KCSE COMPUTER STUDIES PROJECT

PAPER 451/3

2025

FUUL NAMES JAMES OMONDI ONYANGO

INDEX NUMBER 38633204162

NAME OF SCHOOL HOBUNAKA BOYS SCHOOL

DECLARATION
I James Omondi I hereby formally and officially declare that I have undertaken the com-
puter studies project titled "Victory School Club Membership System" under the guid-
ance and supervision of my computer studies teacher.

NAME OF THE STUDENT: JAMES OMONDI

JAMES OMONDI VICTORY CLUB PROJECT DOCUMENTATION

SIGNATURE:

NAME OF THE TEACHER:MR NAKHABALA MAURICE

SIGNATURE:

DEDICATIONS
I dedicate this project to all those who have supported me throughout my journey. Your
unwavering love, encouragement, and kindness have been my pillars of strength during
the toughest times. I am deeply grateful to each and every one of you.

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JAMES OMONDI VICTORY CLUB PROJECT DOCUMENTATION

ACKNOWLEDGEMENT
I express my heartfelt appreciation to my teacher and family. Without your guidance and
support, I wouldn't be the person I am today.

Its only because of your support I have successfully completed the project.

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JAMES OMONDI VICTORY CLUB PROJECT DOCUMENTATION

TABLE OF CONTENTS

Table of Contents
DECLARATION................................................................................................................1
DEDICATIONS.................................................................................................................2
ACKNOWLEDGEMENT.................................................................................................3
TABLE OF CONTENTS..................................................................................................4
LIST OF FIGURES...........................................................................................................7
LIST OF TABLES.............................................................................................................8
CHAPTER ONE:...............................................................................................................9
INTRODUCTION..............................................................................................................9
CHAPTER TWO:............................................................................................................11
ANALYSIS.......................................................................................................................11
PROBLEM DEFINITION..............................................................................................11
A. EXISTING SYSTEM...............................................................................................12
OVERVIEW & STRUCTURE OF THE proposed SYSTEM.....................................12
INFORMATION GATHERING....................................................................................13
a. STUDYING AVAILABLE DOCUMENTATION............................................................
b. INTERVIEWS.....................................................................................................................
RESULTS OF INFORMATION GATHERING..........................................................15
B. PROPOSED SYSTEM................................................................................................16

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JAMES OMONDI VICTORY CLUB PROJECT DOCUMENTATION

OBJECTIVES OF THE PROPOSED SYSTEM..........................................................16

SCOPE OF THE PROPOSED SYSTEM......................................................................16
BENEFITS OF THE PROPOSED SYSTEM...............................................................18
FEASIBILITY OF THE PROPOSED SYSTEM.........................................................19
1. Technical Feasibility............................................................................................................
2. Schedule Feasibility..............................................................................................................
Schedule Feasibility Table...................................................................................................
3. Economic Feasibility............................................................................................................
a. Initial Costs...........................................................................................................................
b. Recurring Costs....................................................................................................................
c. Cost Benefits Analysis..........................................................................................................
CHAPTER THREE: SYSTEM DESIGN......................................................................23
SYSTEM FLOWCHART........................................................................................................
MODULE FLOWCHARTS....................................................................................................
a. Member Roles Module Flowchart......................................................................................
b. Club Registration Module Flowchart................................................................................
TABLES DESIGN...........................................................................................................26
a. Activities Table Design........................................................................................................
b. Class Table Design...............................................................................................................
c. Clearance Table Design.......................................................................................................
d. Clubs Table Design..............................................................................................................
e. Membership Table Design...................................................................................................
f. Patrons Table Design............................................................................................................
g. Students Table Design.........................................................................................................
INPUT DESIGN.......................................................................................................................
a. Activities Input Design.........................................................................................................
b. Clubs Input Design...............................................................Error! Bookmark not defined.
c. Patron Input Design.............................................................................................................
OUTPUT DESIGN...................................................................................................................
a. Clearance Output Design....................................................................................................
b. Club Activities Output Design............................................Error! Bookmark not defined.
c. Membership Details Output Design...................................................................................

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CHAPTER FOUR: SYSTEM CONSTRUCTION.......................................................33

TABLES CONSTRUCTION..........................................................................................33
a. Activities Table Construction.............................................................................................
b. Class Table Construction....................................................................................................
c. Clearance Table Construction............................................................................................
d. Club Table Construction.....................................................................................................
TABLES RELATIONSHIPS..................................................................................................
QUERIES CONSTRUCTION........................................................................................37
a. Activities & Events SQL Code............................................................................................
b. Class Details SQL Code.......................................................................................................
c. Clubs & Patrons SQL Code................................................................................................
d. Club Registration Fees SQL Code.....................................................................................
FORMS CONSTRUCTION...........................................................................................39
a. Activities Form Construction..............................................................................................
b. Clubs Form Construction...................................................................................................
c. Startup Form Construction.................................................................................................
d. Main Menu Form Construction.........................................................................................
REPORTS CONSTRUCTION.......................................................................................42
a. Clearance Report Construction..........................................................................................
b. Club Activities Report Construction..................................................................................
c. Membership Details Report Construction.........................................................................
CHAPTER FIVE: USER MANUAL.............................................................................45
Installation Requirements.......................................................................................................
a. Hardware Requirements.....................................................................................................
b. Software Requirements.......................................................................................................
c. Network Requirements........................................................................................................
d. Labor Requirements............................................................................................................
e. Physical Setup.......................................................................................................................
f. Security Requirements.........................................................................................................
Loading Process...............................................................................................................47
Basic Navigation...............................................................................................................47
CONCLUSION................................................................................................................51

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JAMES OMONDI VICTORY CLUB PROJECT DOCUMENTATION

RECOMMENDATION...................................................................................................52
BIBLIOGRAPHY............................................................................................................53
APPENDICES..................................................................................................................54

LIST OF FIGURES
Figure 1: System Flowchart...........................................................................................................
Figure 2: Member Roles Module Flowchart.................................................................................
Figure 3: Club Registration Module Flowchart.............................Error! Bookmark not defined.
Figure 4: Activities Input Design...................................................Error! Bookmark not defined.
Figure 5: Clubs Input Design.........................................................Error! Bookmark not defined.
Figure 6: Patron Input Design........................................................Error! Bookmark not defined.
Figure 7: Clearance Output Design................................................Error! Bookmark not defined.
Figure 8: Club Activities Output Design.......................................Error! Bookmark not defined.
Figure 9: Membership Details Output Design...............................Error! Bookmark not defined.
Figure 10: Activities Table Construction.......................................Error! Bookmark not defined.
Figure 11: Class Table Construction.............................................................................................
Figure 12: Clearance Table Construction......................................................................................
Figure 13: Club Table Construction..............................................................................................
Figure 14: Activities Form Construction.......................................Error! Bookmark not defined.
Figure 15: Clubs Form Construction.............................................Error! Bookmark not defined.
Figure 16: Startup Form Construction...........................................Error! Bookmark not defined.
Figure 17: Main Menu Form Construction....................................Error! Bookmark not defined.
Figure 18: Clearance Report Construction....................................Error! Bookmark not defined.
Figure 19: Club Activities Report Construction............................Error! Bookmark not defined.
Figure 20: Membership Details Report Construction....................Error! Bookmark not defined.
Figure 21: Startup Form.................................................................Error! Bookmark not defined.

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JAMES OMONDI VICTORY CLUB PROJECT DOCUMENTATION

Figure 22: Main Menu Form..........................................................Error! Bookmark not defined.

Figure 23: Activities Form.............................................................Error! Bookmark not defined.
Figure 24: Membership Details Report..........................................Error! Bookmark not defined.

LIST OF TABLES
Table 1 : Schedule Feasibility Table.............................................................................................
Table 2: Activities Table Design...................................................................................................
Table 3: Class Table Design..........................................................................................................
Table 4: Clearance Table Design...................................................................................................
Table 5: Clubs Table Design.........................................................................................................
Table 6: Membership Table Design..............................................................................................
Table 7: Patrons Table Design.......................................................................................................
Table 8: Students Table Design.....................................................Error! Bookmark not defined.
Table 9: Appendices......................................................................................................................

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JAMES OMONDI VICTORY CLUB PROJECT DOCUMENTATION

CHAPTER ONE:

INTRODUCTION

Victory School is a vibrant learning institution that integrates co-curricular activities into

its students' educational experience by offering a range of clubs and societies. These

clubs allow students to pursue their interests, develop talents, and gain leadership skills

while working alongside their peers. Upon joining the school, every student must register

for membership in at least one club. This involves providing details such as their admis-

sion number, full name, and class, which is identified by a combination of form and

stream.

The school offers 13 different clubs, including the Debate Club, Chess Club, Science

Club, Drama Club, and Music Club, each with its unique focus and activities. These clubs

are led by patrons, who are teachers responsible for mentoring students, promoting en-

gagement, and liaising with the school administration to support club activities.

Students who join a club are required to pay a non-refundable registration fee, which

varies by club. Clubs such as Debate, Chess, and Music require a fee of KES 200, while

others like the Science Club, Mathematics Club, and Drama Club charge KES 250.

Higher fees are charged by clubs such as the Art Club and Agriculture Club (KES 300),

whereas the Environmental Club charges the lowest fee (KES 100). Membership is clas-

sified into two categories: regular members, who attend meetings and participate in core

activities, and executive members, who hold leadership roles such as Chairperson or Sec-

retary and are responsible for guiding the club’s direction.

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To support their operations, each club organizes at least one revenue-generating activity

per year. These activities vary based on the club’s focus and may include events like de-

bating tournaments, fundraising campaigns, or merchandise sales. The details of each ac-

tivity, including its name, date, and the amount of revenue collected, are recorded. Rev-

enue from activities, combined with registration fees, is allocated across three main areas:

50% is used to fund ongoing club activities, 30% is set aside for annual parties or outings,

and 20% is saved for future use. The school contributes further by funding 70% of the

budget allocated for annual parties or outings.

At the start of each academic year, students may join additional clubs or exit their exist-

ing memberships, provided they remain in at least one club. Executive members, how-

ever, must obtain clearance from the club’s patron before exiting. The school requires a

database system to manage this complex ecosystem of clubs, memberships, activities, and

finances. This system will ensure the accurate tracking of student memberships, club de-

tails, financial allocations, and revenue-generating activities, enabling streamlined opera-

tions and effective decision-making.

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CHAPTER TWO:
ANALYSIS

PROBLEM DEFINITION

Victory School seeks to enhance its management of co-curricular activities, specifically

its clubs and societies. Currently, the school faces challenges in effectively organizing,

tracking, and overseeing various aspects of its clubs, such as student registration, fee col-

lection, membership rolls, and club activities. Each club has unique requirements, such as

varying registration fees, leadership structures, and revenue-generating activities, which

must be recorded and managed efficiently.

Additionally, the allocation of funds generated from club activities must be monitored to

ensure transparency and proper utilization (50% for ongoing activities, 30% for annual

events, and 20% saved). Furthermore, leadership changes require special clearance proto-

cols. The school also requires a mechanism to ensure students are members of at least one

club while allowing them the flexibility to join or exit clubs at the start of each academic

year.

The lack of a comprehensive system to manage this data makes it difficult for the school

administration and club patrons to coordinate, track, and report on these activities. There-

fore, there is a need to develop a structured and systematic solution to streamline the

management of these clubs, ensuring efficient operation, proper fund allocation, and ac-

tive student participation.

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A. EXISTING SYSTEM

OVERVIEW & STRUCTURE OF THE PROPOSED

SYSTEM

The system developed for managing the co-curricular clubs and societies at Victory

School will be a comprehensive, database-driven solution aimed at simplifying and orga-

nizing the various aspects of club operations. It will consist of multiple interconnected

modules designed to cater to the needs of administrators, club patrons, and students. The

system will allow students to register for one or more clubs, manage their membership

statuses, and pay club registration fees, which will be tracked and processed efficiently.

The fee module will also facilitate the allocation of funds according to the school’s pol-

icy, which specifies that 50% of the funds will support ongoing activities, 30% will go to-

wards organizing annual parties or events, and the remaining 20% will be saved for the

club's future activities.

Additionally, the system will have a functionality for managing revenue-generating activ-

ities, which are a critical part of each club’s financial sustainability. These activities will

be logged with details such as activity name, date, and the amount of money generated,

allowing for easy tracking and reporting. The leadership transition module will allow stu-

dents who hold leadership positions in clubs to formally exit their roles, ensuring that

there is always proper documentation and clearance before leadership changes take place.

The database structure will store key data related to students, clubs, memberships, activi-

ties, and fund allocation. Each student will be associated with one or more clubs, and

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their roles, membership status, and payments will be recorded. The system will also track

the details of each club’s activities and provide an efficient method for handling the fi-

nances generated by these activities. Reporting tools will be available to administrators

and patrons, enabling them to generate comprehensive reports on membership numbers,

revenue generation, fund allocation, and any other metrics necessary for making informed

decisions.

The system will provide a user-friendly web interface for all stakeholders to interact with,

ensuring that administrators, patrons, and students can easily access and manage their re-

spective data. For students, mobile-friendly functionality will allow them to check their

club memberships, pay fees, and keep track of upcoming events. Through these features,

the system aims to enhance the overall experience for everyone involved, ensuring trans-

parency, efficiency, and effective management of co-curricular activities at the school.

INFORMATION GATHERING

a. STUDYING AVAILABLE DOCUMENTATION

School Rules and Regulations: Examine documents related to the school’s co-curricular

policy, including club registration procedures, leadership structures, and member respon-

sibilities. This ensures that the system complies with the school’s requirements for club

memberships, fees, and roles.

Financial Records and Fee Structures: Study the current fee structures for each club, in-

cluding the fee amounts for different types of clubs, as well as any financial documenta-

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tion related to revenue-generation activities. Understanding how funds are currently

tracked and allocated will help in designing the financial modules of the system.

Student Records: Review existing records to understand the current method of storing

student data, such as admission details, club memberships, and leadership positions. This

will guide how student data is structured in the new system.

Past Club Activities: Gather information on past revenue-generating activities, such as

fundraising events, tournaments, or merchandise sales. Knowing the types of activities

that have been successful will help in designing modules that track and manage these

events effectively.

b. INTERVIEWS

Administrators: Interview school administrators to understand their requirements for club

management, reporting needs, and key functionalities the system should offer. They can

provide insight into how the system can be used to improve efficiency and support school

management.

Club Patrons: Meet with the teachers who serve as club patrons to understand the chal-

lenges they face in managing their clubs, overseeing club activities, and ensuring compli-

ance with leadership requirements. This will help in identifying necessary features like

leadership management and activity tracking.

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Students: Conduct surveys or interviews with students to gather feedback on their experi-

ences with club registration, participation, and event management. This can help inform

user interface design and ensure the system is user-friendly and student-centered.

RESULTS OF INFORMATION GATHERING

1. Centralized Database: The system must centralize all student, club, fee, and activ-

ity data, ensuring consistency and easy retrieval.

2. Automated Fee Tracking and Fund Allocation: The system should automatically

track fee payments and allocate funds according to the predefined rules (50% for

activities, 30% for events, 20% saved).

3. Membership Management: The system should allow for easy tracking of student

memberships across multiple clubs, with automatic updates for students who join

or leave a club.

4. Leadership Role Management: A feature for tracking club leadership roles and

handling transitions when a leader exits or is reassigned.

5. Revenue Activity Recording: The system must allow clubs to document and track

revenue-generating activities, ensuring proper income distribution and reporting.

6. Real-Time Reporting: Administrators and patrons need the ability to generate

real-time reports on club finances, memberships, and activities.

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7. User-Friendly Interface: The system must be easy to use for students, patrons, and

administrators, with intuitive features and a mobile-friendly design for student ac-

cess.

B. PROPOSED SYSTEM

OBJECTIVES OF THE PROPOSED SYSTEM

The proposed system aims to achieve the following listed objectives:

 Store and manage details of school clubs

 Store and manage details of club patrons
 Store and manage student membership details
 Store and manage club activities
 Track exiting members from clubs
 Manage club finances
 Compute school’s contributions towards clubs
 Compute club savings

SCOPE OF THE PROPOSED SYSTEM

The intended proposed system will be responsible for performing the following:

 Club membership management

 Registration fee management
 Club revenue management
 Leadership management
 Clearance management


The proposed system will be designed to automate and streamline the management of
club memberships, fee collection, financial tracking, leadership transitions, and revenue-
generating activities. The system will provide an easy-to-use interface for students, pa-

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trons, and administrators while ensuring real-time data management, transparency, and
scalability. The scope also includes ensuring data security and integrating with the
school’s existing systems for a seamless operation.

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BENEFITS OF THE PROPOSED SYSTEM

1. The proposed system will improve the efficiency, transparency, and accountability in

managing club memberships, fee collection, financial tracking, and leadership transitions,

streamlining administrative processes and enhancing the overall user experience for stu-

dents, patrons, and administrators.

2. The system will provide real-time tracking and reporting, allowing for better decision-

making and informed planning for both administrators and club patrons.

3. It ensures financial transparency by accurately allocating and tracking funds, making sure

that revenue is spent according to predefined policies.

4. The system will facilitate seamless membership management, ensuring that students re-

main registered in at least one club, with clear role tracking for leadership positions.

5. Students and patrons will have easier access to club information, payment notifications,

and event updates, enhancing communication and engagement within the school commu-

nity.

6. With enhanced scalability, the system can accommodate future growth in terms of addi-

tional clubs, increasing student participation, and financial transactions.

7. It will provide a secure platform for data storage and transactions, with regular backups

and robust data protection measures.

8. The system will increase transparency in leadership transitions, ensuring that clearance

processes are followed when students in leadership positions exit clubs.

JAMES OMONDI VICTORY CLUB PROJECT DOCUMENTATION

FEASIBILITY OF THE PROPOSED SYSTEM

1. Technical Feasibility

Using Microsoft Access for the proposed system offers a practical and efficient solution for man-

aging co-curricular activities at Victory School. MS Access is a relational database management

system (RDBMS) that allows users to create, manage, and manipulate databases with ease, mak-

ing it suitable for this project.

The system can be built using MS Access to store and track data such as student memberships,

club information, leadership roles, registration fees, and financial transactions.

With its user-friendly interface, MS Access provides tools for creating forms for data entry, re-

ports for data analysis, and queries to extract relevant information. It also supports the creation of

relationships between tables, allowing for organized and structured data management, such as

linking students to clubs and roles, and managing most financial transactions.

MS Access also features built-in macros for automating tasks, such as generating fee reports,

tracking payment status, and calculating revenue allocation.

2. Schedule Feasibility
This is a time assessment, evaluating whether the allocated time is sufficient. The provided time
frame appears to be ample and has been distributed, as shown in the table below.

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Schedule Feasibility Table

STAGES OF DEVELOPMENT TIME PERIOD

1 Problem Definition 1 month

2 Information Gathering 1 month

3 Requirements Specification 1 month

4 System Design 1 month

5 System Construction 1 month

6 System Implementation 1 month

TABLE 1 : S CHEDULE FEASIBILITY TABLE

3. Economic Feasibility

The economic feasibility of the proposed system evaluates whether the benefits of implementing

and maintaining the system outweigh its costs, ensuring it is financially viable for Victory

School. Below is a detailed breakdown of costs, savings, and benefits:

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a. Initial Costs

Software Costs: MS Access is part of the Microsoft Office Suite, which may already be avail-

able in the school. If not, a one-time purchase or subscription cost (KES. 15,000 – 30,000) will

be incurred.

Hardware Costs: No significant hardware investments are needed, as the system runs on existing

school computers. Minor upgrades may cost around KES. 10,000 – 20,000.

Training Costs: Training staff to use MS Access may cost approximately KES. 7,500 – 10,000,

depending on the duration and the number of participants.

b. Recurring Costs

Maintenance and Support: Regular maintenance, IT support, and troubleshooting are estimated

at KES. 10,000 annually.

Data Backup: Backups using cloud or external storage will cost about KES. 5,000 annually.

Electricity and Miscellaneous Costs: Operational costs, including electricity and incidentals, are

projected at KES. 30,000 – 40,000 annually.

c. Cost Benefits Analysis

Estimated One-Time Costs: KES 50,000–70,000

Annual Recurring Costs: KES 90,000–120,000

Estimated Annual Savings/Benefits:

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 Reduced administrative labor: KES 100,000+

 Improved financial efficiency: KES 50,000+

 Better engagement leading to increased club participation and revenues: KES

30,000–50,000

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CHAPTER THREE: SYSTEM DESIGN

SYSTEM FLOWCHART
Start

INPUT
Students Details
Clubs Details
Membership Details

Has
NO YES
Registered
Into club?

Is
NO Leader YES
Role?

DISPLAY
‘’REGULER MEMBER’’ DISPLAY
OF ‘’LEADER’’ OF CLUB
CLUB

STORE

Revenue Details PROCESS

Membership Details Club Activates
Club Details School contribution percentage
Activity Details Club Revenue Allocations

OUTPUT

Financial Summary Report

Club Activities Report

FIGURE 1: SYSTEM FLOWCHART

Stop

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MODULE FLOWCHARTS

a. Member Roles Module Flowchart

Start

INPUT
Student Details
Club Details
Patron Details

Is
Leader
YES Role? NO

OUTPUT
OUTPUT
Regular / General Member
Leader /Executive Member

Stop

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FIGURE 2: M EMBER ROLES MODULE FLOWCHART

b. Club Registration Module Flowchart

Start

INPUT
Student Details
Club Details

Is
Registered
To club ?

YES

OUTPUT
Club Registration Details

Stop

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TABLES DESIGN

a. Activities Table Design

ACTIVITIES TABLE
Activity ID Auto number
Club Name Text
Activity Name Text
Activity Type Text
Date of Occurrence Date/Time
Amount Collected Currency
Expenses Amount Currency
TABLE 2: ACTIVITIES TABLE DESIGN
b. Class Table Design

CLASS TABLE
Class ID Auto number
Class Name Text
Stream Name Text
Form Level Text
TABLE 3: CLASS TABLE DESIGN
c. Clearance Table Design

CLEARANCE TABLE
Clearance ID Auto number
Student Full Names Text
Patron Full Names Text
Club to Clear Text
Date Cleared Date/Time
TABLE 4: CLEARANCE TABLE DESIGN

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d. Clubs Table Design

CLUBS TABLE
Club ID Auto number
Club Name Text
Registration Fee Text
Patron Name Text
TABLE 5: CLUBS TABLE DESIGN
e. Membership Table Design

MEMBERSHIP TABLE
Membership ID Auto number
Student Admission Number Text
Club Joined Text
Membership Role Text
Date Joined Date/Time
Membership Paid ? Yes/No
TABLE 6: M EMBERSHIP TABLE DESIGN
f. Patrons Table Design

PATRONS TABLE
Patron ID Auto number
Patron Names Text
Gender Text
Mobile Contact Text
TABLE 7: PATRONS TABLE DESIGN
g. Students Table Design

STUDENTS TABLE
Student ID Auto number
Admission Number Text
Student Full Names Text
Gender Text
Class Text

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INPUT DESIGN

a. Activities Input Design

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b. Clubs Input Design

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c. Patron Input Design

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OUTPUT DESIGN

a. Clearance Output Design

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c. Membership Details Output Design

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CHAPTER FOUR: SYSTEM CONSTRUCTION

TABLES CONSTRUCTION

a. Activities Table Construction

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b. Class Table Construction

FIGURE 3: CLASS TABLE CONSTRUCTION

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c. Clearance Table Construction

FIGURE 4: CLEARANCE TABLE CONSTRUCTION

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d. Club Table Construction

FIGURE 5: CLUB TABLE CONSTRUCTION

TABLES RELATIONSHIPS

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The tables used in the relationship include the following;

 Activities table
 Clubs table
 Membership table
 Patrons table
 Clearance table
 Students table
 Class Table

QUERIES CONSTRUCTION

a. Activities & Events SQL Code

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b. Class Details SQL Code

c. Clubs & Patrons SQL Code

d. Club Registration Fees SQL Code

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FORMS CONSTRUCTION

a. Activities Form Construction

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b. Clubs Form Construction

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c. Startup Form Construction

d. Main Menu Form Construction

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REPORTS CONSTRUCTION

a. Clearance Report Construction

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b. Club Activities Report Construction

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c. Membership Details Report Construction

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CHAPTER FIVE: USER MANUAL

Installation Requirements

a. Hardware Requirements
Computers: At least one computer with the following specifications:
 Processor: Intel Core i3 or higher
 RAM: 4 GB (8 GB recommended for better performance)
 Storage: 500 GB HDD or 256 GB SSD
 Screen Resolution: 1366x768 or higher
Network Devices: For shared access, a local area network (LAN) or internet connectivity is re-
quired.
Backup Devices: External storage (e.g., USB drive or external hard drive) or a cloud-based
backup solution.

b. Software Requirements
Operating System: Windows 10 or later (compatible with Microsoft Access).
Microsoft Office Suite: Microsoft Office Professional 2019, including MS Access.
Database Backup Software: Optional cloud-based services (e.g., Google Drive, OneDrive).

c. Network Requirements
Local Area Network (LAN): Required for multi-user access to the database across devices.
Internet Access: For research, email and forwarding.

d. Labor Requirements
IT Personnel: Skilled in MS Access database development and management for installation, cus-
tomization, and troubleshooting.
Training: Staff and administrators must be trained on how to use MS Access for data entry,
queries, reports, and backups.
e. Physical Setup
Workspace: Dedicated workspace with adequate lighting and power outlets for the computer and
peripherals.

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f. Security Requirements
Antivirus Software: Install reliable antivirus software to protect the system. Good Antivirus like
ESET Antivirus.
User Authentication: Implement user access controls and passwords for data security.

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Loading Process
Upon having the database application inside the computer, it will be easy to load it by running by
right clicking and selecting the command option, “Run as Administrator” or “Open”.

The database upon loading will show the welcome screen as shown below which is the start up
to welcome the user into the database system;

Basic Navigation
The database system upon loading will show the Main menu below right after the startup screen;

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The main menu can be easily navigated by going around the other forms easily and the availed
report command buttons as shown above.

Below is an example of accessing one of the forms from the Main Menu, it’s the Activities form;

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The form above is well detailed where the following information can be entered;

 Club Name
 Activity Name
 Activity Type
 Date of Occurrence
 Amount Collected
 Expenses Amount

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Below is an example of accessing one of the reports from the main menu that shows the Mem-
bership Details Report;

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CONCLUSION

The proposed system for managing co-curricular activities at Victory School is economically

feasible, offering long-term cost savings, operational efficiency, and enhanced transparency.

With minimal initial investments in software, hardware, and training, alongside manageable re-

curring costs, the system streamlines club management processes, reduces administrative work-

load, and minimizes errors.

The financial benefits, including improved revenue tracking and optimized resource allocation,

outweigh the implementation and maintenance costs.

Overall, the system represents a practical, cost-effective solution to meet the school’s needs

while providing scalability for future growth.

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RECOMMENDATION

It is recommended that Victory School proceed with implementing the proposed system using

Microsoft Access. This system will streamline the management of club memberships, financial

tracking, and event coordination, significantly improving efficiency and accuracy.

The school should allocate resources for initial setup, training, and regular maintenance to ensure

smooth operation and sustainability.

Additionally, incorporating periodic evaluations and feedback from users will help refine the

system and adapt it to evolving needs. With its cost-effectiveness, ease of use, and scalability,

the system will enhance the school’s administrative capabilities and support co-curricular activi-

ties effectively.

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BIBLIOGRAPHY
1. Jane Mutuku, John Mukasa: Longhorn Computer Studies Book, Longhorn Publishers.
2. Jane Mutuku, John Mukasa: Longhorn Computer Studies Book, Longhorn Publishers.
3. Francis Mutunga: Log On Computer Studies Book, Kenya Literature Bureau (KLB).
4. David Mulinge, Grace Wanjiru: Star Secondary Revision Computer Studies Book, Star
Publishers.
5. Peter Karanja, Mary Wambui: A+ Computer Studies Revision KCSE Book, Phoenix
Publishers.
6. Kyle Kigen: New Age Computer Studies Free eBook, Self-Published Online.

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APPENDICES
The following table shows the symbols used in the system and module flowcharts.

MEANING SYMBOL

Connector

Process/Calculate

Start/Stop

Storage

Input/output

Flow direction

Display

\ Decision

TABLE 8: APPENDICES

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