Design And Implementation Of Computerized Business Records Keeping System

Project and Seminar Material for Computer Science and Computer Engineering

Design And Implementation Of Computerized Business Records Keeping System


Design and implementation of Computerized record keeping system has become a big task and indeed a burden to many computer programmes, computer operators and even other computer personnel this computer age.

Many companies, business units and other cooperate bodies want their business to be computerized but fin it extremely hard to have a good designer to meet their demand. In recognition and appreciation of the problem and task, that arose the interest of the researchers in carrying out a study on “designing and implementation of computerized business record” using the Nigeria Cement Company (NIGERCEM) Nkalagu Ebonyi as a case study.

In conducting the study, I collected primary data and secondary data which were already documented.

From the analysis and tests carried out, the following findings were made:

  1. The cost of production in the company
  2. The cost of paying workers salaries
  3. The average cost of the produce.
  4. The seeking price of the produce were estimated.
  5. The gain of the company.
  6. The cost of other minor activities encountered in the company.

Furthermore there is less internal control in the company.

Based on these and other finding the researcher recommends the company for establishing effective control. Moreso, the company should maintain regular and safety stock in production.

Table of Contents

  • Title Page
  • Abstract
  • Table of Contents

Chapter One:


  • 1.1 Background of the study
  • 1.2 Statement of the problem
  • 1.3 Objective of the study
  • 1.4 Significance of the study
  • 1.5 Research question
  • 1.6 Scope of the study
  • 1.7 Delimitation and limitation
  • 1.8 Definition of terms

Chapter Two:

Literature Review

Chapter Three:

Description and Analysis

  • 3.1 Existing System Operation
  • 3.1.2 Organization Structure
  • 3.2 Method of business record keeping
  • 3.3 Population of the study
  • 3.4 Analysis cost of existing system
  • 3.5 Objective of the existing system
  • 3.6 Input of the existing system
  • 3.7 Methods of gathering information
  • 3.8 Problems in the existing system
  • 3.9 Existing system report.

Chapter Four:

Designing of Computerized Record System

  • 4.1 Introduction
  • 4.2 Design approach
  • 4.3 Output specification and design
  • 4.4 General account sheet (weekly)
  • 4.5 Procedure chart
  • 4.6 System flowchart
  • 4.7 System requirement

Chapter Five:

Implementation of the New System

  • 5.1 Program design
  • 5.2 Flow chart system main menu
  • 5.3 File maintenance sub system flowchart
  • 5.4 Report generation sub system flowchart
  • 5.5 Program flow chart for add
  • 5.6 Program flow chart for deletion
  • 5.7 Change over procedure
  • 5.8 Test run

Chapter Six:

Summary, Recommendation and Conclusion

  • 6.1 Program documentation
  • 6.2 Users documentation

Chapter Seven:

Summary, Recommendation and Conclusion

  • 7.1 Summary
  • 7.2 Recommendation
  • 7.3 Conclusion
  • Bibliography

Chapter One


1.1 Background of the Study

Computer is a deterministic device ie it uses input data and process to determine the anticipated outputs.

Computer being an electronic machine, which accept data, process, store and retrieve information according to the predetermined program. The device obeys a particular application software manufactured by software companies for accepting, processing, storing and retrieving the post determined output for that particular purpose at that time.

The processes undertaking by the computer may involve retrieving records sorting records, arithmetic calculations and other electronic manipulation processes. Computer displays information, prints information out, produce it in other form according to the instruction (software) given to it at the point of time. The computer undergoing program control, can equally performs arithmetic and logical operation with human intervention.

Computerization which practical application of the knowledge and processes of computer with our process.

The growing of companies and transforming into the information technology (IT) has impetrated the need for designing and implementation of computerized business record keeping for the effective production and management. This idea is more pronounced on the researchers part of Nigeria.

Most business owners produce goods and store them in the warehouse without taking due regard of taking record of them for profit maximization. This is primarily due to poor designing and implementation of the business outfit. Regret ability without prior to the objective and motive of the business, the goods are often deteriorated by reducing its marketable value and even by some unscrupulous and selfish staff of the business outfit.

Computerization of the business record keeping is a remedy to such predicament because it picture out the pre determined output at any point. It is deemed fit. Complex businesses comparing ought to have BUSSLINE DATEBASE. Any time the information about the business is needed by the manager or the appropriate personnel the data base of the business can be called up (retrieved) to give the required need.

Moreso in a designed and implemented business record keeping, loses are saved and profit is maximized.

Manual business record keeping system in succeptable to the left in order to have illegal access to it. This and some scrupulous staff of such organization/business internationally deteriorate the record in order to achieve their selfish gain.

Obviously some big business unit find hard recording their data/paper work and access them at their demand. This is attributed by large volume of paper that may involve in it.

The accuracy and speedy of computer recommends it to organizational control and through effective decision making.

1.2 Statement of the Problem

The principal problems associated with Nigeria Cement Company (NIGERCEM) Nkalagu, Ebonyi by this research study are as follows:

  1. Inconsistence of purchasing record
  2. Inconsistence of production cost
  3. Inconsistence of sales record
  4. Inconsistence of staff salaries
  5. Poor manual database recording
  1. Poor Management Information System Among Levels Of Personnel.

1.2 Sub Problem

  1. Review of the existing system of the Nigeria Cement Company (NIGERCEM) Nkalagu Ebonyi.
  2. Designing a new record management system for Nigeria Cement Company (NIGERCEM) Nkalagu, Ebonyi.
  3. Coding the new system using computer programming language.

1.3 Objectives of the Study

The principal objectives of the study was to highlight, improve the effectiveness of Nigeria Cement Company (NIGERCEM) Nkalagu, Ebonyi records. Furthermore, the encourage economic growth of our country. The study is expected to place the company at particular standard of the profit maximization for the owners to enjoy the computerized Nigeria Cement Company (NIGERCEM) records.

The study will aimed at bringing out remedies on the past loses during manual database system by helping.

  1. To determined the raw material the company brings.
  2. To determine the output of the company.
  3. To identify how the goods are supplied to customers.
  4. To determine the number of goods in stock.
  5. To determine company’s circulating capital.
  6. To determine the company’s creditor.
  7. To determine the company’s debtors
  8. To determine amount paid to workers of the company.
  9. To determine the maintenance cost of the company.
  10. To determine the tax levied by government.
  11. To determine the profit of the company.

1.4 Significance of the Study

The search report is expected to help the owner, the management and the entire workers of the Nigeria Cement Company (NIGERCEM) Nkalagu.

It is aimed at bring fact on the problems and thinking factors facing Nigeria Cement Company (NIGERCEM) record keeping in order to make a maximum profit. It is equally expected and believed that the report shall among other thing.

  1. Widen the knowledge of the owner and management of business centre on designing and implementation.
  2. Enhance the wide employment opportunities for the qualified personnels.
  3. The report is to serve as point of reference for students in such field of study.

1.5 Research Question

These structured questions were formulated at the beginning of the report. They are administered as the procedural stops to get all the required information and data involved in the system.

  1. Where in your organizational chart?
  2. What are the subsystem of the system (NIGERCEM) Nkalagu, Ebonyi?
  3. What are the names of each subsystem?
  4. Who is/are the head of each subsystem?
  5. What are the raw materials used for production?
  6. How many workers work here?

1.6 Scope and Limitation of the Study

The study is focused on Nigeria Cement Company (NIGERCEM) Nkalagu, a manufacturing company with aim of computerizing their business record keeping. It was intended fact the researcher should be done in manner that the degree of design and implementation by all business record in Nigeria should have been reported upon. Regarding certain constraint the researcher work was concentrated at Nigeria Cement Company (NIGERCEM) Nkalagu. Consequently the Nigeria Cement Company (NIGERCEM) Nkalagu was selected for the study.

In addition to this, lack of fund also effected the research work. The researcher has to move around to collect the needed data. Equally research materials have to be purchased, all really required huge financial outlay.

Furthermore the attitude of some Nigeria toward researchers and the degree of awareness amongst Nigeria on the importance of research is not encouraging. Many Nigerian often find it extremely hard to release available data to researchers.

All these notwithstanding, the researcher is of the opinion that he made judicious use of lean available time and resources at his disposal.

1.7 Delimitation

This project work is designed only to manage the Nigeria Cement Company (NIGERCEM) Nkalagu records such as retrieve, update and store its information but does not cover every section of the accounting method involved in the preparation of the company.

1.8 Limitation

The researcher was confronted with certain constraints factors such as:

(i) Financial Constraint:

Knowing the economic status of the nation, the researcher find it extremely hard in making end meet. Primarily this duty because of the exorbitant nature of things nowadays for collection of data needed for the research.

(ii) Time Constraint:

Considering the duration between the resumption and reaction of each semester for the researchers to complete their tenure in the institution the time is short for collecting all the required information and data for better work outfit.

(iii) Non Availability of Material:

The non availability of the necessary material militates the researcher report work. It is observed that not all the required materials are documented and some documented ones lack storage facilities where to reach them at any demand.

(iv) Attitude of Some Staff:

The non challant attitude of the staff of the company is feed the researcher with the necessary material, data or information needed in a limiting factor facing the research work.

1.8 Definition of Terms


A device that accept date, process and store information.


Raw information supplied to the computer for processing.


Raw and unprocessed information.


The end product of computer process


Instructions which the computer follows to produce the required output.

Application Software:

A particular package designed for a particular application.


Collection of related field


Processed data which has meaning.

Information Technology (IT):

A system used in passing information across the globe.


Collection of data that are needed by organization and individual to meet their information processing and retrieval.


Plan to achieve a problem solution.


Copying information from the computer.

Chapter Seven

Summary, Conclusion and Recommendation

7.1 Summary

From the study, it could be seen that the problem which have been tackled to achieve the objective task. This include analyzing the manual system of the business record keeping management in the Nigeria cement company (NIGERCEM) Nkalagu.

In observing this, many consideration were taken into account. A new system is designed to record both the production, sales and account record of the business in NIGERCEM. The researcher succeeded in computerizing record management of the NIGERCEM Nkalagu.

7.2 Recommendation

This research report is the indication of the usefulness of computer in business record keeping management. It generate account of both sale, production and account record. In designing the business record, the type to be encountered is determined.

To my friends, I say “nothing good comes easy”. Knowingly that determination, hardworking and discipline, success could be achieved.

7.3 Conclusion

In conclusion, the best choice in implementing the designed business record keeping is parallel change over where the computer runs both computerized and manual system. Hence its usefulness cannot be over-emphasized with regard to its efficiency, accuracy and reliability. This package will help in business record keeping system.

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