Escolar Documentos
Profissional Documentos
Cultura Documentos
INFORMATION SYSTEMS
BY
HIGIRO DAVIDSON
08/M/KAB/DIT/218/F
October 2009
DECLARATION
I, Higiro Davidson do here by declare that this project report is original and has not been
published and or submitted for any other diploma award to any other University before.
Signed..........................................................Date.........................................
Higiro Davidson
08/M/KAB/DIT/218/F
Department of Computing and Information Technology,
Faculty of Science,
Kabale University.
i
APPROVAL
This project report has been submitted for examination with the approval of;
Signed.......................................................Date................................................
Mr. Murangira Jones.
Department of Computing and Information Technology,
Faculty of Science,
Kabale University.
ii
ACKNOWLEDGEMENT
I extend my sincere gratitude and appreciations to the entire staff and administration of
Kabale University for their tireless and qualitative support and effort offered to me during
the course. Special thanks to go my supervisor Mr. Murangira Jones (Director ICT
Kabale University) and the entire ICT staff for their guidance during project
development.
On a special note, I would like to thank the staff in the finance department for the advice
and compliance they gave when I was collecting data for this project.
I cannot forget my lecturers; Mr. Murangira Jones, Mr. Birungi James, Mr. Nkurunungi
Edison and Mr. Kimuli Julius, Mr. Shekonkubito Isaac for their tireless efforts in giving
me help and guidance that made this project as well as the course a success.
Great thanks are hereby conveyed to my Guardians; Mrs. Higiro (Grand Mum), Sr.
Higiro Beatrice (Aunt), Nshemerierwe Felicia (Cousin Sister) and all my relatives for
bringing me up, persistently encouraging me, and this is the time to say congratulations to
them for having their efforts rewarded.
Finally, I extend my gratitude to all my classmates (DIT) especially Mr. Mbabazi Davis,
My friends Arinaitwe Emanuel, Ainembabazi Bolivia, the Wingersoft crew (Byamukama
Match, Musimenta Agnes, Tukeikiriza Gemma) and others for their support, advice, and
co-operation given to me as expected of them throughout the course.
“May the good load reward you all for your efforts, and be blessed”
iii
DEDICATION
This work is dedicated to my late parents, Mr. Higiro Tharisis, and Mrs. Higiro Olive,
who have not lived to see the fruits of their hard work/prayer, May their souls rest in
internal peace.
I dedicate this work to my beloved Guardians, Mrs. Higiro (Grand Mum), Sr. Higiro
Beatrice (Aunt), Nshemerierwe Felicia (Cousin Sister) and all my relatives for bringing
me up to this level. Not forgetting my beloved Brother Higiro Steven, cousin sisters and
brothers who cared, encouraged, prayed and scarified in all forms while I laboured at the
University.
iv
ABSTRACT
v
TABLE OF CONTENTS
Declaration…………………………………………………………………………...…….i
Approval…………………………………………………………………………………..ii
Acknowledgement………………………………………………………………………..iii
Dedication………………………………………………………………………………...iv
Abstract……………………………………………………………………………………v
List of acronyms …..……………………………………………………………………viii
Definitions of some key words…………………………………………….......................ix
1. INTRODUCTION/BACKGROUND
1.1. Problem Statement……………………..………...……………...………………1
1.2. Objectives of the Study………………..……...……………………………….….3
1.2.1. General Objectives………………………………………………...………3
1.2.2. Specific Objectives……………….………………………….……………3
1.3. Scope of study…………………….....……………………………..……………3
1.4. Significance of the Study….………..……………..………………………...……4
2. LITERATURE REVIEW: 5
3. METHODOLOGY :
3.1. Data collection and techniques ….………………………………………7
3.1.1. Interviews…………………………………………………….……………7
3.1.2. Observation ……………………………………………………………….7
3.1.3. Review of the existing documents………………………………………...8
3.2. Feasibility study…………………………………………………………...8
3.2.1. Technical feasibility ………………………………………………………8
3.2.2. Operational feasibility …………………………………………………….8
3.2.3. Economic feasibility ……………………………………………………...8
3.3. System implementation tools ……………………….…………………….9
3.4. System testing……………… …………………………………………….9
vi
4. SYSTEM STUDY, DESIGN AND IMPLEMENTATION
4.1. System Design………………….. ………………………………………10
4.1.1. Context diagram…... …………………………………………………….10
4.1.2. Report production system………………………………………………..12
4.1.2.1.System formats ……………………………..………………………..12
4.1.2.2.Input formats…………………………………………………………12
4.1.2.3. Data entry form attributes …………………...……………..……….12
4.1.2.4.Output specifications …………………..……………………………13
4.1.3. Data flow in the report production system…………………………….....13
4.2. System Requirements …………………………...……………………….14
4.2.1. Functional requirements………………………………………………….14
4.2.2. Non-functional requirements…………...………………………………..14
4.2.3. User requirements………………………………………………………..15
4.3. System implementation…………………………………………………..16
4.3.1. User interface screen shoots ……………………………………………..16
4.4. Data dictionary …………………………………………………………..19
4.4.1. Student’s ledger details entry table ……………………………………...19
4.4.2. Salary details entry table ………………………………………………...20
4.4.3. Financial income analysis entry table …………………………………...20
4.4.4. Financial expenditure entry table ………………………………………..23
6. APPENDICES
6.1. Appendix A ……………………………………………………………...28
6.2. Appendix B………………………………………………………………30
7. REFERENCES …………………………………………………..………………31
vii
LIST OF ABBREVIATIONS
viii
DEFINITIONS OF SOME KEY WORDS
System: this refers to a set of integrated components, working together for a common
purpose.
Information system: This means the organized collection, processing, transmission, and
dissemination of information in accordance with defined procedures, whether automated
or manual. Information systems include non- financial, financial, and mixed systems.
ix
Chapter 1
INTRODUCTION/BACKGROUND
This project was designed and implemented as a financial information management system for
the finance department of Kabale university which is situated at about one and a half Km on
the left of Kabale – Katuna high way. The university started in October 2002; it started with
forty-two students all from the neighborhood. Currently the enrolment is about 900 Students
from all over the region, country, and neighboring countries. Thus the gradual increase in the
number of students in each intake directly leads to the increase of the financial information,
hence the need for a FIMS to manage this increasing vital information.
The Finance Department at Kabale University had no Automated Financial Record Keeping
System but relied on paper records and human memory. Human may forget hence losing most
of the important data. Also incase of change in staff with in the department, some records may
be lost for good, which could lead to loss of financial equipment. Hence, the records that were
in the financial department were therefore unreliable and hence needed to make them so.
Although automating the Financial Management Information System has been an area of
concern, no study had been carried out on the need for one at Kabale University.
Ever since, paper file system had been and the major method used as the means in information
collecting, processing, storing and retrieving in the Finance department and other department
that deal in data entry, processing and retrieving like the student registration department among
others. Whereas the cases of inefficiency and poor performance by the same system (file based
databases) like; duplication of data items in multiple files, duplication would affect input,
maintenance, storage and possibly data integrity problems were been discovered in other
organizations that use the same system, Kabale University had not carried out any study to
improve on the system.
Over the past decade, developing, transition and post-conflict countries have increasingly
embarked on efforts to computerize their governmental, nongovernmental organizational and
1
the institutions of higher learning’s operations, particularly with respect to public financial
management (PFM). Most common among these have been efforts to introduce Integrated
Financial Management Information Systems (IFMIS) that computerize and automate key
aspects of budget execution and accounting operations across all the institutions. IFMIS can
enable prompt and efficient access to reliable financial data and help strengthen organizational
financial controls, improving the provision of organizational services, raising the budget
process to higher levels of transparency and accountability, and expediting organizational
operations. (Joyce, 1987)
“IFMIS is little more than an accounting system configured to operate according to the needs
and specifications of the environment in which it is installed “(Leon, 1993).
Its mission is to maintain the University's fiscal integrity through accurate record keeping and
adherence to State, CSU, and University procedures; to provide financial reports and analysis
as required; to safeguard the assets of the University; and to deliver fiscal information and
support services in a courteous and efficient manner to faculty, staff, students, and visitors.
(California State University)
According to experts, the quantity of scientific and technical knowledge is now doubling every
five and a half years. That rate is expected to jump appreciably so that information doubles in
half the time, that and other reasons have led to the growth of office automation. (Joyce,
1987)
With this background, the researcher being an information technology student got the impetus
and ability to design, develop and implement a financial management information system for
Kabale University finance department that overcomes the possible problems, inefficiencies and
bottle necks that the finance department had been meeting with the system that was in use “file
based database system’.
2
1.1. PROBLEM STATEMENT:
The system employed at Kabale University as far as managing financial information is seen to
have inefficiencies that include; duplication of data and data insecurity. The project therefore
offers an automated system that meets these inefficiencies.
1.3. SCOPE:
The study was focused on managing information/records in the department of finance, Kabale
University. The study was aimed at improving on the current system that exhibits inefficiencies
like, (duplication of data, data insecurity, had time during retrieval of data when need arises.)
and this study was focused more on data entry, storage and retrieval in the finance department
and the project was limited to Salaries, Students’ ledger, Income and Expenditure Analysis.
3
1.4. SIGNIFICANCE OF THE STUDY:
The University Finance Department had no existing computerized FMIS and therefore, with
the successful conduction of this study, the developed Financial Management Information
System will solve the problems due to lack of an Automated Financial Record Keeping
System. If the project output would implemented and put to use, then the finance department
would manage its data, reduce on the processing time and generally reduce on its operational
costs, promote data security, thus enjoying increased efficiency.
If this new system would put in place, there would be proper book keeping of financial records,
which would help new staff to note where to start from, therefore training costs, and errors
made would be minimal. The system development constituted entirely of the information
gathered from the research made, and this was inline with the system requirements according
to the department of finance. This research would in one way or the other widen the research
base for the future scholars who would wish to undertake the same or similar study.
4
Chapter 2
LITERATURE RIVIEW
Kabale University financial department, used the paper work to take records of financial data,
which data was later arranged and stored in files of paper, and when need raised, these files
were revisited one by one in search of the required information. This system was not only
tiresome but also rendered the information stored in this format vulnerable to loss or data
duplication.
There are six key characteristics of the financially healthy university; Short-term solvency,
Retention of reserves, the effective management of long-term debt, the effective management
of the estate, the ability to generate non-state funding, Consistency of budgetary strategy with
mission. (Michael, 2004)
The recent literature on IFMIS has addressed various aspects of IFMIS design, systems
development, implementation and sustainability, but no one study has effectively synthesized
all of these elements with actual organizational experiences to identify the most appropriate
strategies with respect to IFMIS project design, management, monitoring and evaluation.
Generally, the term “IFMIS” refers to the use of information and communications technology
in financial operations (automating FMIS) to support management and budget decisions,
fiduciary responsibilities, and the preparation of financial reports and statements. In the
government realm, IFMIS refers more specifically to the computerization of public financial
management (PFM) processes, from budget preparation and execution to accounting and
reporting, with the help of an integrated system for financial management of line
ministries/departments, spending agencies and other public/private sector operations.
The principal element that “integrates” an IFMIS is a common, single, reliable platform
database (or a series of interconnected databases) to and from which all data expressed in
financial terms flow.1 Integration is the key to any successful IFMIS. In a nutshell, integration
implies that the system has the following basic features:
5
• Standard data classification for recording financial events;
• Internal controls over data entry, transaction processing, and reporting; and
• Common processes for similar transactions and a system design that eliminates
unnecessary duplication of data entry.
Integration oftentimes applies only to the core financial management functions that an IFMIS
supports, but in an ideal world, it would also cover other information systems with which the
core systems communicate, such as human resources, payroll, and revenue (tax and customs).
At a minimum, the IFMIS should be designed to interface with these systems. (USAID,)
6
Chapter 3
METHODOLOGY
3.1.1 INTERVIEWS
These were planed meetings during which information was obtained from the users of the
existing system orally; the interviews were in structured form consisting of well-defined
questions to guide the interviewee. Interviews were essential for the most important and
sensitive parts of the project that enabled the interviewer get full details about the required
information. The questions that were asked include; how do you find the current system? What
would you like changed in the current system? What would you want the new system to do if
it was put in place?
3.1.2. OBSERVATION
This method allowed the researcher to know his own opinion on the study while on site. It
involved direct observation of the respondents in general. Data collection through observation
7
3.1.3. REVIEW OF THE EXISTING DOCUMENTS
This involved reading of documents or literature regarding the system that was used in the
department. This documentation included financial books of records, forms, files, and
regulation sheets. In addition, it included reading any information regarding the keeping of
financial records in the financial record files that is where most of the records were got.
The feasibility study of a system involves a detailed assessment of needs, values and
practicality of a proposed system.
The system is operationally feasible for it has been tested and found to have mets the needs and
expectations of the system users. System user acceptance is an important determination of
operational feasibility.
8
in the finance department is expected to reduce since most of the work is automated, the cost of
buying stationary required for records management will be reduced.
The financial information management system was implemented using Microsoft access and
Visual basic platforms.
VB 6.0 (Visual Basic 6.0) is the programming language that allows interface designers to
create dynamic interfaces that interacts with databases and it is easily linked with Microsoft
access.
Microsoft access is a structured queried language that is very popular for database creation,
adding data into database, accessing and processing is made easy.
The above languages were chosen because of ability to work with multiple operating systems
and worked well together.
This activity, aimed at assessing the effectiveness of the proposed financial management
information system, as later discussed in chapter 4.
9
Chapter 4
This chapter contains the results of the study, a description of the design and implementation of
the FMIS. It also shows the various screen shots.
The context diagram that is illustrated below shows how data flows to and from the external
entities of the system.
Login
User
Reports
Query
Save data
Store/Database Retrieve Data
10
¾ login
Get the use name; Capture the user name and the user intending to use the system
Get the password; Capture the password of that particular username if the particular login
information user name is invalid, then he/she is notified with an error message.
If the log in is correct, the user is able to get to other interfaces according his/her choice
and the appropriate page.
¾ Student details retrieval. The student’s first name or ID number, and the financial
records are displayed when required.
¾ Security requirements, The system is designed with a restricted user access that has
passwords for specific users with user names to grant access only to authorized users
and the passwords is to be encrypted to prevent guesswork by hacking.
11
4.1.2. REPORT PRODUCTION SYSTEM DATA FLOW
SYMBOLS USED IN THE DATA FLOW DIAGRAM
Process: this represents the transformation of input data flows to output data flows
in data flow diagram.
Entity: this is a data entry point outside the scope of the system during the data
flow.
Data store: this is the data registration point/ the database of the system
Data flow: this line shows the flow of the data between processes. Entities and
data stores in the data flow diagram
These are the input and output formats for data entry into the system for reporting purposes for
data driven from the system respectively, these formats are based on the requirements driven
from the present system.
These include
12
I. Students ledger form: for entering student’s details.
II. Salary form: for entering the Salary payment details
III. Income analysis form: this is for capturing financial income details
IV. Expenditure analysis form: for capturing financial expenditure details
V. User login: for capturing the details of the user login, any one with authoritative rights
to use system
Output is in form of tables, forms, and by reports presented by viewing on the screen and by
printing out hard copies of the reports. These reports show all the data necessary as required by
the financial department.
Administrator
User User
User Authentication
Manipulation
Data
Processing
Retrieving
13
The above diagram shows how different users’ login into the system, how data is entered into
the system, processed, stored, manipulated, and reports generated when need arises.
Users shall be able to look at all information stored in the database or select some information
from it.
The system shall be designed in a way that it is easy to update and easy to use.
The users shall be able to get a summary of the reports about the finance at any given time.
The system shall provide meaningful feedback whenever users make errors
The system shall allow only registered users to manipulate the database like deleting or
updating.
The system shall bring error messages for the invalid entries.
The system shall not allow users to update the data already saved in the database without the
system administrator.
14
4.2.1. USER REQUIREMENTS
These are statements that explain the services users want the system to do for them in order to
have an optimally efficient interaction environment between users and the system. For this
particular case, the users want:
A user-friendly system that helps them to identify data entry errors by returning error messages
to correct them there and then.
A fast system that can accept data, process it and return results with in the expected period.
A system with well-defined interfaces that allow users to freely and rightly interact with the
system.
A system that allows only authorized users to access information by providing a verification
facility for privacy.
A system, that responds with adequate details of information about a field when queried about
by the user.
A system that generates relevant and precise reports about selected fields from the database.
A system that will appear simpler, effective and more securable than the old system.
A system that will not require comprehensive training to use,, preferable not differing in terms
of operation from the old system by a big margin.
15
the efficient of limiting the designs; they can be eliminated and do not have to be accessed.
They are constraints with which hardware, software, time and money.
This section, describes the implementation of the Financial Management Information System.
SHOT 1
Figure 4.1: (User Login Interface) Here the user is prompted to enter his/her name and
password, which if not valid, he/she is denied access for data security purposes.
16
SHOT 2
SHORT 3
Figure 4.3: (Staff Salary Details Entry and Retrieval Interface) The user is able to
View, Add, Modify/Edit and Delete an entry using this Form/Interface.
17
SHOT 4
Figure 4.4: (Income Analysis Form User Interface) The two screen shots above show
the Form/Interface used to View, Add, Modify and Delete a record with the Income Analysis
Database.
SHOT 5
18
Figure 4.5: (Expenditure Analysis Form User Interface) Both forms show the
Expenditure Analysis Form used to View, Add, Modify and Delete the record from the
Database.
19
Debit Amount owed Currency -
Credit Amount he/she owes Currency -
Lab balance Remaining balance Currency -
20
INCOME 50 Text Payment Details
DETAILS - MEMO Record Details
21
TRANSFER FROM - Currency Payment Details
A/C
22
4.4.4. FINANCIAL EXPENDITURE ENTRY TABLE:
The table below shows the details of entering financial expenditure analysis data.
23
MEMBERSHIP TO - Currency Amount spent on the item
INTERNATIONAL BOOKS
BANK - Currency Amount spent on the item
CHARGES/INTERESTS
FIELD WORK - Currency Amount spent on the item
24
STATIONERY - Currency Amount spent on the item
25
Chapter 5
EVALUATION, RECOMMENDATION
AND CONCLUSION
The research project has played a critical role in strengthening my research capabilities through
data collection, compilation, analysis, report writing, system analysis, development, testing and
implementation.
5.1. EVALUATION
The research project was successful in most areas that were tackled during two month of data
collection, analysis and system development.
The biggest shot in the project was putting the knowledge attained theoretically on the paper
into hands on practice. It was a challenging experience putting together all forms and codes to
the development of the system.
Development of the system that can solve the stationary issue, storage space, ease data entry,
processing, manipulation, and retrieval that has been of great importance and hence an
achievement in information technology carrier.
5.2. LIMITATIONS
Due to the fact that had researcher had limited time to do research and develop a system , most
features that would have made the program wide and easy to use by different institutions,
higher schools of education and colleges were not included.
26
Lack of necessary software to use in the system development, was yet another hump in the
system development project. However, the developer was impressed to see the system working
well and is promising to improve it to fit the needs of all institutions of education.
5.3. RECOMMENDATION
The researcher would like to make the following recommendations having studied the current
report production system and compared it with automated one that uses computer applications.
The system end users need to be sensitized on computer applications before using the system
because without computer literacy, they will get wrong or no information at all from the
system.
Prompt and regular backup of the system, updates in the database behind the system and
updating the system in case some advantageous changes need to be made.
Proper use of the system should be necessary. The administrator password should not be
accessible to every user because once the setting of the system are tampered with, it affects the
whole system hence loss of financial details.
5.4. CONCLUSION
In conclusion, this research project has been a great step towards my carrier. It has proved my
capabilities as Information Technology Student. With this report, the author expects it to act as
a major contribution for his fellow academicians, in their struggle towards the computer
globalization and the computer age.
27
Chapter 6
APPENDIX
6.1 Appendices A
The code below was obtained during the implementation of the login user interface for the
FIMS.
Option Explicit
28
End If
End Sub
29
6.2. Appendices B
30
REFERENCES
9. Ping Zhang and Dennis - Human – computer interaction and management information
systems. (2008)
11. Robert. Kaplan and Robin cooper - Cost and effective using integrated cost systems to
drive profitability (2003).
31
12. Reference and research book news 9788170005025 – Role management information
system for university administration.
14. USAID from the American people – Integrated financial management systems – A
practical guide (Jan 2008). (p.d.fusaid.gov/pdf_doc/PNADK595.pdf)
32