THE CO-OPERATIVE UNIVERSITY OF KENYA (CUK)

SCHOOL OF COMPUTING & MATHEMATICS

Undergraduate Project Documentation Guide (Proposal & Full)
February 2022 Version
Purpose: This brief guide is meant to provide some information about writing a project
proposal and full documentation at the Directorate of Computing and e-Learning, Co-
Operative University of Kenya. It gives the general format, and highlights the purpose of
each section, the required content and gives some pointers.

General guidelines
● Font: Times New Romans
● Normal Text Size 12 with 1.5 spacing
● Titles size 14, sub titles size 13 – all BOLD
● Paragraph spacing: 6pts After
● Margins: Top, Bottom, Right – 1 inch; Left – 1.5 inches
● Alignment: Justified
● Page Size: A4
● Page numbering: Bottom centered, with X of Y format. Preliminary pages use
roman numbers
● Spiral binding for proposal and for final projects
● Submit two (2) copies of proposal and final documentation.
● Two (2) CD copies of the project should be submitted alongside the
documentation.
● Outline numbering – maximum 3 Level
● Every section must start on a new page.

PROJECT PROPOSAL OUTLINE (WRITTEN IN FUTURE TENSE)

Document Section The purpose Required Content

Cover Page Document Identification and See appendices
ownership
Declaration page This is a signed declaration of Student must indicate full name,
ownership by the student and the registration no. and date. (See
university supervisor allocated. attached sample on Appendices)
Abstract A short summary of purpose, Maximum (250-300) words (less
methodology, expected result and than half a page) – must be in one
conclusion of proposed study. continuous paragraph!
Table of Content Main headings and subheadings. Auto generated ToC.
List of Abbreviations used in the document. List of abbreviations and their
Abbreviations The researcher must create a meanings in full. NB: No use of an
 detailed list with all the abbreviation before it is provided in
abbreviations and their meanings in full at first.
full. A reader can quickly check this Should be alphabetically written
section when he encounters an and in ascending order
abbreviation.
List of Tables Diagrams drawn in the document. Auto generated
Tables should be captioned at the
top.
List of Figures Tables used within the document. Auto generated
Figures should be captioned at the
bottom.
Chapter 1 – This chapter gives a brief 1.1 Background to the study
Introduction background about the area of study. 1.2 Statement of the Problem
It also provides the problem 1.3 Objectives
statement. It defines the problem 1.3.1 General Objective
and research objectives. At the end 1.3.2 Specific Objectives
of the research the researcher will 1.4 Significance of the study
check if he met these research 1.5 Scope of the study (i.e. defines
objectives as he/she writes the the system boundary)
conclusion. 1.6 Assumptions
1.7 Limitations and Delimitations (
i.e. challenges and counter
measures)
1.8 Definition of Terms
Chapter 2 – This chapter discusses all related2.1 Introduction
Literature Review information (knowledge) that is2.2 Related systems (2-3)
available in great detail. The student
2.3 Limitations(Weaknesses of these
will survey a portion of the systems)
published work that provide context
2.4 How your proposed solution will
for the current problem. It should handle these weaknesses.
also be current Citations must be
made properly in a consistent way.
Use APA referencing style
Chapter 3 – In this Chapter, the student should
3.1 Introduction
Methodology discuss how he/she will carry out 3.2 Project Design (stating the
the work to meet the project development methodology, its
objectives. description and justification of
using this methodology.)
Realistic project schedule and 3.3 Design Procedures
budget must be provided by the 3.4 System Requirements
student. 3.5 Data collection and Analysis (needs
assessment) methods and tools
Appendices: [e.g., Project Budget, Project Schedule e.t.c ]

References : [Use APA style of referencing]

FINAL PROJECT REPORT OUTLINE (WRITTEN IN PAST TENSE)

Document Section The purpose Required Content

Cover Page Document Identification and See Appendices

ownership
Declaration page This is a signed declaration of Student must indicate full name,
ownership by the student and the registration no. and date.
university supervisor allocated.
Dedication [Optional]
Acknowledgements Acknowledging various stakeholders
that have played a role in
accomplishing the task.
Abstract A short summary of purpose, Maximum (250-300) words (less
methodology, expected result and than half a page) – must be in one
conclusion of proposed study. continuous paragraph!
Table of Content Main headings and subheadings. Auto generated ToC.
List of Abbreviations used in the document. List of abbreviations and their
Abbreviations The researcher must create a meanings in full. NB: No use of an
detailed list with all the abbreviation before it is provided in
abbreviations and their meanings in full at first.
full. A reader can quickly check this Should be alphabetically written
section when he encounters an and in ascending order
abbreviation.
List of Tables Diagrams drawn in the document. Auto generated
Tables should be captioned at the
top.
List of Figures Tables used within the document. Auto generated
Figures should be captioned at the
bottom.
Chapter 1 – This chapter gives a brief 1.9 Background to the study
Introduction background about the area of study. 1.10 Statement of the Problem
It also provides the problem 1.11 Objectives
statement. It defines the problem 1.3.1 General Objective
and research objectives. At the end 1.3.2 Specific Objectives
of the research the researcher will 1.12 Significance of the study
check if he met these research 1.13 Scope of the study (i.e.
objectives as he/she writes the defines the system boundary)
conclusion. 1.14 Assumptions
 1.15 Limitations and
Delimitations ( i.e. challenges
and counter measures)
1.16 Definition of Terms
Chapter 2 – This chapter discusses all related2.1 Introduction
Literature Review information (knowledge) that is2.2 Related systems (2-3)
available in great detail. The student
2.3 Limitations(Weaknesses of these
will survey a portion of the systems)
published work that provide context
2.4 How your proposed solution will
for the current problem. It should handle these weaknesses.
also be current Citations must be
made properly in a consistent way.
Use APA referencing style
Chapter 3 – In this Chapter, the student should
3.1 Introduction
Methodology discuss how he/she will carry out 3.2 Project Design (stating the
the work to meet the project development methodology, its
objectives. description and justification of
using this methodology.)
Realistic project schedule and 3.3 Design Procedures
budget must be provided by the 3.4 System Requirements
student. 3.5 Data collection and Analysis (needs
assessment) methods and tools

Chapter 4 – System This chapter should show the current 4.1 Detailed analysis of current
Analysis state of the system the student wish system using flow charts, DFDs,
to work on and the new study. UML, and Context diagrams, etc.
4.2 System requirements
4.2.1 Functional requirements
4.2.2 Non functional
requirements
Chapter 5 System Description of the design Detailed design of the proposed
Design environment and system system using tools such as ERDs,
components. DFDs, UML, etc.
5.1 Architectural design
5.2 Database design
5.3 User interface design
Chapter 6 Description of the development 6.1 Development environment
Implementation environment and testing procedures 6.2 System components
and testing 6.3 Test Plan (test data, test cases,
test results)
6.4 System Testing
Chapter 7: Provides a summary of 7.1 Achievements and lessons
Conclusions and achievements, lessons learnt, learnt (Technical Lessons And
Recommendations Achievements)
 conclusions and any 7.2 Conclusions
recommendations 7.3 Recommendations
References The sources of your literature must Use APA Referencing style
be provided in the reference section
Appendices Any extra material that is important User manual
can be included Data collections tools
Project schedule
Project budget
Any other relevant document.
Appendix 1: Cover page format

THE CO-OPERATIVE UNIVERSITY OF KENYA (CUK)

DIRECTORATE OF COMPUTING AND e-LEARNING (DCeL)

PROJECT PROPOSAL [Proposal Only]

TITLE OF PROJECT

BY

STUDENT NAME
REGISTRATION NUMBER

SUPERVISOR: [SUPERVISOR NAME]

Project [Proposal/ Report] submitted in partial fulfillment of the requirements for the award
of the [Diploma in Information Technology/Diploma in Business Information Technology]

©MONTH, YEAR (When presented)

Appendix 2: Declaration Page Format

DECLARATION AND APPROVAL

DECLARATION
I hereby declare that this Project [Proposal/ Report] is my own work and has, to the best of my
knowledge, not been submitted to any other institution of higher learning for any award.

Student Name: (Typed) _______________ Registration Number: (Typed) ____________

Signature: .................................................... Date: ..............................................................

APPROVAL

This project [Proposal/ Report] has been submitted with my approval as the University
supervisor.

Supervisor Name: (Typed) ___________________________________________________

Signature: ..................................................... Date: ...................................................

Appendix 3: References Page Format

REFERENCES

Only literature that is available should be cited. Material not available through libraries, such
as personal communications or unpublished data, should be given in text as parenthetical
matter. The source of data and date should be included (e.g. Kanali, C. L., Personal
communication, 2011). Where possible only significant, published reference should be cited
(preferably more accessible source of such publications).
Make use of APA referencing style.
In general, references in text can be cited as follows. For a single author: either Waweru (2000)
or (Waweru, 2000). For two authors: either Oyier and Okeyo (2011) or (Oyier and Okeyo,
2011). For more than two authors: either Kanali et al. (2010) or (Kanali et al., 2010). For two
or more articles by the same author(s) in the same year, designate them as follows: Kibe (2009a,
b) or Kibe et al. (2009a, b).

Referencing should be as follows.

(a) Reference to periodical publications

Williams L A. Use of computer technology by family caregivers of patients undergoing blood
or marrow transplants. Biology of Blood and Marrow Transplantation, 2006, 1:10-16.

Brauner N; Schacham M. Identifying and removing sources of impression in polynomial

regression. Mathematics and Computers in Simulation, 1998, 48: 75-91.

(b) Reference to textbooks

Blanchard B S, Fabrycky W J. Systems engineering and analysis. New Jersey, Prentice Hall,
1998.

(c) Reference to proceedings

Rigney M P; Kranzler G A. Seedling classification performance of neural network. Paper No.
897523, St Joseph, MI 49085, American Society of Agricultural Engineers, 1989.
The references should be listed in alphabetical order by surnames of authors. Two or more
articles by the same author(s) should be listed chronologically; two or more in the same year
are indicated by letters, a, b, c, etc. All single-authored articles of a given individual should
precede multiple author articles of which the individual is senior author. Entries with the same
senior author should be organised by alphabetising surnames of succeeding co-authors and then
by year, when the name is repeated exactly.
(d) Reference to website

Schonfeld, E. (2010, May 3). Google throws $38.8 million to the wind [Web log post].
Retrieved May 4, 2010, from http://techcrunch.com
Appendix 4: Appendices Page Format

APPENDICES

APPENDIX A: PROPOSED SCHEDULE

Items of Work/Activities Months

1 2 3 4 7 9 1 1 1
5 6 8
0 1 2
Conceptualization and Scoping of
Project Title
Proposal writing and submission
to DCeL
System Development
Project Report writing
Project Presentation and
Submission
Corrections and final submission

APPENDIX B: TOOL(S) FOR DATA COLLECTION

APPENDIX C: PROPOSED BUDGET

S. No. Items Specifications Quantity @ Ksh Amount, Ksh

1. Printing paper A4, high 5 reams 500 2,500

quality

2. Printer tonners 2 6,000 12,000

3. Writing pad A4, high 5 100 500

quality

4. Transport 10,000

5. Equipment 15,000

6. Subsistence 15 days 1,500 22,500

Total 62,500