KENYA CERTIFICATE OF SECONDARY EDUCATION

COMPUTER STUDIES PROJECT 451/3-2025

VICTORY

MEMBERSHIP
SYSTEM

SCHOOL CLUB
NAME : JAMES WATT MOKAYA

SCHOOL CODE : 43706109

INDEX NUMBER : 023

PROJECT TITLE : VICTORY SCHOOL MEMBERSHIPSYSTEM

YEAR OF EXAMINATION: 2025

SCHOOL : NYAMIRA BOYS HIGH SCHOOL

SUBMISSION : THE KENYA NATIONAL EXAMINATION COUNCIL

SUPERVISOR : JOB OBIERO MACHONI

 DECLARATION
I James Mokaya Watt, a candidate for the Kenya Certificate of Secondary Education 2025, do hereby
declare that this project, Victory School Club Membership System, is my own creative and original work.
I confirm that all the work contained in this documentation and the accompanying database system was
developed solely by me. This project has not been tested for any other body for an assessment

Student`s Name: ………………………………………………………………………………..

School Name : ….…………………………………………………………………………….
Signature : ………………………………………………………………………………..

PROJECT SUPERVISOR

Supervisor`s Name: ………………………………………………………………………………..

Tsc No. : ….…………………………………………………………………………….
Signature : ………………………………………………………………………………..
 ACKNOWLEDGENT
I would like to express my sincere gratitude to everyone who contributed to the successful completion
of this project. Firstly I deeply extend my gratitude to God Almighty for granting me the strength,
knowledge and health to undertake this project. I`m also grateful to my computer studies teacher and
project supervisor, Job Obiero Machoni for his continuous guidance, encouragement, and throughout
constructive feedback in the project development. I also appreciate the support of the school
administration and fellow students together with my best friend Ian Ogero who have provided me
encouragement to take the subject for a better future in ICT careers.

Finally I thank my parents for their support, both morally and financially throughout my education. It has
been an inspiration.
 DEDICATION
I dedicate this project to my teacher of computer studies Mr. Job Obiero Machoni, my parents Mr.
Samson and Madam Beatrice. They have been so much supportive to my academics concerns more so in
paying of my fees and all other educational arrears. To my elder brother Amos, my sister Brenda &my
younger brother Ian I thank you for being advising me all through my project doing.
 TABLE OF CONTENTS
DECLARATION.........................................................................................................................................2
ACKNOWLEDGENT.......................................................................................................................................3
DEDICATION............................................................................................................................................4
1.0 INTRODUCTION.....................................................................................................................................6
1.1. PRELIMINARY INVESTIGATION..........................................................................................................6
2.0 SYSTEM ANALYSIS..................................................................................................................................7
2.1. Problem statement..........................................................................................................................7
2.2. OVERVIEW OF THE CURRENT SYSTEM.............................................................................................7
2.2.1 Overview....................................................................................................................................7
2.2.2 System structure........................................................................................................................7
2.3. OVERVIEW OF THE PROPOSED SYSTEM............................................................................7
2.3.1 OBJECTIVES OF THE PROPOSED SYSTEM....................................................................8
2.3.2 PROPOSED SYSTEM’S SCOPE.....................................................................................................8
2.3.3 BENEFITS OF THE PROPOSED SYSTEM.........................................................................8
2.3.4 FEASIBILITY STUDY OF THE PROPOSED SYSTEM.....................................................8
DEVELOPMENT TEAM RESOLUTIONS..........................................................................................................9
DATA GATHERING......................................................................................................................................10
4.0 SYSTEM DESIGN..............................................................................................................................15
4.1. SYSTEM FLOWCHART...............................................................................................................15
4.2. TABLE STRUCTURES.................................................................................................................16
4.3. INPUT DESIGN.............................................................................................................................18
4.4. OUTPUT DESIGN....................................................................................................................21
5.0 SYSTEM CONSTRUCTION........................................................................................................24
5.1. TABLES.........................................................................................................................................24
 1.0 INTRODUCTION
Co-curricular activities helps learners grow their talents while playing a vital role in the society. Victory
school offers a variety of clubs and societies which engage students in their areas of interests such as;
debating, music, science drama and chess. Currently the management of the club membership, financial
records and activities is done manually, which can lead to inefficiencies such as loss of records, difficulty
in tracking financial transactions and challenges in monitoring membership status. To address these
challenges, this project aim to develop a Victory School Club Membership System using Microsoft
access. It will provide an efficient way to manage club details, student membership, financial
transactions and club activities.

1.1. PRELIMINARY INVESTIGATION

By making preliminary investigations, our system development team discovered the following problems
with manual systems;

 Alteration of the manual files by unauthorized people.

 Poor contributions by club members.
 Frequent changing of details concerning the school clubs
 Changing of financial contributions of school clubs.
 Untracked members who join and leave the school clubs.

These problems have led to poor leadership in the clubs and have also led to loss of data. The leaders
have proposed that the solution to current emerging issues is development of a spreadsheet system.
 2.0 SYSTEM
ANALYSIS
2.1. Problem
statement
Victory School relies on a manual system to manage its clubs with many problems;

1. Difficulty in tracking student membership and roles in various clubs.

2. Inefficient record-keeping, leading to inaccurate information.
3. Challenges in monitoring financial transactions.
4. Difficulty in generating financial and activity reports for each club
To overcome these problems a computerized Victory School Club Membership System will be developed
to automate club management, ensuring accuracy, efficiency and easy retrieval of information.

2.2. OVERVIEW OF THE CURRENT SYSTEM

2.2.1 Overview
The current system used in Victory School Clubs manual.
2.2.2 System structure
Data is input using paper, pen and ruler while processing is carried out using calculators and at
times human mind is involved in the processing activities. The reports are generated using a
paper and a pencil or communicated verbally.

2.3. OVERVIEW OF THE PROPOSED SYSTEM

The problem at hand is to develop a software spreadsheet system that would help to capture the
school`s club details. The system should also track members who join or leave a club.

The proposed system should have the following features;

  Input forms of entering information.
 The system should maintain the records of members.
 The system should allow users to log
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2.3.1 OBJECTIVES OF THE PROPOSED SYSTEM

The solution was to develop a computerized system that would help capture student details and club
activities in the clubs, the system should also track members that join or leave the club. The proposed
system should have the following features:

a) Have forms to input data

b) The system should store records of members
c) The system should enable users login to the system to access various records

2.3.2 PROPOSED SYSTEM’S SCOPE

For the system to achieve its goals it’s should:

a) Allow easy filling of information

b) Allow the administrators and leaders maintain club records
c) Generate reports used to make decisions

2.3.3 BENEFITS OF THE PROPOSED SYSTEM

The adoption of the new system may be seen as an expensive motion, therefore the following
advantages can’t be overemphasized.

a. School clubs will not lose data easily.

b. Money contribution by club members will be easily monitored.
c. Members of school`s club should be able to attend every meeting which is regular.

2.3.4 FEASIBILITY STUDY OF THE PROPOSED SYSTEM

1. Schedule feasibility: The proposed system will be created within the required timeline
according to the table1 below :

Activity Duration
Problem recognition and definition 1 week
System analysis 1 month and 3 weeks
System design 2 months
 Construction 1 month
System review and maintenance 1 month
Presentation 1 month
Table 1: Schedule Of the proposed System

2. Technical feasibility: The proposed system will apply available and common technology
to clients i.e. MS Access which can be easily found run and used.
3. Operation feasibility: The proposed system will be user friendly in that it will provide
graphical user interface features like input boxes accompanied with labels, command
buttons and icons which can be easily understood by the program users in the company

DEVELOPMENT TEAM RESOLUTIONS

The following are the resolutions of the development of the system within the
scheduled time.
 Club members to hold regular meetings.
 Communications through posters and notices.
 Signing agreements once feasibility reports are adopted.
 DATA GATHERING
Victory School Club Membership responded and gave the development team an okay to start
developing the system. The next was to gather data through interviews, questionnaires documents
review and observation.

Interviews
NAME INTERVIEWER QUESTION RESPONSE
2 MINUTES OBJECTIVE

Open the interview

 Introduce ourselves
 Thank Mr. Machoni for his time
The purpose of the interview is to
obtain an information

4 MINUTES Concerning registration procedure

Question 1

If you have to register many student

and store data how do you do?

4 MINUTES Question 2

What are the disadvantages of using

the old system

2 MINUTES Question 3

How long does it take to look for a

person / member in a particular clubs

1 MINUTE Conclude the interview:

Thank Mr. Machoni for his cooperation

during the interview

The club has issued out interviews for students to join the school clubs. This will
help us collect data for easy registration.
 REGISTRATION

DATE:________________

Introduction: The school in the process of developing a new system. Please fill in
and return it to Mr. Machoni before date:____________

1. How much time is required to locate a particular member in a particular

club ________________
2. How much time is required to calculate the fund used by the club
__________________________
3. When calculating manual are the calculation correct and accurate or
inaccurate ______________
 QUESTIONNAIRES
The school decided to prepare more questionnaires that would help uncover some classified
information without the respondents feeling intimidated.
 DOCUMENTS REVIEW
A number of manual documents were reviewed. These include printed worksheets, inventory file,
receipts and registration files.

OBSERVATION
Data collection team visited all other schools in Nairobi for benchmarking of clubs and management. The
analysis is summarized in a system proposal report that gives a detailed analysis.

REQUIREMENTS
The detailed system analysis phase helped us get crucial information needed to
design the new proposed system.
The following are key functional and non-functional requirements of the new
system.
FUNCTIONAL REQUIREMENTS
The school goal for the system is to increase efficiency of the registration,
monitoring of activities and ease of track against members who leave or join
school clubs. To meet all these, the system should be able to:
 Register and maintain details of members.
 Maintain records for the clubs.
 Capture records concerning Victory School clubs.
 Produce reports that allow the executive to monitor their clubs.
 To produce regular financial reports.

NON-FUNCTIONAL REQUIREMENTS
In order to address the concerns and fear of the implication of switching from current manual
system to computerized system, it should be:
1. Easy to use.
2. Enforce system for security e.g passwords.
3. Motivative to use.
 4.0 SYSTEM DESIGN
4.1. SYSTEM FLOWCHART

Start

Choose task
Stop
?
No

No No
Admit a No Register
new a Pay for View
student
student service report

Yes Yes

Choose report
Input details Input service
and submit details
Yes

Yes
Input payment
details View Report Stop

Victory
Database
Figure 1: System flowchart
 Field Name Data Type Properties
Club ID Number Primary Key
Name Short text Size 15
Patron Name Short text Size 10

4.2. TABLE STRUCTURES

1. Clubs table

2. Students table
Field Name Data Type Properties
Student ID Short text Size 15,Primary Key
Admn No Number Size 10
Name Short Text Size 15
Class Short text Size 15

3. Memberships table
Field Name Data Type Properties
Membership ID Number Size 15
Student ID Number Size 10
Club ID Number Size 10
Role Short text Size 15
Date joined Date Size 20
Date exited Date Size 20

4. Activities Table
Field Name Data Type Properties
Activity ID Number Size 10
Club ID Number Size 10
Activity name Short text Size 15
Activity Date Date Size 20
Amount collected Currency Fixed 2 decimal places
5. Finances Table
Field Name Data Type Properties
Finance ID Number Size 10
Club ID Number Size 10
Total Revenue Currency Fixed 2 decimal places
Allocation of activities Currency Fixed 2 decimal places
Allocation of parties Currency Fixed 2 decimal places
Savings Currency Fixed 2 decimal places

6. Parties Table
Field Name Data Type Properties
Party ID Number Size 10
Club ID Number Size 10
Event name Short text Size 15
Event date Date Size 20
Budget allocated Currency Fixed 2 decimal places
School Contribution Currency Fixed 2 decimal places
Total Cost Currency Fixed 2 decimal places

7. Roles Table
Field Name Data Type Properties
Role ID Number Size 10
Role Name Short text Size 15
4.3. INPUT DESIGN
1. Clubs form

CLUB DETAILS FORM

Club ID:

Club name:

Patron name:

Registration fees:

SAVE NEW DELETEE

FIND CLOSE

2. Students form

STUDENTS FORM
Student ID:

Adm No:
Name:

Class:
SAVE NEW DELETE

FIND CLOSE
3. Memberships form

MEMBERSHIPS FORM
Membership id:
Club id:
Role:
Date Joined
Date exited

SAVE NEW DELETE

FIND CLOSE

4. Activities Form

ACTIVITIES FORM

Activity id:
Club id:
Activity Name:
Activity date:
Amount collected:

SAVE NEW

CLOSE DELETEE
FIND
5. Finances Table

FINANCES FORM
Finance id:
Club id
Total revenue:
Allocation of activities
Allocation parties
Savings

SAVE NEW DELETEE

FIND CLOSE
 4.4. OUTPUT DESIGN
1. Non-Refundable Registration Fee Report

VICTORY SCHOOL CLUB MEMBERSHIP SYSTEM

NON-REFUNDABLE REGISTRATION FEE REPORT

Student Student Total Amount

ID Name paid

Total

2. Club Registration Report

VICTORY SCHOOL CLUB MEMBERSHIP SYSTEM

CLUB REGISTRATION REPORT

Date Amount Received

3. Cash Payment Report

VICTORY SCHOOL CLUB MEMBERSHIP SYSTEM

CASH PAYMENT REPORT

Date Total Amount paid

Total

4. Total Registration Payment Report

VICTORY SCHOOL CUB MEMBERSHIP SYSTEM

TOTAL REGISTRATION PAYMENT REPORT
Student Id Student Name Amount paid

Total
Activity payment report

VICTORY SCHOOL CUB MEMBERSHIP SYSTEM

SERVICES PAYMENT REPORT

Student Student Name Total Activities Cost

ID

Total
5.0SYSTEM CONSTRUCTION
5.1. TABLES

Clubs Table

Students Table

Membership table
Activities Table

Finance Table

Parties Table
 Roles Table

THE END OF
MILESTONE
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