NAME: Tapiwa Munamati

Candidate NO: 5037

Centre No: 060116
SCHOOL: Gutu High Schoool

Kwekwe Street Hostel

Management System

1
Contents
SECTION A ............................................................................................................................................... 4
Questionnaire: .................................................................................................................................... 6
Problem with the current system ........................................................ Error! Bookmark not defined.
FEASIBILITY STUDY .............................................................................................................................. 8
Social Feasibility...................................................................................... Error! Bookmark not defined.
Requirements Specification ................................................................. Error! Bookmark not defined.
AIMS OF THE NEW SYSTEM ................................................................. Error! Bookmark not defined.
OBJECTIVES OF THE NEW SYSTEM ....................................................... Error! Bookmark not defined.
SECTION B ................................................................................................ Error! Bookmark not defined.
Alternative using existing Manual system ........................................... Error! Bookmark not defined.
JUSTIFICATION OF THE PROPOSED SOLUTION .................................... Error! Bookmark not defined.
Input Design ......................................................................................... Error! Bookmark not defined.
Screen Layouts: .................................................................................... Error! Bookmark not defined.
File Design ............................................................................................ Error! Bookmark not defined.
E.R.D. .................................................................................................... Error! Bookmark not defined.
OVERAL PLAN ....................................................................................... Error! Bookmark not defined.
Output Design: ..................................................................................... Error! Bookmark not defined.
MENUS WITH ON SCREEN COMMANDS .............................................. Error! Bookmark not defined.
Test Plan:.............................................................................................. Error! Bookmark not defined.
SECTION C ................................................................................................ Error! Bookmark not defined.
PROGRAM LISTING ............................................................................... Error! Bookmark not defined.
Main Menu Form Pseudo codes ....................................................................................................... 30
Employee Form Pseudo code: ............................................................. Error! Bookmark not defined.
Query Switchboard Pseudo code: ........................................................ Error! Bookmark not defined.
Main Menu Flowchart.......................................................................... Error! Bookmark not defined.
Employee Form Flowchart ................................................................... Error! Bookmark not defined.
Forms Menu Flowchart ........................................................................ Error! Bookmark not defined.
User Documentation: ........................................................................................................................ 36
RUNNING THE SYSTEM ........................................................................ Error! Bookmark not defined.
Navigation of the system ..................................................................... Error! Bookmark not defined.
Section D: Testing and Evaluation ....................................................... Error! Bookmark not defined.
User Testing::Testing for standard (Normal) Data: .............................. Error! Bookmark not defined.

2
Testing for extreme Data ..................................................................... Error! Bookmark not defined.
Testing for Abnormal Data: .................................................................. Error! Bookmark not defined.
Sample Run .......................................................................................... Error! Bookmark not defined.
Testing For Standard Data ................................................................... Error! Bookmark not defined.
............................................................................................................. Error! Bookmark not defined.
Testing For Extreme Data .................................................................... Error! Bookmark not defined.
Error Messages .................................................................................... Error! Bookmark not defined.
Testing For Abnormal Data ................................................................. Error! Bookmark not defined.
Evaluation of the system...................................................................... Error! Bookmark not defined.

3
 SECTION A: SELECTION, INVETIGATION AND ANALYSIS
Kwekwe Street Hostel is an organisation which offers good living standards for those who

visit in kwekwe from various cities and towns. The organisation started to operate in 1941

and it is located in Kwekwe near Fitchely Street. It contains 45 staff members and the

organisational structure goes as follows Manager, Assistant Manager, Catering Department,

Cleaning Department then Accounting Department. It faced problems in allocation of

customers in the hostels because it uses a manual book recording system. Some of the

customers complained about the hostels management because it contains a lot of paper work

which may result in double entry or double allocation of same person in different hostels

which results in empty rooms.

Kwekwe street hostel organogram

Supreme Manager

Assistant Manager Accounting Manager

Account
Department

Supervisors Catering Manager

Catering
Department

Subordinates Subordinates

Cleaning
Department

4
 Investigation of the current system
First
Dataflow Diagram Name

Surname
Customers IDNumbe
r Customers File
Registration
First
Occupation
Name Address
CustomerID Number
Surname
IDNumbe
r Customer
Name,
Occupation Booking File
Address Amount Paid
Payment

Customer
Name,
Customer
ID Number

Customer
Name
Checking
Sum Paid For Customer File
Customers

Customer
ID Number

Customer
Verification Name
Of Customer Customer ID
ID Num and Cards Files
cards
First
First
Name
Name
Surname
Surname IDNumber
Employees IDNumbe
r Employee File
Registration
First 5
Occupation
Name
Address
Surname
Research Instruments: Questionnaire

Date …../….../…… Female Male

1. How does the current system works?

………………………………………………………………………………………………
……………………………………………………………………………………….

2. Which problems are you facing with the current system?

………………………………………………………………………………………………
…………………………………………................................................................................
.......................................................................................................

3. For how long have you been using the current system?

………………………………………………………………………………………………
……………………………………..

4. Which improvements do you think should be done to the current system?

………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
……………….

5. How do you want the new system to operate?

………………………………………………………………………………………………
………………………………………………………………………………………………
…………………………………………………………

On the following questions you just put a tick on the box

6. Does the updating of files disturb the helping of customers?

Yes

6
 No

7. How do you often do records go missing records?

Rarely

Very frequently

8. Where do you keep your records?

Counter book

Flat files

Problem with the current system

The system that operates consists of a lot of paper work which lead to a lot of errors that are

made due to a lot of writing. Some of the students are being allocated twice in the same

hostel and some of them are being forget to be put in the hostels due to work overload. Some

of the problems are as follows:

 Data duplication which may result in

 No back up facility. Records on paper can easily get stolen, burnt, lost, thus if

information is lost it cannot be retrieved.

 It took a lot of time to do the editing, deleting and amending records.

 There is reduced amount of speed of processing files using the manual filling rather

than a computerized system

 There is also a lot of time being consumed on checking out the records than

7
FEASIBILITY STUDY

There are some checkouts that are needed to be done before embarking the project, you
should check whether if it is feasible to carry out that particular project. The elements of the
feasibility study are as follows: 1. Technical feasibility

2. Economic feasibility

3. Operational feasibility

4. Social feasibility

5. Legal feasibility

Technical Feasibility

The proposed system will be characterised by new technology and it is essential to validate
its technical feasibility. The extent of the successful development and implementation of the
system also depend on the availability of technical expertise. According to interviews carried
out with the boarding master, the organizations workforce does not compromise of I.T
personnel so the organization has to consider the following alternatives:

 Familiarity with new technology - The familiarity of the technology which will be
used to develop the Kwekwe street hostel management system will be needed by
organizing a learning curve or training workshop where workers who will be in
charge of the system will be trained so that they will be able to monitor the business
activities.

 Hire I.T personnel to work in the organization: the organization has to consider
incurring the costs of employing new personnel to run and maintain I.T infrastructure
for the efficient running of the proposed system. Kwekwe Street Hostel should also
be cushioned against the costs of training new personnel on the proposed system.

 Consultation: the organization can consult the developer through-out the systems
functions. Here the cost of consultation is very important for the subsequent
budgetary considerations that have to be made.

 Equipment necessary to deploy in the project: acquiring new advanced hardware can
enhance the systems performance and speed.

8
Schedule Feasibility

Phase Start End Duration(weeks)

Planning 06/07/2018 13/08/2018 1

Analysis 13/07/2018 27/08/2018 2

Design 27/08/2018 12/08/2018 2

Implementation 12/08/2018 26/08/2018 2

Maintenance 26/08/2018 02/08/2018 1

Table 1.2: Break down of all tasks to be done during project lifecycle and their duration

The project time allocation for each stage are shown on the schedule table and then followed
by the Gantt chart.

ACTIVITY WK WK WK WK WK WK WK WK WK

1 2 3 4 5 6 7 8 9

Planning

Analysis

Design

Implementation

Maintenance

Documentation

Table 1.3: Gantt chart.

9
Economic feasibility

This involves the measure of cost effectiveness of the Kwekwe street hostel system. A cost-
benefit analysis is important in evaluating the economic feasibility of the new project. The
tangible and intangible aspects facilitate a consistent basis for evaluation. The following part
can clearly show the cost-benefit analysis of the Kwekwe street hostel system.

Legal Feasibility

The City council granted me permission to carry out my proposed projects since I had to interfere
with some of the city’s property which helped a lot. If the local council would have refused to help me
then it was going to be a big challenge.

COST-BENEFIT ANALYSIS

BENEFITS

Tangible benefits US$

Reduced salary bills 75.00

Reduced stationery costs 35.00

Total 110.00

Intangible benefits

Improved worker morale 25.00

Improved speed and efficiency 80.00

Security of data 25.00

Total 130.00

TOTAL BENEFITS 240.00

COST

Development costs

10
Software: Visual Basic 20.00

Monitor 40.00

CPU 80.00

Printer (Color) 50.00

Development labor 400.00

Total 590.00

Operational costs

Hardware repairs 80.00

User training 50.00

Consumables 30.00

Total 160.00

TOTAL COSTS 990.00

Operational Feasibility

Operational feasibility is mainly concerned with issues like whether the system will be used if
it is developed and implemented. Whether there will be resistance from users that will affect
the possible application benefits? The essential questions that help in testing the operational
feasibility of a system are following.

You are required just to tick on the following questionnaire (yes / no)

YES NO
 Does management support the project?

 Are the users not happy with current business practices?

 Will it reduce the time (operation) considerably?

 Have the users been involved in the planning and development of the
project?
 Will the developed system really benefit the organization?

 Will the system effect the organisation in considerable way?

11
Social Feasibility

It addresses the influences that a designed project may have social system in the environment
of the project.

Some employees of the Kwekwe street hostel who will be using this system were not very well
pleased with the system because they thought that the workplaces of their workmates were
going to be covered by this system especially those workers who used to deal with the manual
system because most of the activities will be covered on the forms of the system which will be
linked with the database.

However, I am using the visual basic programming language which can help to organize some
graphical user interfaces which are user friendly and the management of the street hostel had
requested for a training workshop to just show their workplaces but the system would have
been designed for them to cover their job activities very quickly without some problems.

In a nutshell the technical, economic, social feasibility can clearly show the measure of how
beneficial and practical the development of the Kwekwe street hostel system is important for
the business activities of the street hostels.

Legal Feasibility

The new system does not violet and it does not interfere the state and legal requirements for
instance laws outlined in the data protection act. The system operates according to the laws and
regulations set by the Government to the systems developers. It is licenced and righted to
Kwekwe Street Hostel and it has no harm to the community and is user friendly to its users and
it has a high security level such that the data it stores is not illegally accessed by terrorists and
thieves.

Requirements Specification

User Requirements

 To do away with the labor intensive system by computerizing the existing system
 The system should be able to delete old records.
 The system should be able to arrange the students surname automatically in
chronological order.

Software Requirements

VB (visual basic) 6.1/ 10

Microsoft access (database)
Microsoft excel -
Windows operating system 7/ 8.1/ 10
RAM storage 2 (GB)
PC(Laptop) HP coi7

12
Hardware Requirements

The hardware requirements are categorized and listed below.

The table below summarizes the requirements that are needed for the server on which the
database is going to reside

Server specification requirements:

Component Minimum Recommended Available specs

requirements requirements

Processor 566Mhz 1.4Gh 66Mhz

Cache processor 256kb 512kb -

Memory 256Mb 512Mb 64Mb

Hard disk drive 2Gb 40Gb 1Gb

Network card 10/100 10/100/ 10/100

Ups - Apc smart -

UPS300va

Cd rom drive 48X 56X 32X

Tape drive 20/40 20/40 -

UPS 100Mat 200Mat -

Printer Dot matrix Dot matrix Laser jet

PC (personal
computer)

AIMS OF THE NEW SYSTEM

 This project is aimed at developing a system that will improve the record keeping of
the boys at Kwekwe Street hostels.
 It is also aimed at assisting on the role call
 To reduce the need for more employees;
 To be user friendly
 To allow automatic and fast entry of data;
 To reduce paperwork

13
  To reduce redundancy and duplication

OBJECTIVES OF THE NEW SYSTEM

 The system should be able to delete records of deceased members, defaulted

members or those who decide to leave the organization
 To automate the back-up facility through storage devices as DVDs, Rewritable
Compact disks, Magnetic tapes.
 To provide fast access, retrieval and processing of customers records efficiently.
 To do away with the labour intensive system by computerizing the existing system.
 Ensure that all students’ records are up to date.
 To print the records.
 The system should be able to amend the existing records.

14
SECTION B: DESIGN
Alternative using existing Manual system

Manual system was the system, which was on the starting position of monitoring the pharmacy
stock, but it had some problems, which it might be bringing up to the Pharmacy. These
problems include that it need too much stationery for recording all the business activities, which
will be taking place on the Pharmacy. This system also updates the records very slowly because
it takes time to calculate the activities using this manual system. Stationery is not expensive
these days.

Advantages of manual system

 No need for experience on how to use the manual system.

 Less maintenance costs
 It uses cheap resources like paper and pen
 Easy to get employees since it has no need for trained personnel

Disadvantages of manual system

 Less efficient
 Prone to repetition since verification is done by humans who may make errors when
verifying
 May not suit the current modern working practise

Alternative Design Tailor made software (Python)

Advantages of using Python

• It’s easy to integrate with other languages and programs

• The end-product can be very customizable from users perspective, Python typically
load quickly and in the background often requiring little or no input

• It can significantly increase the available functions in an application and enhance the
features available on a website

Disadvantages of using Python

• Designing the Hostel system using Python will take relatively a longer period

• It takes relatively longer to design than purchasing and off-the-shelf system

• Complex for designers to use the language therefore …

• End product is more likely to have more errors

• Using Python means the System cannot be modified to operate on devices that do not
run on windows OS.

15
JUSTIFICATION OF THE PROPOSED SOLUTION

Off the shelf System Visual Basic

I decided to use tailor made software visual basic 2010 and Microsoft 2013 to support
Kwekwe Street Hostel System because it will be easier to save, add, edit and delete a record.
It also stores the students` records. Visual Basic will be used to create or design interfaces
whilst Microsoft 2013 will be used to create the data base.

This was because:

 The syntax of VB is easier to understand than that of other languages;

 It is basically for the design of real world applications;

 Tutorials are easy to find and are vast for both Visual Basic 2010 and Microsoft Access
2013;

 Off-The Shelf will provide a competitive edge over rivals as they cannot obtain the same
copy.

 No need to stumble into someone’s mistakes as it might be with customized;

 It can design queries, reports etc. in a fast, efficient and quick manner

Disadvantages of final selection

 It may be time consuming to develop and implement the new system as compared
to purchasing an off-the-shelf package

 Microsoft Visual Basic Programming languages are constantly being upgraded

and therefore will also need this kind of updating to keep up with competitors.

 If the system is not operationally feasible it may succumb to failure or high break
down cost.

16
Input Design

Data Capture Form:

17
18
Screen Layouts:

19
File Design

Kwekwe Street Hostel management system four files namely Employee details File(contains
full details of all the employees in the organization), Customer details File(contains full
details of the customers), Employee acc file(contains customer acc No:, ID 1st Name and 2nd
Name) and Customer acc file(Contains Employee acc No: ID 1st Name and 2nd Name)

Customer Details File

Field name Data type Size Format Validation Example

CustomerID Number 14 Number only Customer`s 1
ID Num

Room No Number 14 Number only Customer`s 110

room No

First name Text 14 Alphabetic only Nyasha

Customer `s
name

Secname Text 14 Alphabetic only Customer `s Chikombe

surname

Address Text 14 VarChar Customer`s Gutu Hwiru

Address

Phone No Number 14 Number Customer`s 0774 730065

Phone Num

Email Add Text 14 Alphabetic Customer`s nyashac@gmail.

Email Add com

Account No Num 14 Number Customer`s 58889900099487

Account No

Gender Text 14 Text Customer`s Male

Sex

Date of Date/Time 14 dd/mm/yyyy Customer`s 05/07/99

birth date of birth

Profession Text 14 Text Customer`s Local Student

qualification

20
Employees Details File

Field name Data type Size Format Validation Example

EmployeeID Number 14 Number only Employee `s 1
ID Num

First name Text 14 Alphabetic only Employee `s Nyasha

name

Employee `s
Secname Text 14 Alphabetic only surname Chikombe

Employee `s
Address Text 14 VarChar Address Amaven Kwekwe
W683
Employee `s
Phone No Number 14 Number Phone Num 0774 730065

Employee `s
Email Add Text 14 Alphabetic Email Add nyashac@gmail.
com
Employee `s
Account No Num 14 Number Account No 58889900099487

Employee `s
Gender Text 14 Text Sex Male

Employee `s
Date of Date/Time 14 dd/mm/yyyy date of birth 05/07/99
birth
Employee`s
Profession Text 14 Text qualification Local Student

21
Customer Accounts Files

Field name Data type Size Format Validation Example

CustomerID Number 14 Number only Customer`s ID 1

Num

Room No Number 14 Number only Customer`s 110

room No

First name Text 14 Alphabetic only Customer `s Nyasha

name

Customer `s
Secname Text 14 Alphabetic only surname Chikombe

Customer`s
Email Add Text 14 Alphabetic Email Add nyashac@gmail.
com
Customer`s
Account No Num 14 Number Account No 58889900099487

Customer`s Sex
Gender Text 14 Text Male
Customer`s
Meal payments
Meal Areas Text 14 Text Weekly $60
Customer`s
payments

Payments Text 14 Text Customer`s date $8200/year

of birth

Date of Date/Time 14 dd/mm/yyyy Customer`s 05/07/99

birth qualification

Profession Text 14 Text Go to work

22
Employee Accounts File

Field name Data type Size Format Validation Example

CustomerID Number 14 Number only Customer`s ID 1

Num

First name Text 14 Alphabetic only Customer `s Nyasha

name

Employee `s
Secname Text 14 Alphabetic only surname Chikombe

Employee `s
Email Add Text 14 Alphabetic Email Add nyashac@gmail.
com
Employee `s
Account No Num 14 Number Account No 58889900099487

Employee `s
Gender Text 14 Text Sex Male

Date of Date/Time 14 dd/mm/yyyy Employee `s 05/07/99

birth date of birth

Profession Text 14 Text Employee`s Go to work

qualification

E.R.D

23
OVERAL PLAN

Loading

Log In
Exit

Home Page

ADD
Employe Record
ADD
e Details ADD
Record
Record Save
Record
Custome Save
r Details Save
Record
Customer Record Delete
Acc Record
Custome Delete
Details Delete
r Record
Employee Record Print
Accounts
Acc Record
About Print
Details Print
Record Upload
Record
Picture
Exit
Upload
Upload
Picture Move First
Picture
Record
Move First
Move First
Record Move Last
Record
Record
Move Last
Move Last
Record Exit
Record

Exit
Exit

24
Output Design:

Specification of Required Output:

 Output data of Kwekwe Street Hostel System is in the form of screen displays. The
output consists of Student details Form, fee payment Form and their respective
Queries and Reports.

 The Forms and Queries can be manipulated using the following command buttons:
“Print, Save Record, Add Record, Search, Edit, Close, Last Record, First
Record, Next Record and Delete”.

 The Main Menu Form provides a Drop down and Popup menu allowing many
options to be selected. Additional Forms include: Welcome Form, Help Form and
Splash Form which enable easy navigation of the system.

MENUS WITH ON SCREEN COMMANDS

Query

25
Form

Test Plan:

Black-box Testing:

Black-box Testing is whereby the system, Kwekwe Street Hostel Management system, is
regarded as a black box and is tested according to its specification. No accounts are taken by
the analyst of how the program is written. Different values are to be tested including:
Standard (typical /normal) values, Extreme (borderline) values and values which are
Abnormal (not acceptable). The reasons for use of Black Box testing are that the program is
tested according to its specifications and different values are entered for variables to
determine whether the program can cope with them.

Justification of black box testing

 Black box testing does not require knowledge of the code as needed to perform white
box testing, so any one can perform the testing to see if the system is working, this
will save time since there is time limit.

 Black box testing tests the functionality of the system not the structure of the system

 Quicker test case development

26
Because the tester is only concerned with the GUI, they do not need to spend time identifying
all of the internal paths that may be involved in a specific process; they need only concern
themselves with the various paths through the GUI that a user may take.

 Simplicity. Where large, highly complex applications or systems exist black-box

testing offers a means of simplifying the testing process by focusing on valid and
invalid inputs and ensuring the correct outputs are received.

NB: - Only Standard, Extreme and Abnormal data was used for system testing.

Testing for Standard (Normal) Data:

For standard data testing, the data must be accepted and the examples of the data to be tested
will be as follows:

 The Field Name: “Hostel Number” was tested for correct value in the Subscription
File i.e. a value greater than Zero. For Example: “50” which should be accepted!

 The Field Name: “ID Number” was tested for correct value in the Student Details
File i.e. a value with Four Alpha-numeric Characters. For Example: “6-778654-L
34” which should be Accepted!

 The Field Name: “Date of Birth” was tested for correct value in the Subscription
File i.e. a value with correct range of Date/Time. For Example: “01/02/2000” which
should be Accepted!

Testing For Extreme Data:

For extreme data testing, the data must be accepted and the examples of the data to be tested
will be as follows:

 The Field Name: “Room Number” was tested for maximum (upper extreme) and
minimum value (lower extreme) in the Subscription File i.e. For Example: “0 and
50” respectively which should be Accepted!

 The Field Name: “ID Number” was tested for maximum (upper extreme) and
minimum value (lower extreme) in the Medical Aid Cards File for Example: “660”
respectively which should be Accepted!

 The Field Name: “Date of Birth” was tested for maximum (upper extreme) and
minimum value (lower extreme) in the Subscription File for Example: “01/01/1995
and 31/12/2006” respectively which should be Accepted!

27
Testing for Abnormal Data

 The Field Name: “Employee ID Number” was tested for abnormal data value in the
Employee File i.e. a value greater than Zero. For Example: “- 0.0132” which should
be Rejected!
 The Field Name: “Room no” was tested for abnormal data value in the Customers
File i.e. a value with Three numeric Characters. For Example: “100L” which should
be Rejected!
The Field Name: “Payments” was tested for abnormal data value in the Customer File i.e. a
value with incorrect range of date & amount. For Example: “$8200” which should be
Rejected

28
SECTION C: TECHNICAL DOCUMENTATION:
PROGRAM LISTING
'CODED BY TAPIWA MUNAMATI
'A LEVEL STUDENT AT GUTU HIGH SCHOOL:2017-2018

'TODO: This line of code loads data into the

'Kwekwe_Street_Hostel_DatabaseDataSet.employee_table' table. You can move, or remove
it, as needed.
'This line of code loads bolean data of male and female in gender combo box'
Private Sub Employeeedetails_Load(ByVal sender As System.Object, ByVal e As
System.EventArgs) Handles MyBase.Load

Me.Employee_tableTableAdapter.Fill(Me.Kwekwe_Street_Hostel_DatabaseDataSet.employee_ta
ble)
Employee_tableBindingNavigator.Hide()
Me.GenderComboBox.Items.Add("Male")
Me.GenderComboBox.Items.Add("Female")
Me.PCBox.Items.Add("Accounting dept")
Me.PCBox.Items.Add("ICT dept")
Me.PCBox.Items.Add("Catering dept")
Me.PCBox.Items.Add("Cleaning dept")
Me.PCBox.Items.Add("Adminstration dept")
End Sub

'THIS LINE OF CODE VALIDATES THE DIGITS ONLY TO BE ENTERED AND NOT LETTERS.'
' this message box shows when the user enters wrong details like letters instead of
numbers'.
Private Sub Phone_NoTextBox_KeyPress(ByVal sender As Object, ByVal e As
System.Windows.Forms.KeyPressEventArgs) Handles Phone_NoTextBox.KeyPress
If Char.IsDigit(e.KeyChar) = False And Char.IsControl(e.KeyChar) = False Then
e.Handled = True
MsgBox("Please enter valid number")
End If
End Sub

' this message box shows when the user enters wrong details like numbers instead of
letters'.
'THIS LINE OF CODE VALIDATES THE LETTERS ONLY TO BE ENTERED AND NOT DIGITS.'
Private Sub First_NameTextBox_KeyPress(ByVal sender As Object, ByVal e As
System.Windows.Forms.KeyPressEventArgs) Handles First_NameTextBox.KeyPress
If Char.IsLetter(e.KeyChar) = False And Char.IsControl(e.KeyChar) = False Then
e.Handled = True
MsgBox("Letters are only allowed")
End If
End Sub

' me. to do his line of code save all employee details filled on the
textboxes. ' this code doesnt save data if the textboxes are empty
' if the textboxes are filled the data is now ready to be saved if the details are
correctly entered'.
Private Sub Button5_Click(ByVal sender As System.Object, ByVal e As
System.EventArgs) Handles Button5.Click
If Email_AddTextBox.Text = "" Or GenderComboBox.Text = "" Or
First_NameTextBox.Text = "" Or Sec_NameTextBox.Text = "" Or

29
 PCBox.Text = "" Or Account_NoTextBox.Text = "" Or Phone_NoTextBox.Text =
"" Or AddressTextBox.Text = "" Then
MsgBox("Fill in all details please")
Else
Employee_tableBindingSource.EndEdit()

Employee_tableTableAdapter.Update(Kwekwe_Street_Hostel_DatabaseDataSet.employee_table)
MessageBox.Show("Data saved")
End If
End Sub

'THIS LINE OF CODE PRINT EMPLOYEES DETAILS

Private Sub Button12_Click(ByVal sender As System.Object, ByVal e As
System.EventArgs) Handles Button12.Click
PrintDocument1.Print()

'This public variable indicates the flag of the progressbar when it should stop'
Public CONTADOR As Integer

'This code Enables Timer in the whole form such that the progress bar increments soon
the form loads'
Private Sub Form1_Load(ByVal sender As System.Object, ByVal e As System.EventArgs)
Handles MyBase.Load
Timer1.Enabled = True
End Sub

'This code shows the progressbar value before it loads, its maximum to stop'
'It also shows Timer interval and when it is enabled'
Private Sub ProgressBar1_Click(ByVal sender As System.Object, ByVal e As
System.EventArgs) Handles ProgressBar1.Click
ProgressBar1.Value = 0.0
ProgressBar1.Maximum = 100
Timer1.Interval = 40
Timer1.Enabled = True
End Sub

'This line of code indicates the conditions for the progress bar when to increment and
when to stop for example if it is greater than 100 it stops'
'It also shows percentage status of the progressbar and the form that is shown
after the timer is disabled'
Private Sub Timer1_Tick(ByVal sender As System.Object, ByVal e As
System.EventArgs) Handles Timer1.Tick
If CONTADOR < 100 Then
ProgressBar1.Value = CONTADOR
CONTADOR = CONTADOR + 1
lblstatus.Text = "Loading..Pliz..Wait.."
lblstat.Text = ProgressBar1.Value & "%"
Else
Timer1.Enabled = False
Me.Hide()
LogIn.Show()
End If
End Sub

30
Technical Documentation

Main Menu Form Pseudo codes

Purpose: Allows the user to select an appropriate menu/option

Start
Open System Menu
Select case
Case of Option_1
Display Employees Form
Case of Option_2
Display Customer Form
Case of Option_3
Display Accounts Menu
Case of Option_4
Exit
If account = Admin Then
Display Administrator
End If
End Case
Close System Menu
End

Employee Form Pseudo code:

Purpose: Allows the user select an appropriate Form option.

Start
Select Option
If selected option is Add Then Show Blank Form
If selected option is Delete Then Delete Current Record
If selected option is Save Then Save Last Operation
If selected option is Upload pic Then Upload picture from pc
If selected option is Previous Then go to previous record
If selected option is Next Then go to next record
If selected option is First Then go to the first record
If selected option is Last Then go to the Last record
End If
End

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Query Switchboard Pseudo code:

Purpose: Allows the user to select an appropriate Query Menu.

Start

IF selection is Employee Query then

Show Employee Query

Else IF selection is Customer Query then

Show Customer Query

Else IF selection is Employee Accounts Query then

Show Employee Accounts Query

IF selection is Customer Accounts query then

Show Customer Accounts Query

End if
End

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 Main Menu Flowchart

Start

System Menu

NO
Yes Forms
Is it Forms
Menu?
Menu

NO
Yes Yes

Is it Queries Queries
Menu? Menu

NO Yes
About
Is it About
Menu
Menu?

Stop

33
 Employee Form Flowchart

Start

Select
From
Options

NO
Add

NO YES
Delete

NO A blank
YES
form
Save
YES
YES Delete current
NO record

Upload Save new

YES
pic v
record
Exit

YES
Upload
image jpg

Cancel last
operation

Stop

34
Forms Menu Flowchart

Start

Forms Menu

Select
From

NO
Employee
Form

NO
Yes Custo
mer
Forrm
Employee
acc Form About
Yes
Form

Custome
r Form Yes

About
Form

Stop

35
User Documentation:

 Insert the installation Flash disk.

 Open My Computer.
 Select the Flash disk right click and open until you reach the Debug folder, then
screen below will be shown.

 Select option “Install or run program from your media”

36
  The screen below will be shown.

 Select and right click “Kwekwe_Street_Hostel_Management_System Set Up”

 After that the system will show a form like the one below

37
  After this Welcome form appear, select the button “Next” to proceed with
installation.

 After selecting the button next then the “Directory” form will be shown as like the
below.

38
 When you double click on the “Next”, it will ask whether to allow the program to install
or not then, choose yes.
 Do not change the directory of installation: use the default one in the setup that is
“C:\Program Files\Kwekwe_STREET_Hostel_Management_System”!!
 After choosing the right directory and the option yes the Confirmation form should be
shown like the one below.

 Then double click the button “NEXT” to install.

 Afterwards, the “Installing” form will be shown then click then button “Next” to
proceed with the installation as on screen below which is named “Installing”
 When the installer finishes, it will open the “End” form system.
 If the launch check box is checked the system will be run on exiting the installer.

39
 VZ

 Final the “End” form is shown; the system will have successfully installed.
STARTING THE SYSTEM

 When you have installed the software “Kwekwe Street Hostel system”. The user must
go and click the “Start Button “and then select option “Program”.
 The user will find the start folder “Kwekwe_Street_Hostel_system”. Click on the
software and it will start. Below is form showing steps needed to be done.

 Open the application or icon named Kwekwe_Street_Hostel_management_system.

40
 Fill in the Username textbox and th passcode textbox to continue.
 The Username required is “admin” in small letters and the Passcode required is
“passcode” in small letters.
 If the username and passcode are incorrect then the following error messages are to
be shown.

41
Navigation of the system

 Below is the Passcode form, then the Home Page after entering the username and
passcode on the login form.

42
 If click this button you If click this button
can open employee you exit the
details form and queries system

 If Logging was successful, then this Home page will be shown after you are now
logged In.
 From here the user can navigate the entire system, customer details, queries,
account details and their quires even the help button. All buttons are named
accordingly to their function.

43
Section D: Testing and Evaluation
User Testing::Testing for standard (Normal) Data:

Form/File/Table Test Field Test Data Results

Employees EmployeeID Number 1 Accepted

Occupation Accounting Dpt Accepted

Description

Date Of Birth 09/10/1994 Accepted

Phone Number 07780976112 Accepted

Account Number 7766454545883633 Accepted

Gender Male/Female Accepted

Name Lovest Cheten Accepted

Testing for extreme Data

Form/File/Table Test Field Test Data Results

Employee Acc Employee ID 1 Accepted

First name Relax Accepted

Account No 64534666645436783 Accepted

Pay $ 4 000 000 Accepted

Email add tapiwamunamati@gmail.com Accepted

Gender Male Accepted

Date of Birth 1/07/88 Accepted

Profession ICT dept Accepted

44
Testing for Abnormal Data:

Form/File/Table Test Field Test Data Results

Employee Acc Employee ID 187 Rejected

First name Relax Chill down Rejected

Account No 5454r09u97774 Rejected

Pay $ 10 000 000 Rejected

Email add Relaxchilldow7653n@gmail.com Rejected

Gender Male / Female Rejected

Date of birth 1/12/45 Rejected

Profession ICT/Cleaning dept Rejected

45
SAMPLE RUN:

Testing For Standard Data

Testing For Extreme Data

46
Error Messages

Testing For Abnormal Data

These are the messages displayed in case of invalid input or valid input respectively

Evaluation of the system

After the completion of the development of KWEKWE Street Hostel System, it has several
benefits as compared to the previous weaknesses and constraints now.

Achievements:

 The system can now add records

 Deletion of unnecessary records is now possible.
 The system is now user friendly for you can play music while accessing the system.
 Printing of records rather than writing manually.
 Uploading the employee and customer business ID Photos.

47
  Queries can now be generated and record retrieval is now fast, thus long queues are
foregone
 Sorting of records in a particular order, either ascending or descending is now possible
according to ID numbers.
 Data security has been greatly improved as individual records of customers and are
kept separately and there is no mix up of records.

Limitations

 The system was unable to produce reports

 The system cannot search records
 As part of the Aims and Objectives, I could not achieve some of the things as planned
due to factors such as time. Costs can still be incurred by the New System, such as
purchasing of Paper for printing.
 However, to a greater extent, the objectives of the system were met and this was a
success.

Opportunities for Further Developments

This system can be improved greatly and be expanded also as time moves on.
 Currently this system has 6 modules and it can be improved by expanding it and hence
producing, say, 9 modules. The extension modules can be classification of rooms Gold
for High income earners, Silver for medium income earners and Bronze for low income
earners so as to distinguish between the customers of the Kwekwe Street Hostel who
book for different levels of the Rooms.

 To be able to add a module that shows the history of the users that logged in the
system for security reasons.

48