1

2
INTRODUCTION AND IDENTIFICATION OF THE PROBLEM
The name of the organisation is called Morale Financial Bank which is located in
Palapye new mall next to Pep store. The address is P O BOX 140. This
organisation was established in 2004 by Tshepo Moseki who was concerned by
the financial state of people living in Botswana .The organisation started in
Palapye, eventually its branches across Botswana .The Morale Financial Bank
provides services like loaning money to people ,helping to save
money ,insurance issues and so on. It is a profit making organisation which
operates from 8am in the morning to 6pm in the afternoon everyday. The
mission of the organisation is to provide Batswana with financial skills so they
improve their lives and the vision of the organisation is to make Batswana
financially stress free and stable. The organisation keeps a variety of record like
financial records, loan record, savings records, insurance records, membership
records ect. I will be focusing on the Loan record . The loan record looks as
following

Custom Contac occupatio Princip Date Date year Intere Total

er t n al of of s st payme
name details amoun Loan Loan (10%) nt
t takin retur Amoun
g n t

3
PROBLEM OF THE CURRENT SYSTEM
It is difficult to determine regulary customers because records are kept in a serial
format whereby the loaner has to find out regular customer by going through
pages and making tally marks of how the customer comes
It is not easy to identify customers within similar names to different customers ,
because they may confuse one and lead to errors by mistakenly recording
details on someone else with a similar name
OBJECTIVES OF THE CURRENT SYSTEM
The system is able to calculate the total amount payment by adding the interest
and money borrowed .it is also able to calculate the interest by dividing the
interest by 100 % and multiplying by the principal amount.
The system is able to keep date records by letting the loaner to fill the form with
the customer to know when it is the busiest day ie when a lot of customers are
visiting
The system is able to determine the customers occupation by asking the
customer to write their place of occupation so that they can know what type of
loan the customer qualities
The system is able to determine the customer contact detail by giving the
customer to fill a form of details and their contact number .This will help the
organisation to keep on sending reminders of the loan.

4
DATA FLOW OF THE CURRENT SYSTEM
Input

Input Data source

Customer name Customer
Contact details Customer
Occupation Customer
Principal amount Customer
Date of loan taking Loaner
Date of loan return Loaner
years Customer

Process
The system calculates the interest and the total payments amount.
Interest=
Total payment amount=interest + principal amount

Output
Customer name
Contact details
Occupation
Principal amount
Date of loan taking
Date of loan return
Year
Interest
Total payment amount

5
BROAD DESCRIPTION OF EXISTING SOLUTION
In t.he organisation of the Morale Financial Bank Mrs Peo Mogale who is the
loaner is the one who keeps record .When the customer enters the Morale
Financial bank he/she enter their names ,contact details ,occupation ,principal
amount and year. The loaner records date of loan taking and date loan return.
The loan calculate the total payments by adding the interest and the money
borrowed .Mrs Peo Mogale is also able to calculate the interest by dividing the
interest by 100% and by multiplying by the money borrowed .After the
calculation the customer is given a receipt with details as follows :The principal
amount added with the interest ,date of loan return ,date of loan taking and the
overall payment amount .The records are kept in manual files then stored in the
manger s office .When adding a new a record one creates a new file and enters
the following subheadings ;customer name ,contact details ,occupation ,principal
amount, date of loan taking and date of loan return , years ,interest and total
payments .When you delete a record you use a correction fluid .Then updating
the system is all about cancelling the whole record and adding a new one

Perspective
According to Mrs Peo Mogale the system is doing well.
DECRIPTION OF CONTINGENCY MEASUERS
There is no backup. The organisation does not keep any backup.

6
N OF THE EXISITING SOLUTION
Good points
Point Reason Consequence
It is easier to calculate This is because the The organisation is
the total payment interest and the now able to predict the
principal total payment made
are added per month
It is easier to calculate This is because is The organisation is
the divided by 100% and now able to predict
Interest multiplied by principal profit or loss
amount
It is easier to record This is because the The organisation is
the data record customer is given a able detects which is
form to fill and that the busyiest day in
includes the date the month
It is easier to record This is because the The organisation is
the customer contact customer fills a form now able to sent
details that requires his/her messages of
contact reminders of
details payments of the loan

Bad points
Points Reason Consequence
It is difficult to identify This is because the This is troublesome to
customers with similar records are kept in a the loaner which can
names serial manner lead to stress
It is difficult to This is because the This is time consuming
determine regular records are kept in a
customers serial format where
the loaner has to go to
find out regular
customers by going
through pages and
making tally marks of
how often the
customer comes

7
 CRITERION 6 :EVALUATION OF ALTERNATIVE SOLUTIONS
Background
In the current system reports are kept by Mrs Peo Mogale who is the
loaner .The records are kept in a book and stored in the manager s
office .The records kept customers name, contact details, occupation,
principal amount date of loan taking, date of loan return year, interest and
total payment. The records are in a serial manner .The interest and the
total payments are calculated by dividing interest by 100% and
multiplying the money borrowed .The total payment is calculated by
adding the interest and the money borrowed.

Problems of the current system

It is difficult to determine regular customers because records are kept in
serial format whereby the loaner has to find out regular customers by
going through pages and making tally marks on how often a customer
comes .
It is difficult to identify customers with similar names to different
customers because having similar names will make it difficult to identify
the most loyal customers .

Custom Conta occupati Princip Date Date ye intere total

er name ct on al of of ar st payme
details amoun loan loan nt
t takin retur amoun
g n t

Improved manual system

I will introduce another field name customer ID

Custo Custo Conta occupati Princi Dat Dat ye Inter Total

mer mer ct on pal e e ar est Paym
ID name detail amou Of Of ent
s nt Loa Loa amou

8
 n n nt
taki retu
ng rn

Benefit
The benefit of introducing customer ID is that it is going to be easy to
determine loyal customers because every customer will have a unique ID
that will be used to identify them.
Cost
The cost remains the same because the same book is used to record.
Fully computerised system
Everything will be computerised using a software called the database
software. a table named customer details will be utilised having the
following field :customer ID, customer name, contact
details ,occupation ,principal amount, date of loan taking ,date of loan
return ,years ,interest, and total payment amount. A query will be utilised
to calculate the interest and total payment amount. Interest will be
calculated by diving the interest by 100% and total amount will be
calculated by adding the principal amount and the interest. A form will
also be created to
Lastly the is also going to be a record which will be utilised to make a
receipt to be given to customers.
Benefit
The benefit of introducing a fully computerised system is that calculations
are very fast and accurate .the total payment amount is and the interest
are the calculations that are going the calculated using this system.

CRITERION 7: STATEMENT OF SPECIFIC OF PROPOSED SYSTEM OR

SOLUTION
The system is able to generate a report of the most loyal customers .
The system is able to automatically calculate the interest and total
payment amount using database software.
The system is able to generate a customer report to give to the customer.

9
CRITERION 8: CLARITY OF PLAN OF ACTION
Using database software i am going to create a table which consist of the
following fields ;customer ID ,Customer name, contact
details ,occupation, principal amount ,date of loan taking, data of loan
return ,interest ,year, total payment amount.

The name of the table is called loan records, and it will be used to store
the loan records.
Afterwards i will create a form and the fields will be inherited from the
table created initially, the form will be created to enter data into the
system. I will also create a query using database software to calculate the
interest and the total payment amount.
Lastly i will also create a report using database software to know the
busiest day in the month where most people visit the organisation.

INPUT
The following are the inputs of the proposed system:
Customer ID
Customer name
Contact details
Occupation
Principle amount
Date of loan taking
Date of loan return
Year

PROCESS

10
OUTPUT
The following are the output of the proposed system
Customer ID
Customer name
Contact details
Occupation
Principal amount
Date of loan taking
Date of loan return
Years
Interest
Total payment amount

INPUT FORMAT

OUTPUT FORMAT

FILE STRUCTURE

11
Field name datatype Validation description
rule
Customer ID number Holds the customer ID
Customer name Short text Contain customer name
Contact details number Holds contact details
Occupation Short text Hold the occupation of the
customer
Principal amount currency Contains the principal
amount
Date of loan Date Holds the date of loan
taking /time taking
Date of loan Date/time Holds the loan of loan
return return
Year Date/time Between 0 Hold the number of years
and 5 years money is being borrowed
interest currency Holds the interest amount
Total payment currency Contains the total
amount payment amount

TIME FRAME

activities Time (week)

Planning 4
System analysis 9
System design 4
Development 6
System testing and integration 4
Implementation 3
Operation and maintenance 6
total 36

CRITERION 9:EXPLANATIN OF HARDWARE REQUIRED

Hardware components required
Keyboard
Mouse
Processor
Unit system
Cathode ray tubes

12
Line printers
Justification
Keyboards-used to enter the following headings: customer ID, customer
name ,contact details, occupation, principal amount, date of loan return,
date of loan taking, years and total payment amount.
Cathode ray tube monitor -used to show or display the customer
name ,customer ID ,contact details, occupation, principal amount, date of
loan taking, date of loan return, years, interest and total payment
amount.

Processor-used to calculate the interest and total payment amount.

Mouse-it is used to select any field that the loaner wants to open.
Line printers -it is used to print the principal amount ,interest, and total
payment amount using report as a recite to the customer

Alternative
Instead of a cathode ray tube monitor , a liquid display unit may be used
because it is light in weight and has more resolution.
Instead of a line printer, a laser printer can be utilized because it is faster
and quicker.

Backup requirement
A memory stick is used to backup the system.

CRITERION 10 : USE OF SEPERATE MODULES

Module 1: loan records
I have created a table named loan records using database software. the
table consist of the following fields: customer ID, customer name, contact
details ,occupation, amount, date of loan taking ,date of loan
return ,year, interest and total payment amount. The table is used to store
loan records.

13
Module 2: Form
I have created a form called customer record using database software.
The fields will be inherited form the table above. The form looks as
follows:

14
15
16
CRITERION 15: TESTING OF STANDARD, EXETREME AND ABNORMAL DATA
Normal test
Test plan
Field name Validation rule Test value Expected results
year Between 1 and 5 3 accepted
years

I have done a normal test of the field of year. the field year has a
validation rule that ranges between 1 year and 5 years. I have used the
value 3 as a test value. The system has accepted the test because i am

17
able to move the cursor to the next field without receiving an error
message. The value 3 was accepted because it ranges between the set
range.

Extreme test
Test plan
Field name Validation rule Test value Expected results
Year Between 1 and 5 5 Accept
years

I have done an extreme teston the field named year. The field still has a
validation rule that ranges between 1 and 5. I used 5 as a test value .The
system accepted the test because i am able to move the cursor to the
next field without receiving an error message.

Abnormal test
Test plan
Field name Validation rule Test value Expected results
year Between 1 and 5 10 rejected
years

I have done another test which is the abnormal test .the field has a
validation rule that ranges 1 year and 5 years. I have the value 10 as a
test value .the system rejected the test because the set value is an upper

18
boundary of the validation rule .i tried to move the cursor but i receive an
error message, because the set value was out of the set boundary limit.

19