Victory School CLUB Membership

System

Page 1 of 35
 KENYA CERTIFICATE OF SEONDARY
EDUCATION
COMPUTER PROJECT 2025(451/3)
NAME: EMMANUEL KAMANDA

INDEX NUMBER: 43706109127

PROJECT TITEL: VICTORY SCHOOL CLUB MEMBERSHIP SYSTEM

YEAR OF EXAMINATION: 2025

PERIOD: 7 MONTHS

SCHOOL: NYAMIRA BOYS HIGH SCHOOL

 lOMoARcPSD|56778604

DECLARATION
Developed by:
I, Mordecai omurwa, hereby declare that this project is my original work. It has not been
submitted to any institution for certification or accreditation. I affirm that all research,
development, and implementation were conducted independently and with integrity.

Name: Mordecai omurwa

Signature: ________________________________ Date:
________________________________

Supervisor:
As the supervising instructor, I verify that the student conducted this work under my guidance
and in accordance with institutional guidelines.

Name: Job Machoni

Signature: ________________________________ Date:
________________________________

Approved by:
As the principal of Nyamira boys high School, I confirm that the student has independently
developed this project and that it adheres to academic and ethical standards.

Name:Mordecai omurwa
Signature: ________________________________
Date: ________________________________

Stamp:

DECLARATION I
 lOMoARcPSD|56778604

DEVELOPED BY: I
SUPERVISOR: I
APPROVED BY: I
DEDICATION IV

ACKNOWLEDGMENT V

2.1 Interviews 9
2.2 Questionnaires 9
2.4 Document Review 6
CONCLUSION 6
3.1 Problem Definition 7
3.2 Existing System 7
i. Overview 7
3.3 Proposed System 7
3.3.1 Objectives 8
3.3.2 Scope of the System 8
3.3.3 Benefits 8
3.3.4 Feasibility 9
3.1 System Flow Chart 11

RELATIONSHIP 12

3.3 Variables and their appropriate entities 15

3.4 Input Design 16
Login 20
 lOMoARcPSD|56778604

22
CLUB SAVING 22
SETUP 23
UNREGISTERD MEMBERS 24

24
 lOMoARcPSD|56778604

3.4 Output Design 24

DEDICATION
I dedicate this project to the Almighty God for granting me the wisdom, strength, and
perseverance to successfully undertake this work.

I also extend my deepest gratitude to my beloved parents and family, whose unwavering support,
encouragement, and sacrifices have been instrumental in my academic journey.

Furthermore, I dedicate this work to my teachers and mentors, whose invaluable guidance,
patience, and dedication to education have profoundly shaped my learning experience. In
particular, I extend my sincere appreciation to Mr. Job Machoni for his unwavering support and
mentorship throughout this journey.

May this project stand as a testament to the power of determination, knowledge, and the support
of those who inspire and believe in us.
 lOMoARcPSD|56778604

ACKNOWLEDGMENT
I extend my sincere gratitude to the Almighty God for granting me the strength, wisdom, and
perseverance to complete this project.

I wish to acknowledge the unwavering support and the significant existence and relevance of my
Principal, George Onkundi, whose leadership has been pivotal in guiding me, and the invaluable
guidance of my Teacher and Mentor, Mr. Job machoni. Their steadfast presence and commitment
have not only enriched this project but also underscored its relevance to our academic
community.

I am also deeply grateful to my friends and classmates for their collaborative spirit, which has
played an essential role in the realization of this project.

Finally, I extend my heartfelt appreciation to all those whose contributions, whether large or
small, have helped shape the existence and relevance of this work.
 lOMoARcPSD|56778604

Chapter 2.0 Information gathering...............................................................................................................2

2.1 Interviews..........................................................................................................................................2
2.2 Questionnaires..................................................................................................................................2
2.2.3 Sample questionnaire................................................................................................................3
2.3 Observation.......................................................................................................................................5
2.4 Document Review..............................................................................................................................5
Conclusion...............................................................................................................................................6
Chapter 3.0: SYSTEM ANALYSIS............................................................................................................7
3.1 Problem Definition.............................................................................................................................7
3.2 Existing System..................................................................................................................................7
i.Overview.....................................................................................................................................7
ii.System Structure......................................................................................................................7

3.3 Proposed System...............................................................................................................................7

3.3.1 Objectives...................................................................................................................................8
3.3.2 Scope of the System....................................................................................................................8
3.3.3 Benefits.......................................................................................................................................8
3.3.4 Feasibility...................................................................................................................................9
CHAPTER 3.0: SYSTEM DESIGN..........................................................................................................11
3.1 System Flow Chart...........................................................................................................................11
...............................................................................................................................................................11
3.2 Fields and Data Types......................................................................................................................12
3.3 Variables and their appropriate entities..........................................................................................16
Students Entity..................................................................................................................................16
Clubs Entity........................................................................................................................................16
Memberships Entity...........................................................................................................................16
Patrons Entity....................................................................................................................................16
Activities Entity..................................................................................................................................16
Financials Entity.................................................................................................................................16
3.4 Input Design.....................................................................................................................................17
3.4 Output Design..................................................................................................................................19
 lOMoARcPSD|56778604

Table of Figures
Figure 1: Registration Table In design View_________________________________________________1
Figure 2: Student Membership Table in Design
View__________________________________________8
Figure 3: Patrons' Details________________________________________________________________8
Figure 4: System Flowchart_____________________________________________________________11
Figure 5: Students' Admission Table______________________________________________________12
Figure 6: Patrons' Details_______________________________________________________________12
Figure 7: Agriculture Club______________________________________________________________12
Figure 8: Art
Club_____________________________________________________________________12
Figure 9: Chess
Club___________________________________________________________________13 Figure 10:
Computer Science Club________________________________________________________13
Figure 11: Debating Club_______________________________________________________________13
Figure 12: Drama Club_________________________________________________________________13
Figure 13: Environmental Club__________________________________________________________14
Figure 14: Mathematics Club____________________________________________________________14
Figure 15: Music Club ‘Band”___________________________________________________________14
Figure 16: Music Club
'Choir'____________________________________________________________14 Figure 17: Music
Club 'Instrumental'______________________________________________________15
Figure 18: Photography Club____________________________________________________________15
Figure 19: Science Club________________________________________________________________15
Figure 20: Writing Club________________________________________________________________15
Figure 21: Students' Admission Form_____________________________________________________17
Figure 22: Computer Science Club
Form___________________________________________________17
Figure 23: Patrons'
Form________________________________________________________________18
Figure 24: Art Club
Form_______________________________________________________________18
Figure 25: Student's report______________________________________________________________19
Figure 26: Activities and Events
Report____________________________________________________19
Figure 27: Patrons' Report______________________________________________________________20
Figure 28: Computer Science Report______________________________________________________20
 lOMoARcPSD|56778604

Chapter 1.0 INTRODUCTION

The Victory School Club Membership System is a digital platform designed to streamline
student club management at Nyamira boys high School. It ensures efficient record-keeping,
tracking, and accessibility for both students and administrators.

Manual record-keeping methods often lead to inefficiencies and data loss. This system addresses
these challenges by automating club registration and membership management, making school
activities more structured and adaptable. Its relevance lies in enhancing efficiency,
accountability, and accessibility, allowing seamless engagement in club activities.

By digitizing membership records, the system improves accuracy, reduces paperwork, and
promotes organization and transparency in extracurricular management. It enables students to
register for clubs digitally, allows administrators to track participation, and provides easy access
to reports and analytics.

For a student to be registered in a club, the following details must be provided:

 Full Name
 Admission Number
 Class/Form
 Club Name
 Date of Registration

Figure 1: Registration Table In design View

 lOMoARcPSD|56778604

1 Chapter 2.0 Information gathering

To ensure the development of an efficient and user-friendly system, various techniques were
employed. These methods helped in identifying key requirements information-gathering,
challenges, and expectations from different stakeholders.

2.1 Interviews
Objective: To gain in-depth insights from key stakeholders regarding the current club membership
management processes.

Participants:

• School Administrators – Provided information on policies governing club memberships and

financial contributions.
• Club Patrons – Shared details on club operations, record-keeping, and student engagement.
• Students – Offered feedback on their experiences with club registration, participation, and
leadership.

Key Areas of Discussion:

• The current process of club membership registration and exit.

• Challenges in tracking club activities and financial transactions.  Requirements for an
automated system to improve efficiency.

Findings:

• Club membership records are primarily paper-based, leading to data loss and inefficiencies.
• The financial management of clubs is inconsistent across different societies.
• There is a need for a centralized system to standardize operations.

2.2 Questionnaires
Objective: To collect structured feedback from a larger audience regarding club management processes.

Target Respondents:

• Students, teachers, and school finance personnel.

Key Questions:

• What challenges do you face in registering or exiting a club?

• How are club finances currently managed?

2
• What system features would improve club administration?
 lOMoARcPSD|56778604

Findings:

• Most students found the club registration process cumbersome.

 lOMoARcPSD|56778604

• Club treasurers and patrons expressed concerns about tracking finances effectively.
Respondents preferred a digital solution that provides easy access to club records.

2.2.3 4.Sample
Section
3.
2.
1. How
Which
What questionnaire
odo
B: Club
A: Personal
challenges
is
club(s)
Membership
your
students
Information
Hard
No
Delays
Digital
Verbal
Paper
Other:
Administrator
Teacher/Club
Student
role?
areclear
exist
register
you
toforms
records
___________
registration
intrack
guidelines
part
approval
in club
for
memberships
Patron
of?clubs?
registration?
______________
3
 lOMoARcPSD|56778604

o Other: ___________
7. How often do clubs hold activities?

o Monthly

o Termly

o Yearly

o Rarely
8. What are the main challenges in organizing activities?

o Poor records

o Inadequate funds

o Low participation

o Other: ___________

Section D: Financial Management

9. How are club finances managed?

o Cash-based

o Manual logs

o School finance office

o Other: ___________
10. What financial challenges exist?

 Lack of transparency

 Inconsistent records

4
 lOMoARcPSD|56778604

13. Other:
Event ___________
 How comfortable
Very comfortable
Reports
Automated
scheduling
generation
finances
are you with using a digital system?
 lOMoARcPSD|56778604

2.3 observation

Objective: To directly assess how club operations, meetings, and financial transactions are handled.

Aspects Observed:

• The manual process of student club registration and record-keeping.

• Financial management, including collection of membership fees and recording of expenses. 
Club meetings, events, and their documentation.

Findings:

• Many records are maintained on paper, making data retrieval difficult.

• Financial transactions are not systematically recorded, leading to inconsistencies.
• Club leadership and patrons face challenges in monitoring student participation.

2.4 Document Review

Objective: To analyze existing records and identify gaps in club management.

Documents Reviewed:

• Club registration forms.

• Financial reports from different clubs.
• School policies on club membership, finance, and event organization.

Findings:

• Inconsistent data entry across clubs.

• Lack of a unified platform to manage membership and financial records.
• No standardized reporting format for club activities and expenses.

Conclusion
The insights gathered from these methods were instrumental in defining the system requirements. The
findings highlighted the need for an integrated database management system to streamline club
membership tracking, event management, and financial record-keeping. The proposed system will
address these challenges by providing a digital platform that ensures accuracy, efficiency, and
accessibility.
 lOMoARcPSD|56778604

Chapter 3.0: SYSTEM ANALYSIS

3.1 Problem Definition
Managing club memberships at Nyamira Boys high School has been challenging due to reliance
on manual record-keeping. This method is prone to errors, misplacement, and inefficiencies.
Tracking student participation is cumbersome, leading to inconsistencies and difficulty in
retrieving or updating membership records. Additionally, generating reports requires excessive
time and effort, impacting the efficiency of club operations.

3.2 Existing System

i. Overview

Currently, student club memberships are recorded on paper or in basic spreadsheets. This
approach lacks automation, making it difficult to maintain accurate records. Paper records can
be lost or damaged, and retrieving information is time-consuming. Administrators struggle with
organizing club activities, tracking member participation, and managing reports effectively. The
absence of a centralized system leads to redundancy and inefficiencies, causing delays in
decision-making. ii. System Structure

The existing system consists of manual entry logs maintained by club officials and school
administrators. These records are often stored in physical files or basic spreadsheet applications,
making data retrieval and modification difficult. Report generation requires extensive manual
calculations, and there is no standardized format for recording membership details. This
fragmented structure results in data inconsistencies and delays in accessing accurate information.

3.3 Proposed System

The Victory School Club Membership System introduces an automated solution to streamline
club management. This system provides a centralized database where student memberships can
be recorded, updated, and accessed efficiently. By eliminating paperwork, it reduces redundancy
and minimizes errors. Students can register for clubs digitally, while administrators can track
participation effortlessly. Instant report generation allows better decision-making and planning.
 lOMoARcPSD|56778604

Figure 2: Student Membership Table in Design View

Figure 3: Patrons' Details

3.3.1 Objectives

• To develop an efficient and user-friendly club membership management system.

• To minimize paperwork and reduce redundancy in record-keeping.
• To enhance accessibility and accuracy of club membership records.
• To streamline report generation and improve decision-making for club administrators.

3.3.2 Scope of the System

The system is designed to:

• Register and store student club memberships securely.

• Allow administrators to manage and update club records efficiently.
• Provide students with an easy-to-use platform for club registration.
• Generate reports on club participation and membership trends.
• Ensure data accuracy, security, and accessibility within the school environment.

3.3.3 Benefits

• Efficiency: Reduces manual workload by automating club membership management.

• Accuracy: Eliminates human errors in data entry and retrieval.
• Accessibility: Provides instant access to membership records for students and
administrators.
• Organization: Enhances record-keeping structure and simplifies report generation.
• Engagement: Encourages student participation through a digital registration process.
3.3.4 Feasibility

 Technical Feasibility:

The system will be developed using Microsoft Access, a reliable database management tool that
aligns with the school’s existing IT infrastructure. It offers built-in functionalities for data entry,
queries, and reporting, reducing the need for additional software. Since the school already has the
 lOMoARcPSD|56778604

required computers and network access, no major hardware upgrades are necessary. Conclusion:
The system is technically feasible, as it utilizes readily available tools and infrastructure,
ensuring a smooth development and deployment process.

 Operational Feasibility:

The system will simplify and automate club management, eliminating manual paperwork and
improving record accuracy. Membership tracking, financial records, and event management will
be more efficient, reducing administrative workload. The user-friendly interface ensures that
students, patrons, and administrators can easily navigate the system with minimal training.
Training sessions will be provided to key users to ensure smooth adoption.

Conclusion: The system is operationally feasible, as it significantly enhances efficiency while

remaining user-friendly and easy to integrate into daily operations.

 Economic Feasibility:

The project requires minimal investment in software and training while delivering long-term cost
savings. The benefits include:

• Reduced administrative expenses due to the elimination of paper records.

• Minimized financial discrepancies through accurate fee and revenue tracking.
 Improved operational efficiency, saving time and effort.

Since MS Access is already available, no additional licensing costs are required, making the
system highly cost-effective.
Conclusion: The system is economically feasible, as it is a low-cost solution with substantial
long-term benefits.

 Schedule Feasibility:

The system is expected to be developed, tested, and implemented within 5 months:

• System Development & Database Setup: 4-8 weeks.

• User Training & Testing: 1-3 weeks.
• Full Deployment & Monitoring: Within 3 months.
3.2 filed data type

The structured timeline ensures that the system is completed on schedule without disrupting
school activities.

Conclusion: The system is schedule-feasible, with a realistic and efficient development plan.
 lOMoARcPSD|56778604

3.1 System Flow Chart

VALIDATE MAIN FORM

START LOG IN DETAILS

NO
MAKE
REPORTS
ENTRIES

YES

STUDENTS

ADM NO, NAME,

CLASS, STREAM

STUDENT
STUDENTS SAVE AND UPDATE DETAILS
REPORT

NO JOIN CLUB

YES

CLUB FORM

CLUB DETAILS

FINANCIAL
SAVE AND UPDATE
CLUBS MANAGEMENT
DETAILS

CLUB
REPORT

YES
IS MEMBER
UPDATED
UPDATE DETAILS
END
 lOMoARcPSD|56778604

Relationship
 lOMoARcPSD|56778604

All Table designs

Figure 8: Art Club

 lOMoARcPSD|56778604

Figure 9: Chess Club

Figure 10: Computer Science Club

3.3 Variables and their appropriate entities

Students Entity
Purpose: Stores student information.
Attributes:

• Adm No (Primary Key)

• Full Name
• Class  Gender
 lOMoARcPSD|56778604

Clubs Entity
Purpose: Stores club details.
Attributes:
• Club ID (Primary Key)
• Club Name  Fee Amount
Memberships Entity
Purpose: Tracks student-club membership.
Attributes:
• Membership ID (Primary Key)
• First name (Foreign Key - Students)
• Second name (Foreign Key - Clubs)
• Role (General/Executive)
• Club name  Exit Date
• Adm no
Patrons Entity
Purpose: Stores teacher details assigned to clubs.
Attributes:
• Patron ID (Primary Key)
• Full Name
• Club (Foreign Key - Clubs) Activities Entity
• Phone no
• Date joined
Financials Entity
Purpose: Manages club finances.
Attributes:
• ID (Foreign Key - id)
• Club name
• Source (Registration Fees, Activity Revenue)
• Amount collected
• School contribution

3 .4 INPUT DESIGN
Student membership table
 lOMoARcPSD|56778604

Club finance table

 lOMoARcPSD|56778604

Patrons’ Form

Club registration

Club form
 lOMoARcPSD|56778604

Dashboard

Enable content
 lOMoARcPSD|56778604

Exurgative members

Login
 lOMoARcPSD|56778604

Member registration details

REVENEW GENERATING TABLE

 lOMoARcPSD|56778604

CLUB SAVING

SETUP
 lOMoARcPSD|56778604

UNREGISTERD MEMBERS

3.4 Output Design

Figure 25: Student's report

Activities and Events Report

 lOMoARcPSD|56778604

Figure 26: Activities and Events Report

Patrons’ Report

Figure 27: Patrons' Report

Computer Science Report

Figure 28: Computer Science Report

lOMoARcPSD|56778604
lOMoARcPSD|56778604
lOMoARcPSD|56778604