enable us to produce a well structured and workable system.

1.1. Task 1: Project identification and selection 1.1.1. Collection of the task and overview of the project. Mr. Nagunwa T. as our supervisor explained to us the type of information system we where required to develop. Mr. Nagunwa told us to develop an information system that can allow students of the institute of finance management to borrow and return materials on basis. And allow each staff to perform his/her activities on basis and should be given certain privileges to view and generating reports of that specific activity only. 1.1.2. Selection of the software tools to use. Mr. Nagunwa told us to use Microsoft Access to develop database and all the reports to be generated. As we are going to see later in this document, as a group we reselected the type of technology to be used. We selected ACCESS for developing database and VB for developing web-based interfaces for users to interact with. Tools used after reselection of technology:  ACCCESS  VISUAL BASIC

1.1.3. Review on SDLC, DDLC, DATABASE ACCESS and VB Revision of the above topics was important to make us more competent and more comfortable when doing the project.

1.2. Task 2: Project initiation and planning: During this stage two main activities are initiated, one is the initial start up of the project and the other is planning of the overall activities conducted in the project including time and cost. 1.2.1. Developing a questionnaire: The questionnaire had simple questions that could allow us to get the basics of the system that we are about to develop. Example of questions found in initial questionnaire:  What is the structure of your management?  What are the problems with your system?  Is there any specific technology you want your system to have?  What do you want the system to do?  What privileges should be given to specific users?

1.2.2. Requirement determination: From the developed questionnaire we managed to obtain the following requirements. (a.) Ability to view available material: Here a staff or other user should be able to view available material according to their needs. (b.) Ability to check on user validity: Librarians should be able to add/delete, update for the users. (c.) Ability to check on penalty status The system should allow library workers to check on penalties for their users. 1.2.3. Requirement specification: 8

At this stage we managed to know all the rules and restrictions that a user of the system should have. Further details of the system where known at this stage. (a.) Rules and/restrictions on how library materials and other information are to be viewed by different user:  As it was found out that the librarian can only view users information according to the activity undertaken.  Also librarian should have an option of either viewing reports of either a single user or all users.  User should view his/her information by using library number. (b.) Structure to be used when registering users: Librarian should be allowed to register a user as follows:  Using registration number of student when registering of single user.  Also the librarian should keep each user information separately. (c.) Restrictions when registering users in that information system: The system should not allow non-IFM students or non-official IFM students to have an access in this system.

1.2.4. System specification: At this stage of SDLC and DDLC we looked on how the system will work; the applications that the system will need to meet the requirements of the end user. We came up with the following functions:

(a.) Sign-up function:  This function will allow all required users of IFMLIS to be registered and be able to access their information or activities they want to perform according to their status.  We made sure that all restrictions will be followed accordingly. (b.) Login function:  After the user has already successfully being registered she/he will use this function to login the IFMLIS system (c.) Upload function: 9

 Only the library workers will be given this privilege of uploading users information. (d.) Report generation function:  The system should allow librarian to view generated reports according to their requests from the database developed. Example: Librarian should be able to view repots of overall number of users, material borrowed and those returned.

(e.) Logout function:  This function will make sure that the session is destroyed after the user has left the system.

Task 3: SYSTEM DESIGN 3:0 Logical design of the system.  Structural designing of the overall function of the system. A model may be structural, emphasizing the organizational of the system or it may be behavioral, emphasizing the dynamics of the system. Example, How data will flow through the system  At this stage there are several logical modeling approach that we may use. 3:1 Developing Data Flow Diagrams (DFD)  This task is done by deducing data flow diagram (DFD) to show how the system will work and which process will interact with the other. Showing what data goes in the process and what information is generated by that process to be used by another process or stored.

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Figure 1: Below is a DFD for IFMLIS system

CONTEXT DIAGRAM

USER

Registering User id

Reg. lib material Reg. lib user

STAFF

Search avail. books Borrowing

LIBRARY IS
Lib id

List of books Requested books

USER

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SYMBOLS

Process symbol

Entity symbol

Data store symbol

Data flow symbol

Below is a decomposed DFD (level 0) for IFMLIS system:

DATA FLOW DIAGRAM

Registration Providing lib id 12

REGISTRATION

search avail. Mat.

SEARCHING

1 6

Avail. material

User file Borrower material file Feedback 2 Returning id Pay material Pay fine USER B A Feedback 3 PENALT CHECKING GGG Returning Id Returning Material C Library material file

RETURNING D 7

5 If clear

BORROWING

VALIDATE USER

4 3 User file

3 Borrowed materials file

Borrowed material file

KEY 1. User information  Name  Program 13

 Registration number 2. Requested material  Title  Author 3. Borrower information  ID  Title of material  Date of hiring  Date of returning 4. User information  ID  Title of material borrowed  Date of returning 5. User returning information  Id  Title  Date of returning 6.  Name  Program  Registration number 7.  Id  Date of returning  Title of material A. B. C. D. Material requested Title of material requested Submission of Id Requesting material by title

Lesson Learned During the performance of the above tasks I have learned the following:

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 How I can develop questionnaire, find requirements and conducting a research so I could get information that i want.  Also I can select the software tools according to the demand of the system we want to develop  Finally, the logical designing of functional requirements represents the actual system developed.

Task 4: 0

User interfaces design:

During this stage we use Visual Basic to develop the graphical user interfaces (GUI) which will connect to ACCESS database so that can enable different type of users of the system to interact with the system easily. (a). Developing sign-up Sign-up page will allow different users of the the system ie. students and staffs to have an access with the system for different activities. We have to develop a vbp interface which is linked with ACCESS database.

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Snap shot 1.sign-up vbp

(b).Developing vbp for cataloging process. We develop the interface which will be linked with ACCESS database so that library staffs can be able to register all library materials like books, magazines etc. and store and store them in database.

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Snap shot 2.vbp cataloging

(c).Developing vbp for user registration. All users must be registered to the system so that they can get access to the library system and their information to be stored in the database for system security of library materials and its users.

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Snap shot:3 vbp user registration.

(d).Page which will allow users to search for available materials This page will allow rightful users to search for available materials.

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Snap shot 4.vbp available material search

Task 5 CODING Vbp codes will allow the interaction between the interfaces and link between interfaces and MYSQL database 5:1 vbp Sign-up

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Sign-up codes will enable developed interfaces which are linked with the database to give an access to its users with the system.

Exampe. Sign-up codes

5:2 vbp cataloging Cataloging process is the activities in which the library staffs use to maintain the library materials by keeping information of each material to the database. So the vbp codes will enable the information

Example: vbp cataloging codes.

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5:3 vbp user registration This codes will allow library staffs to registering users and their information To be stored in MYSQL database Example: vbp user registration codes.

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5:3:1 vbp material search. Search page will enable users of the system to look for the available material. Due to the fact that the search page is linked with the database the system will be able to retrieve information from the database and display to the user.

Example: vbp search codes.

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Task 6 DATABASE DESIGN 6:0 LOGICAL DISIGNING At this stage we have to develop the database that will interact with the system. Will be capable of storing all information about users, available materials, borrowed materials and borrowers, penalties status and all other information regarding to library activities.

ENTITY DIAGRAM: ENTITY RELATIONSHIP

USER FILE

BORROWED MATERIAL FILE

LIBRARY USER

LIBRARY MATERIAL

LIBRARY MATERIAL FILE

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6:1 ENTITY RELATIONSHIP TABLE LIBRARY_USER (User_id, Name, Address, Department, Status, Sex) USER_FILE (File_no, Name of user, Status, User_id) LIBRARY_MATERIAL (Tittle, Author, Publishing date, Edition, Place) BORROWED_MATERIAL (Borrowed_no, User_id, Tittle, Borrowing date, Returning date) LIBRARY_MATERIAL FILE (Library_material no, Tittle, Author, No of material, Categories, file_no)

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Task 7: 7:0 Testing: At every stage of the development testing the system was done so as to ensure it gives out the required result. Testing also enabled us to check for errors. The two types of testing that we conducted in the whole course of development are as follows: (a.) Unit testing I used this to check for error in one part of the system. (b.) System testing I used this to check for errors in the whole system when integrated.

7:1 Documentation: The internal design of system should be documented for the purpose of future maintenance and enhancement is done throughout development. So, this was a task we did after finishing daily tasks.

LESSORN LEARNED

From the above functions I learned the following:  I learned how to develop the user interfaces using VB from the requirements of the system which will enable different users of the system to interact with the system.  In coding activity where is the most important and tough work I learned how I can make the designed interfaces which is only logical to the working system. Also how

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these interfaces can interact each other.  In database design and implementation I have learned how I can design the database which can handle/store data for review and memorization.  In database coding I actually learned to connect the interfaces with access database so that the users of the system can be able to send the information/data into the database and retrieve any information from the database.  In testing activity I learned how to test the system in units and general way so thats We can correct some errors and makes up the efficient system and be sure of what we have developed will satisfy the needs of the users.

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CHAPTER FOUR PROBLEMS/CHALLENGES In any activity or project it is obviously to encounter some difficulties and challenges. Towards the completion of our project we encountered some difficulties and challenges which makes us use more time than we have expected. The following are some of problems we had facing during development of this system: PROBLEMS  Poor cooperation among the group members. Cooperation in any project results into successful and deliver something outstanding. As a member I had to ensure that there is understanding among ourselves so that we can achieve our goals.  Lack of internet access. During the period of this system development we have faced the problem of internet were we failed to acquire some important information about tools we were used to develop this system.  Limited time. We have faced the problem of time which makes us to rush so that we can complete this project. The time provided for doing this project was so scarce for developing a complete system.

CHALLENGES  We have to be prepared ourselves early in all areas i.e revision and case tools to be used so that we can cache up with time after starting the project.  Towards the completion of any project it is important to cache up with time so that we can completes the project on time.

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CHAPTER FIVE

Recommendation: After 8 weeks of development of this system, I have widen up my skills as a Student taking Barchelor of Science in Information Technology. I recommend That the Institute can increase practical training especially to the student taking science so they can be competent after school.

Conclusion: As a member of the group that has done this project of developing this IFMSIS, I would like to thank the IFM to allow as to do this project because it has widen up my skills in VB and MySQL database. The System that resulted from this project is only for evaluation reasons and learning purpose.

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LIST OF REFERENCE 1. 2. 3.
Jeffrey L. Whitten & Lonnie D. Bentley (2007), 7th Edition System Analysis and Design Methods Jeffrey L. Whitten, Lonnie D. Bentley & Kevin C. Dittman(2001), 7th Edition System Analysis and Design Methods Turban, Leidner, Mclean & Wetherbe (2006) 5th Edition Information Technology for Management 4. Thomas M. Connolly and Carolyn E. Begg (2002), Database Systems: A Practical Approach to Design, Implementation, and Management, 3rd Edition, Addison-Wesley, Harlow England. 5. Gelard V. Post (2002), Database Management System: Designing and Building Business Applications, Tata McGraw-Hill Publishing Company Limited, New Delhi 6. http://en.wikipedia.org/wiki/Event -driven programming. 7. http://en.wikipedia.org/wiki/Event -driven archtecture.

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