ABSTRACT

The main aim of this project is to solve the problems being experienced by local and developing
SCHOOLS in the interior parts of Kericho.

Questionnaires and observations are methods that was used to collect data. The
respondents were the village heads, villagers and the hospitals staff who played a significant
role. The data that was randomly sampled were from 50 respondents.

The findings clearly showed that the current manual system being used was burdening the
users. Also it was noted that the manual system was slow, tiresome, cumbersome and
consumed a lot of time.

The above findings made me develop a system in visual basic to try and solve the above
highlighted problems. This is the documentation of the project with features showing how
to run the system and other details needed to successfully run the system.

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CHAPTER 1:

1.0 Introduction

In the era of technology, where everything needs to be done efficiently and effectively the
existences of School Management System (SMS) become necessary. The use of SMS can
enhance the services and also the work flow of all activity that happens in school where it
helps in reducing the workload of medical staff, the number of man power needed and it also
make school management become more manageable and easier to control.

The school Management System is a windows-based software designed for registration and
management of patient’s records and easy access of the records. The system will be used to
assist the register, students, teachers and non teaching staffs to store and manage records in
a school for easier access and reference. All these activities are done routinely and would be
cumbersome on the employees if done manually hence need of an efficient easy to use
management software that will help ease the workload on employees in the school.

Currently, there is a huge number of schoools that keep their records in books and store them
manually. it’s a very formal way of storing data and records but the demerit of storing data in
this manner is poor handling of the books may lead to lose of data , the books are not that
much secure and are easily perishable furthermore books have no back up once lost cannot be
retrieved. Applying this system in such institutions will help manage these records and
preserve the information for longer periods of time and also make its access far much simpler
and easier, it also ensures accuracy and openness of the patient’s details / records.

1.1 Problem statement.

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In our county, most schoools have not embraced the new technologies that can improve their
management and also profits.as a result, most of them use analogue systems to capture and
manage data.

Large space usage. Use of paper to record data requires large space for storage over time.
This can be seen in many places where analogue systems are in use.

Inefficient back up methods. Old systems especially that which are analogue do not provide
effective ways to back up data and as a result data can be permanently lost in the event data is
damaged or misplaced. This may lead to the collapse of the institution.

.Analogue systems do not allow efficient supervision of its users and thus employees are
likely to commit fraud undetected and get away with it.

1.2 Objectives of the system

 The Enable better supervision of employees and students.

Employees are the core entity in ensuring maximum and sufficient service. The
problem is in the supervision, where employees are bound to get away with anything
without the institution’s notice. The new system will have a record of all stake holders
involved in the institution, including employees. This will establish a clear strategy
that will ensure easy employee supervision.

 Reduce operational cost.

Since a single system will be set to monitor and process loads of the school operation,
this will cut down on the unnecessary spending. The rest of the capital will help in
improving the institution facilities and other amenities.

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1.3 Benefits of school Management System
 Reducing operational cost. Our project aim is to come up with a software
product that will reduce the operational costs of a business. There will be no use
of purchasing stationery and hence reduced operational costs.
 Curbing fraud by the employees.

Our software will enable effective employee supervision and stringent measures that
will hinder office fraud.

 Reducing errors.

Our software will provide proper validation techniques that will collectively reduce
errors done when recording data..

 Increased efficiency and effectiveness.

Enabling ease of access to information concerning each students and their previous
records thus guaranteeing efficiency and effectiveness.

1.4 Constraints affecting my system

 Size - The Size of the school database System has a very huge database that makes the
system heavy and this increases the access time of the database.
 school management System will only benefit those who know about the internet, this
means the computer illiterate will not be able to use it.
 No money was allocated for the project and this may to some extend limit the product
scope.
1.5 Input and Output data.

1.5.1 Inputs
 Teachers details
 student Details
 departments
 fee
 course
1.5.2 Outputs
 fee balance
 student perfomances

1.7 System functions.

Various system element functions are as follows;

a) The school management system software functions include

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  school management system will make it easier for institution to get accessed to his
students
 Reduce the cost of paper usage (books) and embrace digital way
 Management of the schoool will be easy.
 Allow the administrator to update all the information concerning the system

b) Hardware functions

 The keyboard will be used to enter all kind of data into the system
 The display unit will allow the administrator/users of the system to view information
 The hard disk will be used to store information

c) students’ functions
 Provide their information and details to be feed into the system
d) Functions to be provided by Data
Data is fed into the system by the administrator so that it’s processed and displayed
for the administrator and teachers to reach
e) Functions provided by the administrator
The administrator is required to update information of the system. The functions
performed include;
 The administrator will be required to login to the system using his/her
account
 He/she will also update the whole system if there are any updates concerning
the system

CHAPTER 2:

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2.0 SYSTEM ANALYSIS

In this section I studied the past, present and future problems in school management. The
main source of information was the parents and students visiting the school for enrollment
and so I asked my fellow students what they might know about the problem.

Methodology: To get the best information I used questionnaire and observations visiting one
of the schools in the interiors of bomet.

There are many schools in Kenya today. The schools are divided into different categories
depending on the level of institution. These are the two main categories of schools in Kenya
 Private
 Public

Nowadays, the current school management system that are available had not been widely
used in the interior parts of our county. This is because the process of task that occurred in
institution is quiet complex compared to other organization. The other reason is that, most of
existing system does not full fill the requirements of school records

Registration in schools the processes of works to be done are vary. In current system that is
being used in our local schools where the case study was done, all tasks are done manually.
Before a student is enroolled, first of all, they need to be admitted by the administration.

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In registration process, usually the person in charge is someone who works under
administrator department, this responsible person will hand out a form to be filled by new
students who wish to join the school.

Here is a list of problems that people who works in schools are facing:

(i) The manual registration process leads to data redundancy and also gives an
additional workload to the person who is in charge .
(ii) From the research, by interviewing the medical staff, and also people who work
under this organization they feel that they are under staffed and need more
workers this also poses financial problem as it’s supposed to pay all the workers.

(iii) Mishandlement of the records and privacy , private information can be easily
access by anyone

(iv) There is no data backup. Once data about a students is lost it cannot be easily
recovered or be recovered at all

Feasibility study

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The goal of a feasibility study is to evaluate alternative system and to purpose the most
feasible and desirable system for development.

It consist of the following:

 Statement of the problem
 Summarizing of findings and recommendations
 Details of findings
 Recommendations and conclusions
I addressed five types of feasibility in my study.

Operational Feasibility

The system is operationally feasible.

Time Feasibility

Being a small system and given the limited period of development, it is time feasible

Economic Feasibility:

A network-based system requires a lot of equipment such as cables, hubs etc. This requires a
lot of initial capital to install the network. On the other hand, it allows sharing of resources
and information and centralized administration hence cheaper.

Technical Feasibility

Since it is not a complex system, we have the technical feasibility of developing the system.

Time Feasibility

 The system is a small one and hence the time frame allocated for development is
enough hence there is time feasibility.
 From the above we choose to use a network based database system because as compared to
the other strategies, it more feasible. It will contain an interface that is distributed in the
network and is connected to a central data-base.
 Feasibility study involve cost/benefit analysis. In the process, the cost and benefits are
estimated with greater accuracy. If cost and benefit should be quantified to make a good
system that is affordable.

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CHAPTER 3

3.1 SYSTEM DESIGN

3.1.1System Flow Charts

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3.2 DATABASE DESIGN VIEW
The Design phase creates a blueprint for the new system that will satisfy all documented
requirements. It identifies all necessary outputs, inputs, interfaces and processes. Designs
internal and external controls that will ensure smoothness in running of the project.

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3.3 Input Design

Diagram 1.2 teachers Table

Figure 1.3 students table

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Figure 1.4 fee table

Figure 1.5 regestration

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 Figure 1.6 course table

3.4 Output Design

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Figure 2.1 student table

Figure 2.2 course table

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Figure 2.3 workers table

Figure 2.4

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 4 STSEM TESTING AND IMPLIMENTATION

4.1 SYSTEM TESTING

The purpose of testing is to discover errors. Testing is the process of trying to
discover every conceivable fault or weakness in a work product. It provides a way to check
the functionality of components, sub assemblies, assemblies and/or a finished product It is the
process of exercising software with the intent of ensuring that the

Software system meets its requirements and user expectations and does not fail in an
unacceptable manner. There are various types of test. Each test type addresses a specific
testing requirement.

System Test:
System testing ensures that the entire integrated software system meets requirements. It
tests a configuration to ensure known and predictable results. An example of system testing
is the configuration oriented system integration test. System testing is based on process
descriptions and flows, emphasizing pre-driven process links and integration points.

Functional test:
Functional tests provide systematic demonstrations that functions tested are available as
specified by the business and technical requirements, system documentation, and user
manuals.

Functional testing is centered on the following items:

Valid Input : identified classes of valid input must be accepted.

Invalid Input : identified classes of invalid input must be rejected.

Functions : identified functions must be exercised.

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Output : identified classes of application outputs must be exercised.

Systems/Procedures: interfacing systems or procedures must be invoked.

Organization and preparation of functional tests is focused on requirements, key functions,

or special test cases. In addition, systematic coverage pertaining to identify Business process
flows; data fields, predefined processes, and successive processes must be considered for
testing. Before functional testing is complete, additional tests are identified and the effective
value of current tests is determined.

4.1.1 Test objectives

 All field entries must work properly.
 Pages must be activated from the identified link.
 The entry screen, messages and responses must not be delayed.

4.1.2 Features to be tested

 Verify that the entries are of the correct format
 No duplicate entries should be allowed
 All links should take the user to the correct page.
4.2 SYSTEM IMPLIMENTATION
Implementation is the stage of the project when the theoretical design is turned out into a
working system. Thus it can be considered to be the most critical stage in achieving a
successful new system and in giving the user, confidence that the new system will work and
be effective.

The implementation stage involves careful planning, investigation of the existing system
and it’s constraints on implementation, designing of methods to achieve changeover and
evaluation of changeover methods.

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 5 CONCLUSION AND RECOMENDATION

5.1 Conclusion
I believe I have done enough research on the Project.

A lot of research and survey was done, as well as the documentation and analysis
needed to be done in order to make sure that the information is accurate and the
system is more efficient and also systematic. Analysis was done to make sure
that the data can be used as a guideline for developing this system. There are also
existing systems. The existing system tells about how they work and what the
requirements that need from their users are. This kind of information is gathered
and an analysis is done to select the appropriate features to be developed to the

new system (School Management System).

5.2 Recommendation

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 Appendix

USER MANUAL

Installation Guide

1. Insert CD-ROM into computer drive.

2. Browse the CD-ROM.
3. Open the folder school.
4. Open the setup as a program.

After the program is successfully installed login with the user name ‘admin ‘and password
‘admin’ to navigate through the system

Login Form

This is the first form to be loaded once you run the system. Enter the username and the
password correctly, once the username and password is entered correctly, the welcome screen
will pop up as shown below:

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Home page form

Through this page, the user selects among the various available options, which task they
would like to carry out or the information they would like to view. If the user wishes to
register a new students details, then he/she opens the registration form and enters the
studentss details and follows the steps.

For example if you click the teachers side, the figure below will appear.

teachers Form

This page allows the entering of teachers details

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