TRADE PROJECT PROPOSAL NAME: INSTITUTION: COLLEGE NO.

: DEPARTMENT: COURSE: PAPER NAME: EXAM BODY: EXAM SERIES: TITLE: 1.0 KNEC Oct / Nov series Mlimani Investments Rent Management Information System Augustine Okubasu Okilla Kenya Polytechnic University College 106/09672 Computer Studies Diploma in Information Technology 307A

INTRODUCTION Mlimani Investments as a business entity was the brainchild of a certain entrepreneur

by the name of Martin Kote.It deals in rental houses and was established in 1998.Mlimani is a Swahili word derived from the word mlima, which means a hill. Mlimani for that matter is a village in Lugari district in western province of Kenya. In its infancy the entity started with a block of four one bed roomed houses at mlimani market. Today the company has grown and has a total of 617 tenants. It has so far spread to Eldoret, where it has a five storeyed building under construction in Langas. Other houses are in Webuye in Bungoma district, Lugari market, Lumakanda township, Mlimani, and Kipkaren in Lugari district. Main company offices are at Lumakanda township, just a stone throws from the DCs office. There are, however, plans to relocate to Eldoret where the main office shall be established.

ORGANISATIONAL CHART Managing Director

Administrative staff

Subordinate Staff

Secretary

Accountant

Registrar

Evictors

Drivers

Security Officers

Cleaners

The departments in the company are: 1. Accounts department. It has a bookkeeper who deals with cash transactions. It is here that rent is paid. During registration of new tenants, a certain a mount of money (deposit) is also paid here by a given tenant as a surety (pledge) for tenancy. 2. Registry Deals with registration of tenants and allocation of houses to them. Records of vacant and occupied houses are kept in the registry. 3. Evictions department As the name suggests, it deals with eviction of rent defaulters. It also deals with showing customers around as they search for a house of their choice. Mlimani investments has a total of 15 employees.

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OVERVIEW OF THE CURRENT SYSTEM The current system is manual. Much as there is one computer, the only application package used is word processor. Paperwork pervades transaction documentation and record keeping. The activities of the system are: -Registration of tenants. - Receiving payment from the tenants. - Keeping tenant records. - Retrieving records whenever need be. The system has the following problems: -Record retrieval is tedious and time-consuming. - Data is vulnerable to security threats such as tampering and destruction by rodents e.g. rats and mice. -A lot of space is used to store records, which are stored on paper. - Efficiency is low. - Accuracy during record preparation should be very high, failure to which neatness and legibility of records will be wanting. - Correcting errors is time-consuming and expensive. - A considerable amount of time is required to serve a customer, especially when some reference is to be done from stored records.

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OVERVIEW OF THE PROPOSED SYSTEM It will be automated a system and will see to efficient and expeditious handling of transactions. Data security will be ameliorated if the system security controls and protocols will be upheld. Last but not least, record and data retrieval will be quicker. Functions of the proposed system: The activities of the proposed system will be the same as those of the current system. ADVANTAGES OF THE PROPOSED SYSTEM 1. Requires few employees and Reduces cost incurred in wages. 2. Its fast in recording and retrieval of information. 3. Enhances data security, integrity, and requires little physical space for storing data as opposed to paper files. 4. Its accurate in producing clerical and accounting reports.

1.4 PROJECT SCHEDULE

ACTIVITIES Problem definition Feasibility study Analysis Design Coding and testing Documentation System change over Training Maintenance Jan-08

(Gantt chart)
Feb-08 Mar-08 Apr-08 May-08 Jun-08

2.0 OBJECTIVES Main Objectives 1. To put the knowledge I have acquired in system analysis and design in palpable practice. 2. To foster the embracing of information technology by different organizations. 3. To accomplish all activities in the project schedule. 2.1 Specific Objectives To ease data storage and reduce physical space used for storage. To expedite data retrieval. To enhance data security. To see to easier and quicker report generation. To achieve the current technological standards. To increase efficiency in service delivery. Improve the organizations overall performance. To reduce manual work to a significant level.

3. 0 JUSTIFICATION In retrospect to the investigations I had hitherto gathered from the proprietor, tenants and staff of Mlimani investments, the current system fits the stereotype of a traditional system. Its demerits overshadow its merits by a wider margin. Therefore automation is the sole solution to the shortcomings of the current system. 4.0 SCOPE The proposed system is meant to be used in the registry, accounts, and eviction departments.

5.0 METHODOLOGIES AND TOOLS Methodology Structured System Analysis and Design Methodology (SSADM). -This methodology allows use of structured programming that is easier to code and debug due to its nature of modularity. -It allows use of charts hence making it easier to understand the system. Making changes i.e. editing individual modules comprising a big system is feasible and interferes not with other modules. -It shows all external and internal organizations entities thus explaining satisfactorily the scope of the organization. -It easy to test individual modules independently. 5.1 Tools The tools to be used include: 1) Flow charts. 2) Pseudocode. 3) Data flow diagrams 5.2 Data collection methods (i) (ii) (iii) IMPLEMENTATION Software Microsoft Visual studio 6.0 Enterprise edition Microsoft access 2000 Application software. Microsoft word 2000 Application software Windows 2000 (Operating system) interviews Observation. Record inspection.

Hardware A Pentium 4 computer with 3.0 GHz processor speed. At least 256 MB of RAM. 80 GB hard disk. 256 Cache memory 14 inch TFT monitor. HP LaserJet 2400 series printer.

7.0 BIBLIOGRAPHY AND REFERENCES. 7.1 Bibliography System Analysis and Design by Donald Yeates. Visual basic 6.0 by Bessie. MSDN library by Microsoft Corporation. Management Information System by T. Lucy. 7.2 References Mlimani Investments proprietor and staff.

8.0 CONCLUSION The proposed system is bound to better the companys performance. Services such as registration of tenants, record preparation and storage, record retrieval, etc will be hastened. The clientele base would thus have a higher likelihood of expanding. What is more, the security of data will be ensured a great deal. As for me, it would be no mean achievement on accomplishing the task as a whole. Great an inspiration it shall be for it will surely make me deem the sky to be the limit as it pertains to programming. Having seen people develop decent systems, it would make me lend credence to the phrase what man does man can do.