VILLAGE FUND ALLOCATION APPLICATION SYSTEM CASE STUDY: NORTHERN UGANDA SOCIAL ACTION FUND (NUSAF)

ABSTRACT

In NUSAF there was use of traditional system. Traditional Village Fund Allocation Application System (TVF ~AS) used paper and files to store data. This was not secure. Time consuming and processing was difficult. The objective of this study was to determine the paper work problem surrounding the funds distribution system in NUSAF. The researchers also had questions to ask pertaining to their study. The sample questions included among others, the following: What hardware resources were required to build an effective and interactive VFAAS? , What software resources were required to build an effective and interactive VFAAS?, What protocols were required for VF AAS storage, security, and retrieval? , This study was conducted using a cross-sectional survey research design. In this study, the researchers traced NUSAF records, interviewed a couple of local people around Lango sub-region and the extent to which the current system could be improved. In this study, the sample size was I 00 participants but only 50 interviewees were selected from among the NUSAF clien1;s and staff of NUSAF. Data was collected using questionnaire, interviews and review documents. This study employed stratified sampling technique, which identified sub-groups in the population and their proportions and selected from each subgroups from a sample. The data collected was presented in tabular format showing responses on traditional paperwork system, basing on the observations, and interviews conducted with sampled NUSAF clients from the Lango sub-region and the staff of NUSAF. 100% of the respondents revealed that there is no computerized Village Fund Allocation Application System in NUSAF. The study revealed that 80% of the respondents say the system is time wasting and unreliable. 20% of the respondents however tend to believe that the current system should stay. It was then concluded that computerization of Village Fund Allocation Application System in NUSAF is the only way to go.

TABLE OF CONTENT

DECLARATION .................................................................................................................................... ;;

APPROVAL ..................................................... : ..................................................................................... iii

ACKNOWLEDGEMENTS ................................................................................................................... iv

LIST OF TABLES ............................................................................................................................... viii

LIST OF FIGURES ................................................................................................................................ ix

LIST OF ABBREVIATIONS AND ACRONYMS ................................................................................ x

ABSTRACT ........................................................................................................................................... xi

CHAPTER ONE ..................................................................................................................................... 1

I .0 Introduction ....................................................................................................................................... 1

I. I Background of the Study .................................................................................................................... 1

I.2 Research Problem .............................................................................................................................. 2

1.3 Research Objectives: ......................................................................................................................... 2

1.3.1 Main Objective: .............................................................................................................................. 2

1.3.2 Specific Objectives: ........................................................................................................................ 2

1.4 Research Questions ........................................................................................................................... 2

1.5 Significance of the Study .................................................................................................................. 2

1.6 Scope of the Study ............................................................................................................................. 3

CHAPTER TW0 .................................................................................................................................... .4

LITERATURE REVIEW ........................................................................................................................ 4

2.0 Introduction ...................................................................................................................................... .4

2. I Data Storage of Village Fund Allocation Application System ......................................................... 5

2.2 Data Security of Village Fund Allocation Application System ........................................................ 6

2.3 Simplicity of the Village Fund Allocation Application System ........................................................ 8

2.4 Conclusion .................................................. : ...................................................................................... 8

CHAPTER THREE ............................................................................................................................... 10

METHODOLOGY ................................................................................................................................ 10

3.0 Introduction ..................................................................................................................................... 10

3.1 Research Design .............................................................................................................................. 10

3.2 Population and Sampling ................................................................................................................ 10

3.2.1 Target/ Accessible Population ....................................................................................................... 10

3.2.2 Sample Size .................................................................................................................................. 11

3.2.3 Sampling Techniques ................................................................................................................... 11

v

3.3 Data Collection ................................................................................................................................ 12

3.3.1 Research Instruments or Tools ................ : .................................................................................... 12

3.3.1.1 Interviews .................................................................................................................................. 13

3.3.1.2 Review of Existing Documents ................................................................................................. 13

3.3.1.3 Questionnaires ........................................................................................................................... 14

3.4 Planning Tee Development Process ................................................................................................ 15

3.4.1 Waterfall Model ........................................................................................................................... 15

3.5 Preliminary Development Schedule ................................................................................................ 16

3.5.1 Work Breakdown Structure .......................................................................................................... 16

3.6 Tool Used ........................................................................................................................................ 16

3.7 Limitations of the Study .................................................................................................................. 18

3.8 Conclusion ...................... : ................................................................................................................ 18

CHAPTER FOUR ................................................................................................................................. 19

FINDINGS, PRESENTATION AND ANALYSIS .............................................................................. 19

4.0 Introduction ..................................................................................................................................... 19

4.1 Findings and Presentation ............................................................................................................... 19

4.2 How Traditional Paperwork Operates In Nm1hern Uganda Social Action Fund ............................ 20

4.3 Problems Faced By Traditional Paperwork in NUSAF .................................................................. 20

4.3.1. Time Management and Information Availability ........................................................................ 20

4.4 Preference for Computerized Village Fund Allocation Application System .................................. 21

4.4.1 Reasons Given For Preference of Computerized Village Fund Allocation Application System. 23

4.5 Data Analysis .................................................................................................................................. 24

4.6 Conclusion ...................... : ................................................................................................................ 24

CHAPTER FIVE .............................................. , .................................................................................... 25

SYSTEM ANALYSIS, DESIGN AND TESTING ............................................................................... 25

5.0 Introduction ..................................................................................................................................... 25

5.1 Systems Analysis ............................................................................................................................. 25

5.2 EXISTING SYSTEM ...................................................................................................................... 26

5.3 Proposed System ............................................................................................................................. 26

5.4. Feasibility Study ............................................................................................................................. 28

5.4.1. Technical Feasibility ................................................................................................................... 28

5.4.2. Economic Feasibility ................................................................................................................... 29

5.4.3. Behavioral Feasibility ............................................................................ : .................................... 29

5.5 System Design ................................................................................................................................. 29

vi

5.5.1 Introduction .................................................................................................................................. 29

5.5.2 Logical Design ............................................................................................................................. 30

5.5.3 Physical Design ............................................................................................................................ 31

5.5.4 User Interface ............................................................................................................................... 34

5.6 System Testing and Implementation .............................................................................................. .37

5.6. 1 System Testing ............................................................................................................................. 37

5.6.2 System Performance .................................................................................................................... .41

5 .6.3 Database Connectivity ................................................................................................................. .41

5. 7 System lmplementati on .............................................................................. , ................................... .41

5.7. 1 System Conversion ...... , ............................................................................................................... .41

5.7.2 Implementation Techniques ......................................................................................................... 42

5.7.2. I Hardware Conversion ............................................................................................................... .42

5. 7.2.2 Software Conversion ................................................................................................................ .42

5. 7.3 User Training ............................................................................................................................... .42

5.7.4 System Maintenance (Auditing and Evaluation) ......................................................................... .42

5.7.5 System Comrol ............................................................................................................................ .43

5.7.6 System Backup ............................................................................................................................. 43

5.7.7 Access Contro1 ............................................................................................................................ .43

5. 7.8 System Security ........................................................................................................................... .44

5. 8 Cone\ us ion ...................................................................................................................................... .44

CHAPTER SIX .................................................................................................................................... .46

FINDINGS, CONCLUSION AND RECOMMENDATIONS ............................................................ .46

6. I Introduction .................................................................................................................................... .46

6.2 Research Findings .......................................................................................................................... .46

6.3 Research Conclusions .................................................................................................................... .46

6.3 Recommendations ..................................................................... .48

REFERENC........................................................................................ .49

APPENDICES .......................................................................................... 51

APPENDIX A: TIME SC............................................................. 51

APPENDIX B: RESEARCH INSTRUMENT ...................................... 52