automated financial information management system by higiro davidson

AUTOMATED FINANCIAL MANAGEMENT

INFORMATION SYSTEMS

BY

HIGIRO DAVIDSON

08/M/KAB/DIT/218/F

A Project Report Submitted to the Department of Computing

and Information Technology in Partial Fulfillment for

the Award of a Diploma in Information

Technology of Kabale University

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”

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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.

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ABSTRACT

This project is made purposely as a report of an automated Financial Information

Management System. A project undertaken by the researcher as partial fulfillment for the

attainment of a Diploma in Information Technology of Kabale University, and it has been

made within the Finance Department Kabale University as the case study and most of its

functionality is thus based on the needs of these specific system users.

Financial information management is a serious problem facing institutions of higher

learning and developing countries as well. The rate of loss of financial information is

higher than how it is managed, and this is due to inefficiency of the systems used being

manual and depending largely on the human memory. The broad objective of this project

was to develop an automated financial information management system that overcomes

the challenges of financial information management system currently in use at Kabale

University.

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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

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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

5. EVALUATION, RECOMMENDATION AND CONCLUSION

5.1. Evaluation …………………………………………………………….…26

5.2. Limitations ………………………………………………………………26

5.2. Recommendations ……………………………………………………….27

5.4. Conclusion ………………………………………………………………27

6. APPENDICES

6.1. Appendix A ……………………………………………………………...28

6.2. Appendix B………………………………………………………………30

7. REFERENCES …………………………………………………..………………31

vii

LIST OF ABBREVIATIONS

PFM Public Finance Management

IFMIS Integrated Financial Management Information System

FMIS Financial Management Information System

AFMIS Automated Financial Management Information System

CSU California State University

viii

ix

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.

A financial management information system: This is an information system that

tracks financial events and summarizes financial information. In its basic form, an 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.

Office Automation: This refers to a series of interrelated electronic office technologies

in word and data processing; voice processing and image processing used with

procedures and integrated to increase user productivity, efficiency, and control in

working with information. (Joyce, 1987)

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

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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’.

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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.

1.2. OBJECTIVES OF THE STUDY:

1.2.1. GENERAL OBJECTIVES:

To develop a Financial management Information System for Kabale University.

1.2.2. SPECIFIC OBJECTIVES:

1. To review the existing financial management information system employed by Kabale

University.

2. To design a financial management information system for Kabale University.

3. To implement the financial management information system for Kabale University.

4. To test and validate the financial management information system for Kabale

University.

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.

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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:

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• 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,)

Financial Management Information Systems (FMIS) is responsible for the

implementation/upgrade and production support of automated systems, including PeopleSoft

Financials, which are used within the Financial Management Division, namely the offices of

the Bursar, Controller and Procurement and Support Services. FMIS is also responsible for the

distribution of financial reports to the campus community and technical support to end users of

the Departmental Copier Program.

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Chapter 3

METHODOLOGY

3.1. DATA COLLECTION TECHNIQUES The project employed the following data collection techniques;

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

was to reinforce and validate the collected data by use of interviews.

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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.

3.2. FEASIBILITY STUDY

The feasibility study of a system involves a detailed assessment of needs, values and

practicality of a proposed system.

3.2.1. TECHNICAL FEASIBILITY.

A system development is regarded as technically feasible or practical for an

organization if it has the necessary expertise and infrastructure to develop, install, operate and

maintain the proposed system. This automated FMIS is technically feasible because all the

software involved suit the development of such a system.

3.2.2. OPERATION FEASIBILITY

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.

3.2.3. ECONOMIC FEASIBILITY.

A system is said to be economically feasible if it is of appositive value to the organization for

which it is designed. The FMIS is economically feasible in the way that the number of workers

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.

3.3. SYSTEM IMPLEMENTATION TOOLS:

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.

4.3. SYSTEM TESTING

This activity, aimed at assessing the effectiveness of the proposed financial management

information system, as later discussed in chapter 4.

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Chapter 4

SYSTEM STUDY, DESIGN AND

IMPLEMENTATION

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.

4.1. SYSTEM DESIGN

4.1.1. CONTEXT DIAGRAM

The context diagram that is illustrated below shows how data flows to and from the external

entities of the system.

Login

Data Entry

Reports

Query

Save data

Retrieve Data

Logical specifications of the above diagram

System

User

Store/Database

Administrator Report Production System

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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.

Student financial data registration Student’s records/ details are entered into database

Salary, Students’ ledger, Income analysis and Expenditure analysis

forms The Salary, Students’ ledger, Income analysis and Expenditure analysis data is entered into the

database through the provided forms/interfaces.

Data retrieval, add, modify and delete functions The new record, modification of the existing record and deleting is done with the functions/

command buttons provided.

Student details retrieval. The student’s first name or ID number, and the financial

records are displayed when required.

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.

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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

This explains the relationship between two or more entities.

4.1.2.1. System formats:

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.

4.1.2.2. Input formats:

Data entered includes student’s identification, details and financial records.

All these are captured using the appropriate data entry screens.

4.2.2.3. Data entry form attributes:

These include

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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

4.1.2.4. Output specifications:

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.

4.1.3. DATA FLOW IN THE REPORT PRODUCTION

SYSTEM

Administrator

User Manipulation

User Authentication

User

Data Processing

Data Storing and Retrieving

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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.

4.2. SYSTEM REQUIREMENTS

4.2.2. FUNCTIONAL REQUIREMENTS

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

4.2.3. NON-FUNCTIONAL REQUIREMENTS

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.

Only experienced users will be able to use the system.

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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 safe and well-arranged store for their data

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.

User requirements may be functional or non-functional. Functional requirements describe the

desired functionality of the new system. I.e. what is expected of the system like in terms of

behavior, take an example outputs and inputs of the system. Non-functional requirements have

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.

4.3. SYSTEM IMPLEMENTATION:

This section, describes the implementation of the Financial Management Information System.

4.3.1. USER INTERFACE SCREEN SHOTS

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.

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SHOT 2

Figure 4.2: (Student Payment Details Entry and Retrieval Interface) This form allows the user to View, Modify/Edit and Delete the Students’ payment details.

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.

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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

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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.

4.4. DATA DICTIONARY

Creation of data base structures

4.4.1. STUDENTS’ LEDGER DETAIL ENTRY TABLE This table shows the students’ detail.

Field name DESCRIPTION DATA TYPE maximum

size

First name:

STUDENT’S NAME

text

25

Student’s Reg

No.

ID number

MEMO

-

Particulars Details about the transaction

MEMO

-

Date Date of transaction Date/Time -

19

Debit Amount owed Currency -

Credit Amount he/she owes Currency -

Lab balance Remaining balance Currency -

4.4.2. SALARY DETAILS ENTRY TABLE The table below shows the details of entering marks.

FIELD NAME Data Type MAX SIZE Description

ID No.

Auto number 3

Staff ID No.

NAME

Text

25

Staff Names

ACCOUNT No.

Number 20

Staff Account Number

BASIC SALARY. Currency - Payment Details

GROSS SALARY. Currency - Payment Details

PAYEE NSSF

ADVANCE.

Currency - Payment Details

4.4.3. FINANCIAL INCOME ANALYSIS ENTRY TABLE: The table below shows the details of entering financial income analysis data.

Field name

Maximum

size

Data type

Description

ID

4

Auto number

Record ID Number

20

INCOME 50 Text Payment Details

DETAILS

-

MEMO Record Details

RECEIPT Long Integer

Number

Receipt Number

AMOUNT PAID - Currency Payment Details

TUITION FEE - Currency Payment Details

REGISTRATION

FEE

- Currency Payment Details

EXAMINATION

FEE


LIBRARY FEE - Currency Payment Details

ACCOMMODATION

FEE


MEDICAL - Currency Payment Details

IDENTITY CARD - Currency Payment Details

STUDENT GUILD

FEE


SCHOOL PRACTICE - Currency Payment Details

FIELD WORK FEE - Currency Payment Details

SUPERVISION

POST GRAD


UNIVERSITY

GOWN


T-SHIRT - Currency Payment Details

FIELD EXCURSION - Currency Payment Details

DONATION

FUNDRAISING


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TRANSFER FROM

A/C


BACK OF (U)

ECONOMIC CHAIR


GRADUATION FEE - Currency Payment Details

DEBT RECOVERY

(TUITION)


APPLICATION FEE - Currency Payment Details

DEV’T - Currency Payment Details

COMPUTER LAB

FEE


MEALS - Currency Payment Details

GRADUATION

BOOKLETS


NON/REFUNDABLE

BINDING


RENT FROM

CANTEEN


PREPAID - Currency Payment Details

SALE OF OLD

PROPERTY


REFUNDABLE FEE - Currency Payment Details

OTHERS - Currency Payment Details

DEBIT PLEDGES

RECOVERY


TERM LOAN - Currency Payment Details

GRANT - Currency Payment Details

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4.4.4. FINANCIAL EXPENDITURE ENTRY TABLE:

The table below shows the details of entering financial expenditure analysis data.

Field name Maximum

size

Data type Description

ID 4 Auto

number

Record ID Number

EXPENDITURE 50 Text Record Details

DETAILS - MEMO Record Details

CHEQUE AMOUNT - Currency Amount spent on the item

ACADEMIC STAFF - Currency Amount spent on the item

ADMINISTRATIVE STAFF - Currency Amount spent on the item

SUPPORT STAFF - Currency Amount spent on the item

NON-ACADEMIC STAFF - Currency Amount spent on the item

PART TIME VISITING

LECTURES

- Currency Amount spent on the item

SALARY ARREARS - Currency Amount spent on the item

NSSF - Currency Amount spent on the item

SUNDRY CREDITORS - Currency Amount spent on the item

TELEPHONE POSTAGE - Currency Amount spent on the item

TRANSFER TO GUILD

A/C


ADVERTS OF

PROMOTIONS


LEARNING MATERIALS - Currency Amount spent on the item

KAMPALA OFFICE RENT - Currency Amount spent on the item

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MEMBERSHIP TO

INTERNATIONAL BOOKS


BANK

CHARGES/INTERESTS


FIELD WORK - Currency Amount spent on the item

STAFF SUBSISTENCE

ALLOW


TRAVEL & FUEL - Currency Amount spent on the item

NEWS PAPERS/

MAGAZINES


AUDIT FEES - Currency Amount spent on the item

MEDICAL DRUGS - Currency Amount spent on the item

STAFF SOCIAL WELFARE - Currency Amount spent on the item

ELECTRICITY - Currency Amount spent on the item

FUNCTIONS & PUBLIC

RELATIONS


OPERATIONS OF THE

UNIVERSITY ORGANS


ADDITIONAL

RESPONSIBILITY

ALLOW


GROUND RENT


STAFF & GOVERNING

BODIES


MEALS FOR STUDENTS - Currency Amount spent on the item

GRADUATION - Currency Amount spent on the item

GOWNS - Currency Amount spent on the item

STOCKING LIBRARY - Currency Amount spent on the item

24

STATIONERY - Currency Amount spent on the item

WATER & SANITATION - Currency Amount spent on the item

LAWNMOWER

COMPOUND CLEANING


REPAIRS & SPARES - Currency Amount spent on the item

ROAD LINKS

IMPROVEMENT


GAMES & SPORTS - Currency Amount spent on the item

CLUBS ORGANIZATION - Currency Amount spent on the item

SEMINARS &

WORKSHOPS


STAFF DEV'T CAPACITY

BUILDING


RENOVATION - Currency Amount spent on the item

PUBLICATIONS - Currency Amount spent on the item

FENCING/ LAND TITLES - Currency Amount spent on the item

ICT ACCOUNT

COMPOUND


FINALIZATION OF

PHYSICAL STATE


GENERATOR

INSTALLATION


FURNITURE &

EQUIPMENT


CONSULTANCY &

LEGAL EXPENSES


LIBRALY, LECTURE-

HALL, HOSTELS


OFFICE IMPREST - 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

Public LoginSucceeded As Boolean

Private Sub cmdCancel_Click()

'set the global var to false

'to denote a failed login

LoginSucceeded = False

Me.Hide

End Sub

Private Sub cmdOK_Click()

'check for correct password

If txtPassword = "password" Then

'place code to here to pass the

'success to the calling sub

'setting a global var is the easiest

LoginSucceeded = True

Me.Hide

Else

MsgBox "Invalid Password, try again!", , "Login"

txtPassword.SetFocus

SendKeys "{Home}+{End}"

28

End If

End Sub

29

6.2. Appendices B

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?

How do you keep records about the students?

What problems do you meet when using your system?

Do you need a change in your system?

Do you know how to use a computer?

Do you think using a computer can make your work easy?

Would you prefer a computer to manage your school records?

What would you like the new system do for you?

30

REFERENCES

1. David Hoyle – ISO 9000 quality systems handbook (2006)

2. Executive Office of the President of United States of America – Office of Management

and budgeting, Circular No. 127 Revised – July 23, 1993.

3. Executive Office of the president of United States of America – Office of Management

and budgeting, Washington DC. 20503 – M – 05 – 02, Circular No.

(www.whitehouse.gov/omb/circulrs ).

4. A 127 revised Transmittal Memorandum No. 3 – Dec 2002.

5. George M. Piskurich – The AMA Handbook of E-learning – Effective Design and

implementation (2003).

6. Jerome B. McKinney - Effective financial management in public and non-profit

agencies (2004)

7. L. Joyce Arntson. - Word / Information processing 2nd Edition (1987)

8. Michael Shattock, financial management in universities, Higher education systems vary

in the amount of financial data which they publish.

9. Ping Zhang and Dennis - Human – computer interaction and management information

systems. (2008)

10. Patricia W. Ingraham, Philip G. Joyce, Any Kneedler Donahue – Government

performance, why management matters (2003)

11. Robert. Kaplan and Robin cooper - Cost and effective using integrated cost systems to

drive profitability (2003).

31

http://www.whitehouse.gov/omb/circulrs

32

12. Reference and research book news 9788170005025 – Role management information

system for university administration.

13. University of Hawaii - Financial Management Information Systems (FMIS) on – line

quick reference guide (April 2002).

14. USAID from the American people – Integrated financial management systems – A

practical guide (Jan 2008). (p.d.fusaid.gov/pdf_doc/PNADK595.pdf)

automated financial information management system by higiro davidson

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