ST.

AUGUSTINE UNIVERSITY OF TANZANIA

MBEYA CENTRE

FACULTY OF BUSINESS ADMINISTRATION.

DEPARTMENT MARKETING AND LOGISTICS.
DIPLOMA IN INFORMATION AND COMMUNICATION TECHNOLOGY.

PROJECT TITTLE : EMPLOYEE LEAVE MANAGEMENT

SYSTEM.
DOCUMENT TITLLE : PROJECT PROPASAL.

NTA LEVEL : 06.

COURSE : DIPLOMA IN INFORMATION AND

COMMUNICATION
TECHNOLOGY.
PRESENTED BY:

NAME REGISTRATION NUMBER SIGNATURE

TONY E. MWASAGA DICT/NS 1063/0131/2016
GERALD MKANDAWILE DICT/NS 0152/0147/2016
IZACK STEVEN DICT/NS 3999/0043/2016

TABLE OF CONTENTS
CHAPTER ONE.......................................................................................................................................1
INTRODUCTION....................................................................................................................................1
1.1. Introduction.......................................................................................................................1

1.2. Background of the study...................................................................................................3

1.3. Statement of the Problem..................................................................................................3

1.4. Objectives of the Study.....................................................................................................3

1.4.1. Main Objectives.........................................................................................................3

1.4.2. Specific Objectives of the Study................................................................................4

1.5. Significance of the Study..................................................................................................4

CHAPTER TWO......................................................................................................................................5
LITERATURE REVIEW........................................................................................................................5
2.1. Literature Review..............................................................................................................5

2.2. Similarity of The Project...................................................................................................7

2.2.1. Integrated Microfinance Management System..........................................................7

2.2.2. Spreadsheet Application (file based approach).........................................................7

2.3. What to Archive or What Gaps to Fill..............................................................................8

CHAPTER THREE..................................................................................................................................9
SYSTEM ANALYSIS AND DESIGN..................................................................................................9
3.1. Analysis.............................................................................................................................9

3.2. Economic feasibility.........................................................................................................9

3.3. Data collection tool.........................................................................................................11

3.3.1. Interviews................................................................................................................11

3.3.2. Observation..............................................................................................................11

3.3.3. Questionnaires.........................................................................................................12

3.3.4. Documentary review................................................................................................12

3.4. System requirements.......................................................................................................13

 3.4.1. Functional Requirements.........................................................................................13

3.4.2. Non-Functional Requirements.................................................................................14

3.4.3. System Requirements..............................................................................................14

3.4.4. Hardware Requirements..........................................................................................14

3.4.5. Software Requirements............................................................................................15

3.4.6. Environmental Requirements..................................................................................15

3.5. System Design.................................................................................................................15

3.6. Output Design.................................................................................................................16

3.7. Input Design....................................................................................................................17

3.8. Database..........................................................................................................................19

3.8.1. Entity Relationship Diagram (ERD)........................................................................20

3.8.2. Data Flow Diagram (DFD)......................................................................................21

3.8.3. Table Description.....................................................................................................21

3.8.4. Data Dictionary........................................................................................................22

3.9. IMPLEMENTATION.....................................................................................................23

3.9.1. Programming...........................................................................................................23

3.9.2. Test plan...................................................................................................................23

3.9.3. System Testing.....................................................................................................23

3.9.4. Testing strategies..................................................................................................23

3.10. MAINTANANCE.......................................................................................................24

3.10.1. System Evaluation................................................................................................24

3.10.2. Formative Evaluation.......................................................................................25

REFERENCES........................................................................................................................................27
 CHAPTER ONE

INTRODUCTION
1.1. Introduction

The term web-based system has been defined in many different ways. According to. Abidi,
S.A.H., (1991). Defined web-based system as those applications or services that are resident on a
server that is accessible using a web browser and is therefore accessible from anywhere in the
world through the web. Web based management information systems are combination of
hardware and software used to process information automatically. Royce, W (1970) [39] stresses
that the common trend in information management today involves distribution of large quantities
of data through a single interface. This is exemplified in web accessible “information systems,”
which grant users easy and powerful access to multiple information sources through a single web
page.

According to Carlson, Peter M. (1999). Microfinance refers to the financial services provided to

low-income individuals or groups who are typically excluded from traditional banking. Most
microfinance institutions focus on offering credit in the form of small working capital loans,
sometimes called microloans or microcredit. However, many also provide insurance and money
transfers, and regulated microfinance provide savings accounts. Microfinance aims to improve
financial services access for marginalized groups, especially women and the rural poor, to
promote self-sufficiency. This type of loan helps aspiring entrepreneurs generate income, build
assets, manage risks and meet their household needs. 

According to Frielink, A.B., (1974). Microfinance also called microcredit is a type of banking

service that provides financial services to unemployed, low income individuals, or people/groups
of people who would otherwise have no access to financial services.

While institutions participating in the area of microfinance most often provide lending

microloans can range from as small as Tsh 100,000 to as large as Tsh 2,500,000 many
microfinance institutions offer additional services such as checking and savings accounts as well
as micro-insurance products, and some even provide financial and business education. The goal
of microfinance is to ultimately give impoverished people an opportunity to become self-
sufficient.

Microfinance management system is designed to meet the management needs of small and
medium microfinance institutions like saccoss, the system is going to automate microfinance
activities like keep track of borrower’s information, manage saving, internal fund transfer, cash
deposit and withdraw, loan application, loan disbursement, loan re-payment, personal account
management, employee management and automatic generation of the customer/borrower’s
information and reports for efficient and effective management of microfinance institution.

Microfinance management system is going to work in an online mode hence it is a web-based

system also it can be accessed in any electronic device which have internet connection, also the
system can be accessed offline. system is going to allow users registration both customer and
employee also system regulate access to the data based on the user role this is through the
implemented user access control and authentication which allow user to access only what they
are eligible to see and not otherwise, system perform the core function of loan management via
the system accountant or loan officer can inspect and approve the loan for the customer as well
as to manage the whole process from disbursement up to last due payment of the loan, also the
system is going to have saving module which allow customer to deposit some money as well as
to withdraw it whenever they wants also system is going to perform an internal fund transfer
from one customer account to another account.

The main purpose of this proposal is to ensure that we understand, prepare and analyze all the
vital requirements for the system and basics needs of overall microfinance industry before we
started working on the next phase which is coding and implementation, also the proposal is
written for the reference purpose of our work and act as a part of documentation for our project.
Another purpose of this proposal is to understand how it’s going to work in really environment
and all the requirements of implementation both hardware and software requirements.
1.2. Background of the study.
There is no centralized management information system to keep track of records, manage
automatic generation of the borrower’s information and reports for efficient and effective
management of microfinance institution.
Currently the management of microfinance institution particularly in Mbeya is still using papers
and files system to keep track of information thereby leading to delayed work and time wastage.

This approach of borrower’s information is totally manual hence requiring additional manpower,
time and produces a lot of errors and this may lead to inappropriate planning and financial loss
future. More so, with the ever-increasing number of borrowers, a lot of documentation and
recording has increased and this kind of paper work and manual handling of data is not a user-
friendly way of collecting and managing information. This approach creates delay in creating
reports more over it’s a hectic and costly exercise.

1.3. Statement of the Problem.

Absence of digitalized system to keep and maintain information in microfinance institution in
Mbeya in particular.
Currently information of borrowers, staff and equipment’s are kept in files using papers. This has
led to loss of information of some borrowers (loan and saving information), insecurity and data
redundancy. Similarly, some loan has been disbursed and some staff connives with clients
(borrowers) to change and hide some loan information or files hence leading to compromising
the evidence of the matter. This has consequently resulted in time wastage to handle loan
repayment, increased corruption and insecurity of important information hence making the whole
process costly.
1.4. Objectives of the Study.
The objectives of this project have been categorized into two main parts namely main and
specific objectives.

1.4.1. Main Objectives

The general objective of the study is to develop a web-based system application for managing
and empowering security of information in microfinance institution in Mbeya.
 1.4.2. Specific Objectives of the Study
i. To study, analyze, identify and investigate the requirements for building a web-based
system application for managing of information in microfinance institution.
ii. To implement database that is used to store that information.

iii. To implement cash deposit and withdraw management module.

iv. To design a web-based information system for online loan management in microfinance.
v. To test and validate the system developed during the course of study.
vi. To implement the system developed.

1.5. Significance of the Study.

The aim of the study is to make a web-based System for managing information in microfinance
that process and store information beneficial to the following.
To the Microfinance institution (users), the system will be able to collect and manage required
borrower’s information as well as to produce reports for the effective management of
microfinance.
To the government, the system will be useful to manage and store the data of the
borrowers hence having updated records for the small business and individual with low or no
income and this will ensure proper monitoring of the co-operative union and microfinance by the
top officials.
To the loan department and other workers, the system increased efficiency in the
processing of borrower’s documents which was finished by just a click of a button thus replacing
the former long paper collection process.
To the borrowers, the system will be helpful in the aspect of time saving and
concurrent access. The users will no longer need to stand in long queues to wait for the service
for a long time, since the system will be simplified and computerized, filling in the requirements
will be simplified. Alongside that, the system will allow more than one user to be served at the
same time.
To future system developers (students and academicians), being it student of
standalone developers, this system could be used as reference. At some point it could help in
learning and innovation to their knowledge.
 CHAPTER TWO

LITERATURE REVIEW
This chapter deals with the analysis of existing relevant literature of web-based systems used to
manage information in microfinance institution, their benefits and limitations, it further stretches
the development web-based systems.

2.1. Literature Review

According to Enrado (2000). A web-based system should be an easy-to-use system that provided
Web-based access for all staffs, rules-based, entry of preferences and viewing of data, credential
management, and ability to retrieve information in microfinance.

According to Dokas, I. (2005). on the other hand, noted that in few years’ time, internet notably
world wide web (www), evolved rapidly from media of information sharing to a ubiquitous
platform of several applications that include web-banking, on-line trading, e-government, digital
libraries, trouble shooting and e-engineering. Basic reasons for the web records system’s rapid
evolution are the numerous benefits of distributing applications to all intended users cheaply,
quick implementation with minimal resources, connecting teams and increased customer
satisfaction via this medium. It should also be noted that, use of distributed databases is one of
the common methods used in distributing information to different users.

According to Alavi, M., Carlos (1991). Confirmed that web-based system increased the
convenience and accessibility of Management Information System (MIS) services and
information about borrowers in order to develop borrowers’ details with an Integrated
Management Information System (IMIS). Web-based System made work easier for an
organization to produce presentations, dramatically speeding time to get the required reports.

Advantages of web based systems

According to Arnott, S., (2003). Organizations are moving fast to deploy web based information
systems in business solutions and engineering, so as to maximize the value of enterprise
information, applications and resources. Those that are successful will be able to meet today’s
higher customer expectations and rapidly changing business environment. In short, they will
emerge as winners in the web-based marketplace. The benefits of using web based information
systems include: Enhancing productivity of information: The customizable Management
Information System (MIS) enables users to tailor pages to suit role based, personal, or project-
driven requirements.

Reducing integration costs: management information systems (MIS) facilitate quick, seamless
integration of existing new business systems, solutions, and custom applications. This enables
centralized access of information.

Speeding “time-to-knowledge”: Enhanced native search and categorization capabilities enable

organizations to provide true “federated search” providing unmatched Search precision across
both structured and unstructured enterprise sources in a single Query.

Maximizing security: MIS leverages an advanced security model to ensure the integrity of
information, applications, and resources, that is, it provides single login authentication. Support
for industry standards, allows organizations to easily carry over existing security profiles and
meet even the strictest security requirements of enterprise information systems.

Simplifying administration: MIS solutions allow organizations to centralize enterprise wide

administrative efforts and streamline software updates and maintenance.

Limitations of web based information systems

Complexity. The provision of functionality we expect of a good database management system

(DBMS) makes the database system an extremely complex piece of software.
Size. The complexity and breadth of functionality makes the database management system an
extremely larger piece of software requiring big size hard disk and substantial amount of
memory to run effectively. Higher impact of failure. The centralization of resources increases the
vulnerability of the system. Since all users and applications rely on the availability of the DBMS,
the failure of any component can bring operations to a halt.

2.2. Similarity of The Project

This explains how the current systems used to collect, store, process and manage information in
microfinance work, their benefits and their limitations.

2.2.1. Integrated Microfinance Management System

Integrated Microfinance Management System (IMMS) is used to enhance the administrative

capabilities of the microfinance in terms of monitoring and manage information of the
microfinance while improving the efficiency and productivity of the microfinance. IMMS have
the following advantages; Integrated microfinance Management System is a secure system to
modernize inmate record maintenance and searching operations. It also facilitates electronic
processing of inmate records and the management of such activities to provide higher level of
compliance and faster service with lower cost and higher efficiency. However, IMMS have the
following limitations; the system is stand alone and therefore centralized access and securing of
information is difficult, Also the system does not track records of cash deposit and withdraw
transaction of the customer which may be future reference when need arises. Furthermore, the
system does not keep track of other records that are handled in the microfinance for example the
information about the equipment’s used in microfinance and staff available in a particular
microfinance institution.

2.2.2. Spreadsheet Application (file based approach)

A file based system is a collection of application programs that perform services for the users
wishing to access information. Each program within a file based system defines and manages its
own data. Spread sheets have been applied in the storage of data about borrowers and
information about them. Spread sheet application has the following advantages; having files
stored on computers, the data is accessed more efficiently. Also, flat-file database is useful for
certain single user or small group situations, especially for maintaining lists such as address lists
or inventories. However spread sheet application has the limitations below; Duplication of data
since data is held by different programs, these results into wasted space and potentially different
values and or different formats for the same item. Also, the system has poor security features and
as result un authorized persons can be able to access data.

2.3. What to Archive or What Gaps to Fill.

The following were the limitations of the current systems used to manage information in
microfinance institutions; Duplication of data since data is held by different programs and thus
resulting into wasted space and potentially different values and or different formats for the same
item. Also, the system has poor security features and as result unauthorized persons can be able
to access data. The system requires very big memory space and also acquisition of other
hardware requirements for example those needed to work with finger print software. Finally,
very well trained personnel are required to work on the system and that is expensive in terms of
payment.

However, the following is what we are going to do in order to improve the current systems used
to maintain information in microfinance; facilitates electronic processing of inmate records and
the management of such activities to provide higher level of compliance and faster service with
lower cost and higher efficiency. Furthermore, it also facilitates, regulates and simplifies the
customer relation management and processes of providing service to different category of
customer.
 CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

3.1. Analysis
We studied the existing system to identify its strength and weaknesses. The information that was
acquired from this study by employing a number of techniques and tools such as observation and
interview guides gave the basis for the design of the new system. An interview guide with open
ended questions was prepared and administered to the respondents so as to enable them give
their views freely. This technique was chosen because it helps us to get full range and depth of
information. Observation was also used to gather accurate information about how the system
actually operates, particularly about processes. Although the method was time consuming, it
gave more detailed and context related information. We realized that the existing system is
manual whereby each staff on duty obtains a printed report so as to follow for daily routines in
microfinance institution. This system is associated with risks like loss of records that results into
missing of some information for certain customer. This has created a need for a system that will
allow stake holders access records immediately anywhere in the country, provide security by
authentication and also reduce redundancy.

3.2. Economic feasibility

Based in the nature of our project we have conducted economic feasibility study to understand
financial impact of the project we have conducted feasibility study based on the following
category system costs, development costs, production cost, and systems benefits
1. System costs. It includes total costs occurred in system development which include.
i. Development cost. Include following all costs and expenses incurred in
connection with the planning, development and design of the Project, including
the costs of preliminary investigations, surveys, estimates and plans and
specifications here are some area of expected development cost
- Hardware and software 40,000/=
- Data collection 50,000/=
ii. Production cost
 - Operation and maintenance. System require site preparation and installation
as well as ongoing operational system e.g. internet services, software updates,
incremental back devices which its cost is estimated to Tsh 1.5million and
above
- Man power, software/hardware upgrading and supplies. Also, the system
requires skilled personnel or team of well-equipped and experienced IT
personnel to support its daily operation in order to meet the goals of the
implemented with estimation not less than 3 personnel with laptops and
smartphone estimated cost is nearby Tsh 500,000/= per month
- Hosting plan. Also, we need the hosting plan for our system which include
domain name registration cost estimated Tsh 30,000/= and hosting plan or
dedicated server or onsite server linked with domain, or VPS estimated cost
Tsh 400,000/=
2. System benefits. System has many benefits to organization more than store information
and automate the process
i. Tangible benefits.
- Reduce operation cost. We are expecting the system to reduce operation cost
of microfinance for more the 95% of the whole operation cost.
- Transaction costs errors. Also, we are expecting the system to reduce errors
which are made by human being in manual system
ii. Intangible benefits.
- Increase employee morale. System is going to increase morale on employee
when they perform their duty by using this system so in other hand its lead to
customer satisfaction due to effective work done by employee.
Return on investment (ROI). Its Performance measure which we use to evaluate the efficiency
of an investment or compare the efficiency of a number of project investments. ROI tries to
directly us measure the amount of return on project investment,
ROI = Net Profit / Total Investment * 100
ROI = 500,000 / 2,300,000 * 100
ROI = 0.2 * 100
ROI = 20%
 3.3. Data collection tool
There was a thorough study of the existing systems in the microfinance service particularly
Mbeya microfinance institutions in order to understand the loop holes before developing the
web-based system for maintaining the whole process of microfinance institution. This was
achieved through interactions, use of questionnaires, interviews, observations and Documentary
review.

3.3.1. Interviews
Oral interviews were conducted between the researcher and the members of staff of
Microfinance institution department, executive officers of Microfinance institution and customer.
This was instrumental in gathering information about the current manual system of information
management and its loopholes since it gave the researcher a chance to interact with the system
users. Different staff members were asked questions about how useful or tiresome their current
data keeping method is if compared to other systems. This helped the researcher to take the
decision of developing the standard automated system for managing microfinance. The
researcher interviewed 2 officers, 5 staff members and 3 customers to clearly understand how the
current system works.

Benefits of interviews
Interviews gave the researcher the opportunity to motivate the interviewee to respond freely and
openly to questions. Also allows the researcher to probe for more feedback from interviewee,
interviews permit researcher to adopt or reward questions for each individual and quick
responses from the respondent.
Demerits of interviews
Interviewing was time consuming since the interviewees gave information according to their
own understanding and therefore difficult to organize data according to their views and therefore
costly, success of interviewer is highly dependent on the systems human relation skills and
interviewing may be impractical due to the location of interviewees.
 3.3.2. Observation
The researcher moved around different departments in microfinance institutions to see how data
was being handled, how reports were being produced and what methods were in place for
producing reports. Through observation the researcher found out how data was collected and the
methods used for producing reports.

Advantages of observation
It was direct method for collecting data or information as it helped the researcher in studying
how data was handled and kept. Data collected was very accurate and was very reliable. Problem
of depending on respondents decreased, this helped the researcher in understanding the verbal
response more efficiently.

3.3.3. Questionnaires
In this approach, printed questionnaires were given to some of the customer and staff members to
fill in the blank spaces. This helped the researcher to know the operation of the existing system.
Questionnaires allow the analysts to collect data from large number of people while maintaining
uniform response, when dealing with large audience, no other fact-finding technique can tabulate
the same facts as efficiently.

Advantages of questionnaires.
Questionnaires were answered quickly, people completed and return questionnaires at their
convenience, questionnaires produce relatively inexpensive means of gathering data from a large
number of individuals, questionnaires allow individuals to maintain anonymity and responses
can be tabulated and analyzed quickly.

Disadvantages of questionnaires.
The number of respondents was low, there was no guarantee that an individual would answer
some or all questions, questionnaires tend to be inflexible. It was also not possible for the analyst
to observe and analyze the respondent’s body language and there was no immediate opportunity
clarify vague or incomplete answer to any question.
 3.3.4. Documentary review
Some of the information was collected by studying documents from within and out of the
microfinance institution. Information from Literature review clearly brought out the need for a
computerized system to serve as an information management system and how critical
information circulation should be in such an environment like a microfinance institution.
However, most of the records have been printed on papers and could not be retrieved since they
had already been lost. This clearly indicated the need for a web-based system for managing
information in microfinance institution that could keep and retrieve such information on demand.
Documentary review helped the researcher to perceive the views of people elsewhere in the
world towards web-based systems. The researcher’s findings clearly indicated that there was a
need for a web-based system for managing information in microfinance institution particularly
Mbeya region.

3.4. System requirements.

The term elicitation is used in research to raise the fact that good requirement cannot just be
collected from users as would be indicated by the name requirement engineering. Requirement
elicitation is not trivial because you can never be sure that you will get all requirements from
users by asking them what the system would do and it includes the process like interview,
observation, workshop, brain storming and questionnaires.
Identifying the required functionality of the system is very important as a system with the
incomplete functionality may lead to it being rejected. A description of the aim of the project is
given here along with the details of the functional and non-functional requirements for the
system

3.4.1. Functional Requirements

The system was required to perform automation of the process of customers’ details, department
transactions and reports made through quick retrieval of required reports basing on the set
criteria. It ought to overcome the anomalies of the manual system. Specifically, the system will
have the following requirements
i. The system should be able to process employee details.
ii. The system should be able to process customer details.
 iii. The system should be able to record transactions
iv. The system should be able to create reports
v. The system should be able to make quick retrieval of the report.
vi. The system should be able to overcome anomalies.
vii. The system should be able register borrower.
viii. The system should be able to allow user to log in.
ix. The system should be able to let user view their information
x. The system should be able to let user logout.
xi. The system should be able to let user apply for the loan
xii. The system should be able to let user process loan payment.
xiii. The system should be able to let user deposit fund
xiv. The system should be able to let withdraw fund.
xv. The system should be able to let user send internal message.
xvi. The system should be able to let the user to transfer fund internally.
xvii. The system should be able to let the admin assign user role.
xviii. The system should be able to let admin set up company information

3.4.2. Non-Functional Requirements

The new system ensures that: A security system prevented unauthorized users from accessing the
system. This was achieved by using usernames and passwords and privileges.

A user accessible catalog provided description of the data in the database.

A concurrency control system allowed shared access to the database. As the department linked
with other department within the branch users, there would be concurrently accessing since it
was of preferred support of a higher number of users and the enormous traffic.

An integrity system maintained the consistent users accessing the database.

 3.4.3. System Requirements
These requirements are required by the system to be able to perform its expected functionalities
efficiently and effectively. The following are required to run the system: -

3.4.4. Hardware Requirements

i. The Client: A PC computer of at least 128Mb but 256Mb recommended of RAM
(133MHZ).
ii. CPU at least 20GB free Hard Disk space and
iii. The CD ROM drive.
iv. The server: 256Mb of RAM but 512Mb recommended
v. A universal hard disk drive
vi. Intel Pentium Xeon 2200 MHZ FC-PGA Processor.

3.4.5. Software Requirements

The system ran on the principles of a Relational database management system with all the
embedded advantages over other database management systems. MySQL MDBS application
supported the front end of the system and the database coupled with PHP, CSS, JavaScript,
HTML and Bootstrap framework. The system was a web based using Linux Operating System.
Antivirus software was essential.

3.4.6. Environmental Requirements

i. Before use, there should be a staff capacity development to enable users adopt to the new
system and learn its PROS and CONS and whatever they were required to do at whatever
stage in processing information.
ii. Some Computer table and good chairs.
iii. A Server as a backup for the system.
iv. A dust free environment and burglarproofed rooms for safety.
v. Power outlet sockets in the rooms.
vi. Computer network set up all in place.
 3.5. System Design
The analysis of the requirements acquired in the requirements identification phase led to the
development of the web-based system for maintain information in microfinance institution.
i. The Database system was developed using MySQL DBMS and the programming frame
work of the system was done using HTML, CSS, PHP, and JavaScript.
ii. There was removal of redundancies by normalization of the data in order to get the right
material to be entered into the tables to be used for the system.
iii. There was conceptual database design by having the Entity Relational Diagram and the
Entity Relations.
iv. There was also the Logical design where entities, attributes, data lengths were made to
remove the redundancies in the system and duplicates.
v. This led to physical database design where MySQL DBMS with PHP script was used to
design the system that enabled get the graphical user interfaces to be used by the system
as it is free software.
vi. The system design objectives include: Usability, performance, reliability, software
architecture and package.

3.6. Output Design

Computer output is the most important & direct source of information to the user. The system is
accepted by the user only by the quality of its output. If the output is not of good quality, the user
is likely to reject the system. Therefore, an effective output design is the major criteria for
deciding the overall quality of the system.

OUTPUT DEVICES
i. Printer. Accountant will use printer to produce report and printing receipt
ii. Screen output. This system output will be used by Borrowers to view their loan,
repayment history, also to apply loan as well.
iii. Projector. Output device which will be used by top microfinance management to view
information in panel and made decision about the certain issues may be customer,
employee or loan application.
OUTPUT FORMAT.
The output provided by the system can be use that output to make decisions about the company,
employee, borrowers and loan approval.

Thinking about output is also useful for reference.

3.7. Input Design

In an information system, input is the raw data that is processed to produce output. During the
input design, we consider the input devices such as PC, MICR, OMR, keyboard, mouse etc.

Therefore, the quality of system input determines the quality of system output. Well-designed
input forms and screens have following properties.

User Login form.

Mifos

Username

password

Sign in

Company information update form

New Employee
Your image Choose file

Full name Your Name

Email Email
Mobile Number
Mobile Number
Address 1
Address 2

City City
State State
Zip Code
Zip Code

Country country

Comment Comment

 EMPLOYEE LOGIN INFORMATION

Username Username

Password
Password

Confirm Password
Confirm Password

Cancel Save

Borrowers registration form

New Borrower
Account Number

First Name First Name

Last Name
Last Name

Email Email

Mobile Number
 Mobile Number

Address 1 Address 1

Address 2
Address 2

City
City

State
State

Zip Code
Zip Code

State
State

Comment State

Reset Save

INPUT DEVICE
i. Keyboard. It used to feed raw fact/data to the core backend of the system for processing,
e.g. number, text etc.
ii. Mouse. An input device which will be used in system to control input process.
iii. Scanner. An input device that captures images from photographic prints, passport pages,
and similar sources for computer editing and display. 

3.8. Database
There are basically three phases that make up this process; the conceptual, logical and physical
database designs. The conceptual involves the creation of a theoretical data model of the part of
the system that we are interested in. under this model, the relevant entities, tables, relationships,
key attributes and entity relationship diagrams are clearly organized from the data collected.
Logical database design is the process of constructing a data model of information used in the
system based on the specific data model but independent of a particular database management
system. In this phase, normalization procedures and definition of integrity rules are properly
applied. Tables and their relationships are clearly constructed as per the conceptual design.
Physical database design is the process of producing the description of the implementation of the
database on a secondary storage media. It describes relations, file organization and indexes used
to achieve efficient access to data and associated security measures and integrity constraints. In
this case, actual programming of the database is done, taking into account the features and the
limitations of the DBMS being used and clients. Within this particular project, the relational data
model was used. Data and relationships are represented as tables, each of which has a number of
unique names also known as attributes, represented as tables, each of which has a number of
unique names also known as attributes.
3.8.1. Entity Relationship Diagram (ERD)
 3.8.2. Data Flow Diagram (DFD)

3.8.3. Table Description

The system database comprises of 26 tables
Table Name Primary Key Description
aboutus abid Carry information about the company
additional_fees id Store all the information about the additional fee of the loan and other
services
attachment id Hold supporting document of loan which are submitted by the customer
backup id Hold the backed-up database.
banner banner_id Hold banner for the website
battachment id Hold reference attachment for the loan
borrowers id Store all information about the borrowers of the company
collateral id Hold information about collateral for the loan
countries id Hold country for borrower’s nationality
emp_permission id Hold employee permission to access the data in the database
emp_role id Hold information about what module a user can access
etemplates id Store all template of internal e-mail
faqs id Hold the question which are frequently asked by website visitors/customer
fin_info id Hold additional financial information of the borrowers
footer id Hold information about footer of the project
loan_info id Hold all information about loan approved within the branch
message id Store all internal message communication
mywallet id Hold wallet information
payments id Hold loan payment history
payment_schedule id Hold payment schedule and due date
pay_schedule id Hold information of paid due the date
sms Id Hold sms API integration information
systemset Sysid Hold all information for the system setup
transaction Id Hold all information about the transaction within the branch
twallet Id Hold the transaction information of the wallet
user Userid Hold login information of the system users

3.8.4. Data Dictionary.

Data Description
Abid Aboutus identity
Id identity
banner_id Banner identity
Sysid System set identity
Userid User identity

3.9. IMPLEMENTATION
3.9.1. Programming
The microfinance management system is programmed using VS code IDE using the front end
language HTML, CSS, and Bootstrap framework, as well as strong backend programmed using
JS, MySQL and PHP. The languages are equipped with libraries and functions that help the
MIFOS function according to the instructions provided.

3.9.2. Test plan

Tested across a wide range of environment with microfinance institution operation.
 3.9.2.1. System Testing
This section explains how test was conducted, techniques used, who performed the test and the
strategies used to evaluate the system testing and ensure of software quality assurance and
represents a review of specification design and coding.

3.9.2.2. Testing strategies

During test process, developers will be used the spiral test strategy to test the Microfinance
management system. Started by testing the unit testing, integration testing, validation testing and
system testing. The last two test strategies were performed by both developer and third part
testers: Project Coordinator, Students, in order to ensure and improve the Quality and efficiency
of the System.
Unit testing and Integration testing
During unit testing, Developers will design several test cases to guide during the test process.
Complete module, codes, and functions were tested to remove bugs and errors which were arise
during development process. This process helped the developers to meet functional requirements
as written in this chapter.
The validation process involved checking the implemented system whether it confirms inputs to
the specifications. Several validation tests such as data and security were carried out to ensure
that the system can validate data input from the users, reject any data which is supplied in wrong
format and prevent unauthorized users from accessing the system resources.
Unit and module testing were used during the process. During unit testing, individual functions
were tested to prove their functionality. This helped to reduce errors during module testing where
units were combined as one to form a module. A successful testing resulted into a complete
system that was tested as a whole to check for its capabilities and also techniques like penetration
testing were also employed so as to achieve the system’s final objective.
Login module testing
During login testing, developers will enter both valid and invalid login information that includes
username and password. The aim of performing this testing was to prove that, the system has
ability of authenticating only the registered users of the system and their data accessibility level.
 3.10. MAINTANANCE
To evaluate the system if it will be work correctly, several tested will be conducted as observed
at chapter 3 while maintain the maintenance of the system. In this chapter, two types of
evaluation which are used by developers are illustrated briefly.

3.10.1. System Evaluation

Ammenwerth et al. (2003) defined evaluation as the decisive assessment of defined objects,
based on a set of criteria to solve a given problem. According to Jacobs (1988), system/program
evaluation refers to the strategy designed to give out information to answer the questions of
interest. Good evaluation questions propose a source for the used information as well as a
technique used for gathering that information. According to Bokhari (2005), system/program
evaluation can be conducted at anytime depending on the nature of evaluation, it can either be
during the entire process of development, implementation or after the system to be implemented.
Also Ammenwerth et al. (2003) stated that, there is no standard approach of how to evaluate any
kind of information system. System evaluation and the evaluation questions around which they
are structured can be divided into two comprehensive types which are formative evaluation
(sometimes it is called process) and summative evaluation (sometimes it is called outcome).
Therefore, in order to plan the evaluation with the most appropriate evaluation method, it is more
important to be aware with the above mentioned evaluation types. Formative and summative
evaluations selections determine the level of the system stage and scope. Additionally, Jacobs
(1988) in her broad work on program evaluation emphasizes the importance of being aware with
the stage of development of system/program being evaluated.

3.10.1.1. Formative Evaluation

Formative evaluation is normally conducted in the life cycle of the system/program, such as
during the development and implementation phases. Anon (2017) stated that, formative
evaluation ensures that a system is appropriate, feasible and acceptable before it is fully
implemented. Also, formative evaluation is usually conducted when a new system is being
developed or when an existing one is being modified or adapted. Formative evaluation allows for
modifications to be made to the plan before full implementation begins. Also, it maximizes the
probability that the system or program will succeed. What it shows is the extent to which an
evaluation is possible based on objectives and goals as well as whether the proposed
system/program elements are likely to be needed, understood and accepted by the population you
want to reach (Jacobs, 1988).

Figure 1.0: Formative evaluation

Source: (Spaulding, 2008)

3.10.1.2. Summative Evaluation
Summative evaluation focuses on program products, results or impact. It is conducted to provide
evidence about the worth or merit of a program. Summative evaluation typically is conducted
later in the life cycle of a program, once issues related to the operations of the program have
been resolved (Spaulding, 2008). According to Bennett (2003), summative evaluation is the
evaluation approach that is carried after the development and implementation is completed in
order to assess the effects, effectiveness, impact and outcome of the system. (Chen, 2011)
categorized formative and summative evaluations into three criteria which are Goal, Goal free
and Criteria Based evaluation. In software engineering quality is checked in terms of usability,
sustainability and maintainability, Supportability, Portability, Testability and Analyzability.
Cronholm (2003) argued that, criteria based evaluation shows the outcomes that can be
acquired. Goal free evaluation explained by Goldkuhl (2003) and Patton (1990) as inductive
methodology which aim to gather a large amount of data, both qualitative and quantitative
approaches can be used in goal free evaluation approach. Goals-based evaluation is used to
check the outcome of the project in relation to initial goals of the plan.
Figure 2.0: Summative evaluation

Source: (Spaulding, 2008)

Figure 2.1 depicts how stages of program development can influence selection of formative or
summative evaluation over time.

Figure 3.0: Formative and Summative evaluation

Source: (MicroHealth, 2015)

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