METHODIST CENTRE MANAGEMENT SYSTEM

NGO KER NEE

This project is submitted in partial fulfillment of the requirements for the degree of Bachelor of Education with Honours

(Information Technology)

Faculty of Computer Science and Information Technology March 2005

ABSTRACT

Nowadays, almost all the churches are employing a system to operate in assisting the

church management. Development of Methodist Centre Management System (MCMS) is

anticipated to bring benefits to Samarahan Methodist Centre in managing their

memberships and regular events as well as to reduce the redundant work carried out by the

pastor and church committee members. This Final Year Project report describes the

background of study, research on literature review, methodology, system analysis, system

design, system development, system implementation, testing and evaluation as well as its

accomplishments, limitations and future enhancements of this system. This system is

developed using Visual Basic with Microsoft Access for data storage. The modules

included are User Login, Manage Member Data, View Pastor Data, Generate Report.

Review Job Responsibility and Event Maintenance. This study generally signifies the

importance of MCMS in its effectiveness and efficiency in better managing the data and

information of members and regular events for Samarahan Methodist Centre.

I

ABSTRAK

Dewasa ini, Sistem Pengurusan Gereja telah digunakan secara meluas di kalangan

pengurusan gereja. Adalah diharapkan dengan pembangunan MCMS (Methodist Centre

Management System), Gereja Methodist Samarahan mendapat manfaat dalam pengurusan

keahlian dan aktiviti serta meringankan bebanan kerja pastor dan ahli-ahii jawantankuasa

gereja. Laporan Projek Tahun Akhir ini menerangkan latar helakang kajian, kajian

penulisan, methodologi, analisa sistem, rekabentuk sistem, pembangunan sistem,

implementasi sistem, pengujian dan penilaian serta pencapaian, limitasi dan

menamhahbaik masa depan MCMS. Sistem ini dibangunkan dengan menggunakan Visual

Basic dan Microsoft Access untuk pangkalan data. Sistem tersehut adalah dibangunkan

mengikut modul-modul herikut; User Login, Manage Member Data, View Pastor Data,

Generate Report, Review Job Responsibility dan Event Maintenance. Keseluruhan kqjian

ini menunjukkan kepentingan MCMS dari segi keherkesanan dan keefisienan dalam

mengurus data dan informasi ahli dan aktiviti untuk Gereja Methodist. Samarahan.

III

ACKNOWLEDGMENTS

Many people have assisted me throughout the process of developing Methodist Centre

Management System as well as their contributions.

First of all, I would like to dedicate this project to my God for giving me the chance to

further my studies in Unimas, my parents and siblings for their confidence and support,

Pastor Ling Man Hsi and church family for their prayer support, love and encouraging

words, and the strength and knowledge to complete this project.

I am indeed grateful to my supervisor, Dr. Alvin Yeo Wee, as this final year project and

report could not have been produced and completed without his encouragement and support.

He has been so patiently guiding and motivating me throughout the developing of MCMS.

I convey my sincere thanks and deepest appreciation for his insights, guidance, advice and

encouragement as well as his good humor that enlighten my spirit very much.

Special thanks to Brother Wong Ting Kiong on his knowledge, comments, encouragement

and support particularly during my tough time in developing stage as well as the time

shared with me throughout this project.

I also like to thank Mr. Javed Anjum for his comments, ideas and time spared to proofread

the interim report for me.

Thanks to my Aunt Siew Hie and Jenny Ling who willingly proofread my entire report for

my final year project as well as their comments on my writing.

Lastly, I also want to thank my study group pals for their caring words, the knowledge

sharing moments and the time of reflection we spent together on the difficulties faced in

completing this final year project.

V

TABLE OF CONTENTS

ABSTRACT

ABSTRAK

DECLARATION

ACKNOWLEDGMENTS

TABLE OF CONTENTS

LIST OF FIGURES

LIST OF TABLES

CHAPTER 1: AN OVERVIEW

1.1 Introduction

1.2 Problem Statement

1.3 Proposed Solution

1.4 Objectives

1.5 Scope and Limitations

1.6 Significance of Outcome

1.7 Project Plan

1.8 Outline of Project Report

PAGE

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iii

IV

V

VI

XI

X111

I

I

3

4

5

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5

6

CHAPTER 2: LITERATURE REVIEW

2.1 Introduction 8

2.2 Review on Existing Church Management Systems 8

2.2.1 Almega ChurchOffice 8

2.2.2 Church Community Builder 11

2.2.3 Church Management System 13

2.2.4 Creative Church Information System 15

2.2.5 Membership Information System 17

2.3 Comparison of Reviewed Systems 20

2.3.1 Comparison on Features 20

2.3.2 Comparison on Technology of Reviewed Systems 21

2.4 Summary 22

vi

CHAPTER 3: METHODOLOGY

3.1 Introduction 23

3.2 System Development Life Cycle (SDLC) 23

3.2.1 Identifying Problems, Opportunities, and Objectives 24

3.2.2 Determine Information Requirements 24

3.2.3 Analyzing System Needs 25

3.2.4 Designing the Recommended System 26

3.2.5 Developing and Documenting Software 26

3.2.6 Testing and Maintaining the System 27

3.2.7 Implementing and Evaluating the System 27

3.3 Summary 28

CHAPTER 4: ANALYSIS

4.1 Introduction

4.2 Analysis of Current System

4.2.1 Membership Information Management

4.2.2 Centre Information Management

4.3 Problems of Current System

4.4 Requirement Analysis

4.4.1 Background

4.4.2 User Requirements

4.5 System Specification

4.5.1 Software Requirements

4.5.2 Hardware Requirements

4.6 Summary

CHAPTER 5: DESIGN

5.1 Introduction

5.2 Proposed System

5.3 System Architecture

5.3.1 Data Flow Diagram (DFD)

5.3.1.1 Context Diagram of DFD

29

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5.3.1.2 Level-0 Diagram of DFD 41

5.3.1.3 Level-I Diagram of DFD 41

5.3.1.3.1 User Login Process 42

5.3.1.3.2 Manage Member Data Process 42

5.3.1.3.3 View Pastor Data Process 43

5.3.1.3.4 Generate Report Process 44

5.3.1.3.5 Review Job Responsibility Process 44

5.3.1.3.6 Maintain Event Process 45

5.3.1.4 Decomposition Diagram 46

5.3.2 Database Design 48

5.3.2.1 Entity Relationship Diagram 48

5.3.2.2 Relational Schema 49

5.3.3 Data Description 53

5.3.3.1 Data Dictionary 53

5.3.3.2 Structured English 53

5.4 Storyboard 54

5.5 User Interface 55

5.5.1 User Login Module Interface 55

5.5.2 Manage Member Data Module Interface 56

5.5.3 View Pastor Data Module Interface 59

5.5.4 Generate Report Module Interface 59

5.5.5 Review Job Responsibility Module Interface 60

5.5.6 Maintain Event Module Interface 61

5.6 Summary 62

CHAPTER 6: IMPLEMENTATION

6.1 Introduction

6.2 Implementation of MCMS System Module

6.2.1 User Login Module

6.2.2 Manage Member Data Module

6.2.3 View Pastor Data Module

6.2.4 Generate Report Module

63

63

64

65

67

67

viii

6.2.5 Review Job Responsibility Module 69

6.2.6 Maintain Event Module 70

6.3 Summary 72

CHAPTER 7: TESTING AND EVALUATION 7.1 Introduction 73

7.2 Objectives 73

7.3 System Testing 74

7.3.1 Testing report 75

7.4 Usability Evaluation 75

7.4.1 Evaluation Report 76

7.5 System Limitations 78

7.6 Summary 79

CHAPTER 8: CONCLUSION AND FUTURE WORK

8.1 Introduction 80

8.2 Problems Faced 80

8.3 Objectives' Achievements 81

8.4 Future Enhancements 82

8.4.1 Addition of Features 82

8.4.2 Produce Report Based on Specific Data Range 82

8.4.3 Chinese Language Option 82

8.4.4 Auto Extract Information from I. C. Number 83

8.4.5 MCMS. net with Lounge 83

8.4.6 High Flexibility in Information Searching 83

8.4.7 Inserting Photograph 83

8.4.8 Better Integration in View Member Data Module 84

8.4.9 Backup System for MCMS 84

8.5 Summary 84

REFERENCE 85

ix

APPENDICES

Appendix A

Appendix B

Appendix C

Appendix D

Appendix E

Appendix F

Appendix G

Appendix H

Appendix I

Appendix J

Appendix K

Appendix L

Appendix M

Appendix N

Appendix 0

Appendix P

Appendix Q

Project Schedule

Membership Form

Attendance Record Form

Library Membership Form

Baptism Form

Enrollment Form

Interview Question

Questionnaire

Interview Result

Questionnaire Responses

Data Dictionary

Structured English for MCMS

Storyboard of MCMS

System Testing for Methodist Centre Management

System

System Testing Result

Usability Testing for Methodist Centre Management

System

Usability Evaluation Result

89

90

91

92

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102

113

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X

LIST OF FIGURES

Figure 1.1

Figure 2.1

Figure 2.2

Figure 2.3

Figure 2.4

Figure 2.5

1. it urc 2.6

Figure 2.7:

Figure 2.8

Figure 3.1

Figure 4.1

Figure 4.2

Figure 5.1

Figure 5.2

Figure 5.3

Figure 5.4

Figure 5.5

Figure 5.6

Figure 5.7

Figure 5.8

Figure 5.9

Figure 5.10

Figure 5.11

Figure 5.12a

Figure 5.12b

Figure 5.13

Figure 5.14

Figure 5.15

Figure 5.16

Figure 5.17

Number of Members in the Year 2002 - 2005

Main Interface of Almega ChurchOffice

Screen of Member Module

Index Page of Demo Church of CCB

Main Interface of CMS Family Module

Membership Information Tab of CCIS

11rror Message of (: (. 'IS to Ackno ledge the laser

Initial Screen (Main Interface) of Meminfo

Interface of Family Module

Seven Phases of System Development Life Cycle

Context Diagram of Current System

Level-0 Data Flow Diagram of Current System

Context Diagram of Proposed System

Level-0 Data Flow Diagram of Proposed System

User Login Process for MCMS

Manage Member Data Process for MCMS

View Pastor Data Process for MCMS

Generate Report Process for MCMS

Review Job Responsibility Process for MCMS

Maintain Event Process for MCMS

Decomposition Diagram for MCMS

Entity Relationship Diagram for MCMS.

Relational Schema of MCMS

Data Normalization of MCMS in Third Normal Form

Data Normalization of MCMS in Third Normal Form

User Login Module Interface (The Main Interface)

Manage Member Data Module Interface

General Member Data Interface

Religious Detail Interface

View Pastor Data Module Interface

PAGE

2

9

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18

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XI

Figure 5.18 Generate Report Module Interface 59

Figure 5.19 Review Job Responsibility Module Interface 60

Figure 5.20 Maintain Event Module Interface 61

Figure 6.1 User Login Module 64

Figure 6.2 Example of Error Message 64

Figure 6.3 Interface of Change Password 65

Figure 6.4 "General" Section of Manage Member Data Module 66

Figure 6.5 "Student" Section of Manage Member Data Module 66

Figure 6.6 "Working Member" Section of Manage Member Data 67

Module

Figure 6.7 View Pastor Data Module 68

Figure 6.8 Generate Report Module 68

Figure 6.9 Review Job Responsibility Module 69

Figure 6.10 "Sunday Worship" Section of Maintain Event Module 70

Figure 6.11 "Prayer Meeting" Section of Maintain Event Module 71

Figure 6.12 "Occasional" Section of Maintain Event Module 71

Figure 7. I Result of First Impression of MCMS 77

XII

LIST OF TABLES

PAGE

Table 2.1 Price of Almega ChurchOff ice II

Table 2.2 Price of Meminfo 19

Table 2.3 Comparison on Features of Different Systems 20

Table 2.4 Comparison on Technology Used By Different Systems 21

Table 4.1 Information of the Data Store of Current System 3I

Table 5.1 Information of the Data Store of Proposed System 40

Table 5.2 Example of Data Dictionary for MCMS 53

Table 5.3 Example of Structured English of User Login Module for 54

MCMS

Table 5.4 Field Description of User Login Module 56

Table 5.5 Field Description of Manage Member Data Module 57

Table 5.6 Field Description of View Pastor Data Module 59

Table 5.7 Field Description of Generate Report Module 60

Table 5.8 Field Description of Review Job Responsibility Module 60

Table 5.9 Field Description of Maintain Event Module 61

Table 7.1 Example of System Testing 74

Table 7.2 Example of Usability Testing 76

Table 7.3 Example of Usability Testing Questions 76

Table 7.4 Result of Evaluation on Learnability of MCMS 77

Table 7.5 Result of Evaluation on Efficiency of MCMS 78

Table 8.1 MCMS Achievements 81

xiii

CHAPTER 1: AN OVERVIEW

1.1 Introduction

Over the past two decades computer technology has revolutionalised in the way that it

improved the management and maintenance of data or information tremendously. This

enables the computer technology to meet the users' demand for reliable, quick accessibility

and retrieval of data or information. Thus, the computer has become indispensable throughout

society in general and organization in particular. As a result, handling, managing and storing

of data or information is made easier by computer-based system as human errors are greatly

reduced.

The great contributions and conveniences offered by the computer also enabled churches to

improve and upgrade their routine operations especially in the management of information of

its members and centre activities. Moreover, the book of Acts in the Bible outlines that the

purpose of the church is to focus attention on the ministry of the word of God, not on the

management of daily operations. Therefore, the pastor and the committee members of

Samarahan Methodist Centre perceive the needs to acquire a computer-based system

customized to their requirements to replace the paper-based manual system to better their

management.

1.2 Problem Statement

A committee of around 20 persons formed Samarahan Methodist Centre on I September

2002. Ever since then, the number of members is increasing annually as shown in Figure 1.1,

and resulted an increase in workload of committee members in managing the member

information which is currently a manual system.

i

Membership

160

140

120

100

80

60

40

20

0

31

2002

70

2003

Year

110

2004

150

2005

Figure 1.1: Number of Members in the Year 2002 - 2005

*Numbers of persons for 01.09.2005 is estimated based on the growth of membership.

The major problems faced by the current manual system of Samarahan Methodist Centre are

as follows:

  Misplaced and loss of documents frequently occur.

  Tedious and time consuming for the members to fill forms frequently for similar

information.

" The information of the members is not updated, and hence the information is not

accurate.

  Difficulty in sorting and searching information which caused the members having to

fill forms frequently in order to provide the required information.

  High levels of redundant work as members have to provide the same information on

request through filling forms.

  Insufficient physical space to keep all the documents.

  It takes a lot of time to search for the required information as the documents are not

categorized systematically.

  Lack of manpower in handling and managing all the files, records and documents.

2

  Difficult to scrutinize the numbers of job assignment to the members as improper

keeping of information.

1.3 Proposed Solution

In order to solve the problems faced, a systematic, well-organized and affordable system in

handling and managing all the data or information of members for Samarahan Methodist

Centre is necessary. This project is aimed to solve the above-mentioned problems so that

members of the centre do not have to fill forms frequently for similar information. Thus,

redundant work is reduced and less physical space is required to keep all the documents. As a

result, this proposed system enables Samarahan Methodist Centre to save time, cost and

resources in their routine operations.

The replacement of the currently manual system by this proposed system is to lessen the

workload of the pastor and the committee members in handling and managing the members'

information confidentially. As Church Central. com pointed out that a church computer

system must be able to assist in achieving the goal of the church in ministry and growth

instead of concentrating in managing information (Church Central. com, 2004). Thus, the

pastor can spend more time in ministry work and less time on paper work.

Basically, this proposed system which is named Methodist Centre Management System

(MCMS) consists of a database that keeps information about the members, pastor and weekly

events of the centre as well as the members' job/responsibility assignment.

3

1.4 Objectives

The main objective of this proposed system is to assist the pastor and centre committee

members in better managing and keeping the data or information of the centre. Low level of

learnability is needed in operating this proposed system, and hence it is easier for the targeted

users to learn how to use it in a faster pace. Besides, it will be beneficial to the centre as less

manpower is employed in categorizing the information as well as less physical space is

required for storage.

This system assists the pastor and the president of the centre in assigning the

job/responsibility to members. Besides that, accessing and retrieval of information is made

easier, it also ensures that the confidentiality of information is maintained.

Therefore, a database management system for Samarahan Methodist Centre is developed with

the following objectives:

  To study and analyze the user requirements in developing required features of the

proposed system.

  To replace the paper-based manual system in keeping and managing information about

members and events of the centre in order to reduce the redundancy of requesting

members to fill forms frequently in getting similar information.

  Assist the pastor and president of the centre in assigning job/responsibility to members

based on their experiences.

  Examine and monitor the numbers of job/responsibility carried out by the members so

that they are not overburdened with too much work.

4

1.5 Scope and Limitations

This proposed system is customized for the use of Samarahan Methodist Centre to handle,

manage and store the information of its members and the regularly conducted events of the

centre. These events are Sunday Worship and Prayer Meeting.

Therefore, managing and keeping the information of tithe offertory, inventory, financial

position, planner, Sunday School, library and members' attendance of the centre are beyond

the scope of this project.

1.6 Significance of Outcome

MCMS is expected to bring the benefits of shorter time taken in accessing and retrieving

information, less physical storage space is required, reducing cost and resources as well as

lightening the workload of the pastor in overcoming the major problems faced by Samarahan

Methodist Centre as mentioned above. Thus, this is a functioning and usable computer-based

system customized to the centre for better management.

1.7 Project Plan

This project began with identifying of the problems faced by Samarahan Methodist Centre to

the evaluation from the expected users on the developed system. Refer Appendix A for

further information on the schedule.

5

1.8 Outline of Project Report

Chapter 1

This chapter shows an overview of the proposed system named Methodist Centre

Management System. It defines the problems of the current system, the project's objectives,

scope, contributions and the project plan.

Chapter 2

In this chapter, literature review is done on the five current available systems to study and

review their features and functionalities. Comparison on the five systems and the

development tools are also carried out.

Chapter 3

Chapter 3 outlines the methodology employed for this software development in which the

details are included for each phase.

Chapter 4

This chapter identifies the problems of current system, user requirements and system

specifications. The data collection method is also introduced.

Chapter 5

This chapter will outline the system design. It includes the architecture of this system; entity

relationship diagram, data normalization, data flow diagram, data dictionary, the storyboard

for MCMS and the design of the interfaces.

6

Chapter 6

Chapter 6 will concentrate on the system implementation of MCMS.

Chapter 7

This chapter will focus on system testing to detect errors of the system and usability testing to

evaluate the system.

Chapter 8

Chapter 8 will conclude with problems faced, evaluating the actualization of objectives and

future enhancement to the system.

7

CHAPTER 2: LITERATURE REVIEW

2.1 Introduction

According to Salkind (2003), literature review is an extensive and complete review of the

literature that gives us the vital perspective to observe what has been done and where is our

direction. Therefore, currently existing church management systems that are available in the

market and could be an alternative for the centre in overcoming their problems are reviewed

It is essential to review the existing systems in order to have insights and knowledge regarding

the proposed systems. For this reason, the design of the interfaces and the functions of the

existing systems available are to be studied. This is to ensure that they are pertaining to the

suitability of the proposed system.

2.2 Review on Existing Church Management Systems

The existing systems found on the Internet through search engines such as yahoo and google

that exhibited similar functionality to the proposed system are studied. There are Almega

ChurchOffice, Church Community Builder, Church Management System, Creative Church

Information System and Membership Information System. Methodist churches in Sarawak

currently use Almega ChurchOffice, and the others are used mostly by the churches in United

States of America.

2.2.1 Almega ChurchOffice

Currently, almost all Methodist churches under Sarawak Chinese Annual Conference are

using Almega ChurchOffice Level 2 produced by Almega System Analysts Limited, Hong

Kong. This application is specially developed for Chinese Churches in which it has ten

8

modules categorized into different levels, and the level comprises four modules: Members.

Groups, Offering and Attendance is used by the Methodist churches at present.

According to Almega System Analysts Limited, this system is an infrastructure for effective

church management at present. It has the advantages of modernized information management

that it integrates different departments and groups in a church. It can assist the churches in

assigning the usages of resources as well as storing and managing the attendance of members

which is a time consuming tasks.

Figure 2.1: Main Interface of Almega ChurchOffice

The logo, time and date are displayed on the main interface and the access verification with

choice of English or Chinese Language.

The Member Module stores all the necessary member information. This module also has the

user-defined field for members to add additional information that is not defined in this

application. Personal profile report can be printed.

9

The Groups Module allows the viewing of the organization charts on various groups of a

church. It also enables the searching of information pertaining to any group in bulk form.

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The Offering Module enables the sorting of data by date and by name of members. Reports

on offering can be printed in various formats.

The Attendance Module allows the church committee members to arrange the person who

serves as liturgist on Sunday Worship and the arranging of regular meetings only.

The system requirements of Almega ChurchOffice are as follows:

i. 80486/Celeron/Pentium Processor or above

ii. MS Windows Chinese version 3.1/95/98/2000/NT/ME/XP

iii. 8 MB RAM but preferable 16 MB

iv. 20 MB hard disk drive space

v. EGA, VGA, SVGA or Windows support graphic card.

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The price depends on the levels that are purchased (Almega System Analysts Limited, Price

list, 2004).

Level

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3

Price

US$256.41

US$512.82

US$897.44

US$1089.74

Member's Price

US$230.77

US$461.54

US$717.95

US$871.79 I

Table 2.1: Price of Almega ChurchOffice

However, this application is not easy to learn how to use. The option of English Language is

not fully functional and this is confusing for the users who cannot comprehend Chinese

Language. Furthermore, many functions are unusable for small churches such as Samarahan

Methodist Centre, and some features are not appropriate for churches in Sarawak due to

differences in culture.

2.2.2 Church Community Builder

According to Church Community Builder, Inc, Church Community Builder (CCB) is the

technological backbone and central nervous system for a church (Church Community Builder,

2004). CCB is an online web-based database management system for churches. It comprises

Church Management System, Private Member Community and Public Website Content

Management.

Based on the Demo Church by Church Community Builder (CCB), the interface comprises

Contact Information, Weekly Schedule and Event Calendar. They are arranged in such a way

that it is intuitive to users.

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This system has four main application suites; Groups, Event Calendar, Giving and Tasks and

nine functions that enable its members to have sharing online, keep track of its members and

visitors, manage the resources and produce report as well as to customize the setting of the

website page level and structures for the church easily.

The most fascinating function of this system is its event calendar that shows all the events in

monthly format. The members can view the details by clicking on the hyperlink as well as

making selection based on the month.

This system claimed that they are the leader in the web-based church software as

inexperienced personals can customize the web page and upload the articles and news easily.

It includes online discussion and forum for the members to participate as well as email

functionality.

12