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Design And Implementation Of Computerized Budget Analysis System

(Case Study Of Enugu State Ministry Of Finance)

7 Chapters
|
56 Pages
|
6,709 Words

A Computerized Budget Analysis System serves as an indispensable tool for organizations seeking to enhance financial management efficiency. By integrating advanced algorithms and data analytics, this system enables meticulous examination of financial data, facilitating comprehensive budget planning, monitoring, and evaluation. Leveraging cutting-edge technologies such as artificial intelligence and machine learning, it provides nuanced insights into expenditure patterns, revenue projections, and cost optimization strategies. Moreover, by automating tedious manual processes, it streamlines workflows, minimizes errors, and enhances decision-making accuracy. This system empowers stakeholders to make informed financial decisions, adapt to dynamic market conditions, and allocate resources effectively, thereby fostering sustainable growth and competitiveness in today’s digital economy.

ABSTRACT

A Budget being the planning of how to spend revenues and incoming capitals so this makes is necessary to make sure that it is done with extra care. Budgets and the methods of preparing a good one has been a problem to most organization both private and government, the implementation of a faulty budget has brought man companies to a close door point were all operations are stopped. Therefore budget design needs to be accurate and able to give account for every dime spent and on what this money was spent and also give an accurate account and allocation of money to the various departments of the body in study. I will in this work determine how the ministry of finance Enugu State generates its own revenue and hoe they use this money which it generates. It is important that there should be a reliable system of budget analysis for every organization and this method is to be computerized for easy flow of work and generation of accurate reports.

TABLE OF CONTENT

Title page i
Certification ii
Dedication iii
Abstract v
Organization of work v
Table of content vii

CHAPTER ONE
Introduction 1
1.1 Statement of problem 2
1.2 Purpose of study 3
1.3 Aims and objectives 5
1.4 Delimitations 6
1.5 Limitations 6
1.6 Definition of terms 7

CHAPTER TWO
Literature review 8

CHAPTER THREE
Description and analysis of the existing system 10
3.1 Analysis of the existing system. 11
3.2 Fact-finding method used. 12
3.3 Objectives of the existing system 14
3.5 Problems of the existing system 16
3.6 Justification of the new system 17

CHAPTER FOUR
Design of the new system 19
Output specification and design 19
Input specification and design file design 21
Procedure chart 25
Systems flowchart 26
System requirements 27

CHAPTER FIVE
Implementation 28
5.1 Program design 29
5.2 Pseudo code 35

CHAPTER SIX
Documentation 38
6.1 The user documentation 38
6.2 The programmer documentation 39

CHAPTER SEVEN
Recommendation and Conclusion 40
7.1 Recommendation 40
7.2 Conclusion 40
References 42
Source Codes 43

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.
a. To consider the method adopted by the ministry of finance on budgeting.
b. To check and determine their approaches to budgets analysis from 1998-2004
c. To find out if all budget targets have been meet during the above stated period.
d. To determine the problems usually faced by the organization in managing their finances.
e. To make adequate finding and necessary recommendations after analyzing their budget by checking the system between the period of 1998 to 2004.
f. 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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A Computerized Budget Analysis System is a software application or system designed to assist individuals, businesses, or organizations in creating, managing, and analyzing their budgets. This type of system leverages computer technology to streamline the budgeting process, enhance accuracy, and provide valuable insights into an entity’s financial health. Here are key components and functionalities typically associated with a computerized budget analysis system:

  1. Budget Creation: Users can input income sources and various expense categories, specifying budgeted amounts for each. Some systems may offer templates or historical data imports to expedite this process.
  2. Data Entry: Users can input financial data, such as actual income and expenses, on a regular basis. Many systems can automate data import from financial institutions or accounting software, reducing manual data entry.
  3. Real-time Tracking: The system continuously tracks actual financial transactions against the budgeted amounts. This allows users to see where they stand financially at any given moment.
  4. Budget Variance Analysis: The system calculates and displays variances between budgeted and actual amounts, highlighting areas where spending exceeds or falls short of the plan.
  5. Forecasting: Some systems incorporate forecasting capabilities, projecting future income and expenses based on historical data and current trends.
  6. Custom Reporting: Users can generate customized reports and financial statements, which may include balance sheets, income statements, and cash flow statements.
  7. Alerts and Notifications: The system can send alerts or notifications when spending approaches or exceeds budgeted limits, helping users stay on track.
  8. Multi-user Collaboration: For businesses or organizations, multi-user access and collaboration features enable multiple team members to work on the budget simultaneously.
  9. Security and Access Control: Budget data is typically sensitive, so robust security features are crucial. Access control ensures that only authorized personnel can view or modify budget information.
  10. Integration: Integration with accounting software, financial institutions, and other relevant systems can streamline data transfer and reduce manual entry errors.
  11. Scalability: The system should accommodate changing needs and budgets, whether it’s for personal finance, small businesses, or large enterprises.
  12. Mobile Accessibility: Many modern budget analysis systems offer mobile apps or responsive web interfaces for on-the-go access and data entry.
  13. Data Visualization: Graphs, charts, and other visual aids help users better understand their financial data.
  14. What-If Analysis: Some systems allow users to experiment with different scenarios to assess the impact on their budget.
  15. Historical Data Retention: The ability to store historical budget and financial data is important for trend analysis and compliance purposes.
  16. Compliance and Regulatory Support: Businesses and organizations may require features to ensure compliance with financial regulations and standards.
  17. Customer Support and Training: Reliable customer support and training materials can help users make the most of the system.

The specific features and capabilities of a Computerized Budget Analysis System can vary widely depending on the software provider, the target audience (individuals, small businesses, large corporations, nonprofits), and the complexity of the user’s financial situation. Users should carefully evaluate their needs and budget analysis goals to choose a system that suits them best.