GUIDELINE FOR VICTORY SCHOOL CLUB MEMBERSHIP SYSTEM

**KCSE 2025 COMPUTER STUDIES PROJECT** This guideline is designed to help you comprehensively create and document the **Victory School Club Membership System** project using **Microsoft Access** for database development and **Microsoft Word** for documentation. Follow this detailed structure for both milestones: **Milestone 1 (Documentation)** and **Milestone 2 (Database Development).** **PART 1: Documentation Guideline** **Chapter 1: Introduction** - **Overview**:Discuss the importance of co-curricular activities in schools and the challenges of managing club operations manually. Introduce the project as a solution to streamline these processes.Objective: Automate and manage club membership, finances, activities, and reports efficiently. - **Problem Statement**:Describe the inefficiencies of manual systems (e.g., lack of accurate records, difficulty in tracking finances). - **Scope of the Project**:Focus on student membership, club activities, finances, and reports. - Include system users like students, patrons, and administrators. **Chapter 2: System Analysis** - **Functional Requirements**:Manage club memberships, roles, and activities. - Automate fee payment tracking. - Generate reports (e.g., financial summaries, activity logs). - **Non-Functional Requirements**:Ensure data security and integrity. - User-friendly interfaces for data entry and report generation. - **Feasibility Study**:**Technical Feasibility**: Justify the use of Microsoft Access for its simplicity and features. - **Operational Feasibility**: Highlight how the system solves real challenges faced in club management. **Chapter 3: System Design** - **System Architecture**:Describe the relationship between tables, queries, forms, and reports. - Use **Data Flow Diagrams (DFD)** or **Entity-Relationship Diagrams (ERD)** to visualize data movement. - **Database Design**:Define tables (e.g., Clubs, Membership, Activities, Finance). - Establish relationships between tables (e.g., one-to-many relationships). **Chapter 4: System Construction** - **Database Tables**:Create tables for:**Club Details**: Store club names, patron details, and registration fees. - **Membership**: Capture student details and roles. - **Club Activities**: Record activity names, dates, and generated revenue. - **Finance**: Manage funds from registration and activities. - **Queries**:**Finance Queries**: Calculate total revenue, expenditure, and savings. - **Membership Queries**: Retrieve lists of members per club and their roles. - **Club Fee Queries**: Summarize collected registration fees. - **Forms**:**Membership Form**: For adding student details. - **Club Activities Form**: For recording events and their outcomes. - **Finance Form**: For managing fee payments and expenditures. - **Reports**:Generate reports for financial summaries, activity participation, and membership details. **Chapter 5: User Manual** - **Software Requirements**:Microsoft Access 2016 or later. - Windows 10 or later. - **Hardware Requirements**:Minimum 4GB RAM and 100GB storage. - **Instructions for Users**:Step-by-step guide to register new members. - Procedure for recording activities and tracking finances. - How to generate and print reports. **Chapter 6: System Implementation** - **Deployment**:Outline steps for installing the database on school systems. - **Testing**:Test all database components (e.g., tables, queries, and forms) for functionality and accuracy. **Chapter 7: System Review and Recommendations** - **System Review**:Discuss system performance and user feedback. - **Recommendations**:Propose future enhancements (e.g., integration with other school systems). **Chapter 8: Conclusion** Summarize the project’s goals, achievements, and how it solves the challenges of manual club management. **Bibliography** Include references used during the project. **Appendix** Provide supplementary materials such as: - Screenshots of the database system. - Data Flow Diagrams and ERDs. - Testing results. --- ## **STUDENT GUIDELINE FOR THE VICTORY SCHOOL CLUB MEMBERSHIP SYSTEM (DATABASE SYSTEM - MILESTONE 2)** This guideline serves as a comprehensive step-by-step guide for Milestone 2 of your **Victory School Club Membership System** project. It focuses on the **database system** and covers all essential components, including **tables**, **queries**, **forms**, **reports**, and **relationships**. The goal is to ensure your system works seamlessly, offering smooth data management and retrieval. **1. Dashboard and Startup Menu** **Objective:** When the user opens the system, they should be greeted with a **Startup Menu**, followed by a **Dashboard**. The Dashboard will contain buttons that link to different forms and functionalities in the system. **Creating the Dashboard:** - **Create a New Form**:In **Microsoft Access**, start by creating a new form called **Dashboard**. This form will serve as the homepage of your database sys