Design And Implementation Of A Computerized Budgeting System

Computer Science Project Material with Source Code Included

Abstract

Budgeting with special emphasis on Institute of Management and Technology (IMT) Enugu has the trust and reliability and credibility of information and record.

To establish and implement a computerized measures and an alternative to the present manual budgeting as regards to budgeting system, one should be abreast of unattestation and unrealistic records that exist.

The justification of this on the truth that present maul budgeting system in Nigeria especially that of IMT Enugu, is filled with lots of irregularly and error resulting from human traceable mistake and distortions in its operation.

In this work, one would deduced that the investment alternative will provide clear, adequate, accurate and quick solution to the problem countered in budgeting system as regards in relation to reliable attestation function; assurance and dependability of financial statements about the account of the school. To this effect, one will say that computers would be the pivot on which the success of design and implementation of a computerized budgeting system of institute of management and technology (IMT), Enugu.

Organisation of the Work

The research study is divided into chapters the chapters present the main topic of discussion in the project.

Chapter One: This is the introductory part of the project showing why I have undertaken the project, the statement of the problem, the purpose of the study, aims and objective delimitations, limitation are stated. Also the terms relevant to the research write up are defined.
Chapter Two: The review of related literature here, various works done by previous researches that relates to the project topic are discussed the historical Evolution of the budget system to the computer age of present. Some process taking towards computerization, process and the hindrances to the application of computers are discussed.
Chapter Three: Description and analysis of the existing system, was described here, the methods used in acts finding is discussed, organization structure is represented pictorially objectives, analysis, the informational flow diagram and the problem pictorially, objectives analysis, the informational flow diagram and the problem of the existing system are explicitly discussed in conjunction with new system justification.
Chapter Four: Design of the system the output specification and input specification and designs are expressed here. File design, procedure and system flow charts are represented with a pictorial diagram the required hardware and soft ware for the new system.
Chapter Five: Implementation, the implementation of the new system is very vital and was implemented on the bases of a designed program pseudo cods source and test run.
Chapter Six: Documentation in order to use this package effectively and efficiently this work is divided into various steps on how to get started. Procedures and quitting exiting from the software system.
Chapter Seven: Recommendation and conclusion this chapter concerns the summary of the study, the conclusion drawn from the recommendation to relief the users of source of their problems and suggestions for further studies.

Chapter One

Introduction

It has become a normal thing for us as citizens of a country like Nigeria to wait for, the president to release the yearly national budgets, but very little of us even know what the budget actually means.

A budget is an estimate or plan of income and expenditure that helps most companies, country and Organizations in taking care of projects mapped out annual. For this reason it is of importance that there should be a reliable system of budget analysis. A good budget analysis is a process of breaking the whole budget into separate units or parts with the sole aim of identifying and studying the structure of each part of the budgets, so that the budget would be error free, and in case of error provide possible solutions to them.

A look at a brief history of the how comes of budget. In January 1993 the African concord newspaper stated the budgets started in Britain when the then king asked for reports on the income and expenditure of the country in order to check fraudulent activities of their government, this was as a result of the countries growing population inability of those in charge to specify a given project at a given place and time, uncompleted project which were paid for and complaints laid by citizens of Britain were all the things that brought about the need for budgets.

In other-word a budget helps managers manage and it can be said that having a budget has more advantages then it has any disadvantages.
However the fact remains that not withstanding the careful planning and execution of an organization’s budgets in Nigeria, the targets are still hardly met by any one organization while most budget even end up not being implemented at all. This work therefore, attempts to take a look at the methods adopted for budgets analysis or would be likely adopted for budgets analysis in an. Organization like the Enugu state ministry of finance.

1.1 Statement of the Problem

It is easy to note that budget analysis entails large volume of work and a whole lot of calculation. This make the job very difficult a task to go by the method of information storage and retrieval processing of accumulated figures is not an easy task in places were there are no sophisticated method of budget analysis.

Inefficient and insufficient records will always result to a poor and inaccurate budget. The fact that humans cant tackle the ambiguous calculations and complex allocation involved in budget analysis easily without the help from computer this is also a delay factor for the releasing of an accurate budget statement. This work will look into reasons why many budget ends not to work and my case study will be the Enugu ministry of finance and I will also try to derive a good computer system that will take care of these problems.

1.2 Purpose of Study

Budget analysis is very important with our everyday life as it is also very important for us as humans to have a daily budgets which guides our spending so also it is important at the end of the day to give an account of such spending which is in order ward an analysis of our expenditure. This is an important move for every organization. For an organization to survive it must plan ahead the amount it will receive and how it will allocate the money to different departments of such an organization and how such money should be spent. This is budgeting and the analysis is just a step to make sure it works. Hence this budget analysis should be of immense importance to government, institutions and even individuals.

For government organization like the given case study, this work could serve as an eye opener to them by carefully exposing that problems inherent in budgets analysis and recommending the solution this would help them to avoid wasteful spending through budgets deficits.
To private organization or companies this would also be of immense help use to them as they adjust themselves to the defect of economy by careful planning execution. To individuals and share holder in companies this work will enable them know why companies and governments have tended to spend more than they budgeted for, while it will also act as a bedrock for other kinds of work similar to this on embarked by other researchers

1.3 Aims and Objectives

The main objective of this study is to have an overview or maybe even an in so the company and government organization budget system in Nigeria using the Enugu state ministry of finance as our bridge to other organization while other sub objective include.

To consider the method adopted by the ministry of finance on budgeting.
To check and determine their approaches to budgets analysis from 1998-2004
To find out if all budget targets have been meet during the above stated period.
To determine the problems usually faced by the organization in managing their finances.
To make adequate finding and necessary recommendations after analyzing their budget by checking the system between the period of 1998 to 2004.
To design a new system that will take care of the above problems and lastly set up a sample budget for future use.

1.4 Delimitation

The project work covers areas in budget analysis, this includes braking down of budget into units. Identifying and studying the structure and allocation of money to each department in the organization.

1.5 Limitation

Frequently, where budget are coordinated are complied some modifications are need individually. My limitation in this work would be the bureaucratic system of government which we use here in Nigeria as most of my work would be based on assumptions, cause on visiting my case study almost no one was ready for questions to help me in my work and I was frequently asked for appointment letter and referred from one person to the other for answers to my questions. Budget segments may appear reasonable in the light of committed and planned work, but when the individual segment are super-imposed to make a composite picture the total budget found to be of keeping with expectation.

1.5 Definition of Terms

Budget:

This is an estimate or plan of income and expenditure that are made annually by the government in charge of revenue.

Budget Analysis:

This is the process of breaking the whole budgets into separate units or parts with the sole aim of identifying and studying the structure of each part of the budget so that we can detect errors, and possible solutions to such errors.

Budget Allocation:

The final and official approval of budget proposals from different ministries and department, which will be contained in the Budget statement, which is the complained budget after analysis mad public by broadcasting it.

Auditing:

Checking financial accuracy of the budget, making sure it is error free.

File:

An organized collection of information or related fields.

Computerization:

The process of replacing manual way of doing things with machine most call it modification.

Program:

A set of instruction combined together to make meaning, and is usually a command to a computer system to carry out.

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Implementation

This chapter will discuss the process of replacing the existing system with the new one and the process of making the new system work for the organization is known as implementation. First a production of a program design which depicts the arrangement and approach of the program to solving the given problem is necessary. A pseudo code is further written to explain the algorithm to give a deeper understanding of the flow chart. Finally the sources code which is the program and a test run to prove the efficiency and accuracy of the program in solving the problem for which it was designed.

To obtain maximum and efficient use of the new system it should be run along side the old system until the new system completely takes over the system operation. The staffs to use the new system have to undergo some kind of training to understand and effectively use the new system. The analyst should involves necessary staff and management in the design of the new system to make sure that it is designed in such a way it performs their desire function, and also that the management may fully appreciate the advantage brought about in using the new system. It will help to remove the fear and anxiety in the staffs that are to use the system.

Program Design

The program is designed to have 5 major modules, which in turn have sub modules in each these modules are used to solve specific task, which are logically linked together to produce a solution for the entire problem.