MARINGO SPORTS CLUB SYSTEM

MOSE JOSEPH MORANGA

MARINGO SPORTS CLUB SYSTEM

NAME: MOSE JOSEPH MORANGA

INDEX NUMBER: 43706109073

TITLE OF PROJECT: MARINGO SPORTS CLUB SYSTEM

YEAR: 2023

NAME OF SCHOOL: NYAMIRA BOYS HIGH SCHOOL.

FROM FEBRUARY TO AUGUST 2023

MARINGO SPORTS CLUB SYSTEM

MARINGO SPORTS CLUB SYSTEM

DECLARATION
I, Joseph Mose, declare this project my own honest original work done with explorations
and guidelines made by my computer studies teacher only to ensure that I carried out my
project successfully as expected by the Kenya National Examination Council.

STUDENT NAME: MOSE JOSEPH MORANGA

SIGNATURE: ……………………………………………………………………………

PATRON: OBIERO JOB MACHONI

SIGNATURE: ………………………………………………………………………………

PRINCIPAL: GEORGE ONKUNDI

SIGNATURE:………………………………………………………………………..
MARINGO SPORTS CLUB SYSTEM

DEDICATION
I dedicate this project to:

i. My computer studies teacher who gave me the necessary tips to carry out this
project.
ii. My parents together with my siblings who have of been of great help and provided
everything that I ever needed.
iii. My close friends and classmates who gave me humble time throughout the project.
MARINGO SPORTS CLUB SYSTEM

Acknowledgement
First I would like to give my sincere gratitude to the Almighty God for the knowledge, health
and most prominently for granting me life at liberty.

My gratitude goes to my friends, my siblings and my parents for their persistent trust and
support throughout the whole project.

I also want to sincerely thank my computer studies, Mr.Job Machoni for the proper
guidance and instructions as per what is expected and what is required.

Lastly I would like to thank the school Principal, Mr .George Onkundi for providing a
conducive environment for project handling.
MARINGO SPORTS CLUB SYSTEM

ABBREVIATIONS

ICT: Information communication Technology

Ksh: Kenyan Shillings

MARINGO SPORTS CLUB SYSTEM

Table of Contents

DECLARATION 3

DEDICATION 4

ACKNOWLEDGEMENT 5

CHAPTER ONE: INTRODUCTION 9

CHAPTER TWO: SYSTEM ANALYSIS 10

PROBLEM DEFINITION 10
CHALLENGES FACING THE EXISTING SYSTEM 10
Overview and Structure of Existing System 11
GENERAL OVERVIEW OF THE PROPOSED SYSTEM 12
OBJECTIVES OF THE NEW SYSTEM 12
Scope of the proposed system 12
Benefits 12
FEASIBILITY STUDY 14
Economic feasibility 14
Technical feasibility 14
Operational feasibility 15
Schedule feasibility 15
FACT FINDING 16
Interviews 16
QUESTIONARE 17
Observation 17
Documentations study 17

CHAPTER THREE: SYSTEM DESIGN 18

Symbols 18
SYSTEM FLOWCHART 19
FIELD AND DATA TYPES 21
Details table 21
Sports table 22
Purchases table 23
Items table 24
Facilitation table fee 25
Additional Details table 26
INPUT DESIGN 27
Forms 27
MARINGO SPORTS CLUB SYSTEM

Items form 27
Sports form 27
Details table 27
Facilitation form 28
Purchases form 28
Additional details table 28
OUTPUT DESIGN 29
Details Report 29
Sports Report 29
Items Report 29
Purchases report 29
Facilitation Fee Form 29
Additional Details Form 30
MARINGO SPORTS CLUB SYSTEM

CHAPTER ONE: INTRODUCTION

Maringo sports club was formed by some few members in Maringo County with the aim of
developing talent among the youth of ages 12 to 35 years within the county in various
games.

The games include:

 Swimming
 Hockey
 Lawn tennis
 Draft
 Pool
 Chess
 Football
 Baseball
 Darts
 Badminton
 Volleyball
 Netball
 Rugby

During registration, the following details are required: full name, gender, next of kin,
contact details, date of birth, sub-counties, school or college, various games of interest
and other details such as weight, height, and other special needs.

The youth can enrol as a group through their college, school or religious organization
(membership fee=ksh.500 per person) and can also enrol as individuals (membership
fee=ksh1000)

There are three categories of enrolled members:

 Minors of ages 12 to 17 years

 Middle group of ages 18 to 25 years
MARINGO SPORTS CLUB SYSTEM

 Seniors of ages 26 to 35 years.

CHAPTER TWO: SYSTEM ANALYSIS

PROBLEM DEFINITION
The club was using a manual system, which had some errors and now they have moved to
electronic system which is automated and accurate when processing data for the club, also
database management officers have been recruited to do data audit through system design.

The system intends to improve the maintenance of all records of the club and will analyse
each data from time to time unlike the manual system which was used there before which had
various challenges like fraud discrepancy from accountants where some figures were erased
manually from the management. The club incurred a lot of losses through this process.

CHALLENGES FACING THE EXISTING SYSTEM

1. The system is slow and time consuming: every member must queue on the line
when selling buying there honey.
2. Its expensive-it requires many members to work in every department and to be
approved by the head of each department thus may cause problems.
3. Its tiresome-one secretary may be needed to perform a lot of tasks at the same time
hence cumbersome.
4. It’s ineffective and inaccurate-calculations are done manually hence accuracy
problems may be incurred. Sometimes, items are offered directly from the store which
is an ineffective way of performing the exercise of issuing goods and services.
5. System security-the previous system could be manipulated manually by using the
pen, eraser and paper by authorized people.
MARINGO SPORTS CLUB SYSTEM

Overview and Structure of Existing System

Data is
Services are Records are
entered using
given within kept in
paper and pen
a long time. physical files.
- manually.

Figure 1: Figure for Existing System

MARINGO SPORTS CLUB SYSTEM

GENERAL OVERVIEW OF THE PROPOSED SYSTEM

Given the poor output of the existing manual system, an automated computerized system is
required.

OBJECTIVES OF THE NEW SYSTEM

The new computerised system will be able to:

1. To maintain details of the club members and their roles.

2. To maintain details of sports in the club.
3. To maintain records of items in the store.
4. To maintain records of items purchased and their subsequent stock levels.
5. To maintain records of all facilitation fees for all sports events.
6. To compute:
a) Total membership fee.
b) Discounted prices.
c) Total amount for items bought.
d) Surcharged fee for lost or damaged equipment.
e) Facilitation fee.
f) Patrons’ commission.
g) Total income for the club.
7. To generate appropriate reports.

Scope of the proposed system

1. It has reduced fraud and discrepancy due to introduction of a computerized system.
2. It has maintained and secure data electronically.
3. It is easy to approve all records of shares and interests.

Benefits
1. The system will generate accurate records which are up to date.
2. Less costly materials will be required.
3. The system will be faster enough.
MARINGO SPORTS CLUB SYSTEM

4. The new system will be computerized hence less time will be used in processing of
data.
5. More space to store and enter data will be available.
6. More physical space will be created.
7. Records will be easily accessible.
8. Workload will be manageable.
9. Security of records will be assured.
10. It will be stable hence will not crush.
MARINGO SPORTS CLUB SYSTEM

Feasibility study
Economic feasibility
The estimated cost for the new system are as follows:

COSTS
Development Ksh. 700000
Monthly operation costs Ksh. 68200
Duration of the system 8 years
Life time costs Ksh. 15120000
Conclusion

Benefits Costs
Profit from increased number of members Ksh. 25 500 000
Cost saved from correct account of data Ksh. 2 400 000
Profit from the system =29 100 000 - 3 240 000
=Ksh. 25 860 000
Total saved Ksh. 29 100 000

The above system is cost effective for the club hence highly recommended.

Technical feasibility
The new system will require computing devices; hardware and software, both of which are
affordable and readily available in the market. The costs are as are follows:

Software devices cost

Avatar anti-virus 8040
Database software 3600
Network software i.e. novel Netware 1400

The project is therefore expected to be successful.

MARINGO SPORTS CLUB SYSTEM

Operational feasibility
Due to the high demand of workers with computer skills, employees with ICT knowledge will
have to be employed.

Schedule feasibility
System Analysis 2 weeks
System Design 8 weeks
Coding and Testing 9 weeks
Documentation 6 weeks
Presentation 4 days
Contingency 4 days

FACT FINDING
The Maringo sports club management system has positively responded to the system
development. The members of the organization have a need to discover the system
MARINGO SPORTS CLUB SYSTEM

development through collection and fact findings. They are allowed to use various methods
such as:

 Interviews
 Observation
 Filling a questionnaire
 Study of existing documents

Interviews
A lot of interviews were conducted which involved the employees in the company, the
previously employed and the management. For each interviewee a guide was used. The
figure below shows a sample guide used on the employees:
Interviewee name: __________________

Interviewer name: __________________

Date: _________________

FINDING INFORMATION ON THE CURRENT SYSTEM

Interviewer: Hello?
Interviewee: ……………………………………….
Interviewer: My name is Josmos. I would like to ask you a few questions about the
Maringo Club System.
Interviewee: ………………………………………………………….
Interviewer: For how long have you been working in the Maringo Sports Club?
Interviewee: …………………………………………………………...
Interviewer: How could you rate the accuracy of the current system in the Club?
Interviewee: …………………………………………………………...
Interviewer: In your opinion, is there any need to change the current system? Explain.
Interviewee: ……………………………………………………………………………...
Interviewer: Thank you.
MARINGO SPORTS CLUB SYSTEM

QUESTIONARE
In my case study, I decided to use a questionnaire to seek information and facts about the
previous system and the new system.

1. Will the system reduce the running cost of the organization?

Yes no
2. How fast is the processing speed of the system?

Slow moderate fast

3. How is the rate of accuracy of calculations in the system?

Always accurate sometimes accurate always inaccurate

4. How long does the system take to generate reports on items?

1 hour 2hours 1day

5. Is the system secure in terms of recording and storing records of all items and
resources of the organisation?

Yes no

Observation
Here, first-hand information on how the system works is provided. Scope of everyday
operations and activities is observed and taken note of as data is collected.

Documentations study
A number of manual documents were analysed.to obtain data about the existing operations of
the system to help in decision making while constructing the new one.
MARINGO SPORTS CLUB SYSTEM

CHAPTER THREE: SYSTEM DESIGN

Symbols
These are tools that are used to identify all the processes of the system and arrange them in
order hence show how data flows throughout the whole system.

The system uses flowcharts to analyse all the processes in the new computerized system.

SYMBOLS NAME FUNCTIONS

Arrow Show logic directions of
flow

parallelogram Input and output data

oval Start and end a flowchart

rectangle process

rhombus Selection division

circle connector
 MARINGO SPORTS CLUB SYSTEM

Start

SYSTEM FLOWCHART

Enter required details; full name, gender, next of

kin, date of birth, contact details, sub-counties,
school or college, various games (in order of Details Table
priority) of interest and other details (weight,
height and special needs)

Is youth
No Display “Invalid
12-35
request”
years?

Yes

Register

Is member No Membership Fee =

individual? Ksh. 500

Yes

Membership Fee =
Ksh. 1 000

Is member Is member Is member

No No No Display
12-17 18-25 26-35
“Invalid entry”
years? years? years?

Yes Yes Yes

Member is minor Middle group Member is a senior

member

PRINT = Name,
age, group
MARINGO SPORTS CLUB SYSTEM
Sporting Items Items Purchased Items Purchased Table

Is item value No
Value = Total amount
>Ksh. 10 000?

Yes

Value = 95% of Total

value

Is stock No
level ≤20%

Yes

Alert clerk manager to re-

order item

Enter: Game Patron Details

Is team playing
against external No
team?

Yes

Each member = Ksh. 500

Facilitation Fee Table Patron = 20% of (500 × no.
of members)

Is any
Yes
equipment lost
or damaged?

Captain + team members =

No
market value of equipment +
10% of value

Members Report

Stop
MARINGO SPORTS CLUB SYSTEM

Field and data types

A table refers to a collection of related fields which is used to present and organize data using
rows and columns of cells.

Details table
Field Data Type Description
Memo ID Short Text Membership identification of youth
Full name Text Membership identification of youth
Gender Yes/ No Name of member
Next of kin Text Gender of the member
D.O.B Date/ Time Next of kin of member
Contacts Number Date of Birth of the member
Sub-counties Text Contact details of the member
Institution Text School or College
Games Text Games of interest of member
It represents the enrolled members.

Sports table
Field Data Type Description
MARINGO SPORTS CLUB SYSTEM

Sport name Text Name of game

Sport ID Short Text Identification for game

Purchases table
Purchases Table
Field Data Type Description
Item Purchased Text Type of item purchased
Q. Purchased Number Quantity of items purchased
MARINGO SPORTS CLUB SYSTEM

Item Cost Currency Cost per item

Item ID Short Text Item identification

Items table
It represents items for data in the store.

Field Data Type Description

Item name Text Name of item
Item ID Short Text Item identification
Q. Stock Number Quantity of item in stock
MARINGO SPORTS CLUB SYSTEM

Facilitation table fee

It represents records for facilitation fee paid by each team member when playing
against an external team.

Facilitation Fee Table

Field Data Type Description
Memo ID Short Text Membership identification of youth
F. Fee Currency Facilitation fee of member
MARINGO SPORTS CLUB SYSTEM

Additional Details table

It contains the additional youth details given in a table.

Additional Details Table

Field Data Type Description
Memo ID Short Text Membership identification of youth
Weight Short Text Weight of member
Height Short Text Height of member
S. Needs Text Special needs of member
MARINGO SPORTS CLUB SYSTEM

Input design
Forms
They are structures used to enter data into a table.

The following types of forms were used in the system:

Items form
Item Name: ……………………………………………………………………………..

Items ID: ………………………………………………………………………………….

Q. Stock: …………………………………………………………………………………

Sports form

Sports Name: ………………………………………………………………………….

Sport ID: ………………………………………………………………………………..

Details table

Mem ID: ………………………………………………………..

Full Name: ……………………………………………………
Next of kin: …………………………………………………..
D.O.B: ………………………………………………………..
Contacts: ……………………………………………………..
Sub-counties: …………………………………………………
Institution: ……………………………………………………..
Games: ……………………………………………………….
MARINGO SPORTS CLUB SYSTEM

Facilitation form

Mem ID: …………………………………………………………………………………..

F. Fee: …………………………………………………………………………………….

Purchases form

Items Purchased: ……………………………………………………………………..

Item ID: …………………………………………………………………………………….

Q. Purchased: …………………………………………………………………………

Items Cost: ………………………………………………………………………………

Additional details table

Mem ID: ………………………………………………………………………………..

Weight: …………………………………………………………………………………

Height: …………………………………………………………………………….......

S. Needs: ………………………………………………………………………………
MARINGO SPORTS CLUB SYSTEM

Output design
A report is a summary of what is contained in the table.

The following are the reports used in the Maringo Sports Club System.

Details Report
Mem Full Gender Next D.O.B Contacts Sub- Institutions Games
ID Name of kin counties

Sports Report
Sport Name Sport ID

Items Report
Item Name Item ID Q. Stock

Purchases report
Item Purchased Q. Purchased Item Cost Item ID

Facilitation Fee Form

Mem ID F. Fee
MARINGO SPORTS CLUB SYSTEM

Additional Details Form

Mem ID Weight Height S. Needs