When pursuing the KCSE computer system, you are expected to behave like a system analyst. Therefore, you are likely going to have a report to the management of your company on why the existing system needs to be changed? And also the cost effectiveness that come with it. 

Systems change because of various reason such as:

1. Getting rid of bulky and stuffy files in your office by computerizing them. This saves you some space and reduces manpower.
2. Sometimes the response time is not up to standards. For example, ATM machines were introduced to reduce queuing in banking halls. This enabled banks to serve more customers in the same period thus increasing profits with time.
3. Systems change to capitalize on increasing profits. This change can reduce the wage bill by replacing people with machines.

You are probably going to ask yourself the following questions and eventually finding out the answers. 

Since year 2019, the procedure for doing the KCSE Computer studies project changed after an overhaul to enhance accountability and control cheating of paper 3.

Assessment of this paper is in 2 Phases namely:

1. Milestone 1
2. Milestone 2

In this piece, I will highlight those areas you must have covered before assessment is done before marks are delivered through KNEC portal.

The Title page forms the cover page. It includes; Name of the project, Name of the analyst and the Date the proposal is submitted.

Most student are conversant with Microsoft word however you can also use:

1. Any word processing software such as WordPro, Open Office or Word Perfect or
2. Desktop Publisher such as Adobe InDesign or Microsoft Publisher

The title page should have:

1. Title of the project
2. Introduction statement
3. Name of candidate
4. Index Number 
5. School
6. Submitted to:
7. Ending statement
8. Date

1. On Spacing
   There is no standardized spacing size however, it is recommended to put enough space on your page which will allow equal distribution of text around the document and also let your space be uniform across all edges.
2. Font size
   Use font of maximum 20pt and minimum 12pt the essence of this size scope is to fit text evenly around the page.  
3. Alignment
   Centre alignment makes your document gorgeous but it is not necessarily central, you can as well use left or justified so as long as you make your document presentable.
4. Page Borders
   This is not compulsory. May be you want to add some 'juice' into its outlook. Choose a simple good looking border, the one that cannot disturb the arrangement of text. But this option is optional.
5. Bolding
   Use bolding on the title of the project and subject headers only. All subjects to the headers should be with a normal font.
6. Font Style
   Please use 'Times New Roman' it is not compulsory, but most projects are made of this font and most readers/supervisors prefer it to others.
7. Uniformity
   Make your text uniform in spacing and distribution across the page.
8. Page Margins
   Because you must bind your report at the end, use a size of 1 inch on both sides (left, right, top and bottom margins) 

1. Avoid using different font colors. Use one color from start to finish and the color normally in use is called 'Automatic' which is also a version of black colors community
2. Avoid using different font styles. Stick with 'Times New Roman'
3. Avoid using different font sizes unless it is the title page and use the following:
   1. Major Heading: Use size 18pts
   2. Heading: Use size 16pts
   3. Sub- Heading:Use size 14pts
   4. Body Text: Use size 12pts
4. Avoid using italics unless it is a 'quote' or 'a note'
5. Avoid underling lines of text. Instead use bolding if you want to put emphasis.
6. Avoid inserting unnecessary items to make your report beautiful. It is not worth it and cannot add any mark.

The table of contents should actually appear after the Title page, that is page 2.
There are two ways one can fix table of contents.

1. Using automated tools
2. Using manual means

Any of these methods have advantages and demerits. However the student should be equipped with both in order to make a choice on which method she/he may prefer.

The manual one is good for students who are beginners in the use of word processors i.e. if the student is not properly equiped with the use of word processing styles such as heading 1 and heading 2. 

The automated method will be helpful for students who have a skilled know-how of word processor styles

A User manual is used to help a person use the system with little or no guidance.
The manual must contain information such as:

1. How to install, start and run the system.
2. How the system appears when running (interface).
3. How to carry out various tasks, e.g., data entry, data modification, deleting, etc.
4. A troubleshooting guide that describes error correction routines and how to get help when faced with problems.

Give a sample of:

• Data input, e.g., table
• Data output, e.g., form

Refer to: the sample user manual in Form 4 book, page 129 - 132

Over the years, the KCSE examinations panel has been evaluating on four basic elements of an effective user manual namely: installation, loading, navigation and procedure for generating output. this whole process consist of 4 marks. That is; 1 mark for each key element. The elements are as explained below:

The candidate should seek to answer the following questions:

1. What are the minimum software requirements the user of his system require to operate it?
2. What are the minimum hardware requirements the user of his system require to operate it?
3. What is the procedure for installing the system in a computer?
4. What else is required to operate the system?

The candidate should seek to answer the following questions:

1. ​How do I start the system?
2. ​How do I shut the system?

The candidate should seek to answer the following questions:

1. ​​How do I save data?
2. How do I move from one interface window to another?
3. How do I append records?
4. How do I open a certain query, form or report?
5. How do I close individual interfaces?
6. How do I sort/filter records?​

The candidate should seek to answer the following questions

1. ​How do I generate a certain output/Query?

System testing also called ​bench marking, is the process of executing a program with a purpose of check errors or simply debugging.
System testing is necessary because it carries out all the intended functions within the underlayed limits and also it is an on going activity throughout design and construction of the system. 

Testing is done by input a set of values, and comparing the expected results with the actual ones. The level of correctness required depends on how critical the application is.

there are several stages of testing a system namely:

1. desk checking (dry run)
   Desk checking is an informal manual test that programmers can use to verify coding and algorithm logic before a program launch. This enables them to spot errors that might prevent a program from working as it should.
   
2. compiler or assembler system checking
   this involves checking whether translators are working properly.
   
3. program run with test data
   involves appending sample data to the tables check for the expected output.
   
4. diagnostic procedures
   A diagnostic procedure is an examination to identify a system's specific areas of weakness and strength in order determine on what areas to improve.
   
5. full scale testing with actual data
   new programs are run in parallel with the existing system for a short time so that results can be compared and adjustments made. This is done with actual data.

In the evaluation KCSE examinations, system testing is captured in the marking scheme as 'demonstration by the candidate' and marks are spread accordingly as shown by this KCSE 2010 project marking guidelines below.

Because most students use DBMS to construct the system, it is advisable that they append at-least 10 records in the  database to test whether their systems are working properly and giving out expected outputs. 

However, latest marking schemes do not include this part and therefore carry zero marks. This marks have been redistributed to other marking indicators.

1. Remove errors (debugging)
2. Whether they give out the expected output and expectations.
3. Determining the accuracy of the system.
4. To find out the performance under different conditions to determine the capabilities of the system.
5. To determine the effectiveness and efficiency of the system before it is implemented.

This is where you turn your designs into real programs using any of the computer programming languages or database management systems.

1. Design your tables.
   1. Include correct field names, set correct data types and format the field widths correctly.
   2. Set primary keys for your tables.
   3. Set validation rules and test whether the rules are able to work as required.
   4. Create relationships where possible.
2. From the tables, create their respective data entry forms.
   1. The forms should be created in Design view.
   2. The form should have command buttons which when clicked will be able to execute the task, e.g., Add Record, Save Record, Delere Record. Close form .
   3. Include Textboxes where possible.
   4. Test to see whether any change made on the form is able to affect the respective table.
3. Create queries where possible (e.g., to calculate totals).
4. Generate reports.
5. Create a main switchboard.

Describe the development plan for the new system.
Show or draw a well illustrated and explained System flowchart, Table/file structure designs,
Input designs and Output design for the computerized system.

• Identify the kind of tables to create, and what fields to use and their data types.

Identify the Primary keys and foreign keys.
Field properties. e.g., formats, field sizes, validation rule and validation text, etc

• Identify the layout/format of input, i.e., what type of forms to create.
• Identify the format for output. The output should be in the form of Reports.

Refer to:

1. Longhorn Computer Studies Form 3 page 105 — 126.
2. Samples in Book 4 page 94 -126.

In this section, analyse/describe the existing manual system.
Show clearly what you think are the problems of the current system that may limit the efficient working of the council.
How did you identify these problems? Show the method of fact gathering that you used, e.g., document review, interview, questionnaires, observation, etc.
Where possible put a sample or a blank questionnaire or interview form.

• Explain in detail your objective. i.e., what you wanted to fulfill.
• Talk about the benefits expected.
• Limitations of the current system.
• Feasibility;
  • Operational feasibility.
  • Schedule feasibility.
  • Technical feasibility.
  • Economic feasibility.

After going through the investigative process, the following problems were discovered with the current manual system:

1. Revenue collection and monitoring are not effective.
2. The increasing number of residents in the council may overload the current system’s ability to process orders.
3. Unpaid taxes have increased from 3%, only one year ago, to 10%. Therefore, the current credit management system has to be improved.
4. Processing of customer’s receipts and invoices may not be done accurately and in time.
5. Customers orders, e.g., for sewer line connection are not done within the required time.
6. Data entry errors.
7. Production of reports takes time.
8. The overall operating cost is high.
9. Council’s data and information is insecure from unauthorized users or theft.

Introduction aims to address the issue or problem being examined.
Describe Babati Urban Council fully so that the examiner clearly understands how it operates with a bias to problems, and how it connects to the title of your project.
In this section, indicate that a problem exists in a descriptive manner.

Babati Urban Council is a local authority that provides services to its residents. For it to provide these services, it raises funds through collecting House rent, charging residents for Garbage collection, collecting licensing fees from businesses, collecting money from vendors who transact business in the Open air markets, charging Sewerage connection fee, and also collecting money from all vehicles and carts parked within the urban centers.
In addition, most of the data processing activities of the council are done manually.

Some of these activities include:

1. Recording of money collected from residents.
2. Keeping of revenue collection records.
3. Processing of customers’ orders.
4. Generating of reports especially those required by the management, etc.

The council wishes to replace the inefficient manual revenue collection system through developing a computer-based system that would ease the input and processing of data about revenue collection, and provide facilities for updating stored data.
The system is also expected to produce a variety of reports such as receipts that are to be used for managerial purposes.

This is the section where you are able to acknowledge or thank all those individuals and/or groups who assisted you during some stage of the project.

A project like this is not possible without the help of many others. I acknowledge the enormous input by my Computer Studies teacher, Mr xyz who was responsible for my training on the use of computers and the various application programs which has enabled me do the artwork and typesetting of the entire project. I also thank him for guiding me on how to acquire knowledge through carrying out research.
I am indebted to my parents, brothers and sisters for my upbringing and education, and have contributed in a very special way to the process of writing this project. They have been patient and kind.
Many others have contributed to my growth and development over the years. They include; my Principal and the other staff members of Riondong'a Secondary school for their guidance and counseling.
I would also like to thank my school mates who have provided comments and suggestions which have led to the improvement of the text.
Lastly but certainly not the least, I would like to thank our Almighty God for all the miracles He has done in my life. I want to return praise to him for the free life He has given me, wonderful opportunities that I have had, the knowledge to share with others and the strength to write this project.

I could like to express my sincere gratitude to the administration of Kambaa girls led by the principal for enabling us a conducive environment to build this project. It could not have been possible without the hardware and software tools that were required to make this project a success. Also not forgetting the security of data and a work free environment.
Special gratitude also goes to my computer teacher Mr. Makau for providing me with computer knowledge since form 1 that enabled me pursue the project. He was outstanding in providing me with guidelines and advice on how to approach this project from when it was issued to the date of submission. I pray to God to bless him in his gorgeous work.
My parents and classmates were also outstanding in giving me the financial and moral support and also an environment that was conducive in executing the project. I sincerely thank them for staying with me in this entire process.
Lastly, but not least. Many thanks are to the almighty God for the gift of life and great opportunities that saw me complete this task.
​Glory be to him.

This is a summary of all the work you did (past tense). It should briefly tell the reader everything he/she needs to know about the research hypothesis, methods used to gather data, overview of significant findings and final conclusion.

• Explain what each chapter (subheading) of the project is supposed to do in a paragraph.
• What was the aim of the project?
• Who you sampled?
• What methods of data collection did you use?
• What are some of the things that you have found out from your fact finding? i.e., what did the results show?
• What was your overall conclusion?
• What was recommended?

The report is aimed at looking at the problems of the said local authority, and how to introduce a computerized one.
Data will be collected by means of a questionnaire or an interview schedule. A total of 30 respondents comprising of the managers, workers of the council and residents served by the local authority will be randomly sampled, and will be expected to respond to the questionnaire.

• The data collection process revealed that, ………………………………………………….
• From the findings, it was concluded that ……………………………………………………...
• It was recommended that …………………………………………………………..

This helps to guide the reader through the document.

• Check to ensure that the actual heading / subheadings used in the body of the study coincide with the contents page.
• Use of decimal structure with chapters is preferred.
• A list of Tables, Charts, Figures, Photographs and other relevant material should also be listed at the end of the Table of contents.

​Projects are used in assessing the outcomes of learning. In Project-based examinations, candidates demonstrate that they can transform processes into actions by solving a real-world problem in a real organization, and for each subject of study, document the same using a standard format.

1. Title Page.
2. Table of Contents.
3. Report structure.
4. Acknowledgements and/or Dedication.
5. Introduction.
6. Problem definition (Analysis)
7. Design:
   1. System flowcharts.
   2. Table / File structure design.
   3. Input design.
   4. Output design.
8. Coding.
9. Testing.
10. User manual.
11. Coding.
12. Testing.
13. User manual.
14. Recommendations.
15. Conclusion.
16. Appendices.
17. Bibliography.

• The report should have 1.5 / double line spacing.
• The report booklet should have a cover with the author’s name and the title on the front of the cover and down the spine.
• It is strongly recommended that you word process the report, and keep a disk copy.