INTRODUCTION AND IDENTIFICATION OF THE PROBLEM

Voter’s Roll Organisation

It is an organisation established on May 8, 2019, by Kamogelo Mpapho with the purpose of recording
and analysing votes per candidate during elections, it is situated in Francistown along Blue Jacket
Street next to the Century book shop. The organisation operates only on weekends opening from 8am
up until 4:30pm but does not open on national public holidays. The organisation consists of 6 workers
who are two cleaners that ensure the safety and cleanliness of the building, two consultant officers
who analyse votes per each candidate, the manager who supervises every activity taking place in the
organisation and we have the receptionist who welcomes the voters and provide them with enquiries
needed.
The organisation’s vision is to see every voter of Botswana registered and active to vote for their
preferred political party so as to promote democracy therefore, it has a mission to provide adequate
assistance and availability to Botswana voters so as to promote our vision as an organisation.Records
kept in the organisation include candidate’s votes record, kept by the consultant officers,employees
payroll record and the supplier stationery record ,hence all these records are kept by the manager.
AREA OF FOCUS
My area of focus will be on the candidate candidate’s votes records kept by the consultant officer in a
manual register log file. As the voters enter the organisation to submit their votes, their names, cell
phone contacts and gender are collected by the receptionist in a register log file. Therefore, the
consultant officer collects the names, dates of birth, identification number, gender and number of
votes per candidate for candidates who were being voted for and kept in a candidate votes register
file. The process would begin as the consultant officer calculates the percentage of candidates© equals
to the number of votes of candidates(V) divided by the total number of votes(T)which is 106750
*100.As an output a voter’s card is given out as proof to the voters to show that they voted.
SAMPLE RECORD

NAME OF DATE OF ID GENDE NUMBER OF PERCENTGE

CANDIDAT BIRTH NUMBE R VOTES FOR
E R CANDIDATE
S
Nomhle Chite 22/09/197 89022591 Female 12344 12344/106750*100=11.6
9 9 %
Alfred Keene 08/05/198 74678967 Male 6784 6784/106750*100=6%
4 4
Ofentse 30/12/197 20986478 Male 3874 3874/106750*100 =3%
Mathe 8 3
Lefhoko 30/09/198 25401478 Male 83748 83748/106750*100=78%
Basinyi 3 9

PROBLEMS
1.It is prone to calculation mistakes
*Because the calculations are done manually, the consultant officer can easily make mistakes mixing
up digits while calculating then getting the wrong outcome percentages.
2.It is difficult to find the age range that voted the most
*This is because the consultant officer must page through the file page by page through all the other
voters to calculate the age range that voted the most which is time consuming.
3. It is difficult to find the highest percentage per candidate
*This is because the calculations are done by hand, and it takes a long time to find the highest
percentage per candidate through the manual log file having to go page by page comparing the
percentages.
4.It is difficult to find the gender that voted the most than the other
*This is because the consultant officer must go page by page compiling the total number of each
gender then comparing the genders to see which gender voted the most than the other, which is tiring
and time consuming to do by hand.
STATEMENT OF SPECIFIC OBJECTIVES OF THE CURRENT SYSTEM
1. To establish a new system which enables consultant officers to easily find the highest
percentage of votes per candidate.
2. To establish a new system which helps verifies and check for errors to avoid mix up of
digits and attain correct outcomes of votes per candidate.
3. To establish a new system which allows the consultant officer to calculate the age range
that voted the faster and not wasting time.
4. To establish a new system which allows the consultant officer to easily compile the
number of each gender to compare and see which gender voted the most than the other.
SYSTEM OF DATAFLOW IN CURRENT SYSTEM

SOURCE INPUT PROCESS OUTPUT

Receptionist Cell phone number No calculations A voter’s card which
made shows that the person
Names has registered for
Gender voting and is an
active voter. The card
contains.
 Name of the
organisation
 Name of card
holder
 Name of the
consultant
Consultant officer calculates the officer on
percentage of duty
 Names of candidates©  Date of vote
candidates equals to the  Gender of
 Number of number of votes voter
votes per of candidates(V)  A statement
candidate divided by the entailing that
 Date of birth total number of the card
 Identification votes(T)which is holder is an
 number 106750 *100. active voter.
 Gender

DESCRIPTION OF DATA FLOW IN CURRENT SYSTEM

Voter Consultant
*Voter’s name officer

*Voter’s gender
*Voter’s cell phone *Name of candidate
*Gender *Gender
*Date of birth
*Identification number
calculate the *Number per candidate
percentage of
candidates©
equals to the a candidate votes
Input
number of register file
votes of Extract
candidates(V)
divided by the
total number
of
*Name of Organisation votes(T)which
*Date is 106750
*100.
*Name of voter
*Name of consultant officer on duty
*Gender
*Cell phone contact of voter
Voter’s card
* Statement showing active voter

BROAD DESCRIPTION OF EXISTING SYSTEM

My area of focus will be on the voters register records kept by the consultant officer in a manual
register log file. As the voters enter the organisation, their cell phone contacts and addresses are
collected by the receptionist in a register log file. Therefore, the consultant officer collects the names,
dates of birth, identification number and the gender of the voters who availed themselves for the
registration for voting. The process would begin as the consultant officer calculates the percentage of
candidates© equals to the number of votes of candidates(V) divided by the total number of
votes(T)which is 106750 *100.Aa an output a voter’s card is given out.
PERSPECTIVE
The feedback from the voters regarding the time taken by the consultant officers to register them was
a factor influencing my change from the old system to the new system to establish a new system that
would help register records faster and easily.
CONSISTENCY MEASURES
The system has no backup
EVALUATION OF EXIXTING SYSTEM
Good points
*The system can calculate the highest percentage of votes per candidate. This is done by the
consultant officer counting the number of total votes then dividing it by the number of votes per
candidate and multiplying by 100.This enables the organisation to give out the results of the candidate
with the highest percentage of votes.
*The system can verify the errors of recorded number of votes. This is done by the consultant officer
by checking thoroughly the number of votes comparing them against the ones recorded in the
candidate’s votes file and the ones submitted by the candidates. This enables the organisation to give
out accurate results so that the winner amongst the candidates can be announced without any
problems.

BAD POINTS
*The system has risks of errors. Manual counting is prone to mistakes due to fatigue, misreading
especially during long hours of counting sessions. Such errors can lead to inaccurate results
necessitating recounts, delaying official announcements and potentially undermining the credibility of
the voting session.
*The system fails to compile the outcomes of the gender that voted the most. This is because the
system uses a manual log file therefore it is time consuming to count and compile the votes to
compare both genders. Such is likely to lead to the system being slow to give out statistical reports to
the country concerning the gender votes.