INTRODUCTION

1.0       Project Overview

1.0.1    Introduction to Church Management System

Church management system is the system for Asokwa church of Pentecost. The Authorities of the church will use this system for the better performance of the work. This system will provide the online facilities for the members of the church and also for the Administrator.

Features of the systems are:-

1.         Online members registration

2.         Members can check the church’s upcoming events and seminars.

3.         Members can send their problems and prayer request.

4.         Members can check the church’s financial status.

5.         Download the church’s Sunday’s sermons.

1.1       Existing System

The management of the church is currently following a manual procedure. The user has to check the availability of the required item by querying to the management. The management has to check the availability from the register manually. After getting the availability status the user has to fill up the membership and other forms manually. The management then checks the validity of the forms and after checking it books the item against the respective request. The information about the item is kept in a temporary register. When the user submits the entire necessary document, the management enters the details of the request in the main register of item details.

Currently each member has a file on which vital data or information about a member or management is kept in. Apart from this the member information or data is also written on papers and in booklets which are then stored in shelves. Other documents such as transfer sheet, report forms and registration forms are also kept in files and stored in shelves. Therefore the institution has several problems with their record keeping. Since their records can be destroyed at anytime by natural environmental hazards or conditions which comes from nowhere. It then causes the church to lose a large amount of resources and required more management staffs.

1.0.2    Problem Statement

The problem definition for the system is to launching the online system for the church of Pentecost, Asokwa. The whole church process is carried out in a manual order. Since it’s a manual system it has the drawbacks such as time consumption, inefficient resource utilization. Some of the drawbacks of the current system are:

             I.        The members have to collect the membership and other forms by hand from the church premises. This consumes a valuable amount of time of the management.

              II.        An unmanageable tangle of papers within the office.

             III.        Wasted clerical effort searching for information.

            IV.        Loss of important operating information.

              V.        Extravagant use of high cost office space and equipment.

            VI.        Loss of valuable historical records through destruction or neglect.

           VII.        Difficulties in finding members and management information when needed.

          VIII.         A lot of time is spent in the generation of reports since they are using the old system.

            IX.        A lot of time is spent in collecting data about members and management.

1.2       Proposed System

From earlier system the members have to keep in touch with the management about the availability of the items. The proposed system is a web based online system. The user can apply online from any place and also at any time. The main base of the proposed system is the database, which keeps all the information about the availability status of the church. Based on this information the user can easily get the availability status at any time without coming to the church premises. The software also allows user to fill up the membership form and submit it online which will save a lot of user’s valuable time. Along with the availability status the database also keeps the information of the Issue details and the transaction details against the respective  request .This database also keeps the information of user’s personal details, based on which the management can check the validity of the user and it’s request. Based on all the above information the management can efficiently respond all the user queries.

The main activities will be performed by the system are.

• Online submission of the membership form by the members.

• Automation of the procedure performed by the management.

• Report generation.

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