DIPLOMA IN INFORMATION &

COMMUNICATION TECHNOLOGY

TRADE PROJECT GUIDELINE

©Siwel 2022
 COVER PAGE
TRADE PROJECT
<LOGO>

TITLE OF THE PROJECT: XYZ PROCUREMENT MANAGEMENT SYSTEM

INDEX NUMBER: 304201-1234
CANDIDATE’S NAME: XYZ
COURSE: DIPLOMA IN INFORMATION AND
COMMUNICATION TECHNOLOGY
INSTITUTION: XYZ TECHNICAL TRAINING INSTITUTE
PRESENTED TO: KENYA NATIONAL EXAMINATION COUNCIL
(KNEC) IN PARTIAL FULFILMENT FOR THE
AWARD OF A DIPLOMA IN INFORMATION AND
COMMUNICATION TECHNOLOGY
EXAM SERIES: NOVEMBER 20223
PRELIMINARIES
i) DEDICATION
ii) ACKNOWLEDGEMENT
iii) DECLARATION
iv) ABSTRACT
v) ABBREVIATIONS (If any)
vi) LIST OF TABLES (If any)
vii) LIST OF FIGURES (If any)
TABLE OF CONTENTS
 CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND INFORMATION
A brief description of the implementing agency. Areas to be highlighted should include:-
- Name, location, nature or type of the organization (private or private), key services /
goods offered by the organization.
- A brief history of the organization e.g. when it was started, customer base then and now
- Must depict an organization that has grown over time

1.2 ORGANIZATION STRUCTURE

Draw up the organization’s organogram
- If the organization is large, more concentration should be directed to the part of the
organization where the system shall be implemented
- No explanation should be given.
- Correct symbols should be used

1.3 DESCRIPTION OF THE CURRENT SYSTEM

Describe the key processes of the current system you intend to automate
- Description of the processes should flow logically
- Give clear details of how each of the process is undertaken.
- Use PRESENT TENSE

1.4 PROBLEM STATEMENT

Explain ways in which using the current system, hinders access to quality information in the
organization.
- To identify these, consider the salient / desirable qualities of good information e.g.
Accurate, Reliable, Timely, Complete e.t.c.
- Some of the problems may therefore include Inaccurate, Unreliable, Slow Operations
e.t.c

1.5 PROBLEM JUSTIFICATION

Demonstrate how problems identified in 1.4 above hinder achievement of the organizational
goals, and / or lowers quality of service delivery
- Using each of the problems in 1.4, explain how the problems negatively impact on
performance of the organization
Example
Inaccurate information leads to customer complaints which may lower customer
satisfaction, inaccurate financial reports may lead to financial losses affecting business
profitability, Slow operations lead to time wastage in long customer queues that may lead
to losing customers to the business competitors
NB: Clearly demonstrate how failure to address the problem identified in 1.4
above can adversely affect the business
1.6 SCOPE OF THE PROPOSED SYSTEM
Explain the key operations / processes of the business shall be automated by the proposed
system.
- The areas to be automated should be one that guarantee to provide solution to the
problems identified in 1.4

1.7 AIMS OF THE PROPOSED SYSTEM

Provide an overview of the general / key solutions the proposed system should offer.
- These general objectives should be addressed to solving the problems identified in 1.4

1.8 OBJECTIVES OF THE NEW SYSTEM

 State SMART objectives of the proposed system
S – Specific
M – Measurable
A – Attainable
R – Realistic & Verifiable
T – Timebound

Example
 To reduce cost of operation by 30% in One Year
 To increase speed of operation by 50% in One Year
 The objectives identified SHALL be the tool of measure against which the finished
system project shall be evaluated.
 The objectives MUST be drawn from 1.4 above
 Must be short and precise
 Must be between 4 and 6
 CHAPTER TWO
LITERATURE REVIEW
- Collect relevant information about your topic of study.
- Report on what other scholars have reported about your subject area
- The information provides a foundation on which your work is based
- References MUST be correctly given, using a standard of your choice
- The information cited MUST be relevant and one that contributes to your knowledge that
you use in the design and development of the proposed system.
- The findings of the study should be help you come up with a better / improved system
that in future also contributes to new knowledge in the scholarly field.
- The topic MUST be at least 3 A4 pages
- Literature review should be done continuously until, the end of this documentation.
- Consult your supervisor regularly with your findings, for advise on its relevance or
otherwise
 CHAPTER THREE
SYSTEM ANALYSIS
NEVER use pronouns eg I, Me, We etc instead refer to yourself as the system analyst
3.0 INTRODUCTION
 Explain What system analysis in the context of system development
 Justify significance of system analysis i.e. explain why the system analyst undertook it

3.1 CURRENT SYSTEM

3.1.1 OPERATIONS OF THE CURRENT SYSTEM
 Explain the KEY processes of the current system (you intend to automate)
 The processes should flow logically, from the first to last
 Clearly explain EACH of the process
 In explaining each of the processes, address the following questions
 What’s the process name?
 When is the process done?
 Who does it?
 Why is it done?
 How is it done?

3.1.2 DOCUMENTS USED IN THE CURRENT SYSTEM

 Based on the processes explained above, identify ALL the documents that are used in
the current system
 Explain each of the document, addressing the following questions
 When is it generated? i.e. After or during which process?
 Who generates / produces it?
 Why is it produced? i.e. What is it used for?
 What does it contain?

3.1.3 USERS OF THE SYSTEM

 Cite ALL the people involved in carrying out the key processes of the system
 Explain the users by answering the following questions
 What’s the name of system user?
 What role do they play in the system processes?
 Which system processes are they involved in?
 How are they involved in each of the processes?
 Why are they important in the system?

3.2 SYSTEM APPROACH

 Identify the methodology that was used during system analysis
 Explain how the methodology WAS used
 Explain why the methodology WAS preferred

NB – Use a methodology you understand well and appropriate to your system

3.3 FACT FINDING
 Explain what fact finding is and why it was undertaken
3.3.1 TOOLS USED
 Explain the various fact finding tools used. Address the following questions;
 What is the Name of the fact finding method used?
 How was the tool used
 To whom was the tool administered?
 Why was the tool preferred?
 In the APPENDICES, provide a sample of each of the tool used

3.3.2 FACTS FOUND

 Provide a summary of key facts that were gathered.
 The facts cited should be appropriate to help develop a new system that
adequately solves problems of the current system
 Provide facts should be highlighted in point form

3.4 FEASIBILITY STUDY

 Explain what feasibility study is

3.4.1 OBJECTIVES OF FEASIBILITY STUDY

 Explain why feasibility study had to be undertaken

3.4.2 ECONOMIC FEASIBILITY

 Justify the economic viability of the proposed system using various methods
including, but not limited to the following
 COST BENEFIT ANALYSIS
 NPV
 PBP
 IRR
 In explaining each of the tool above, use dummy but reasonable figures to
demonstrate if the system is feasible
 All the cost estimates of developing and implementing the proposed system
MUST be considered
 Use a trade period of at least THREE (3) Financial Years of the new system use
NB
Economic viability of a system project overrides all other forms of feasibility i.e. a
system MUST be economically feasible for the system project to continue

3.4.3 OTHER TYPES OF FEASIBILITY CONDUCTED

 Explain other uneconomic types of feasibility studies that were conducted.
 Multiple feasibility studies MUST be undertaken to justify system viability
 In explaining each of the type, cite the following
 Name of the study
 How it was done
 Conclusion of the study i.e. justification if the system is viable or not
3.5 TECHNICAL SPECIFICATIONS
 In tabular form, objectively provide a listing of the MINIMUM requirements of the new
system
 Cite the following among other resources
o Hardware requirements i.e. Specifications, Quantity
 Eg Computers, Printers,
o Software Requirements i.e. Specifications
 Eg OS, DBMS
o Network Resource i.e. Specifications
 Eg Database Server, Connected LAN, Internet Connection
o System Operators i.e. Qualifications, Number
 CHAPTER FOUR
SYSTEM DESIGN

4.0 INTRODUCTION
 Explain What Overall System design is
 Explain the significance of system design i.e. WHY it was undertaken

4.1 FILE / DATA DESIGN

 Explain What Data Design is
 Explain What it involves i.e. how it is done
 Explain Why it was done

 With appropriate examples, explain the various tables you created in your system.
 Ensure various types of files are cited, including the following
 Master Files
 Movement / Transaction Files
 In each example of the file used, answer the following
 Name of the File / Table
 Explain how it is used in the system
 Explain the data / information it contains i.e. field names, Description of the field,
data type, Field Size
 For each type of the file, give a minimum of two files in your system i.e. Master Files
(Min 2), Transaction Files (Min 2)
 Only provide examples of the normalized forms / tables

Example
Items File
 It is a Master File that contains a list of the times stocked in the supermarket.
 The file is used when conducting a sale as a look up table, to provide all the necessary
details of an item including the item name, price, quantity available in stock and item
code
  The table structure is as follows

FieldName Description Data Type Field Other Field

Size Specifications
PCODE Unique Item Code Text 5 Required
DESCR Item Description Text Required
ie Name, Size
UOM Unit of Measure Text Required
e.g Grams, Litres
QTY The quantity INT 4 Required, 0 to 9999
available in stock
PRICE The selling unit DOUBLE 10 Required, Can’t be
price of the item Zero, 2 Decimal places

4.1 INPUT FORM DESIGN

 Explain What input Design is
 Explain Why it was done

4.1.1 DATA INPUT METHOD

 Explain the various data input methods your system shall use e.g. Keying, Direct Input
 Explain the processes where any special data input methods shall be used

4.1.2 DATA CAPTURE FORMS

 Explain the various data capture forms and explain how they will be used
 Provide a draft design of the form, showing how it shall look like by highlighting the key
sections of the form
 Provide a minimum of SIX (6) input forms of the key system processes

Example

LOGIN FORM
 This form shall be used by the system users to gain access into the system.
 The users will be expected to provide correct login credentials i.e. user name and
password in order to unlock the system. If any incorrect data is input, the user shall be
denied access and error message output
 The form shall appear as below
4.2 PROCESS DESIGN
 Explain What process Design is
 Explain What it involves i.e. how it is done
 Explain Why it was done
 Highlight the key process

4.2.1 LOGICAL PROCESS OUTLINE

 Provide an outline of the key processes of the system, highlighting the logical sequence
 The outline should in one paragraph, in continuous prose

4.2.2 PROCESS DESIGN TOOLS

 Provide a block system flowchart depicting the sequence above
 Provide process flowcharts of the key system process

4.2.3 PROGRAM SPECIFICATION

 Define what it is
4.2.3.1 INPUT SPECIFICATION
 Describe the method of data processing e.g real time
 State the primary data input tool to be used when capturing data into the system
 Highlight the key data validation checks to be incorporated in the system e.g. range
check, size check, presence check, reasonableness check e.t.c
4.2.3.2 PROCESS SPECIFICATION
 Highlight the key process and explain each of the process by highlighting the key data
captured in each process and why it is important.
4.2.3.3 OUTPUT SPECIFICATION
 Explain the various users (internal and external) who the system shall exist to provide
information to
 Internal users – Who are these? Examples? Their role in the system / organization
 External users – who are these? Examples?
 Explain the form in which these users shall get system outputs

4.3 OUTPUT DESIGN

 Explain What system output is
 Explain What process Design is
 Explain What it involves i.e. how it is done
 Explain Why it was done
 Explain the major method of output the system shall generate
 With examples, highlight the key types of reports the system shall generate i.e. Adhoc,
Periodic
 Attach examples in the APPENDIX
 CHAPTER FIVE
SYSTEM IMPLEMENTATION AND TESTING

5.1 INTRODUCTION
 Explain what testing and implementation are

5.2 TESTING
 Explain what testing is
 Explain the importance of testing

5.2.1 TEST PLAN

 Explain what a test plan is
 Explain the test plan procedures used

Example
o Input, process, volume of data, usability, hardware & software compatibility,
recovery, output

 Explain aims testing

 Explain types of test design eg black box testing. White box testing

5.2.2 TEST DATA USED

 Explain types of test data used e.g. historical, live, artificial, program suite etc

5.2.3 TYPES OF TEST USED

 Explain the various kinds of tests done eg Program Testing, String Testing

5.2.4 SAMPLE TEST DATA AND RESULTS

 Draw up a table to demonstrate sample test data input into the system and the
expected outputs.
 You may draw up a table as shown below

Data Expected Actual Explanation

Results Results
ADMNO 9865U Invalid Invalid ADMNO contains numeric
ONLY
NAME Bonface Valid Valid Valid name
K
DEPTCODE DIT09 Invalid Invalid Invalid Department Code
IDNO 3874 Invalid Invalid IDNO should contain at least 7
numbers

5.3 FILE CONVERSION

 Explain what file / data conversion is
 Explain the procedure of doing data conversion
5.4 SYSTEM CHANGE OVER
 Explain what system changeover is
 Explain the significance of this stage i.e. why it should be undertaken

5.4.1 SYSTEM CHANGE OVER METHOD USED

 Identify the system changeover method recommended
 Explain how the changeover is to be undertaken
 Explain the advantages of the method i.e. reasons why it is recommended
 Explain any risks the users should beware of when implementing

5.5 USER TRAINING

 Explain what it is and why it is important

5.5.1 TYPES OF USER TRAINING DONE

 Explain the various forms of user training conducted e.g. on-job, group e.t.c
 Explain how they were done

5.5.2 TRAINING AIDS USED

 State and explain any user training aids / materials used during training e.g. Help Screens,
User documentation, System, Charts e.t.c

5.6 SYSTEM DOCUMENTATION

 Explain what it is
 Explain its contents
 Explain its importance

5.7 PROJECT PLAN

 Draw a Gantt chart indicating the system development milestones
 Example
ACTIVITY JAN FEB MAR APR MAY JUN
Project Proposal
System Analysis
System Design
Testing
Implementation
Documentation
Training
System Changeover
System Handover
 CHAPTER SIX
CONCLUSION

6.0 INTRODUCTION
 Cite the objectives that had to be solved by the new system. This provides a framework
against which the finalized system project shall be evaluated

6.1 ACHIEVEMENTS
 Objectively, cite and explain ALL the benefits to be realized in using the new system.
 Peg these on the objectives identified above

Example
Fast Operations
The old system is very slow especially during the voting and vote tallying processes. The
delays lead to anxiety amongst candidates and voters. The long and tedious processes also
lead to human errors during manual tallying and recording of results.
With the new system, voter details are captured into the system. Vote recoding and tallying
are done electronically which enhances efficiency, accuracy and speed.

6.2 LIMITATIONS
 Objectively cite ALL the challenges encountered during the process of designing and
development of the new system.
 Only cite limitations that were a setback to successful completion of the system project

6.3 FUTURE IMPROVEMENTS

 State all the recommendations you propose on your system in future, that shall help
improve on the usability, efficiency and effectiveness of the system
 The recommendations should be reasonable and one that contributes making the system
better
 The recommendations MUST contribute to making the system produce more valuable
information that adequately meet informational needs of the organization

APPENDICES
A: Sample Data Collection Tools E.g. Interviews, Questionnaires
The data collection tools must be standard eg by using various questioning techniques

B: System DFDs i.e. Context Diagram, Level 0 DFD, Level 1 DFD

MUST observe ALL the rules of drawing DFDs. Design software may be used

C: Program Codes
Attach at least 5 pages of your program codes

D: Sample Outputs
Attach Various kinds of system generated reports

E: Any other information you may consider relevant and referenced in the Document body