DESIGN AND DEVELOPMENT OF AN ONLINE LIVESTOCK ORDER SYSTEM

FOR THE DEPARTMENT OF AGRICULTURE IN KENYA

A CASE STUDY OF CHEPTIRET LIVESTOCK AUCTIONEERS MARKET

COMMITTEE IN KENYA

BY

GILBERT .K. SILE.

IF/1007/15

Department of Information Technology

Faculty of informatics

Moi University

A project submitted to the faculty of informatics in partial fulfillment of requirements of the

degree of Bachelor of Science informatics.

Moi University
 February, 2016

I grant Moi university non-exclusive rights to use this work for its own purpose and to make

single copies of the work available to the public on a non-profit basis if copies are not

otherwise available.
 DECLARATION

I declare that this project is my original work and has never been submitted for the award of

any degree or a certificate in any institution of higher learning or any institution approved by

Ministry of Education, Science and Technology.

STUDENT NAME REG NO

SIGNATURE

GILBERT SILE IF/1007/15 …………….

Supervisor Name Dr.Moseti

 DEDICATION

This project is dedicated to my family, friends and relative who showed their support in the

fulfillment of the project in one way or other.

 ACKNOWLEDGMENT

It’s my pleasure to take this humble opportunity to thank all those who supported me for the

finishing of this project. First let me show gratitude to the chairman of Cheptiret livestock

auctioneers committee Mr.Willy Bett for allowing me to base the study on the ministry.

I am grateful and delighted for lecturer.Moseti for encouragement she gave me and ideas that

made the project look presentable regardless of his busy schedule.

I also thank my fellow students for their encouragement and assistance.

To my family and relatives Esther, Joseph, Stanley, Meshack, Julias and Obadiah for their

support they give me in assisting me concerning the financial and moral support to ensure

that my project is finished and with value.

And all those whom I didn’t mention in this document and but they showed their contribution

in one way or the other thank you so much.

Finally I give thanks to the Almighty for the love and care He Has given me in my life and

taking me through and till I have finished the project.

GILBERT SILE
 PREFACE

The project report was done as part of my degree requirement for each and every second year

student in the faculty of informatics at Moi University as partial fulfillment of degree award

in bachelor of science informatics. The researcher based his study on the cheptiret livestock

auctioneers market committee this happen because of researcher’s familiarity with the

company the activities that take the place in the company and knowing each other with

officers in the company, also with the farmers around the region.

The intention of coming up with the project was to capture farmers challenge of purchasing

goods in a difficult manner like in the markets is very congested and corruption with fraud

during the purchase of livestock’s therefore the project created eliminates those problems

mentioned above the work of the farmers is to order online in their home places and come

and pay later to the accounting officer of cheptiret livestock sellers. If implemented the

system will address the challenges faced by the current system and by it bring other

advantages.

It’s hoped that scholars who are interested in the same system should go through this project

report and widens their mind to expound more on the system to look better.
 ABSTRACT

Dairy farming is considered as the best among other agricultural sectors in Kenya as far as

Agriculture Ministry is concerned in Kenya. At this digitalized era of ours we are moved by

technology that is why we switch our minds and look how cheptiret livestock sellers perform

their selling of livestock and livestock’s needs which are feeds and their agro vet at large. On

the farmers side having those needs for their livestock and to purchase the best livestock of

their choice is a struggle because of going to the auction place and purchasing them can be a

struggle because other farmers are from far places to come and purchase them and also there

is congestion and lack of trust of farmers as clients to their sellers when buying them directly

from the market.

The study adopted a descriptive design and questionnaires and interviews guides were used in

the collection of data from the respective respondents. Data was collected, processed by the

help of interviews, interpreted relating it to the objectives of study and the guiding research

questionnaires given to respondents.

Cheptiret online ordering system for livestock and their needs is a web based application. It

brings in the simplicity for the farmers who have enrolled in as the members in the system to

access the following services;

a) Order for feeds and Medicine for their livestock.

b) Order the type of livestock they need.

c) Read all the recommendations of what is ordered from the system.

d) Able to receive the vet nary services and also transportation services.

e) Send their opinions and questions concerning livestock sector.

The findings came in out that contributed to the fulfillment of the research of the study

without these findings the system could not be completely satisfying the needs of the users

(the farmers).The findings were like socio-economic factors which dealt with the farmers

who complained of tiresome work in purchasing their needs physically because of too much

congestion in the market places. Lack of customers in Cheptiret agricultural livestock

sellers due to the lack of computerized systems.

Recommendations were made which called in for agricultural institutes in Kenya to oversee

in supporting livestock selling and agro vets with trained personnel and with computers to

bring in computerizations in places with no computer systems for practicing online livestock

services.

CONTENTS

DECLARATION………………………………………………………………………………

…………………..1

DEDICATION…………………………………………………………………………………

……………………2

ACKNOWLEDGEMENT……………………………………………………………………

…………………..3
PREFACE………………………………………………………………………………………

……………………..4

ABSTRACT……………………………………………………………………………………

………………………5

CHAPTER 1: INTRODUCTION

1.0

INTRODUCTION………………………………………………………………………………

……………..6

1.1 BACKGROUND TO THE

STUDY…………………………………………………………………………7

1.2 STATEMENT OF THE

PROBLEM……………………………………………………………………….8

1.3 AIM OF THE STUDggggagagg ag iha

rY………………………………………………………………………………………….9

1.4 OBJECTIVES OF THE

STUDY………………………………………………………………………………10

1.5 TECHNICAL

SOLUTIONS……………………………………………………………………………………

11

1.6 RESEARCH

QUESTIONS……………………………………………………………………………………

.12
1.7 RESEARCH

HYPOTHESIS………………………………………………………………………………….

.13

1.8 SCOPE AND

LIMITATIONS…………………………………………………………………………………

14

1.9 SIGNIFICANCE OF THE

STUDY…………………………………………………………………………….15

1.9.1

METHODOLOGY……………………………………………………………………………

………………..16

1.9.2

OBSERVATION………………………………………………………………………………

………………..17

1.9.3

QUESTIONNAIRES…………………………………………………………………………

………………….18

CHAPTER 2: LITERATURE REVIEW

2.0

INTRODUCTION………………………………………………………………………………

…………………19
2.1 HISTORY OF LIVESTOCK

AUCTIONS……………………………………………………………………20

2.2 FARMERS AND

TECHNOLOGY……………………………………………………………………………21

2.3 ICT IMPACTS ON LIVESTOCK

FARMING……………………………………………………………..22

2.4 OLD SYSTEMS USED BY LIVESTOCK

AUCTIONEERS…………………………………………….23

2.5 PROPOSED

SYSTEM………………………………………………………………………………………

…..24

2.6 FUTURE

SYSTEM………………………………………………………………………………………

………25

2.7

CONLUSION…………………………………………………………………………………

…………………….26

CHAPTER 3: RESEARCH METHODOLOGY AND DATA ANALYSIS

3.1

INTRODUCTION………………………………………………………………………………

………………27
3.2 RESEARCH

DESIGN………………………………………………………………………………………

…..28

3.3

SAMPLING……………………………………………………………………………………

………………….29

3.3 DATA COLLECTION

TOOLS………………………………………………………………………………..30

3.3.1

TECHNIQUES…………………………………………………………………………………

………………31

3.4 Problems faced during data

collection…………………………………………………………….32

3.5: DATA ANALYSIS AND PRESANTATION

3.5.1

Introduction……………………………………………………………………………………

…………..33

3.5.2 Data description and

analysis……………………………………………………………………..34

3.6: DATA FLOW DIAGRAM AND ENTITY RELATIONSHIP DIAGRAM

3.6.1 Entity flow

diagram………………………………………………………………………………35

3.6.2 Data flow

diagram……………………………………………………………………………………36

CHAPTER 4: RESULTS AND FINDINGS

4.1

INTRODUCTION………………………………………………………………………………

……………..37

4.2: WEB PLATFORM

4.2.1 Login

Screen…………………………………………………………………………………………

….38

4.2.2 Home

page……………………………………………………………………………………………

…39

4.2.3 About

us……………………………………………………………………………………………40

4.2.4 Vet nary

services………………………………………………………………………………41
4.2.5 Description about

feeds……………………………………………………………………..42

4. 2.6 Contact

us…………………………………………………………………………………………43

CHAPTER 5: CONCLUSION AND RECOMMENDATIONS

5.1

INTRODUCTION………………………………………………………………………………

……44

5.2 THE

RECOMENDATIONS………………………………………………………………………45

5.3 THE

CONCLUSION………………………………………………………………………………46

5.4

SUMMARY……………………………………………………………………………………

…….47
5.5

FUTURE………………………………………………………………………………………

………..48

5.6

PREFERENCES………………………………………………………………………………

……..49

APPENDIX I

Questionnaire…………………………………………………………………………………

…….50

Interview………………………………………………………………………………………

………..51
CHAPTER 1: INTRODUCTION

In today’s lifestyle of people in our society there is clear show that more dependency is on

the use of computers and their applications as well. There is use of web applications running

in the computers mostly used by people; in addition a bigger percentage of population in our

society is on the use of computers to perform their daily functions because of the speed,

accuracy and easiness in work. There is a positive interest in the use of websites applications

to access information this has made several functions carried out several institutions in the

developed countries operate so fast. It has made the global world a small village to interact

and do business amongst each other. Web applications have brought great impact on society

by earning revenue from those who are using it.

Cheptiret online booking system was developed to bring in service delivery to farmers. It

must enable farmers to order livestock of their choice, feeds and medical needs with

vertinary services for their livestocks.

Farmers also have that opportunity to ask questions incase maybe there is a problem with the

livestock bought from the people selling the livestock to them, and they will be replied via

their emails personally.

1.1: BACKGROUND OF THE STUDY

The choice of these project was because of closed their market place of selling livestock in

cheptiret due to spread of diseases amongst the livestock and also the selling of livestock,

feeds and medicine was done manually and not computerized, also I found out a lot of

congestion during the buying of livestock and stress work in tackling the holding of livestock.

Long distance travellers (the farmers) coming to purchase their livestock is becoming a

tiresome work for them.

Auction market places for selling livestock at Eldoret-Nairobi highway are many in numbers

which are;

a) Chebii Auction market

b) Cheplaskei Auction market

c) Kerita Auction market

Agro vet side includes;

i) Chepitiret agro vet

ii) Chesegem agro vet.

As you can see from those Auction market places mentioned above there is a lot of auction

market places dispersed at Cheptiret zone should have a one big Auction market place with a

local network connecting different areas and meeting the needs of people around the place.
1.2: STATEMENT OF THE PROBLEM

In Cheptiret zone or region there is what is known as digital divide customers (the farmers)

kind of fear to use computers and also they tend to serve their customers manually without

any computerization activities running in the market. As we all know that most organizations

are moving on with the digital world in keeping the records and transactions of their farmers

who have enrolled or subscribed to be members of the organizations to keep rid of a lot of

paper working. The systems are there for future reference like for example keeping track of

customer’s transactions what he or she ordered/booked in the website application system.

Going through and analyzing the current system there are a lot of demerits that affects the

smooth delivery of services to the farmers. The problems found include;

a) There is too much wastage of time and space by farmers because they have to visit the

market place to be given their services.

b) Low speed in giving out their services to farmers like purchasing of livestock by too

much bargaining because of lack of assurance of the price by farmer

c) There is inaccuracy in keeping of records of the farmer especially with payment

details because it’s is done manually.

d) Poor record keeping there are no backup method done because all the records are

done in papers which can be damaged or dismantled like keeping in phones which can

be dismantled.
 e) Finally, the use of a lot of paperwork which sometimes turns out to be donkey work to

the secretaries and clerks responsible for doing the paper working.

f) No security measures taken into consideration because someone can sneak in to find

out the farmer’s transaction what he or she has bought and takes the information

which later gets forged and the fraudster will take the advantage of possessing other

person livestock.

1.3: AIM OF THE STUDY

After deeply analyzing the problems mentioned above that our farmers from Cheptiret zone

and their auction places are experiencing, the project I developed aims at improving

management system of Cheptiret livestock sellers to be in a smooth run concerning the

delivery of services to farmers on time and in an easy way. It’s my aim to ensure that farmers

are greatly impressed with the services offered and the organization to realize its profits

from the project created.

1.4: OBJECTIVES OF THE STUDY

The study aims at enabling the system developer to develop a system that will meet certain

objectives which are mentioned below;

1) To enable farmers order or book livestock of their choice.

2) To advices farmers on types of feeds to be given to which specific livestock.

3) To inform farmers on the right type of medicine to be bought with their expiry dates

included.

4) To reduce time, resources and space when farmers visit the market places for them to

access their services.

5) To ease the supervision of farmers who have enrolled in as members of the market

place or organization.

6) To give farmers the opportunity to share out their ideas, opinions about the

organization management this will make the organization solve the mistakes

mentioned by the farmers

 7) 1.5: TECHNICAL SOLUTIONS

The web based application system of livestock online ordering for Chepitiret works as

follows, First, the user who is the farmer should register as the member of Cheptiret order

system, secondly he or she the logs in to the system in order to access the services

provided their mainly to order is the interest of the farmer this is after the system takes in

your details successfully without any problem. The services offered in the system are the

following;

i) A farmer contacts the organization or group whenever there is problem.

ii) Have information about the required feeds to be purchased.

iii) Learn on the methods of applying medicine to their livestock by following

procedure written in the system.

iv) Able to have the transportation services after ordering the livestock feeds and

medicine to their home places.

v) A farmer orders what he or she likes and what he can afford in the system.

1.6: RESEARCH QUESTIONS

a. Which region is leading in terms of livestock keeping?

b. Which farmers is credit worth?

c. Which disease is majorly affecting our farmer’s livestock?

d. Which is the leading selling type of livestock?

 e. Which livestock is rarely domesticated by our farmers?

f. How many farmers are digitalized?

g. Which farmer needs our vet nary services?

1.7: RESEARCH HYPOTHESIS

This online ordering system will be able to solve problems mentioned earlier that affects the

clients, who are the farmers of Cheptiret livestock Auctioneers market committee and it will

be more easier now that people are well conversant with the technological things the

computers, tablets and phones. It will also help these groups or organization that sells

livestock, feeds and agro vet things to improve on their services which they offer to their

customers to avoid the drawbacks which were affecting their customers.

1.8: SCOPE AND LIMITATIONS

The scope covers the farmers and the livestock auctions, feeds and Agro vet products market

place. The people who will access the system are the people with smartphones, computers,

laptops and tablets because the application is using the internet.

Other Limitations observed are;

1. Anyone using the application system should be well conversant on the use internet.

2. Social problems to some communities who have negative attitudes to the use of

technology they consider it as a taboo to them.

3. People from uncivilized communities and rural areas would not access the system

because of the lack power electricity and owning of the electronic devices.

4. Most of people in the public may not be aware of these application systems until there

is conducting of advertisements and promotions for people to be aware of it.

5. Poor network signals in some regions hence difficult to access the system online.
1.9: SIGNIFICANCE OF THE STUDY

A. Allow farmers order type of livestock they need and which they like and affordable to

them.

B. Confirm the delivery of services to farmers.

C. Allows farmers to obtain required and necessary information on what they are

ordering from the system.

D. Make records on the farmers who were in the system and save at end of the day them

for future use.

1.9.1: METHODOLOGY

Data collected was from different sources with various methodologies.

Which includes?

1. The senior Manager, Cheptiret livestock Auctions.

2. The vet nary officer, Cheptiret Agro vet.

3. Farmers who are frequent customers and members of Cheptiret livestock Auctions.

4. Employees of Cheptiret livestock sellers.

1.9.2: OBSERVATION

Observation is an accurate method of collecting data because the researcher obtains or gets

the first-hand information. The order online system will be checked and viewed and tested for

a given span of time. If the system will satisfy the organization therefore it will be forced to

follow the new ways of doing things.

1.9.3: QUESTIONNAIRES

A questionnaire would be created to collect data mainly on service on delivery, problems

facing the farmers, users views on the efficiency of the system created and improvements

they would need to be made.

CHAPTER2: LITERATURE REVIEW

2.0: INTRODUCTION

Technology has become viral and it has become among the greatest need of success in

people’s lifestyle, concerning the service on delivery to farmers through computerizations has

become a hectic solution due to digital divide. The use of technology to improve farmers’

lifestyle in obtaining their services without lot of energy and struggle.

The study mainly deals with the importance of farmers being digitalized so as to reduce a lot

of tiresomeness, inconsistency, congestion, waste of time and resources. The aim of the

research is to change old ways of doing things to new ways of technology and as we believe

that olden days back then there was poor technological systems and communication systems
thus there was more use of paperwork but todays’ lifestyle we find almost everything done in

digitalized manner which eventually gives us the positive impacts by bringing in accuracy

and speed in doing daily work on operations.

2.1: HISTORY OF LIVESTOCK AUCTIONS

According to Richard Valliant (2000), livestock auctions mainly began in United States of

America and it started due to unbridled success and explosive growth of population in United

States which was directly tied to two major cultural shifts –the industrial revolution and the

post-wwwII boom generation of the late 1940s. As those two shifts affected the American

population, both movements also brought about rapid change in the way industries were able

to conduct business. The livestock specifically cattle industry was not immune to those

changes.

The industrial revolution brought about quicker, safer and cheaper methods of raising and

processing livestock. While the vast majority of ranchers still relied on the cattle drive to get

their stock to transportation hubs, once there producers were able to take advantage of the

newly laid railroads and waterway shipping that exploded across America’s Heartland and

Great Plains. Auction houses also sprang up rapidly in cities like Chicago, Omaha, and

Kansas City just to name a few and also in other parts of the continents in the world hence

Africa and other continents adopted it which got these terminal markets were some of the

first to establish daily trade prices and became to powerhouses for bringing together

producers and packers.

Skipping ahead to the 1940s, the livestock industry again saw a boom. With exploding U.S.

populations came a spike in demand and production as America entered one of its greatest

times of prosperity the world had ever seen. This rapid increase in demand lead the

auctions houses to upgrade and often moved to newer, larger packing facilities away from

the stockyards of the late 19th and early 20th centuries. The result was again a shift from

larger terminal markets to local auctions where the auction houses themselves worked closely

with their surrounding producers.

In recent years, a third evolution in the livestock industry has begun to take shape. Just as

auctions moved from large terminal markets to smaller community auctions, livestock

producers are personalizing the process further still thanks to technology. Remote auctions

like the Cheptiret auction market place are now very common where buyers from all over the

world can tune in to live auctions. As consumers and processors both are becoming

increasingly concerned about conditions in which the animals are raised, businesses have

sprung up that will visit the produce to actually show animals grazing – removing the need to

even present stock at the auction house itself.

Technology has also opened the market wide for private treaty sales between buyers and

sellers on a large scale. While private treaty was once limited by distance, remote auctions

and online marketplaces like Cattle-Exchange.com and CattleRange.com now collect listings

and connect buyers and sellers from all corners of the country. Not only does this open up

producers to much larger markets, it also gives them the ability to create unique terms for

each sale if they so wish.

The American livestock and auction industry has undergone massive charge in a short history

of around 200 years, and because some terminal auction places are not moving yet wit

technology and they need all the terminal places to undergo massive technology use of

computer applications systems to enhance their development concerning their economy and

business.

2.2: FARMERS AND TECHNOLOGY

Farmers have adapted new technologies in terms of machineries and the digital ways of using

computers to access certain information, some would be able to function with it. While this

surprising hook-up with wizard technology is not always obvious to an outsider, it has

certainly arrived at the farm gate. There are better known applications of technology that

farmers already use, like GPS and computer controls for tractors, with fast moving

technology farmers are able to be contacted by their tractors for the them to be updated where

it operates, and this will improve their management of their tractors. The technology on

tractors is only the beginning. Technology is used in many other areas of agriculture. Elders

has become the first major rural services supplier in Australia to enter the on-line retail space

with the launch of a new national business, AgSure.This type of technology is done mostly

developed countries in the world like Australia, America and others which I haven’t

mentioned. This means Australian farmers can conduct their farm supply transactions via a
website and have the products delivered straight to the farm. Farmers are also using the

weather app to know if there is a big storm happening up the Australian agriculture they have

Ipad page which contains apps which Australian farmers are using through their iPhone or

iPad to access a whole range of information sources including:-crop choice, weed control,

water storage information weather information.

2.3: ICT IMPACTS ON LIVESTOCK FARMING

Agriculture is the cornerstone of economic development in Africa. It has been identified that

information and communication technologies can assure sustainable support to rural

livelihoods, this blog is create to improve the capacity of all stakeholder involved in

agricultural sector. Our mission is to diffuse, all innovation for agricultural development in

Africa. Impacts of ICT application in livestock sector from countries like Ethiopia and Kenya

will help our understanding. First impact is linking livestock product with market this is how

ICT really links cow, cattle, goats, and poultry to market consumers. Livestock Market

Information System is an application which helps all stakeholders involve in livestock sector

send and request data. This application has a database information concerning, market

product, market price, most higher production areas are mapping and all stakeholders could

get information. Secondly, there is digital animal diseases according to ILRI animal‘s

diseases causes billions of losses every year around the world and something must be done

stop it.For face this challenge ,Icow proposed a mobile application as one of the solution.

Cow is an Agricultural Information service with a variety of products available as a

subscription service through contacting them through one common number to help farmers

enhance productivity. We see that animal disease wills no longer being problems when there

are many ICT applications allowing farmers to get immediate solutions via their mobile.
2.4: OLD SYSTEMS USED BY LIVESTOCK AUCTIONEERS

Old system used by the auctioneers offered services to their farmers manually compared with

the proposed system which there is less paperwork and with accuracy performance with

correct record keeping, and its ordering manner which saves all the records of the farmer like

order number, name, phone number and area code into the database for future reference. In

this old system there a lot of donkey jobs for the employees,a lot of paper working, wastage

of time and resources visiting the auction places which is at far distance also needs manual

calculations during the transaction. To avoid all these limitations and make the working more

accurately done the system needs to be computerized.

2.5: PROPOSED SYSTEM

The proposed system was created with the aim of ruling out all those limitations of the old

system used by the auctioneers in offering their services on delivery to farmers. The system

reduces manual work and services to farmers will be computerized. The proposed system has

got several merits which are of great significance to farmers in terms receiving s services

online which are;

 i) Saves time and resources.

ii) Minimizes the manual input of information and data.

iii) Leads to speed in work.

iv) Better service.

v) User interactive this is graphic user interfaces in the application and friendliness.

vi) Greater efficiency in using the system.

2.6: FUTURE SYSTEM

This is the beginning of computerizations on livestock farming in future all other auction

market places should be computerized to avoid a lot of manual work. There should be

training of farmers on how to get used to computers and obtain their services concerning

livestock, feeds and medicine in agro vets.

2.7: CONCLUSION

Massive research has be done in comparing the old system and proposed system and the

farmers were giving out their opinions that they are not contented with the old system and

they are glad of the new proposed system to be used in Cheptiret auction market place. Its

therefore important for Cheptiret Auctioneers committee to take bold step in allow this

proposed system to be their part of providing services to farmers.

CHAPTER 3: RESEARCH METHODOLOGY AND DATA ANALYSIS

3.0: INTRODUCTION

In this chapter we are going to view things which supported me in creating and developing

Cheptiret online Livestock order system and these things includes collection of procedures,

techniques, tools and instruments of collecting data. The chapter will consist of phases,

consisting of sub-phases, which will guide me in the choice of the technique that will be

appropriate at each stage of my project. In addition it will help me to plan, manage, control

and evaluate my project correctly. With an objective of providing a systematic method of

developing my system in such a way that progress can be effectively monitored.

3.1: RESEARCH DESIGN

The sub phase contains all the the effectives, use and show delivery impacted on Cheptiret

Market Auctioneers committee. After analyzing and studying the problems we had to move

towards the reality of seeing the limitations of existing system and the need of the society

who are the farmers around the place. Data collection was done using different instruments

like Interviewing employees and members of the society, questionnaires and observations.

The research interviews were too much concentrating on the both employees at the auction

places and the members of the society mainly the farmers.

3.2: SAMPLING
Due to large population that I surprisily found out it was going to be hard in designing this

system therefore I applied the sampling method of taking in some samples from some subsets

because it could be tiresome in collecting data from each an individual. My sampling

procedures started by first defining the scope and objectives of our study then population to

be studied followed by general information to be collected there after I chose tools and

techniques for making my observation like the use of questionnaires. Finally I choose the best

sampling method the cluster, random sampling and others which I will eventually gather data

from it.

As a researcher, I used non probability sampling to obtain the information needed. This was

done by sampling population elements of the members of the society and the auctioneers

committee; this was due to the basis of their availability and because of the personal

judgment that they are representatives.

To count on cost and other practical reasons instead of observing all elements in a population

I used two techniques of sampling which are;

1. Stratified sampling.

2. Random sampling.

Strafied sampling
In this type of sampling each employee staff were divided into mutually exclusive groups,

each of which was sampled according to their employment skills in the auction market place.

Random sampling

In this type of sampling due to the high population and the geographical nature of the place

which never suited the travelling from one place on time, therefore I had to pick anyone

found within Cheptiret region interviewing them randomly to obtain desired data.

3.4: DATA COLLECTION TOOLS

First, let’s define the term data collection which is the process of gathering and measuring

information on variables of interest, in an established systematic fashion that enables one to

answer stated research questions, test hypothesis, and evaluate outcomes. The goal for all

data collection is to capture quality evidence that then translates to rich data analysis and

allows the building of a convincing and credible answer to questions that have been posed.

3.4.1: Techniques

This study used a lot of techniques methods. The techniques methods brought a lot of

relevant information in the research fields I visited which are related to my study.

1. Interviews
An interview is a conversation where questions are asked and answers are given. In common

parlance, the word "interview" refers to a one-on-one conversation with one person acting in

the role of the interviewer and the other in the role of the interviewee.

This focused interview is designed to determine the responses of persons exposed to a

situation previously analyzed by the investigator. Its chief functions are to discover;

I. To discover the significant aspects of the situation to which response has occurred.

II. Discrepancies between anticipated and actual effects.

III. Responses of deviant subgroups on the population.

IV. The processes involved in experimentally induced effects.

During the study I was able to interview a sample Cheptiret farmers who are fond of

purchasing livestock from Cheptiret auction market, the chairman of Cheptiret auctioneers

market , some of the employees from the auction market and finally, the administrators and

marketing directors of Cheptiret auctioneers market group.

Advantages of interviews

I. Accurate screening –the interviewee is unable to provide false information to the

interviewer like giving age, number and date of birth.

II. Capture verbal and non-verbal ques-A face-to-face interview is no doubt going to

capture verbal and non-verbal ques, but this method also affords the capture of non-

verbal ques including body language, which can indicate a level of discomfort with

the questions.
III. Keep focus-he interviewer is the one that has control over the interview and can keep

the interviewee focused and on track to completion.

IV. Capture emotions and behaviors-Face-to-face interviews can no doubt capture an

interviewee’s emotions and behaviors.

Disadvantages of interviews

I. Cost is a major disadvantage for face-to-face interviews. They require a staff of

people to conduct the interviews, which means there will be personnel costs.

Personnel are the highest cost a business can incur. It’s difficult to keep costs low

when personnel are needed.

II. Manual data entry- If the interview is administered on paper, the data collected will

need to be entered manually, or scanned, if a scan able interview questionnaire is

created.

III. Limit sample size-The size of the sample is limited to the size of your interviewing

staff, the area in which the interviews are conducted, and the number of qualified

respondents within that area.

Attached is an interview guide for;Farmers in Cheptiret region;

2. Observation

Definition:

This is the most commonly used method in data collection. Observation (watching what

people do) would seem to be an obvious method of carrying out research in psychology.

However, there are different types of observational methods and distinctions need to be made

between:
1. Controlled Observations.

2. Natural Observations.

3. Participant Observations.

In addition to the above categories observations can also be either overt/disclosed (the

participants know they are being studied) or covert/undisclosed (the research keeps their real

identity a secret from the research subjects, acting as a genuine member of the group).

In general observations are relatively cheap to carry out and few resources are needed by the

researcher. However, they can often be very time consuming and longitudinal.

In my study I was able to observe how farmers around Cheptiret region were seeing their old

system, how employees of the auction part were working on the system. Lastly, I was able to

observe how farmers were reacting or to view their reactions concerning the system which

was brought in (Cheptiret market auctioneers committee).

3. Questionnaires

Questionnaire is a set of printed or written questions with a choice of answers, devised for the

purposes of a survey or statistical study. I administered questionnaire to the chairman of

Cheptiret livestock auctioneers limited and to the farmers surrounding Cheptiret region.

Questionnaires have proved to be quite popular where the researcher requires the data from

huge number of respondents; there is low cost even if the universe is large and widely spread

geographically. Respondents may answer superficially especially if the questionnaire takes a

long time to complete. The common mistake of asking too many questions should be

avoided.

They do away with the researchers’ bias and results are made more dependable because the

respondents have time to give out well through-out answers.Besides, it’s difficult to know

whether willing respondents are truly respondents and its probably one of the lowest data

collection techniques.

Advantages of questionnaires

1) Large amounts of information can be collected from a large number of people in a

short period of time and in a relatively cost effective way.

2) Can be carried out by the researcher or by any number of people with limited affect to

its validity and reliability.

3) The results of the questionnaires can usually be quickly and easily quantified by either

a researcher or through the use of a software package.

4) When data has been quantified, it can be used to compare and contrast other research

and may be used to measure change.

Disadvantages of questionnaires

1) Is argued to be inadequate to understand some forms of information - i.e. changes of

emotions, behavior, feelings etc.

2) Phenomenologists state that quantitative research is simply an artificial creation by

the researcher, as it is asking only a limited amount of information without

explanation.
 3) Lacks validity.

4) There is no way to tell how truthful a respondent is being.

5) People may read differently into each question and therefore reply based on their own

interpretation of the question - i.e. what is 'good' to someone may be 'poor' to

someone else, therefore there is a level of subjectivity that is not acknowledged.

6) There is a level of researcher imposition, meaning that when developing the

questionnaire, the researcher is making their own decisions and assumptions as to

what is and is not important...therefore they may be missing something that is of

importance.

7) The respondent may be forgetful or not thinking within the full context of the

situation.

Attached is the questionnaire for the farmers who are the frequent customers of livestock

auctioneers market.

3.4: PROBLEMS FACED DURING DATA COLLECTION

I. It was difficult to question the chairman of Cheptiret livestock auctioneers limited.

II. I encountered language barrier with people around the Cheptiret region.

III. Poor and hash weather conditions it was rainy season there was difficulty in travelling

to the interior locations of Cheptiret to get information.

IV. Resistance from some of the people, they weren’t willing to give full information.
 V. Computer illiteracy; some of the people were not well conversant with computer

usage.

VI.

3.5: DATA ANALYSIS AND PRESENTATION

3.5.1: INTRODUCTION

In this chapter, the study of the current system is done; the Data collected is analyzed to

discover facts of the current system based on Cheptiret livestock auctioneers limited. It also

sheds light on the intricate issues which have affected the functionality of the system under

study.

The collected data was presented in tabular and explanation form. The tabulated data was

analyzed using statistical and graphical methods of data analysis. Data interpretation was

done and conclusion drawn

3.5.2: Data presentation

Data collected from the Cheptiret livestock auctioneers market and from a few farmers who

have used the system in place currently, to find out their system demand.

3.5.2: Response from interviews

The chairman of Cheptiret livestock auctioneers gave me some reasons why they have not yet

adapted the new ways of doing things in a digital manner rather than using the manual format
done by farmers within Cheptiret region. He also pointed out the problems that they’re facing

with the current system; also he went further to recommend for the manual system of doing

things to be changed by bringing in the use of computers in order to curb the existing

challenges in the old system which is done manually, also evangelizing to farmers on the

importance of using technology.

Finally, with the farmers interviewed I realized not all of them will need to adopt the new

way of using automated system which does things automatically. Some were demanding the

system should be upgraded in a way which is simpler for them to comprehend others

demanded for the current system to be totally replaced by the new system of computing. The

employees weren’t confortable anymore with paper working of keeping records; they support

the idea of the new system of doing things in a computerized manner which will eliminate the

tiresomeness in them.

Table 1 summary of the interview

Interview Scheduled No. contacted Not contacted

 Auction Employees 30 20 10

Farmers 50 35 15

Total 80 55 25

Percentage (%) 100% 69% 31%

The tabulated results clearly indicate that the interview was a success, because the contacted

people were 69% of the target group having a small percentage on those who not contacted

during the interview.

3.5.3: Response from the questionnaires

Below is a questionnaire tabulated from the six questionnaires the researcher sent all were

responded upon, which translated to 100% response rate. From the response obtained, a clear

picture of the problems of the current system was brought out.

Table2 the summary of the questionnaire administration

Questionnaire Number sent Returned Not returned

Auction employees 3 3 0
Farmers 3 3 0

Total 6 6 0

Percentage (%) 100% 67% 0%

From the above summary we can conclude that the response is fit to be used to derive the

general finding since it represents 100% of the target group.

3.5.4: Response on the document review

The auctioneer’s livestock record books and files were reviewed and analyzed. The books

were found to contain details about the farmers on services.

3.5: DATA ANALYSIS AND PRESENTATION

3.5.1 Basic computer knowledge

During the research, the researcher was keen on gathering the level of basic computer

knowledge among the Cheptiret livestock auctioneers limited employees and also the users

(the farmers). This was basically because of the kind of system the researcher was thinking of

introducing and talking about.

Table 3 the summary of the investigation

The investigated Computer literate Computer illiterate

Auction employees 30 15

Farmers 15 35

Total 45 50

Percentage (%) 48% 53%

From tabulated results clearly shows that and it’s an evidence to realize that not all

employees and farmers in Cheptiret region have computer skills.

3.5.2: Current system

3.5.2.1: Opinion on the current system

The following was the report on the opinion of the automated system to be introduced. The

opinion was collected among the farmers at Cheptiret region.

Respondents Opinion No.of staff Percentage (%)

Those who needed automated system implementation 30 100%

Those who are against automated system 0 0%

Total 30 100%

3.5.2.2: Performance of the current system

The research aimed at investigating whether the current system performed the required

process such as recording new data, searching, update and deleting of data in the best way the

user expect. The following data was obtained.

Parameter v. good Good Satisfactory Poor

Turnaround time X

Efficiency X

Effectiveness X

Record update X

Safety of data X

Reliability X

User satisfaction X

Number of records X X

handled

Generation of report X X

From the above table it’s clear that the performance of the current system is just satisfactory.

Note. Due to small population used to obtain the above data, the researcher deemed it

inappropriate to analyze the facts gathered in percentage format since it will not reflect the

real picture of the situation.

3.5.3: Need of a system

All the current users of the current system shared their opinion of either upgrading the old

system or totally replacing the current system with the new system because of the challenges

that the current system brought in.

Due to digital divide observed from the employees and the chairman of the Cheptiret auction

market, they expressed fear to use computers because their knowledge concerning the use of

computers.

The public showed interest on the new system because they lacked trust on the previous

system that the employees could make records which are shows certain interests to some

farmers. Others said that in given time their recorded details got lost and never got retrieved.

This was due to misplacement or due to other interest mostly played by the accused to get it

innocent because of the use of paper working.

An interview with the director of Cheptiret livestock auction markets brought out the idea of

improving on the old system.

3.5.4: Security, privacy and confidentiality

As we all know any system should have security, privacy and confidentiality as the core

factors for good system in order to suit any user who is accessing the system. During the

study I found a lot of mistakes in keeping file records for the farmers the security and privacy

of farmers files was poor it needed security bud locks for locking each and every farmers’

records I found others were destroyed.

Drawer No of drawer Percentage

With locks 5 30

Without locks 20 45

Open 10 25

Total 35 100

From the results tabulated above it clearly indicates that the security for Cheptiret auction

market records is not secure.

3.5.5: System’s Report

I went investigating various systems which are computerized performing certain task in

Cheptiret I found that those systems had reports which were produced at end of the day

concerning transactions made and customers number which is the final output, but checking

on Cheptiret auction system their output is produced manually which a times takes long to

be produced and due to manually work or paper work there is some of information during the

production of system report. The main effect of this problem encountered in Cheptiret auction

place is that it delays the mode of decision making and with poor decisions made at the end.

This new system introduced to livestock Cheptiret auctioneers will perform functions of

producing reports online concerning each farmer who has obtain the services provided by the

system this will eliminate the manually work.

3.5.6: Financial support

During the research of the study by interviewing people of Cheptiret said that they will take

part in supporting the system to be at every place in Cheptiret region also the Chairman

commented that he will need the NGO’S group to help them to implement such a system

across all the auction places at Cheptiret region also support from him will be there to support

the maintenance and implementation of the system. Chairman also reacted on Kenya

creameries co-operative to fund them.

3.5.7: Summary and Conclusion

We have seen that the old system had bulky of challenges which was tiresome to employees

and users who are the farmers with the coming up with new system which came in recently

was design to perform actions in a fast way with elimination of manual work.
3.6: DATA FLOW DIAGRAM AND ENTITY RELATIONSHIP DIAGRAM
Phone number
username
3.6.1: Entity flow diagram
email
User id

User

email

Register
NO
Existing user

Login
YES Password

NO
Send order
Successful

SQLite
 No
Internet
connectivity

Yes
Machine learning
techniques

View query

Respond query
3.6.2: Data flow diagram

Finish

Farmer Order Order Auction

Order livestock,
feeds & medicine
Order confirmed

Order details order

 Database records Orders

Chairman or
Order details Reports manager

Inventory order
CHAPTER 4: RESULTS AND FINDINGS

INTRODUCTION

This chapter starts by presenting the findings obtained from the research, by setting out the

results of the researcher’s initial questionnaires as they start his or her research. The digital

divide was the major findings from the research of the study at Cheptiret region. People

around their were not valuing the use of technology their feared thus creating a huge gap

between the computer illiterate and the iterate ones. Secondly, a lot of paper working was

used even important information misplaced and destroyed which delayed and wasted a lot of

time with the farmers who were there to receive their services on time. Finally, due to the loss

of some record files it lead to corruption being done to the farmers by either taking their

payments because there is no evidence of mode of payment.

4.1: WEB PLATFORM

Starting the system

Double click on the system inside the wampserver’s local host with Mozilla Firefox. The

PHP index and the system home page will be displayed.

4.2.1: Login screen

The system provides an introductory screen which shows a login page which shows what the

system deals with like the header with cattle grazing on a green grass plantation as shown in

figure 1.1

Fig1.0

To login to the system select <login> button.

During the login the user is prompted to enter the email or username and password for

authentication reasons as shown in figure 1.0. The username or email and password again

determine the access level for user. After the user finishing the login section in fig 1.0 he or

she moves to the homepage section below in fig 1.1.

4.2.2: Home page

Fig 1.1
This is where the user (the farmer) after login into the system the farmer has already

subscribed into the system to access the services in the system of ordering.

For a new user who is not having account will therefore not access the system not unless he

or she will have to register first in order to move to login screen fig 1.0 below is a

registration part of the system figure 1.2.

Fig 1.2

4.2.3: About us

This is the page which shows the mission the vision of the organization from the following

we can view the about us page in figure 1.3.

Fig 1.3
4.2.4: Vet nary services

This is where the system shows all details of medicine how it’s administered to the different

type of livestock and also with application methods of medicine presented in a table. In

Figure 1.4 below we have the agro vet page where you order the medicine you want for your

livestock.

Fig 1.4
4.2.5: Description of feeds

This is where the system shows all details of feed how it’s administered to the different type

of livestock with the year of plantation of the feeds presented in a table. In Figure 1.5 below

we have the agro vet page where you order the medicine you want for your livestock.

Fig 1.5
4.2.5: Contact us

This where users contact the organization asking their queries concerning dairy farming

methods and also sharing their opinions concerning in figure 1.6 we are able to see the

users able to contact us.

Fig1.6
CHAPTER 5: CONCLUSION AND RECOMMENDATIONS

5.1: INTRODUCTION
This chapter gives the general overview of the study and the researcher’s recommendation

based on the aspects of implementation, evaluation and maintenance of the new system.

As outlined in chapter one this project was undertaken with specific objectives, which the

researcher believes, have been taken care in the entire project.

5.2: THE RECOMMENDATION

1. Testing

The designer recommends that the system undergoes thorough testing against real

work in progress. The testing should aim at tuning up for unknown problems.

2. Maintenance

The new system was designer in such way that it don’t demand too much of

maintenance. The system shall be maintained by improving on the existing software

due to change in demand of users and even technological changes

3. Training users

The researcher as recommended that the auction employees to be trained so that they

gain expertise on the user of the system. This will increase the system performance

and efficiency. The organization can however opt to recruit new technical staff if that

mighty be its interest..

4. Take over

The researcher recommends that the new system be used alongside the new system

(parallel take over) as the chairman of Cheptiret auction place gain expertise of the

new system.

5. The new system shall be evaluated by experts to determine its performance,

efficiency and reliability.

6. Teaching plan

The Chairman should take time in teaching the farmers around Cheptiret region since

I found out that there is illiteracy in using computers as my research. This is my

making farmers to be aware of this system and have teaching sessions for those who

are interested to learn on how to deal with computer system.

5.3: THE CONCLUSION

The aim this project was to study the current Auction marketing system in the Kenya

auction places for selling livestocks with an aim of developing a new system with

online capabilities that will increase the efficiency and reliability in the Auction

Marketing place, and to increase this efficiency they should improve the new system

to perform certain tasks like to design a new system that that will combat the problem

of the system under use and develop of a program that will perform the said functions.

The project was conducted within the define scope. The data collected was analyzed

to ensure the aim of the project was projected in a broader manner, and based on the

analysis the project objectives were brought to rest. To maintain relevance the

researcher reviewed the existing literature to get a clear insight of what other scholar

had to say in relation to the area of study.

The system designed accepts input, processing, storing, retrieving and manipulation

of information and then produce reports. It is the expectation of the designer that the

developed system will be of great help to the Auction livestock market place in their

processes. the system shall reduce the cost incurred in the creation, production and

distribution of paper work. The system again will reduce the time that was spent in the
retrieval of record and generation of reports, since the system will be doing the

operations automatically.

5.4: SUMMARY

In summary the new system will reduce the human effort unlike the system in use

which demands that most activity be done manually. Also the system will make the

work of the farmers to be more easier.

5.5: FUTURE

In future the system demands that the system administrators create a backup plan for

the system data. The said backup should be done regularly within a given period of

time to avoid loss of data incase of a disaster. This is for future improvements for the

system.

5.6: PREFERENCES

1. “Gross value of farm and fisheries production”. Australian commodities

(ABARE economics) 13(2):438 and 439.June 2006.

 2. ^ New York Times ,Edward J. Bennett: trainer for James Butler of Yonkers

and trained the great stake winner Questionnaire.

3. Hawryszkiewycz,(1994) introduction to system analysis and design. New

York: prentice Hall

4. Wisely R.(1994), DATABASE SYSTEMS, A Practical Approach to System

analysis and design.

APPENDIX I

Questionnaire

Questionnaire schedule

Questionnaire for the farmers in Cheptiret Auction place

1. How long have you been the customer of Cheptiret auction place? ………

2. How can you rate the performance of the current system?

 Performs poorly.

 Performs fairly.

 Performs well.

3. What are some of the problems that you face when using the current system if

any?

………………………………………………………………………………………

………………………………………………………………………………………
 ………………………………………………………………………………………

……………………………………………………………………………………

4. What is your recommendation to the above problems?

....................................................................................................................................

....................................................................................................................................

....................................................................................................................................

...................................................................................................................

5. Which type of livestock do you like including in your farming plans?

……………………………………………………………………………

………………………………………………………………………………..

6. What are your reasons for choosing that type of livestock at your dairy farm?

…………………………………………………………………………………

…………………………………………………………………………………

…………………………………………………………………………………

…………………………………………………………………………………..

7. Would a computerized system overcome the problems?

………………………………………………………………………………………

………………………………………………………………………………………

………………………………………………………………………………………

………..
 8. On your own views, can you advocate the introduction of the proposed system?

 Yes

 No

If yes, give reasons.

………………………………………………………………………………

………………………………………………………………………………

………………………………………………………………………………

………………………………………………………………………………

………………………………………………………………………………

………………………………………………………………………………

………………………………………………………………………………

…………………

9. Thank you for listening to us your opinion is highly appreciated, kindly gives

us your email addresses.

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………….

INTERVIEW SCHEDULE

Interview schedule for Auction employees.

1. How long have you been an employee of this auction market?

2. What problems do you face when administering your services to your

customers?

3. Who are operating the current system?

4. What are the procedures involved when purchasing livestock done by farmers

under the system?

5. Do think the proposed system will be able to solve the problems associated

with the current system.

6. What are the maximum numbers of users the current system can serve at the

same time?

7. Have you attempted to solve the problems in your own way? If yes gives the

situation solved.

8. Do think the proposed system will be able to solve the problems associated

with the current system.

9. In general view does how do you rate the efficiency and effectiveness of the

current system?