TITLE

MARINGO SPORTS CLUB SYSTEM

AUTHOR

PHILIP JUMA

INDEX NUMBER

INDEX NO: 30480669

SCHOOL

ST JOHN ICT COLLEGE

DURATION

2 MONTHS

SUBMITTED TO

KENYA NATIONAL EXAMINATION COUNCIL (KNEC)

YEAR

2025

This is my report submitted to Kenya National Examination Council (KNEC) as a partial

fulfillment of my completion of Kenya Certification of Secondary Education (KNEC)
DECLARATION
This project report is our original work, except where due acknowledgement is made in the
text, and to the best of my knowledge has not been previously submitted to Kenya National
Examinational Council or any other examinational body

NAME: INDEX NO.:

SIGNATURE………………………………………… DATE ………………………………
Table of Contents
DEDICATION............................................................................................................................................4
1 ABSTRACT.............................................................................................................................................5
2 CHAPTER ONE.......................................................................................................................................6
2.1 INTRODUCTION.........................................................................................................6
2.2 PROBLEM STATEMENT...........................................................................................6
2.3 PROBLEM JUSTIFICATION......................................................................................7
2.4 OBJECTIVE..................................................................................................................8
2.4.1 Main objective.....................................................................................................................8
2.4.2 Specific objective.................................................................................................................8
2.5 SCOPE...........................................................................................................................8
2.6 Feasibility of the system................................................................................................9
2.6.1 Economic feasibility.............................................................................................................9
2.6.2 Technical feasibility............................................................................................................10
2.6.3 Schedule feasibility............................................................................................................10
2.6.4 Operational feasibility........................................................................................................10
2.7 Fact findings................................................................................................................10
2.7.1 Interview............................................................................................................................10
2.7.2 Questionnaires...................................................................................................................11
2.7.3 Observation.......................................................................................................................11
3 CHAPTER TWO....................................................................................................................................12
3.1 System flow chart........................................................................................................12
3.2 Item table objects.........................................................................................................13
3.3 Form objects in design view........................................................................................17
4 CHAPTER FOUR...............................................................................................................................21
4.1 Implementation and testing.........................................................................................21
4.1.1 Implementation.................................................................................................................21
Exiting the system..............................................................................................................................22
Hardware requirements....................................................................................................................22
4.1.2 System installation.............................................................................................................22
5 CHAPTER FIVE................................................................................................................................24
LIST OF TABLES

Table 1: hardware pre-requisite................................................................................................................10

Table 2: Software requirements................................................................................................................10
Table 4 Questionnaire...............................................................................................................................12

LIST OF FIGURES

Figure 1: flow chart....................................................................................................................................13

Figure 2: 1. tblRegistration...................................................................................................................14
Figure 3: tblShares.....................................................................................................................................15

ABBREVIATIONS AND NOMENCLATURE

RDBMS: relational database management system

Tbl: table

VBA: Visual basic for Application

 DEDICATION

Primarily, I dedicate this project to God Almighty, without whose origin of wisdom, knowledge

and sustenance, my human pursuits would be in vain.

Secondly, to you my dearest computer teacher, for keeping my feet on the ground and supporting

me through my years as a computer student, indeed you have impacted my life in a positive way

being driven technologically as a student, for your fountain of patience and generosity, which

sometimes defies human logic. Where could I get such a valuable teacher as you?
 1 ABSTRACT
The success of Microsoft access as a popular database in the world is according to the
capabilities and the pervasive needs for database solution by productive workers. Most of the
non-IT professionals can effectively solve their problems with it and professionals can create
very sophisticated multi user system.

The main objectives of designing and making the MARINGO SPORTS CLUB SYSTEM was
to store data for the club and make retrieval and updating of the sports information easy and save
time. The system allows the management to Maintain details of the club members and
their roles; Maintain details of sports in the club, maintain records of items in
the store, Maintain records of items purchased and their subsequent stock
levels, Maintain records of all facilitation fees for all sports events, Compute
each of the following:

1. Total membership fee; discounted prices

2. Total amount for items bought
3. Surcharged fee for lost or damaged equipment
4. Facilitation fee.
5. Patrons’ commission
6. Total income for the club
7. And to generate appropriate reports

Through the design and testing of this project, an efficient and integrated Data Base management
system is demonstrated. The system will be suited for the Maringo Sports Club. It can also be
scaled for larger organization with the addition of extra database security and linking it to the
web.
It is simple to operate and reduces the costs. It is also time and energy saving which will
lead to a more efficient and transparent process.
 2 CHAPTER ONE
2.1 INTRODUCTION
Relational database management system is common type of database that stores data in tables
form so that it can be used in relation to stored data sets, most that used by business organization
is (RDBMS). MS Access is a relationship database management system.

Depending on various requirements and policies within the Maringo Sports Club, the database is
to perform various activities like registering members, keeping the games details, showing the
clubs item and their stock level etc.

To achieve all this, the system has the administrator logins where is allowed to see every detail
and the user login where each member can see her details and contributions.

2.2 PROBLEM STATEMENT

In the current competitive world of business, Database Management System is a major part of
modern organizations that aim to enhance transparency and improve turnover and profits.
RDBMS provides various services which including storing of data and retrieving of data when
required within a short time
However, we have small business entities like sports club which use traditional data storage and
retrieval methods face a lot of challenges due to lack of a RDMS. The most pressing problems
are as follows:

1. Data Redundancy: It is possible that the same information may be duplicated in different
files. This leads to data redundancy results in memory wastage.

2. Data Inconsistency: Because of data redundancy, it is possible that data may not be in
consistent state.

3. Difficulty in Accessing Data: Accessing data is not convenient and efficient in file
processing system.
4. Limited Data Sharing: Data are scattered in various files. Also different files may have
different formats and these files may be stored in different folders may be of different
departments. So, due to this data isolation, it is difficult to share data among different
applications.

5. Integrity Problems: Data integrity means that the data contained in the database in both
correct and consistent. For this purpose the data stored in database must satisfy correct and
constraints.

6. Atomicity Problems: Any operation on database must be atomic. this means, it must happen
in its entirely or not at all.

7. Concurrent Access Anomalies: Multiple users are allowed to access data simultaneously.
This is for the sake of better performance and faster response.

8. Security Problems: Database should be accessible to users in limited way. Each user should
be allowed to access data concerning his requirements only.

2.3 PROBLEM JUSTIFICATION

In order to solve the problems experienced in the Maringo Sports Club, I designed and
constructed the Maringo Sports Club management system for storing and retrieving data. The
Fedha Youth Group management system automates the processes involved in the group. The
Fedha Youth group management system in conjunction with the peripheral components
automatically takes note of retrieving and printing updates of the data in the database. This
reduces the errors involved during manual computing, recording and storing of data by the filing
management system. The Fedha Youth Group will have a certain number of computers
depending on the number of members and agency of data. The computers will work in order to
speed up the process of accessing and storing data. This reduces costs and fatigue as no
computation required this system solves most of the problems encountered in the management of
groups and
also makes business sense.
2.4 OBJECTIVE

2.4.1 Main objective

Design a data base management system for fedha youth group using MS access to perform data
storage of members and control the organization operations

2.4.2 Specific objective

i. to create registration, shares contributions, loan repayment, loan request, fixed deposit,
dividends, data access security and application to exit tables
ii. to create registration, shares contributions, loan repayment, loan request, fixed deposit,
dividends, data access security and application to exit forms
iii. to create a blank register and loan request macro
iv. to create registration, shares contributions, loan repayment, loan request, fixed deposit,
dividends, and application to exit forms
v. to use visual basic to assign login security level and data access level

2.5 SCOPE
The project is limited to design and construction of Fedha Youth Group system using a desktop
and Microsoft access RDBMS

Perhaps the system is designed to handle the following very important elements of database
management system for easier and quick retrieval of data whenever referencing is needed.

Maintain a list of the:

 members in the organization and their registration fees

 types of loans
 loans borrowed by each member
 fixed deposits
 guarantors for each loan borrowed
 Shares for each member.
Compute each of the following:

 total registration fees;

 total shares;
 maximum loan qualified for;
 interest on loans borrowed;
 interest on fixed deposits;
 monthly repayments on the loans borrowed;
 dividends payable to members;
 guaranteed amount for each loan borrowed;
 Amount retained by the organization for office expenses.

Generate each of the following reports:

 members registration fees;

 share contributions;
 fixed deposits;
 loans borrowed
 loan repayment schedule per member;
 the balances after every repayment;
 Dividends payable to each member.

2.6 Feasibility of the system

2.6.1 Economic feasibility

This system will run effectively and efficiently provided the following aspects are kept into
consideration.

Table 1: hardware pre-requisite

hardware Quality cash required

Desktop computer Minimum RAM 1 GB Ksh 12,000
Storage device Minimum 100GB

Table 2: Software requirements

Software requirements MS office Access Ksh 3,000

 Window /7/8/10

2.6.2 Technical feasibility

Since it is a computerized system, the technicality in installation, maintaining and managing the
database is quite easier in this modernized society. Most of the age groups handling this system
are youths of sound mind and hence competent technological wise

2.6.3 Schedule feasibility

The study made the system analyst to establish whether there was enough time to develop the
proposed system. The system analyst found out that the time needed was enough to develop the
proposed system.

2.6.4 Operational feasibility

Using this system is an added advantage to the technical staff of fedha youth group. This is
because the system is designed to handle most of the calculation automatically, this minimizes
the arithmetical errors that may accrue as a result of feeding the data manually, the system also
has the ability to extract valuable information’s such as the list of applicants to join the group.
Each member can access the database without necessarily accessing someone’s privacy and
information, as a result, it reduces the workload assigned to the managers (the group officials).
Ability to login in in different security levels I.e. ADM or USER ensures privacy, security and
efficiency in data handling and database management

2.7 Fact findings

Before designing Fedha Youth Group System, I used various methods of collecting data as
discussed below;

 Interviews
 Questionnaires
 Observation

2.7.1 Interview
Fedha Youth Group System
Interviewee…………………………… Date……………………………………
Place…………………………………... Subject…………………………………
 Time allocated Question Response

2 minutes Introduction

3 minutes What do you think about

the new computerized
system?
5 minutes What was the main problem
of the manual system?

The use of interviews enabled me to ask for the information I needed for and enabled me to read
the interviewees expressions and know of their sincerity when answering the questions. Below is
a sample of the interview guide.

2.7.2 Questionnaires
I prepared the following questionnaire to help me find classified information. Below is a sample
of questionnaire that I used in data collection.

Table 3 Questionnaire
2.7.3 Observation
Members registration using the manual system was time consuming, untidy and calculation hard
many errors. This made me to come with the idea of designing a computerized system.
 3 CHAPTER TWO
3.1 System flow chart

Figure 1: flow chart

 3.2 Item table objects
The system has got 9 table which primarily and through an interconnected relationships to the
parent field located at the tblRegistration, each table hold a different type of required data as
stated below. Eah form has been displayed in design view.

1. tblRegistration: this is the master table and it holds the primary key for the entire
database. All the other table have got child field pulling or referencing data from the
tblRegistartion

Figure 2: 1. tblRegistration

The description of the data types is as listed in the Data type drop down menu

fistName: short text with a maximum of 40 characters, the field property has been fixed to
required (cannot be empty)

lastName: short text with a maximum of 40 characters, the field property has been fixed to
required (cannot be empty)

Gender: lookup wizard from a dropdown menu (male, female, other). The field property has
been fixed to required (cannot be empty)

ID No: primary key. This is the membership number and cannot be similar for any two different
records

Date of registration: date or time. The field property has been fixed to required (cannot be
empty)
Registration fee: number fixed value at 1000

Passport: attachment, can allow multiple images

Phone: Short text with a phone input mask

2. tblShares: this is the table that holds all the shares contributed by members for the whole
year.

3. 3:
Figure tblLoan: this is the table containing list of loan applicants and the status of the
tblShares
application.
loaneeID: number, linked to the member ID in the tblRegistratin

type of loan: lookupwizard, ie "Emergency loan";"Short loan";"Normal Loan";"Development

Loan"

Repayment period f in months: applied visual basic below (auto-entry)

IIf([type of loan]="Emergency Loan",12,IIf([type of loan]="Short Loan",24,IIf([type of

loan]="Normal Loan",36,48)))

Interest rate per month: calculated, auto entry from the Visual basic code below

IIf([type of loan]="Emergency Loan",0.3,IIf([type of loan]="Short Loan",0.6,IIf([type of

loan]="Normal Loan",1,1.4)))

Amount applied for: user entry in numbers

Shares: automatically pulled from the tblShares (through a lookup wizard and Visual basic

Maximum amount of loan; calculated, automatically entered by the system as below

IIf([type of loan]="Emergency Loan",[Shares],IIf([type of loan]="short loan",

[Shares]*2,IIf([type of loan]="Normal loan",[Shares]*3,IIf([type of loan]="Development Loan",
[Shares]*5,0))))

Loan index: an award for loan legibility criteria

4. Loan repayment: once a member has been awarded a certain loan, prior to the loan type
he/she was given, he/she can start to repay after the grace period elapses. The list of loan
repayment data is capture in the loan repayment form. Once the member completes
paying the loan, his/her data will be automatically deleted from the loan repayment
database.
5. Request for exiting the group: members have no quick choice to exit the group without
notifying the admin and the entire group. He/she must first fill the application to exit and
his/her record will be captured in this table. The status will be traced systematically until
the date of expiry when the system can automatically delete him/her if he meets all the
minimum required status to terminate his/her membership

6. Fixed deposit; this table hold all the fixed deposits per month and the interest the money
earns each month. This table can only be accesed by the group administration and anyone
who login as user cannot access this table.
7. Security: this is the table that hold the usernames and passwords of the administrators of
the group. Once they login as ADm they can access the entire database and they have
rights to modify, delete and register a new member.
8. userSecurity; this table hold the usernames and passwords of the non-oficial members.
They have limited access to the database. They cannot modify the database whatsoever.
3.3 Form objects in design view

a) registration form
b) User navigation window

c) Startup/welcome screen
d) Request to exit the group
e) Fixed deposit form

f) Admin navigation window

 g) Loan application form

4 CHAPTER FOUR

4.1 Implementation and testing

This chapter entails testing the system and illustration of its functionalities together with
error handling

4.1.1 Implementation
Procedure of getting started with the system

1. Left click on the start menu

2. Left click on All programs Side menu
3. Left click on Microsoft Office side menu
4. Left click on Microsoft Access
 5. On the interface that appears, left click on the file button at the left top side

6. Left click on computer button

7. Left click on browse button

8. Click on the disk’s icon (the disk having the application)

Exiting the system

To quit the system simply click on the END PROGRAMME button on the
switchboard/Welcome screen. Remember, if you have loged in, you must signout first/logout
before you can access the END PROGRAMME Button.

Hardware requirements
For the system to work efficiently and for reliability the following are essential

a) A computer system of not less than 1 Gigabyte Random Access Memory (RAM)
b) A backup storage media and it is recommended that it should be an external storage
media and kept away from the room where the computer system is accessed from
c) A laser or desk jet printer
d) An uninterruptible power supply
Software requirements
The following software will be essential for the functioning of the Fedha Youth Group System

1. Microsoft windows operating system, preferably windows 7 or higher version. This

Programme cannot run effectively in windows XP, Vista
2. Microsoft office suite 2007 and above versions
3. Up to date 1st layer binary antivirus, this is because the system can be accessed over a
network for every member to access

4.1.2 System installation

The following steps should be followed in installing the system

1. Insert the disk having the application (Fedha Youth Group System) into the computer’s
CD-ROM
 2. Open the disk through the auto play option or through clicking on “My computer” then
double clicking on the disk’s icon
3. Double click on the application’s icon
4. Click on the options button then the security options will be displayed as shown
bellow
5. Click on Enable this content.
6. Then click ok

Accessing the system

i. Locate the Fedha youth group system database and double click on it to start the run
ii. A welcome screen with the Logo, Motto, vision and mission of the group will appear.
iii. At the bottom of the window, a login button option is located, click on either ADM
Login or User Login to proceed, you can opt to shut down the database by clicking on
END PROGRAMME Button
iv. Once you have loged in you an proceed with whatever task you want to utilize. Then
click on LOGOUT button and END PROGRAMME to exit the application

Advantages of the system

1. Quick to store and retrieve data

2. Query allows to pull out and filter the desired data in time
3. Highly secure

Disadvantages of the system

1. Required technical skill in computer application packages

2. Relies on regular supply of power

System flow chart

 5 CHAPTER FIVE
Conclusion
Fedha Youth Group System is ready for use in registering members, loans types, generating
reports. The system can be further be modified to reach its peak performance.
Recommendations
I would like all microfinance to use the system to their maximum advantage

References