Running Head: ATTACHMENT REPORT
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MAASAI MARA UNIVERSITY
SCHOOL OF SCIENCE AND INFORMATION SCIENCES
BACHELOR OF SCIENCE IN COMPUTER SCIENCE
INDUSTRIAL ATTACHMENT REPORT
AT
NATIONAL CEREALS AND PRODUCE BOARD (NCPB)
FOR
TWELVE WEEKS (1ST FEBRUARY TO 30TH APRIL)
BY
CHEPKEMOI NAOMY
BS02/1002/2013
PHONE: 0706402334
EMAIL: naoshgloria@gmail.com
SUBMITTED ON 29TH APRIL 2016
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DECLARATION
I do hereby declare without any reasonable doubt that the work presented in this attachment
report is my own original and independent work and it has not been presented before to the
Faculty of science for the award of Bachelor’s Degree in Computer Science of Maasai Mara
University. No part of this report shall therefore be duplicated without my prior consent and
that of the Company.
CHEPKEMOI NAOMY
NAME ……………………………………………………REG NO…………………………
SIGNATURE ……………………………………………… DATE …………………………
NCPB COMPANY SUPERVISOR
INDUSTRIAL SUPERVISOR ………………………………………………………………
SIGNATURE …………………… DATE ………………….STAMP …………………….
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ACKNOWLEDGEMENT
This attachment would not have been successful without the cooperation and support
of a number of people who enabled me to gain much more than what the industrial aspects of
the attachment could have given.
First, I would like to appreciate the Almighty God for the charitable time, strength and
aptitude that enabled me to complete my attachment period.
I wish to acknowledge the entire NCPB ICT fraternity for guiding and supporting me to gain
experience in several fields and making the working environment conducive and friendly.
Finally, I would like to thank my loving parents their support throughout the entire period of
my attachment.
ATTACHMENT REPORT
EXECUTIVE SUMMARY
This report is compiled in partial fulfilment of Bachelor science (Computer Science) Degree
at Maasai Mara University and it serves to provide an overview of what the student learned
during the attachment period at NCPB for the 12-week training. The sources used in writing
this report includes; observations of underwriting materials that has been carried out by the
company and reading from internet. The report gives a brief description of the history of the
company and the functions performed. The company’s complete range of products is
mentioned. Organization’s hierarchy chart and brief introduction of ICT department where
the student was attached is outlined. The duties that were assigned to the student and the
knowledge and skills that were acquired are explained in detail. Evaluation of the company
on SWOT analysis is explained at length at the end of the report including conclusions and
recommendations for the future of the company.
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Table of Contents
DECLARATION................................................................................................................................... 2
ACKNOWLEDGEMENT .................................................................................................................... 3
EXECUTIVE SUMMARY .................................................................................................................. 4
LIST OF ABBREVIATIONS .............................................................................................................. 6
CHAPTER ONE ................................................................................................................................... 7
Introduction ............................................................................................................................... 7
1.0
1.1
Purpose................................................................................................................................... 7
1.2
Scope and Limitations .......................................................................................................... 7
CHAPTER TWO .................................................................................................................................. 8
NCPB History ............................................................................................................................ 8
2.0
2.4
NCPB Organizational Design ............................................................................................ 10
2.6
SWOT Analysis ................................................................................................................... 12
CHAPTER THREE ............................................................................................................................ 13
3.1
Significance of Internship................................................................................................... 13
3.2
Description of Duties........................................................................................................... 14
Formatting and installing software............................................................................................... 14
Hardware ...................................................................................................................................... 14
Help Desk ...................................................................................................................................... 14
Software Development .................................................................................................................. 15
Networking ............................................................................................................................ 15
3.3
Skills Attained ..................................................................................................................... 15
3.4
Challenges Encountered During the Attachment ............................................................ 16
3.5
CONCLUSION ................................................................................................................... 16
3.6
RECOMMENDATIONS .................................................................................................... 16
3.7
REFERENCES .................................................................................................................... 17
ATTACHMENT REPORT
LIST OF ABBREVIATIONS
ICT- Information and communications technology
IT – Information Technology
NCPB – National Cereals and Produce Board
SWOT – Strengths, Weaknesses, Opportunities and Threats
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CHAPTER ONE
1.0 Introduction
Any student of Maasai Mara University undertaking Bachelor’s degree courses is required to
undergo an industrial attachment for a period of at least 3 months in a field relevant to their
course of study. It is an essential requirement for award of any undergraduate degree. The
internship is under supervision and intensive report compilation required to be submitted to
the University on completion.
1.1 Purpose
The report serves to summarize the activities and experiences with NCPB head office,
Nairobi. The following are the purpose of the program:
i.
To output the knowledge and skills acquired in classroom to a working
environment
ii.
To translate the theories and assignments learnt in class into an actual working
environment
iii.
To assess interest of the learner in occupations he/she intends to undertake
iv.
To expose the learner to work methods not learned in class and to provide
access of equipment and devices that are not available at the university.
1.2 Scope and Limitations
During the attachment period, the student was involved in hardware, software and networking
activities. This report will only cover the parts of the projects and activities done by the
student. The experience during the 3-month period has helped the student to achieve the
objectives of the attachment.
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CHAPTER TWO
2.0 NCPB History
National Cereals and produce Board dates back to early 20th century when European settlers’
farmers formed regional marketing Boards to help them in procuring their inputs, acquiring
market for their produce and pushing the government for higher and better prices. During the
period of Second World War 1939, the then ruling colonial government formed the maize
and produce control board which aimed at regulating operations of the regional marketing
boards. After Kenya gained independence, national Cereals and produce board (NCPB) was
established in 1967.
The Government established the National Cereals and Produce Board (NCPB) by merging
the Maize and Produce Board with the Wheat Board of Kenya in order to streamline the
management, handling and marketing of all grains in the year1979. The NCPB Act, Cap.338,
that made NCPB a corporate body, was enacted in 1985. Under the Act, the Board was given
monopoly powers to purchase, store, market and generally manage cereal grains and other
produce in Kenya. As a legal monopoly, NCPB was empowered to regulate and control the
collection, movement, storage, sale, purchase, transportation, marketing, processing,
distribution, importation, exportation, and supply of maize, wheat and other scheduled
agricultural produce under a controlled price system. During this period of monopoly the
NCPB worked very closely with other established agricultural institutions to ensure that the
needs of the farmers were met. These institutions included the Agricultural Finance
Corporation (AFC), which was the main provider of credit and the Kenya Farmers
Association (KFA) which was the main provider of farm inputs.
However, due to increased food production, the cost of managing such a subsidized cereal
marketing system turned out to be a heavy burden on the Exchequer. This led to the need to
undertake revolutionary reform processes aimed at restructuring the grains sub-sector through
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deliberate policy reforms on importation and domestic marketing of grains as well as
improving the operational performance and efficiency at NCPB. Therefore, in 1988, the
government commenced the Grains Sector reform program in which the monopoly powers of
NCPB were reduced and the Grains sector was fully liberalized in 1993.
The last of these reform processes was undertaken during the implementation of Kenya
Government/World Bank funded NCPB Commercialization Project that commenced in 1996
and ended in April 1998. The key objective of this program was to transform NCPB into a
commercially viable entity, free to make independent commercial decisions.
This process involved the engagement of Consultants (Technical Service Contractor – TSC).
Its recommendations included further financial restructuring, enhancement of the private
sector participation in grain trade, while de-linking NCPB from dependence on the
Exchequer as from 1st July 1997.
Grain marketing is currently fully liberalized in Kenya allowing producers to dispose their
produce to willing buyers at market driven prices for different regions depending on supply
and demand. Commercialization has given the NCPB a new charter and vision that focuses
on a commercial business role. In addition, the NCPB is occasionally contracted by the
Government to carry out certain social roles.
2.1 Vision
To be a world class corporation in agricultural commodity trade and grain management
2.2 Mission
To trade quality grains, agricultural products and related services
2.3 Core values
To uphold integrity, team work, emphasis on clients, innovation, creativity and provision of
quality services.
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2.4 NCPB Organizational Design
NCPB ORGANIZATION STRUCTURE
Managing
Director
Technical
Manager
Security
Manager
Internal Audit
Manager
Chief Legal
Officer
General Manager
Operations
General Manager Finance
and Procurement
Board
Secretary
Chief Estates/
Properties
officer
ICT
Manager
Finance
Manager
Corporate
Affairs Manager
HR Manager
Operations
Manager
Research and
Development
Manager
Marketing
Services
Manager
2.5 ICT Departmental Design
ICT DEPARTMENTAL DESIGN
ICT MANAGER
ASS ICT
MANAGER
COMPUTER
OPERATIONS
CONTROLLER
HELPDESK
SYSTEM
DEVELOPMENT
COMPUTER
OPERATIONS
HARDWARE
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ICT Manager
The ICT manager is responsible for making crucial decisions of the department both the long
term and the short term to ensure that the activities are run smoothly. He is responsible for
managing crisis situations, which may involve complex technical hardware or software
problems and evaluating user needs and system functionality and ensuring that ICT facilities
meet these needs of all the users.
Ass ICT Manager
The Assistant ICTM reports to the ICTM. He is in charge of all I.T personnel and ranks in the
department. He is responsible for overseeing the implementation of the ideas that are
suggested and sees them through to completion through extra supervision at each and every
stage of development.
Computer Operations Controller
Computer operations controller is in charge of networks and telecommunications that
include; domain server, mail server, internet network access and telephone communications
in the organization. Here, configuration of routers, switches, IP phones, Modems and
assigning of employees’ user names and passwords is done. The computer operations
controller is also in-charge of the systems software and makes sure that there is no systems
failure.
Helpdesk
The help desk section receives complaints or problems from computer users in the
organization. In case of an issue, the helpdesk personnel resolve the issue via phone or he/she
may dispatch a technician for support, to assist the user in resolving the problem.
Software development
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The Systems Development Section is in charge the EPR Navision system operations. The
Navision system helps run the business activities within the organization, software
installation and maintenance to the access of data and its security.
Computer operations
This section deals with all data entry, daily and weekly data backup and mass printing within
the organization.
Hardware
The hardware section deals with preventive maintenance; repair of damaged hardware
devices, allocation of all hardware devices nationally including printers, monitors and PCS.
Keeping of records of hardware and all other activities involving machines is conducted here.
2.6 SWOT Analysis
Strengths
The ICT department comprises of highly skilled employees who are determined to do their
work diligently to improve the performance of the entire organization.
The organization has enough capital and funds to enable IT upgrade for example servers,
PC’s, applications etc. to enable efficiency and effectiveness.
The ICT department is well equipped with the necessary equipment needed to repair
machines and clean them too thus enabling the entire team to work effectively and efficiently.
Weaknesses
The organization is fully equipped with many computers especially the desktops whereby
other staff members in the organization have little skills in computers thus more support is
escalated to the ICT department enhancing a lot of work in the organization.
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The ICT department has qualified staff but it is often understaffed since there are many times
when there is a lot of work and they can’t do it all at once hence they get fatigued and
sometimes don’t attend to their duties promptly.
The organization is fully equipped with many computers and other equipment with an
exception of printers to serve all the employees in the organization. Some employees share
these machines thus leading to delays in meeting deadlines.
Opportunities
NCPB has an opportunity to be the leading agricultural commodity management and trading
organization in East and Central Africa and to promote free and fair trade in commodities
through research and market development by ensuring timely accessibility of commodities
for everyone.
Threats
Weather, climate, and climate change may affect the operations of NCPB in terms of
receiving agricultural produce required to be distributed all over the country or other
countries within East and Central Africa.
CHAPTER THREE
3.1 Significance of Internship

It has helped me to assess the occupation of the career that I plan to specialize in
future.

The program has enabled me to be exposed to the real world with a lot of ease to fit in
than what the course could have given me.
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It has enhanced my rapport and network with the company giving me a good
opportunity of job entry
3.2 Description of Duties
Formatting and installing software

Installation of antivirus software (Kaspersky Anti-virus 6.0) and updating it.

Installation of Operating system (Windows 7).

Installation of Microsoft Office application program.

Installation of Micro Dynamics NAV

Installation of outlook and its configurations.

Installing Browsers (Firefox) and configuring it.
Hardware

Upgrading computers for example replacing CMOS battery and adding RAM

Setting up a computer in a new location

Replacing faulty peripherals for instance keyboard mouse, monitors etc

Blowing of PC’s and Printers and cleaning them

Crimping Ethernet cables

Configuring Ethernet cables connections

Replacing cartridges on printers
Help Desk

Providing support to users who have problems in network connections

Helping users with problems in receiving emails

Helping users with printer connection problems

Helping users to troubleshoot slow PC’s
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Computer operations

Daily data backup and weekly data backup

Helping users to access the TALLY printer and use them to print their reports
Software Development

Helping users with problems in posting data to NAVISION application

Accessing the database, adding users, deleting and updating their data

Monitoring how users post information to the application
Networking

Identifying problems in the network for example loose cables

Troubleshooting the problems of network cables

Resolving user login conflicts

Configuring proxy settings

Monitoring the proxy server to ensure every user has access to the network
3.3 Skills Attained

Knowledge on printers; dot matrix and laser printers and their functionalities

Advanced knowledge on Servers, IP phones Switches and routers; their configuration
and use

Good rapport and confidence in communication with the staff

How to be responsible

Importance of teamwork and cooperation
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3.4 Challenges Encountered During the Attachment

Limited access to company’s system; The confidentiality and controlled access of
Navision system through administration and access password for login limited the
practice of the concept covered during the industrial attachment.

Limited period for training on the activities done by the company and on the ERP
application used.
3.5 CONCLUSION
The job scope and duties assigned focused primarily on hardware, software and networking.
The work was highly relevant to the field of study in Computer Science as it includes all
computer aspects. During the period of attachment, valuable knowledge was gained through
active participation and inquisitive learning. Knowledge on how to handle hardware devices
for example repair, cleaning and maintenance was acquired. Use of business application
software in particular Navision was explored. Knowledge on servers, LAN connection and IP
phones was also gained. Skills learned included build of good rapport with the staff and
confidence in communication with senior managers. This industrial attachment proved to
have highly supplemented the student’s insight in the computer science world. It was a
beneficial and educating experience.
3.6 RECOMMENDATIONS
The company should consider providing the students on industrial attachment with temporary
user names to enable them practice on the ERP application (NAVISION)
The ICT department should consider providing enough training of the activities and
application used by the company
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3.7 REFERENCES
Corporate Profile. (2014, January). Retrieved April 25, 2016, from www.ncpb.co.ke
Dominic, C. K. (2014). Factors affecting the management on the application of enterprise
resource planning system. A case of national cereals and produce board in
Kenya (Doctoral dissertation).
Gil-Alana, L. A., & Singh, P. (2013). Violence and the Market for Food: Evidence from
Kenya. Available at SSRN 2276250.
Rachet, B. (2014). Swot Analysis of Apple Inc. Docs. school Publications.
Susanto, H. (2016). Revealing the Role of ICT for Business Core Redesign.Available at
SSRN.