Project Documentation

CHAPTER ONE
INTRODUCTION
1.1 EVESTAR RESORT is a five star hotel located at the outcasts of Nyahururu Town, next to Thompson falls
in the Nyahururu Nyeri highway. It is a very busy resort since it serves the locals and very many tourists who visit
Thompson falls, the Kenyas beautiful tourist attraction site. The resort serves a large no of people per day with
services like Food, rooms, drinks; children play services, boardrooms for meetings, holidays, vacations and
entertainment.
The Management has been experiencing many difficulties in running the resort especially in the catering
Department. This acts as a driving force to the decision to automate operations in the resorts Kitchen Department
by having a computerized Inventory process. This will enhance the process of stocktaking, analyzing stock and
maintaining the stock levels.
1.2 CURRENT SYSTEM OPERATING

Currently Evestar Inventory maintains a manual system whereby Stock is recorded on counter books.
Receipts are recorded manually and the total amount owned to the suppliers is calculated manually. As a
result it leads to duplication of the same job at Different Locations within the resort. This leads to loss of
resources like time
Receipts are ordered from the receipt publisher who imposes a high cost to the organization.
The process of exchange takes place along before and finally as it enters to the database as follow:
1.
The Purchasing Manager writes a receipt, which has redundant data

For the Supplier
For the accountant
For the Purchasing Manager
2. Once the supplier verifies the order the necessary arrangements are made to deliver the stock to the
resort.
3. The accountant then makes necessary arrangement to make the payments.
FAILURES OF THE CURRENT SYSTEM
a)
Time is wasted when entering and verifying the transactions.
b)
It is so tedious in manual process in keeping stock and supplier records.
c)
Wastage of records in terms of paperwork, which disappoints or frustrates the management.
d)
There is no reliability of data and a lot of duplication.
e)
Searching of records is very difficult.
f)
Production of reports is not efficient.
1.3PROPOSED SYSTEM
A computerized system is needed because data will increase as years go by and the need of more storage
and stationeries will be needed. Evestar resort will adopt a computerized system which will have the
following benefits-:
1. Use of passwords will minimize data insecurity.

2. Minimum errors will result when processing data.
3. The system will hold large volumes of data and information.
4. Due to the system, fast speed customers will be attracted and retained.
5. The office will be neat since records will be stored in the computer.
6. It will be easy to retrieve information required from the system that is from database.
1.4OBJECTIVES
The main objectives of developing the new system are:
To enhance data integrity by ensuring completeness and accuracy of data
To improve service delivery by making fast and efficient response to customers
To enhance data security through the use of passwords and other authentification procedures
To reduce the cost of running the business by eliminating paperwork and reducing operation space
To reduce data redundancy through the use of accounting packages
To counter competition from other hotels and similar businesses that offer same or varied services
like we do.
To cope with the advancing technology
1.5 JUSTIFICATION
The resort needs to cope with the current challenges and difficulties it is meeting for
Effectiveness. This will give a better future method of carrying out the daily activities. Due to the high
level competition in the Business, it is important to come up with an inventory system that will help the
company become competitive in the market. This will be brought about by designing a system that will
offer the best information to the managers of the resort so that they can make the best decision concerning
the business and more so information can help management come up with policies the will help the
organization offer the best services to its customers.
This will help the company to increase on the sales leading to an increase in profits which will ultimately
help the organization offer better salaries to its employees, better services to the customers and better
prices for the hotel products.
The information system will become an integral part of the system and in the long run it will be the most
important part of the organization.
The information system will increase productivity, efficiency and the performance of the workers.
With these in place the system will help the resort be ahead of any other competing businesses in the
market.
The need for computerized system arises from the fact that document used when purchasing and issuing of
stock is hard written. Information security is enhanced by locking the shelves where file are stored.
Calculating balances to the receipts and subtracting issues of stock by using a calculator. There is reduced
storage space since the computerized system only involves database while a manual system involves a lot
of paperwork.
CHAPTER TWO
LITERATURE REVIEW
2.1BACKGROUND INFORMATION
Inventory Systems have been widely adopted in many firms to computerize their operation. It has proved
to be very effective, reliable, fast and accurate.
Serena in Nairobi being one of the busiest and largest Hotels has found a computerized system to
be a very important tool in serving their customers with ease. They have utilized system for many
years to avoid loss of important data in the kitchen department. Over all these years, they have
utilized the system to perform such tasks as stock control, better customer service and to avoid
stress on part of the staff members in the kitchen department.
Hilton hotel use other programs such as Ms Word, Ms Excel, and Ms Access in their operations.
However these packages have limitations in that they cannot best fit the organizations interest,
they dont general organization information security as merely any user can use them. So an
inventory system has an advantage over these packages in that it is developed to serve the interests
of a specific organization and to solve a particular problem hence the need for a compatible and
user-friendly database.
CONCLUSION
EVESTAR RESORT hence requires a computerized stock control system to eliminate the current manual
system besides
Minimal or no duplication of records
Faster retrieval and access to data files
Better file security due to enforcement of user level security
Quick production of ad hoc reports
Increased gains due to cutting off much of the intensive labor hence increasing the resorts
profits.
CHAPTER THREE
METHODOLOGY/SYSTEM ANALYSIS
This involves studying the current system and finding a way to modify a new system that meets the users
needs. This includes
Interviews
Document sampling
Questionnaires
3.1 DATA COLLECTION

The following fact gathering techniques were used to collect data:
INTERVIEWS:
I conducted many interviews among several employees in different departments which enabled me to
learn more about how the present system functions. Here is a list of employees I interviewed.
i.
Receptionist
ii.
The chief accountant
iii.
Assistant accountant
SAMPLES OF INTERVIEW GUIDELINE
NAME..
POSITION
GENDER..
DATE
TIME
ALLOCATED
1 to 2min
INTERVIEWER QUESTION OR OBJECTIVES
RESPONSE
Objective
Open the interview
-introduction of ourselves
5 min
-thank participants for their valuable time

Question 1
What conditions determine whether a customers order
is approved for delivery?
3min
Follow-up
Question2
How are customers notified when stock is unavailable
for their order?
40min
Follow up
Question 3
Who are the individuals that perform the credit checks?
30 min
INTERVIEWEE
Follow up
Total time allocated for interview(2.00pm to3.00pm)
DOCUMENT SAMPLING
These are all the documents that are used in the system.They are necessary to check all the data that enters
and leaves the system.
INPUT DOCUMENTS
RECEIPT (PAYMENT RECEIPT)
I requested the accountant to show me a couple of the receipts that were involved in the system. I
previewed many receipts but the three main receipts were of the payment receipts, invoice receipts,
delivery receipts which were prepared fro the customers and suppliers.
REGISTRATION FORM
This is the form, which is handed over to the supplier when he is planning to the supplier fills it, a
copy will be handed over to him and two others will be handed over to him and two others will be kept for
the references in the suppliers file.
QUESTIONAIRE
These were conducted to get views of the other employees who are currently employed in the system.
Since there are many employees in the Resort a questionnaire must be made in order to let each and every
one of them give their view concerning the present system in which they work in.
PROBLEMS ENCOUNTERED DURING ANALYSIS
Some interviewee were absent thus, they could not give information required.
A lot of time was used when interviewing the individuals.
In observation it was difficult to know whether were pretending or were doing their work perfectly
because they were being interviewed.
Some areas were private and could not be entered.
It was difficult to prepare short and brief questions
Climatic condition-it was so cold and rained heavily
From the following data gathering methods, I concluded that a new computerized system needs to be
designed so that to deal with the limitations of the current system
3.2 SYSTEM ANALYSIS
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3.2.1 FEASIBILITY STUDY

It is a preliminary survey to see whether the system is technically, operational, economically justifiable. It
is a way that defines the scope of the project that needs to be implemented. It determines whether the
proposed system will be implemented
It determines whether the proposed project is legal, economical and beneficial in terms of the cost it would
save and the impact it will have in the institution.
During the study of the current system, the following were taken into account.
The existing procedures and process
The volume of the work carried out
The style in which it is carried out.
.
3.2.1 Technical feasibility study
It is used to compare the existing system with the new system in terms of hardwares, softwares,
personnel to develop, purchase, install and operate the system. The proposed system involve use of
hardware such as monitor, keyboard, processing unit, printers, networking cables or simply to get a laptop,
palmtop, devices such as modems and many other hardware devices. The current system worked manually
without using any software. The proposed system will use softwares like visual basic 6.0, web browsers,
Application software: Ms. Access, Ms. Excel and Ms. Word.
11
3.2.2Operational feasibility study

It is aim is to determine whether the proposed system will meet users requirements and what the users
have towards the system for example whether they have positive or negative altitude towards it. I found
that the proposed system will be easy to all those wishing to get Evestar resort services without any
professional training only to be accustomed to basic computer operations.
3.2.3 Economic feasibility

It is the financial assessment of the benefits of the project. This will be carried out to find out the financial
viability of the company to support the proposed system and ensure that the system will be affordable to
all people.
Items
Cost
Items
Cost
1. Electricity bill
5,000
1. Hardware
70,000
2. Staff costs
12,000
26,000
30,000
45,000
2. Software
3. Furniture
4. Site preparation
5. System maintenance
6. Other costs
7. Internet
50,000
45,000
50,000
10,000
10,000
13,000
118,000
TOTAL
248,000
3. Dividend income
4. Survey
5. Miscellaneous
TOTAL
The system is viable as the cost of the proposed system is low compared to the existing system
12
Schedule feasibility
The analyst must estimate when the proposed recommendation will be operational assuming that it
will be eventually accepted.
The schedule to be followed is shown below:
STAGES
1.
2.
3.
4.
5.
6.
7.
8.
Problem recognition
System investigation
System analysis
System design
Coding and Testing
Documentation
Implementation
Review and maintenance
DURATION
2 weeks
3 weeks
4 weeks
4 weeks
2 weeks
2 weeks
4 weeks
1 week
13
ANALYSIS TOOLS
CONTEXT DIAGRAM OF NEW SYSTEM
SUPPLIER
Delivery note
Order
Supply stock
Details
1.0
payment
receipt
Stock
Processin customer details
g system
Stock details
Customer master file
CHAPTER FOUR
14
CUSTOMER
SYSTEM DESIGN
4.1 INTRODUCTION
This chapter outlines the procedures in developing the proposed system. The flow of information has been
summarized by a logical data flow diagram, based on the review of the current data flow diagrams in the
analysis section.
The output design points out the requirements for data storage which eliminate duplication and repetition.
Reports that are expected to be produced by the proposed system have a designed documentation. Data
input requirements have been explained by presentation of input forms and data test requirements.
This is the phase in which the requirement of the new system are used to create actual plans of the new
system.
The main objectives of the system are-:
1. Have a system that is easy to maintain.
2. To have a system that will be able to store data in computer thus saving time and space.
3. Have a system that is programmer friendly.
4. Have a system that will eliminate all inconveniences caused by poor calculation.
5. Have a system whose cost can be met
4.2OUTPUT FORMS DESIGN AND INPUT FORMS DESIGN

15
The outputs form the system include the following

CUSTOMER DETAILS FORM
16
STOCK DETAILS FORM
17
SUPPLIER DETAILS FORM
SALES TRANSACTIONS FORM
18
LOGGED USER FORM
19
4.3 PROCESS DESIGN

The following are some of the processes that have been use in the system:
Add record: this is a process of adding a record if one wants to add a new record.
Delete record: this process is for removing any record that is not required.
Save: this process is supposed to change or to update the records. Receipts- it shows all commodities, their
prices and the total.
Calculate- To help if one needs to calculate total cost of good sold.
Amend- It helps if one needs to update either stock or suppliers.
STOCK FORM
20
Stock code- a unique code to identify each item in a stock

Description- The official name of a product
Quantity- Shows amounts of stock
Reorder qty- it is ordering of goods second time
Buying price- the value of commodity at which it is bought
Supplier code- The unique supplier number
Last update-The last date record is updated
Suppliers FORM:
This table shows people who supply goods for the customers.
Suppliers No- The supplier unique identification code in a database
Suppliers Name- The official name of the supplier
Address- The number from a post office in which he/she can be contacted.
Town- The place where a supplier can be contacted.
Tel No- The supplier telephone number.
Reorders table
This table shows how Stock is ordered when stock is almost to finish.
Reorder No- a unique identification of an invoice.
Suppliers No- a supplier unique identification code in a database.
Code - a number identifying each item in the Hotel
Quantity- Show the amount of stock needed
Reorder date- the date of ordering goods
Login form: -
21
It contains a list of people authorized to access database, their user name, password and their security
lever.
22
OUTPUT DESIGN
Customer details report
Stock details report
23
24
Supplier details report
25
Sales transactions report
26
4.5 DATABASE DESIGN

27
The description of the database design shows all the attributes, the size and entity type. The relations have
been normalized to remove any possible redundancy and improve on the integrity of the data.
The lists of the tables used in the system include-:
o Customer records
o Stock records
o Supplier records
o Logged users
o Sales transactions
4.5.1
CUSTOMER DETAILS TABLE
FIELD NAME
DATATYPE
Customer number Number
CONSTRAINTS FIELD SIZE

Primary key
8
First name
Text
10
Last name
Text
10
Address
Number
25
Town
Text
12
Telephone
Number
12
Credit limit
Number
12
Registration date
date
4.5.2
STOCK DETAILS TABLE

28
FIELD NAME
Item code
DATA TYPE
Number
Item name
Text
10
Quantity
Number
10
Reorder quantity Number
10
Buying price
Number
25
Selling price
Number
25
Supplier code
Number
10
Current date
date
4.5.3

Primary key
8
SUPPLIER DETAILS TABLE
FIELD NAME
Supplier number
DATA TYPE
Number

Primary key
8
Contact name
Text
15
Address
Number
10
Town
Text
Telephone number number
4.5.4
15
LOGGED USERS
FIELD NAME
Job group
DATA TYPE
Text
User name
Text

10
8
29
Password
Number
10
Confirm password number
10
4.5.5
Sales transactions table
FIELD NAME
Sales number
DATA TYPE
number

10
Customer number number
Total cost
currency
10
date
date
10
4.6 SYSTEM FLOWCHART
30
Start
Input details
Check details
NO
Correct?
YES
Save details and

attend customer
Stop
4.7 PROGRAM FLOWCHART FOR INDIVIDUAL MODULES

ADD MODULE
31
File
START
ENTER DETAILS
NO
ENTRY
CORRECT?
YES
ENTRY SAVED
Yes
ANOTHER
ENTRY ?
No
STOP
DELETE MODULE
START
32
ENTER DETAILS
NO
ENTRY
CORRECT?
YES
ENTRY DELETED
ANOTHER
ENTRY ?
STOP
SAVE MODULE
START
ENTER DETAILS
33
NO
ENTRY
CORRECT?
YES
ENTRY SAVED
ANOTHER
ENTRY?
STOP
LOGIN FLOWCHART
START
OPEN PROGRAM
ENTER PASSWORD
34
PASSWORD
CORRECT
NO
YES
OPEN MAIN PROGRAM
STOP
Overall proposed system data flow diagram
Level one data flow diagram of new system
SUPPLIER
Delivery note
Order
Supplier stock
1.0
Process
stock
payment
receipt
customer details
35
CUSTOMER
Customer detail
M1 NEW STOCK
Confirming stock
2.0
Confirm
stock
M3 customer file
Filing stock
stock details
M2 stock file
3.0
Issue stock
CHAPTER FIVE
CODING
Login form
Option Explicit
Public Login Succeeded As Boolean
Private Sub cmdCancel_Click ()
'Set the global var to false
Login Succeeded = False
Me. Hide
36
End
End Sub
Private Sub cmdOK_Click ()
'Check for correct password
If TXTPASSWORD.Text = "paul" And TXTUSERNAME.Text = "RESORT" Then
Login Succeeded = True
Me.Hide
frmMains.Show
Else
MsgBox "Invalid Password, try again!", "Login"
TXTPASSWORD.SetFocus
SendKeys "{Home} + {End}"
End If
End Sub
Customer details form

A program to add a new record in the customer details form
Private Sub cmdadd_Click ()
Used to add any new record
If cmdadd.Caption = "&ADD" Then
dtresort.Recordset.AddNew
txtcustomernumber.SetFocus
Disablebuttons
cmdsave.Enabled = True
cmdadd.Caption = "&cancel"
Else
dtresort.Recordset.CancelUpdate
Enablebuttons
37
cmdsave.Enabled = False
cmdadd.Caption = "&ADD"
End If
End Sub
***********************************************************************
A program to delete an unwanted entry in the customer details form
Private Sub cmddelete_Click ()
'Used for deleting any unwanted record
dtresort.Recordset.Delete
dtresort.Recordset.MoveNext
If dtresort.Recordset.EOF Then
dtresort.Recordset.MovePrevious
If dtresort.Recordset.BOF Then
Disablebuttons
End If
End If
End Sub
***********************************************************************
A program to end excecution of the customer details form
Private Sub cmdexit_Click ()
'Used to close the form after use
End
End Sub
***********************************************************************
A program that displays the first record in the customer details form
Private Sub cmdfirst_Click ()
dtresort.Recordset.MoveFirst
End Sub
***********************************************************************
A program that displays the last record in the customer details form
Private Sub cmdlast_Click ()
dtresort.Recordset.MoveLast
End Sub
***********************************************************************
38
A program that shows the next record entered in the customer details form
Private Sub cmdnext_Click ()
'Used to move to the next record
Else
End If
End Sub
***********************************************************************
A program that shows the previous record in the customer details form
Private Sub cmdprevious_Click ()
'Used to move to the previous record
Else
End If
End Sub
***********************************************************************
A program that saves records entered in the customer details form

Private Sub cmdsave_Click ()
On Error Resume Next
dtresort.Recordset.Update
Enablebuttons
cmdadd.Enabled = False
End Sub
***********************************************************************
Private Sub txtcustomernumber_LostFocus ()
txtcustomernumber.Text = UCase (txtcustomernumber.Text)
End Sub
39
***********************************************************************
A program that deactivates all other commands for efficient data entry
Private Sub disablebuttons ()
cmdnext.Enabled = False
cmdprevious.Enabled = False
cmdfirst.Enabled = False
cmdlast.Enabled = False
cmddelete.Enabled = False
End Sub
***********************************************************************
A program that activates all buttons deactivated
Private Sub enablebuttons ()
cmdnext.Enabled = True
cmdprevious.Enabled = True
cmdfirst.Enabled = True
cmdlast.Enabled = True
cmddelete.Enabled = True
End Sub
***********************************************************************
A program that validates that data entered must be numeric

Private Sub txtcreditlimit_Change ()
If Not IsNumeric (txtcreditlimit.Text) then
MsgBox ("INVALID ENTRY!")
txtcreditlimit.Text = ""
txtcreditlimit.SetFocus
End If
End Sub
***********************************************************************
A program that validates that the data entered must be text
Private Sub txtfirstname_Change ()
40
If IsNumeric (txtfirstname.Text) Then

MsgBox ("INVALID NAME")
txtfirstname.Text = ""
txtfirstname.SetFocus
End If
End Sub
***********************************************************************
Supplier details form
A program to add a new record in the supplier details form
'Used to add any new record
txtsuppliernumber.SetFocus
Disablebuttons
Else
Enablebuttons
End If
End Sub
***********************************************************************
A program to delete unwanted entries in the supplier details form
Disablebuttons
End If
End If
End Sub
***********************************************************************
41
A program to end the excecution of the supplier details form

End
End Sub
***********************************************************************
A program to display the first record in the supplier details form

End Sub
***********************************************************************
A program to display the last record in the supplier details form
End Sub
***********************************************************************
A program to display the next record in the supplier details form

Else
End If
End Sub
***********************************************************************
A program to display the previous record in the supplier details form
42

Else
End If
End Sub
***********************************************************************
A program to save entered entries in the supplier details form
Enablebuttons
End Sub
***********************************************************************
End Sub
***********************************************************************
A program to disable all other command buttons so that data entry can be efficient
End Sub
A program to enable disabled command buttons
43
End Sub
***********************************************************************
Stock details form
A program to add a new record in the stock details form
txtitemcode.SetFocus
Disablebuttons
Else
Enablebuttons
End If
End Sub
***********************************************************************
A program to delete unwanted entries in the stock details form
Disablebuttons
End If
End If
End Sub
***********************************************************************
44
A program to end the excecution of the stock details form

End
End Sub
***********************************************************************
A program to display the first record in the stock details form
End Sub
***********************************************************************
A program to display the last record in the stock details form
End Sub
***********************************************************************
A program to display the next record in the stock details form

Else
End If
End Sub
***********************************************************************
A program to display the previous record in the stock details form
45

Else
End If
End Sub
***********************************************************************
A program to save entered entries in the stock details form
Enablebuttons
End Sub
***********************************************************************
End Sub
***********************************************************************
End Sub
***********************************************************************
Private Sub enable buttons ()
46
End Sub
***********************************************************************
Sales transactions form
A program to add a new record in the sales transactions form
txtsalesnumber.SetFocus
Disablebuttons
Else
Enablebuttons
End If
End Sub
***********************************************************************
A program to delete unwanted entries in the sales transactionsform
Disablebuttons
End If
End If
End Sub
47
***********************************************************************
A program to end the excecution of the sales transactions form
End
End Sub
***********************************************************************
A program to display the first record in the sales transactions form
End Sub
***********************************************************************
A program to display the last record in the sales transactions form
End Sub
***********************************************************************
A program to display the next record in the sales transactions form

Else
End If
End Sub
***********************************************************************
A program to display the previous record in the sales transactions form
48

Else
End If
End Sub
***********************************************************************
A program to save entered entries in the sales transactions form
Enablebuttons
End Sub
***********************************************************************
End Sub
***********************************************************************
End Sub
***********************************************************************
49
End Sub
***********************************************************************
Logged users form
A program to add a new record in the logged users form
txtjobgroup.SetFocus
Disablebuttons
Else
Enablebuttons
End If
End Sub
***********************************************************************
A program to delete unwanted entries in the logged users form
Disablebuttons
End If
End If
End Sub
***********************************************************************
50
A program to end the excecution of the logged users form

End
End Sub
***********************************************************************
A program to display the first record in the logged users form
End Sub
***********************************************************************
A program to display the last record in the logged users form
End Sub
***********************************************************************
A program to display the next record in the logged users form

Else
End If
End Sub
***********************************************************************
A program to display the previous record in the logged users form
51

Else
End If
End Sub
***********************************************************************
A program to save entered entries in the logged users form
Enablebuttons
End Sub
***********************************************************************
End Sub
***********************************************************************
End Sub
***********************************************************************
52
End Sub
CHAPTER SIX
SYSTEM IMPLEMENTATION AND TESTING

6.1 SYSTEM REQUIREMENTS
This includes an estimate of the expected costs of the project under various major categories
Hp desktop computer
18,000
Microsoft office package
1,700
Printer and stationary
5,300
Transport
1,500
53
Flash disc
1,300
Other expenses
500
TOTAL
32,000
6.2 SYSTEM TESTING

Debugging and correction of errors during program development helps the programmer to find out about
the working of the system.
Program testing should include invalid and exceptional items to test whether the system reacts in the right
way and generate required report.
Acceptance testing
This is testing of system acceptance in the work of department; it is normally due to the following factors.
To find out system errors than have not yet been detected.
To find out exactly what the demand of the new system are.
To find out whether any major changes in operating procedures could be necessary.
54
Implementation
Parallel change over
The old system and the new system will be run parallel for a period of time each processing data and
enabling cross checking to be made especially if two systems are similar .It offers a degree of safety
should a new system have problems. This method is ideal because,
There is availability of staff workers to cope with both systems running parallel.
To test the confidence of the new system.
System test plan

The system was subjected to various tests to find out if it is working according to the objectives laid out
.Below is table showing how the system was tested and the results it showed.
Test
Password
and
category
Date
Customer id
Customer
national id
Amount
Id
Test Data
Paul -manager
Paul Secretary
Expected result
Accepted
Rejected
Date
alphabetic
Numeric characters
Alphabetic characters
Numeric characters
Integer
String
Numeric characters
Accepted
Rejected
Accepted
Rejected
Accepted
Invalid
Correct
Invalid
Accepted
Rejected
55
Add record
Address
Payment
amount
form
All fields entered

Some empty
number valid
number valid
You have to select
reason for payment to
enter one.
Record accepted
Record rejected
accepted
replacement rejected
Example
invalid entry
56
USER TRAINING
The users will be trained about the new system so that they can be conversant with it.procedural
training will be an option whereby all the staff will be provided with written procedures for
reference.to make the training more efficient, procedural training will be combined with on job
training whereby tasks will be assigned and instructions given on what and how to do.
The training will be done by staff that will have undergone special training in a seminar. These will
help me meet the training objectives.
6.4 CHANGEOVER
I intend to use parallel conversion when implementing. The advantages of parallel conversion are:
The entire system maybe checked prior to first production run.
The users become familiar with the new system prior to actual changeover
The users will be trained about the system as time goes hence they wont reject the new
system
The management and users will be able to compare the two systems adjacently
The daily operations will not be affected while the new system will be being introduced
57
6.5 THE USER MANUAL
This user manual is intended to help the staff of the Evestar resort in the operations of the resort and hence
make their work easier in every way. It clearly explains the processes of program installation, loading,
running, exiting, back-up and the individual module walkthroughs.
PROGRAM INSTALLATION:
To successfully load the system from the CD-ROM, the following are the minimum requirements:
A mouse to issue the commands into the system
A keyboard to key in commands and instructions where necessary to do so
A WINDOW-based operating system especially WINDOWS 2000, XP etc
A CD-ROM drive to read the program from the CD for installation
You need a VISUAL BASIC package for the program to run
58
You need backup storage in case of data loss either due to human error or even system crash
LOADING THE PROGRAM FORM THE HARD DISK DRIVE:
Boot up the computer
Click on the start button
Select the control panel from the start menu
From the control menu, select add or remove programs
Select the add new programs tab
Then follow the on-screen procedures to install the program
STARTING AND RUNNING THE SYSTEM
Click on the start button
Then click on all programs if the program has not been loaded onto the main start-up button
To run the system, enter the correct username and password then click Ok
ENTERING DATA
Open the form you want to enter data
Select fields
Choose the commands below to do what you want with the data
CHECKING OUTPUT
Open the equivalent report
View results
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HOW TO EXIT THE SYSTEM

To exit the system, close the current module if any then, on the monitor window of the system click on the
EXIT button.
On the message box that appears, select OK. The program shuts down
BACKING UP DATA
There will be constant need to backup your data in order to prevent extreme inconveniences in the case of
data loss.
Back up copies could be stored on any high capacity disk e.g. a flash disk, external hard disk etc
CHAPTER SEVEN
DOCUMENTATION OF DESIGN TOOLS
The following design tools have been used during project development:
Data flow diagrams
System flowcharts
Context diagrams
Data flow diagrams
60
Entity: They supply input data into the system
Process: they show what the system does or actions performed

upon data
Dataflow:Flowing
It showsinto
passage
or flow of data into the system
the system
Data store: Its storage for data retained in the system
System flowchart
61
Input/output: Shows the various Input and output operations
Decision: its a decision function used to document points for

alternatives
Terminator: shows the start or end of the flowchart
Manual input: shows input through the keyboard
Document: shows the documents used in the system
Connector: connects two or more processes
CHAPTER EIGHT
62
System limitations
The use of this system is limited to a WINDOWS- based environment for its successful operation.
The system also requires trained personnel in order to operate it to its best
This system will in future require maintenance and upgrades hence the need to have funds for these set
aside
CHALLANGES
The main problem was that I started the project about two months after the speculated time hence
there was minimal time for project development.
There was not enough time to use the computers as most of the time the computer lab was
inaccessible, hence the time to create the system was quite limited
Fatigue and tire due to long hours of using the computers
The computers were too slow thereby reducing by far the time to create my system.
The whole process of creating the system actually gave me a great sense of joy since I am now
conversant with programming.
CONCLUSION
It is my sincere hope that this system will be of great benefit to Evestar resort. The stock control process
is now faster and more user friendly hence reducing the possibility of errors in the resort inventory
process. This will by far help the resort in generating better income resulting from improved customer
service, and cost effective activities.
In conclusion I do hope that the Evestar resort will surely find this system useful.
63
RECCOMENDATION
The system needs to be improved so as to cope up with the changing user needs and requirements.
Evestar resort management should computerize its organization to make its operations efficient. The
following are the recommendations from the system analyst on the new system
1) Making the system to be compatible to other operating environments (platforms).
2) Further modifications of the system will eliminate manual work of entering details e.g. making
use of bar codes readers, scanners and touch screens.
3) Hardware facilities to be added into the system in order to make the system stable hence
increasing its efficiency and reliability. The system to be connected to the internet hence it will
be easier to communicate using email addresses.
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APPENDIX
The interviewed persons were asked the following questions:
RECEPTIONIST
How is the current stock system working and how are you involved at the front office?
What information do you get from the customer and what information do you provide to the
next level?
What problems do you face currently and what changes would expect from the new system?
Are there any changes you would recommend to be included in the new system?
CHIEF ACCOUNTANT
1. What are your main responsibilities with regard to the management of the inventory system?
2. What information do you get from the lower levels and what kind of information do you use
to produce the stock lists?
3. What outputs do you get from the information so as to come up with the stock list?
4. What problems do you face with regard to the current stock system and what would you
expect from the new system?
ASSISTANT ACCOUNTANT
1. How do you prepare the final stock list?
2. How is the current stock control system functioning with regard your working?
3. What problems do you face in the department?
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A SAMPLE QUESTIONAIRE
Date --
Job Title
Data Entry clerk
Do you think the current manual procedure should be computerized?

Yes
No
Do you think the computerized system will improve your performance?

Yes
No
How would you grade your current working conditions?

Yes
No
Approximately how many customers do you attend in a

day? ......................................................................................................................
....
How has the company been dealing with complains from its
customers? ............................................................................................................
.............
What percentage of the customers experience delays due to bookings?
66

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CHAPTER ONE

1.2 CURRENT SYSTEM OPERATING

The Purchasing Manager writes a receipt, which has redundant data

Time is wasted when entering and verifying the transactions.

It is so tedious in manual process in keeping stock and supplier records.

Wastage of records in terms of paperwork, which disappoints or frustrates the management.

There is no reliability of data and a lot of duplication.

Searching of records is very difficult.

Production of reports is not efficient.

1. Use of passwords will minimize data insecurity.

To enhance data integrity by ensuring completeness and accuracy of data

To improve service delivery by making fast and efficient response to customers

To reduce data redundancy through the use of accounting packages

To cope with the advancing technology

Minimal or no duplication of records

Faster retrieval and access to data files

Better file security due to enforcement of user level security

Quick production of ad hoc reports

3.1 DATA COLLECTION

The chief accountant

SAMPLES OF INTERVIEW GUIDELINE

INTERVIEWER QUESTION OR OBJECTIVES

-thank participants for their valuable time

PROBLEMS ENCOUNTERED DURING ANALYSIS

A lot of time was used when interviewing the individuals.

Some areas were private and could not be entered.

It was difficult to prepare short and brief questions

Climatic condition-it was so cold and rained heavily

3.2 SYSTEM ANALYSIS

3.2.1 FEASIBILITY STUDY

3.2.2Operational feasibility study

3.2.3 Economic feasibility

CONTEXT DIAGRAM OF NEW SYSTEM

Customer master file

4.2OUTPUT FORMS DESIGN AND INPUT FORMS DESIGN

The outputs form the system include the following

STOCK DETAILS FORM

SUPPLIER DETAILS FORM

SALES TRANSACTIONS FORM

LOGGED USER FORM

4.3 PROCESS DESIGN

Stock code- a unique code to identify each item in a stock

Stock details report

Supplier details report

Sales transactions report

4.5 DATABASE DESIGN

CUSTOMER DETAILS TABLE

CONSTRAINTS FIELD SIZE

STOCK DETAILS TABLE

Reorder quantity Number

CONSTRAINTS FIELD SIZE

SUPPLIER DETAILS TABLE

CONSTRAINTS FIELD SIZE

Telephone number number

CONSTRAINTS FIELD SIZE

Confirm password number

Sales transactions table

CONSTRAINTS FIELD SIZE

Customer number number

4.6 SYSTEM FLOWCHART

Save details and

4.7 PROGRAM FLOWCHART FOR INDIVIDUAL MODULES

Overall proposed system data flow diagram