Design and Implementation of a Record Management System for A Microfinance Institution. A Case Study of Mehta Group Microfinance

ABSTRACT The Significant impact of computer technology has led to increasing recognition that data is source that has volume and therefore needs to be organized, securely stored and managed Thus the success of any organization that provides any service greatly depends on availability, consistence, reliability and correctness of the information. Therefore it is a duty of the organization to ensure that their data and records are well organized and managed efficiently. This project is aimed at developing an Automated records management system for Mehta Group Microfinance as opposed to manual system which involves manual filling system and has proved to be time consuming and hectic when updating records. The study has taken in an effort to portray how records can be managed through automation and its importance to the records manager, members as well as Mehta Group Microfinance clients. This paragraph simply explains how the researcher achieved all the desired goals. In the first chapter, the researcher gave an overview of the system, its objectives, scope and justification of the study. Further research was carried out on different Literatures to get information on how to deal with similar problems of the Microfinance. Different literature was gathered from Electronic books and other online sources as shown in chapter two. The researcher used different methods and techniques to gather data from within and outside the organization which included interviews, observation, questionnaire and document review. After data gathering and analysis, design was made using bottom-up approach for entity relationship diagram (ERD) which is the approach for the design of simple databases with relatively small number of attributes. During the design, specific requirements were used which included both software and hardware to fasten the designing process and implementation. System testing was done using unit testing, system testing, acceptance testing and then presented to the users to verify whether it satisfies their need and was proved right.

TABLE OF CONTENTS

DECLARATION

APPROVAL

LIST OF TABLES

LIST OF FIGURES xi

LISTS OFABREVIA TIONSAND ACRONYMS xii

ABSTRACT

CHAPTER ONE 1

INTRODUCTION 1

1.0 Introduction 1

1.1 Background 1

1.2 Problem Statement Error! Bookmark not defined.

1.3 Purpose ofthe Study Error! Bookmark not defined.

1.4 Objective ofthe Study 2

1.5 Research Questions 3

1.6 Scope ofthe Study Error! Bookmark not defined.

System Scope Error! Bookmark not defined.

Time Scope Error! Bookmark not defined.

Geographical Scope Error! Bookmark not defined.

1.7 Conceptual Framework 4

1.8 Significance ofthe Study 4

CHAPTER TWO 5

LITERATURE REVIEW 5

2.0 Introduction 5

2.1 Definition

2.2 Record 5

2.3 Types ofRecords Management 5

2.4 Adaptation ofa Computerized Records’ Management System 6

2.5 Record Types 7

2.6 Files 7

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2.7 Operational Files .7

2.8 Security ofData 7

2.9 Data Dictionary 7

2.9.1 Database 8

2.9.2 Database Management System (DBMS) 8

Z9.3 Examples ofDatabase Systems 8

2.9.4 Advantages ofDatabase Management System 8

2.9.5 Using Database Management Software 9

2.10 Limitations ofDatabase Management 9

CHAPTER THREE 11

METHODOLOGY ii

3.0 Introduction 11

3.1 Research Design 11

3.2 Targeted Population 12

3.2.1 Data Collection Techniques 12

3.3 Questionnaires 12

3.2 Interview 12

3.3 Observation 13

3.4 Document Review 14

3.5 System Analysis 14

3.5.1 Strength ofthe current system 14

3.5.2 Weakness ofthe current system 14

3.6 The Current System 14

3.7 Data flow diagram ofthe new system 17

Figure 3.2 Data flow diagram ofthe new system 18

3.8 Requirements Specifications 18

3.9 User Requirements 18

3.10 Functional Requirements 18

3.10.1 Non Functional Requirements 18

3.10.2 System Requirements 18

Table 3.1 Software requirements 20

Table 3.2 Hardware Requirementsfor the System 21

3.10.3 System Design 22

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3.10.4 Database Design .22

3.10.5 Entities and Attributes in the System 22

Table3.3 Showing entities used and attributesfor Customers 23

Table3.4 Showing entities and attributes usedfor Payments 23

Table 3.5 Showing entities and attributes usedfor Manager 24

Table 3.6 Showing entities and attributes usedfor UserAccounts 24

Table 3.7 Showing entities and attributes usedfor Duration 25

Table 3.8 customer schema 25

Table3.9 payment schema: 25

Table 3.10 teller schema 25

Table 3.1 0.1 manager schema 26

Table 3.10.2 department schema 26

3.10.6 Entity Relationship Diagram 26

Fig 3.2 entity relationship diagram 27

Fig 3.3 navigation schema for Mehta group microfinance 28

CHAPTER FOUR 31

SYSTEMS DESIGN AND DEVELOPMENT 31

4.0 Overview 31

4.1 User Interface Forms 31

4.1.0 Login Screen 31

4.1 .1 Manager Form 32

4.1.2 Loan type 33

4.1.3 Opening an account 35

4.1.4 Deleting an account 36

4.1.5 Customers report 36

4.1.6lssued Loan Report 37

CHAPTER FIVE 39

5.0 Introduction 39

5.1 System Implementation 39

5.2 Software Tools 39

5.3 Prototype For The Developed Records’ Management System 41

5.4 Goal 41

5.5 Objectives 41

5.6 System Testing 42

5.7 Results 43

CHAPTER SIX 44

6.0 Introduction 44