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UNIVERSITY MANAGEMENT INFORMATION

SYSTEM (A case study of Caritas University Enugu).
BY

IDAKWO MONDAY A.
CE\2007\214

A PROJECT SUBMITTED TO THE DEPARTMENT OF COMPUTER

ENGINEERING

FACULTY OF ENGINEERING

CARITAS UNIVERSITY, ENUGU

IN PARTIAL FULFILLMENT OF THE AWARDS OF BACHELOR

OF ENGINEERING (B.Engr.) DEGREE IN COMPUTER
ENGINEERING
SEPTEMBER, 2012.

CERTIFICATION
This is to certify that this project was written in the department of computer
Engineering, faculty of Engineering, Caritas University. I claim the exclusive right
and sole authorship of this project work.

IDAKWO MONDAY A.
Name Signature

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 Date

APPROVAL

This project has been approved by the department of Computer Engineering ,

Faculty of Engineering, Caritas University, Enugu.

Date
Engr. Nsodukwu Anthony
Supervisor

Date
Engr. Mba C.N
Head of Department

Date

External Examiner

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 DEDICATION

This research work is dedicated to the Almighty God for his love, guidance and
protection all through the course of my study. To my lovely and caring parents
Mr. and Mrs. Idakwo for bequeathing the best legacy on me.

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 ACKNOWLEDGEMENT

I thank the Almighty God for his guidance, protection, wisdom, knowledge
and understanding throughout the course of my study.
My profound gratitude goes to my supervisor, Engr. Nwsodukwu Anthony
for his unalloyed assistance and painstakingly guiding me throughout the period of
writing this project in spite of his tight schedule and engagement. I thank you for
your diligence and dexterity. Not forgetting my ever-zealous head of department
Engr. Mba C.N, Engr. Etomchi Okpala, Engr. Obi M.C and other lecturers that has
always met my demands, I am most grateful.
Also in a special way I thank Very Rev Fr. Remy onyewuenyi for his support and
encouragement throughout the course of this research work. Not leaving out
Caritas University Enugu Vice Chancellor Prof. Lawrence C. Onukwube for
providing me with the necessary information that has been indispensable towards
the completion of this work. Accept assurance of my highest esteem and
considerations. May the good Lord guide you all in all your endeavors.

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 TABLE OF CONTENTS
Certification -- -- -- -- -- -- -- -- -- ii
Approval -- -- -- -- -- -- -- -- iii
Dedication -- -- -- -- -- -- -- -- -- iv
Acknowledgement -- -- -- -- -- -- -- -- -- v
Abstract -- -- -- -- -- -- -- -- -- vi
Table of Contents -- -- -- -- -- -- -- -- -- vii
List of Tables / Figures-- -- -- -- -- -- -- -- -- ix

CHAPTER ONE: INTRODUCTION

1.1 Background of Study -- -- -- -- -- -- 2
1.1.1 organizational chart -- -- -- -- -- -- 4
1.2 Statement of the Problem -- -- -- -- -- - 4
1.3 Aims and Objectives of the Study-- -- -- -- -- -- 5
1.4 Significance of the Study -- -- -- -- -- -- 6
1.5 Scope of the Study -- -- -- -- -- -- 6
1.6 Project Report Organization -- -- -- -- -- -- 7
1.7 Definition of Terms -- -- -- -- -- -- 7

CHAPTER TWO LITERATURE REVIEW

2.1 Definition of student record -- -- -- -- -- -- 9
2.2 Management and information System --- -- -- --- -- 11
2.2.1 Information System -- -- -- --- - - 11
2.2.2 Components of information -- -- -- -- - 11
2.2.3 Types of information system -- -- -- -- -- 13
2.2.4 Management Information System -- -- -- -- 15
2.3 Automation - - - -- -- 16
2.3.1 Positive impact of automation - - -- 17
2.3.2 Negative Impact of automation - - --- 17
2.4 The computer Debate -- ------ - - - 17
2.5 The database - -- -- - 19

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 2.5.1 Database Management -- -- -- 19
2.5.2 DBMS Program -- -- -- -- -19
2.6 Computerization -- -- -- -- -20
2.6.1 Maintenance -- -- -- -- -20
2.6.2 Motivation for computerization -- -- -- 20
2.7 Fee Manager -- -- -- 21

CHAPTER THREE: SYSTEM ANALYSIS AND DESIGN

3.1 Methodology -- -- -- -- -- -- 23
3.2 Methods of Data Collection -- -- -- -- -- 23
3.2.1 Interviewing -- -- -- -- -- 24
3.2.2 Observation -- -- -- -- -- 24
3.2.3 Evaluation and Inspection of document -- -- 25
3.3 Analysis of the Existing System-- -- -- -- -- -- 25
3.3.1 The Organizational Strucure of the school system-- -- -- -- 26
3.4 Limitations of the Existing System-- -- -- -- -- -- 28
3.4.1 Analysis of the propose System-- -- -- -- -- -- 28
3.4.2 Advantage of the propose System-- -- -- -- -- -- 29
3.4.3 Justification of the propose System-- -- -- -- 30
3.5 System Design -- -- -- -- -- -- 31
3.5.1 Input Specification and Design -- -- -- -- 31
3.5.2 Student‟s Registration Form (front) -- -- -- -- 32
3.5.2 Student‟s Registration Form (Back) -- -- -- -- 32
3.5.3 Course Registration Form (front) -- -- -- -- 34
3.5.5 Carry Over/ Referred Course(s) Form -- -- -- -- 34
3.5.6 Items -- -- -- -- 35
3.5.7 Score Sheet -- -- -- -- 35

3.5.8 School Fee Payment Form -- -- -- -- 36

3.5.9 Output Specification and design -- -- -- -- 37
3.6 Database Design -- -- -- -- -- -- 41

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 3.7 System Flow Chart -- -- -- -- -- -- 42
3.8 Top down Design -- -- -- -- -- -- 43
CHAPTER FOUR IMPLEMENTATION, TESTING AND INTEGRATION
4.1 Choice of Development Tools-- -- -- -- -- -- 44
4.2 System Requirements -- -- -- -- -- -- 44
4.2.1 Software Requirements -- -- -- -- -- -- 45
4.2.2 Hardware Requirements -- -- -- -- -- -- 46
4.3 Implementation -- -- -- -- -- --46
4.4 Testing -- -- -- -- -- --54
4.4.1 Unit Testing -- -- -- -- -- --54
4.4.2 System Testing -- -- -- -- -- --54
CHAPTER FIVE: SUMMARY, RECOMMENDATIONS AND CONCLUSION
5.1 Summary of Findings -- -- -- -- -- --56
5.2 Limitations of the Project/Study-- -- -- -- -- --57
5.3 Recommendations -- -- -- -- -- --57
5.4 BEME (Bill of Engineering Measure of Engineering) -- -- --58
5.5 Conclusion -- -- -- -- -- --59
Bibliography 60
Gloassry 63
APPENDIX A: Source Code -- -- -- -- -- --64
APPENDIX B: Sample Outputs -- -- -- -- -- --68
APPENDIX C: User Manual -- -- -- -- -- -- 69

List of tables
Fig.1.0 Caritas Organizational chart – - -- -- - 4
Fig 2.1 Components of Information System -- -- - 12
Fig 2.2 Types of information system - - - -- - 13
Fig 3.1 Program flowchart- - - - -- - 43
Fig. 3.2: Top down Design of the new management information System 44
Fig4.1 Main Menu -- - - -- - 52
Fig.4.2 Login Interface-- -- -- 53
Fig. 4.3 Student Registration -- -- 54

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Fig4.4 Course registration -- -- 55

List of Tables
Table 3.1: Student‟s registration form (Front) -- -- -- 32
Table 3.2: Students Registration Form (Back) -- -- -- 33
Table 3.3: Course Registration Form (Front) -- -- -- 34
Table 3.4: Carry Over/Referred Courses form -- -- 35
Table 3.5: Score Sheet -- -- 36
Table 3.6 School fee payment form -- -- 37
Table 3.7 Registration Database -- -- 38
Table 3.8 Admin Database - -- 41
Table 3.9 News Database - -- 41
Table 5.1 Bill of Engineering Measure - -- 59

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 CHAPTER ONE
INTRODUCTION

In common with other public sector institutions, Higher Education Institutions

(HEIs) are seeking to maintain the three „Es‟ of efficiency, effectiveness and
economy, by adopting private sector managerial techniques. Business Process Re-
Engineering is currently been used as a change management strategy in a number
of UK Higher Education Institutions. A number of interrelated pressures have
created the need for change in polytechnics: expansion of higher education;
changing student profile; pressures from industry; increased competition;
information technology (IT) capability.
At Caritas University, the need for an effective and efficient automated
management information system cannot be overemphasized. This is because it is a
private University whose major source of funding is by fee payment from the
students , receipts are then issued to the students as evidence of payments which
they must present before; taking exams, getting accommodation in the campus,
submission of course forms, lab test and treatment, accessing school library,
getting ID cards etc. Over the past few years, enrolment of students into the
university has steadily increased with its attendant demanding more on the school
doctor, who personally and manually goes through students receipt before
attending to student even on emergency cases, the clearance officer is not an
exemption as he personally and manually goes through all the students‟ receipts
and certifies them by issuing clearance cards before examinations, in the library
either Identity or clearance card must be presented before been allowed to enter the
library . The school registrar case is worst as final year data are been examine
critically before final clearance as he personally access all students data before
their finally clearance,. This manual processing system has caused loss of receipts,
clearance cards, ID cards and time delay during the clearance period, treatment and

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even in accessing library. In order to speed up this process and simplify this
manual record processing system, the development of an electronic database
system is thus being proposed in this project work.
This computer based management information system has promising prospect
for educational institutions in order to enhance the entire management system. The
proposed system would store, route, display and issue receipt electronically. This
system not only enhances the university‟s document management, It also allows
decisions to be made faster and more effectively and efficiently.

1.1 BACKGROUND OF THE STUDY

Caritas University is a private university approved by the federal
government of Nigeria on December 16 2004. It is situated in Enugu and was
officially opened on January 21, 2005 by the then Minister of education Prof.
Fabian Osuji with all its student staying in hostel. It is the second catholic
University in Nigeria founded by Rev Fr Prof Emmanuel Paul Mathew Edeh
C.C.Sp OFR. The proprietor of the University is the sisters of Jesus the Savior, a
religious congregation founded by him.
Caritas university source of fund is based only on students payment no external
funding like other public universities. To these effect proper documentation of
student payments record are highly essential hence the need to present receipts as
evidence of payment before been render services like Hostel accommodation,
Students Registration Number, Students Identity Card, Medical Treatment, Given
access to library etc. Students who do not present these receipt are been denied
these services even when there have paid or not in order word it is expected by all
students in the institution to always carry along their receipt whenever the are in
need of these services. At these juncture it may interest to know that the above
service are been paid into one account and the receipt issue is one. Going about

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with these receipt throughout an academic year has really been challenging for the
students as many has lost theirs or others been turn which has lead majority into
frustration or been force to pay extra money for a new receipt.
It is also observed that even with the receipt there is a high delay in services
render to the student these is because of their growing large number and the
manual process of assessing their records before been render services.
Since development come, that triggered the necessity to record information
in different areas of endeavor, it has always been difficult to manage large amount
of data. This is still a serious problem not only to the institution but to Nigeria
economy as a whole. The present system used manual way of writing on paper and
recording. These process is very slow and the proposed system, management
information system been introduced to solve all this problems. This new system
will be capable of retrieving data from its database where payment records can
easily be access, updates, delete without any receipts for confirmation.
The new system will also meet the need of fast processing which greatly reduced
response time.

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 1.1.1 Organizational chart

VISITOR CHANCELLOR

GOVERNING COUNCIL

THE SENATE

VICE CHANCELLOR

DVC ADMINISTRATION DVC ACADEMICS

Security Director Medical Dean Of Bursar Registrar Director of

Dept Services Student‟s affairs Works
Affairs

Head Of Administrative
Registry Departments
Dean Of Faculties University Liberian

Head of Academic Coordinator academic

Department program

Academic Adviser
Fig.1.0 Caritas Organizational chart

1.2 STATEMENT OF PROBLEM

The management of human resources has remained the most complex aspect
of many organizations. In fact, this had been the reason why most management

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 scientists in the research identified human resources management as a backbone of
any organization.
Caritas University Enugu, is really facing a lot of challenges when it comes to
human resources management as students move around with files, document and
receipt before been render services like accommodation, medication, given access
to library and the worst part is clearance for examination. These constant moving
about with receipts, files and documents have really resulted into files getting
missing, receipts being turn and even the school cabinet getting jammed, delaying
the presentation of certain information about the student, destruction of files and
records, time required to record as well as presenting an information and also the
cost of purchasing files, paper and furniture and fixtures.
The lack of a computerized method of record keeping further compounds the
problem.

1.3 AIM AND OBJECTIVES OF THE STUDY

The general objective of the study is to design and implement a prototype of
human resources management system which can be used to manage human
resources in the institution. With the following objectives

i. Eliminate heavy paper processing during clearance, exams, medical

treatment, hostel allocation and exams

ii. Provide a more efficient and simpler means of handling and updating
students fees, staff promotion and other records

iii. To provide a quick, accurate and timely query response system

iv. To provide solutions to the problems of inaccuracy, alteration, delay, loss

of receipts and irregularities in the manual system of clearance

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 v. Maintaining timely preparation of school fees receipts

vi. Enable parents or guardians know if their children are truly paying fees.

vii. Reduce queuing up of students during exam, clearance, accommodation,

lab test etc.

viii. Help management in decision making.

ix. Generate receipt and clearance card immediately after payment.

x. To reduce stress and gain easy access to both students and staffs record.

It also aims at providing a well secure database management system.

Most importantly, this project work aims at eliminating the problems encountered
in the manual system of human resources management system .

1.4 SIGNIFICANCE OF THE STUDY

This study is aimed at replacing the inefficient and ineffective time-wasting
manual school registry management system in accessing students information
whose negative impact is highly display during exams clearance as Lectures are
sometimes missed by students as a result of presenting their payment credentials
before obtaining clearance form without which they will not sit for their exams.
Thus this study is significant to eliminate these inefficiencies.

1.5 SCOPE OF THE STUDY

This research work will concentrate on both students and staff in the
institution covering students admission form which include name ,sex, date of

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birth, date of admission, department, faculty it also covers all the services they pay
for which are; school fees, medical fees, library fees, hostel fees etc. Staff
employment form which includes the name, sex, location, in fact information about
the staff, performance assessment, retirement and handling of some queries like;
updating staff record, deleting staff record on retirement or withdrawal and
searching for staff information as the case may be.

1.6 PROJECT REPORT ORGANIZATION

This project work is organized into five chapters. Chapter1 covers introduction:
Background of the study, Statement of the problem, Aims and objective of the
study, Significance of the study, Scope of the study and definition of terms.
Chapter2 elaborate on the different review by various authors. Chapter 3 is on
system analysis and design which entails the following: research methodology,
method of data collection, analysis of the existing system, limitation of the existing
system, system design, database design, System flow chart, top down design,
Chapter 4 on Implementation testing and integration; choice of development tools,
system requirement , software requirements, Hardware requirement,
implementation, testing while chapter 5 is on summary, limitation,
recommendation, BEME, conclusion.

1.7 DEFININATION OF TERMS

HUMAN RESOURCES: It is a department in an organization that deals with

employees records, hiring and retirement.
MANAGEMENT: It is the co-ordination of all the resources in an organization
through the process of planning, organizing, directing and controlling.
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PUBLIC SECTOR: The industries and services that are owned and run by the
government.
PRIVATE SECTOR: The industries and services that are owned and run by
private companies.
SYSTEM: A method or set of procedures and even personnel working together as
a whole to achieve a goal.
DATA: This are numbers, text or images which are in a form suitable for storage
in a computer or processed by a computer, or an incomplete information/
unprocessed information.
INFORMATION: This is a meaningful material derived from computer data by
organizing it and interpreting it in a specific way.
INPUT: Data entered into the computer for storage or processing.
OUTPUT: Information produced from a computer after processing.
INFORMATION SYSTEM: A set of interrelated components that collect (or
retrieve), process, store, and distribute information to support decision making and
control in an organization.
APPOINTMENT: Appointment is a term used to refer to employment of a new
staff to provide some services to the institution.
LEAVE: Leave is a term used to refer work free day(s) granted to staff to rest to
carry out some personal activities elsewhere ( away from the working station).

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 CHAPTER TWO
LITERATURE REVIEW
2.1 DEFINITION OF STUDENTS RECORD MANAGEMENT
The concept under study have been variously defined and analyzed by many
prominent scholars and practitioners In this regard, many literatures have evolved
on the concept

According to Nwadighoha (2005) records can be described as a collection

of related items of data treated as a unit while data are facts or figures from which
conclusion can be referred. Again records are like one-dimensional arrays in that
they comprised series of related data. Data can also be described as the logical
collections of items of information. The foregoing shows that records are an
important collection of facts from which inferences can be made.
Nwankwo (1982), opined that educational institutions are general centres for
data generations and by extension records keeping. It has become a repeating
issue for records to be irretrievable when required urgently in Nigeria tertiary
institutions according to Fabunmi (2004).
The reasons for this cannot be well understood. The complexity of this
problem is better appreciated by those who bear the brunt especially the
institutions administrators who require student‟s records to facilitate accurate and
timely decision making.
Uwaifo (2004) maintains that the availability of records is critical in
attaining organizational goals. Information recorded in paper and electronic files
help managers to direct, control, communicate, plan, formulate policies and make
decisions.
But record management practice in Nigeria has a number of problems. Afolabi
(1991), enumerates these to include, insufficient skilled and experienced record

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management personnel, low priority of records management in the scheme of
things, and insufficient funds. Therefore, there is urgent need for records
management in the University. It will help in planning, decision making and
implementation. As an organizational resource, records serve many functions in
the operation of any establishment such as correspondence, forms, report,
drawings, maps, photographs, and appear in various physical forms like paper,
cards, microfilm, tapes, memory cards, CD-ROM, etc. This can be preserved for
short or long periods.
Popoola (2000) believes that what actually keeps the civil service going in
any modern system of government is recorded information called “record”. This in
turn is used for planning, decision making and controlling. The need for a record
management system in any organization cannot be overstressed in the digital age.
The purpose and essence of any record system is the right information in the right
place in the right order at the right time for the right person at a minimal cost
according to Baje (1998). For this feat to be achieved, an integrated record
management programme is needed. Enwere (1992) holds that the un-integrated
record management programme in Nigeria public service has led to inefficiency in
administration and in availability of vital information needed for decision making.
As record management developed, it has incorporated principles integral to
information science as “mean of processing information for optimum accessibility
and usability concerned with the origination, collection, organisation, storage,
retrieval, interpretation, transmission, transformations and use of information”
Vakkari (1992). Such principles are adopted by record managers in seeking to
enhance the access and use of records. Stressing the use of technology in record
management, MCDonald (1995) opines that “in developing record keeping
solutions, it is necessary to understand the evolution that is taking place in the use
of technology. The application of information and communication technology
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(ICT) to the management of record therefore, will go a long way in making such
records accessible and usable.
Student school fees record contains names of students, their registration number,
and date of payment, department, and name with signatures of the accounting
officer. In many institutions, these records are poorly organized despite the vital
information contained therein.

2.2 MANAGEMENT AND INFORMATION SYSTEM

Management can be defined as the process by which people (managers)

create, direct, maintain and operate purposive organization systematic, co-
operative human effort. Also, it can be said that management is a discipline, a task
to be done. George Siemens, who built the Deutsche Bank into European
continent‟s leading financial institute in the decade between 1870 and 1880, once
said, “Without management a bank or any organization is so much scrap, fit only
to be liquidated”. Management can be said to be all about planning and controlling
of the physical and personal resources of an organization objective (by group of
persons).

2.2.1 Information System

With cognizance to Buckingham (2006), an information system can be

defined technically as a set of interrelated components that collect (or retrieve),
process, store and distribute information to support decision making and control of
an organization.
Basically, an information system handles the flow and maintenance of
information that support a business or some other operation. It contains
information about significant people, places and things within the organization or
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in an environment surrounding it. Information is derived from meaningful
interpretation of data.
A system which assembles, stores, processes and delivers information
relevant to an organization (or to a society), in such a way that the information is
accessible and useful to them who which to use it, including managers, staff,
clients and citizens. Information is a human activity (social) system, which may or
may not involve the use of computer systems. Also, in addition to supporting
decision-making, information systems help workers and managers to analyze
complex problems, to develop new products and to integrate the various modules
and departments. Moreover, inter-departmental communications are reduced,
considerably leading co-ordination and improved transparency (information
sharing) within the organization as a whole.

2.2.2 COMPONENTS OF INFORMATION

HARDWARE PEOPLE

SOFTWARE PROCESSES

DATA

Fig 2.1Components of information system

A key part information technology involves systems Analysis and design which is
the process of developing information system that effectively use hardware,

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 software, data, processes, and people to support companies or organizations
objectives.

2.2.3 TYPES OF INFORMATION SYSTEMS

According to Laudon (2003), the purpose of a computer- based information
system is to provide managers and various categories of employees with the
appropriate kind of information to help them make decisions. The six major types
of information systems corresponding to each organizational level (the four levels
shown in figure above) are:

Types of information system

( source: management information
system laudon)
Strategic level Senior managers
Management level Middle managers

Knowledge level Knowledge & data

works

Operational level Operational

managers
Sales & marketing

Manufacturing Finance Accounting Human resources

Fig 2.2 Types of information system

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 Transaction processing systems (TPS) serve the operational level of an
organization. It is a computer based information system that keeps track of
the transaction needed to conduct business. It records day-to-day
transactions such as customer orders, bills, inventory levels, and production
output. It also helps to generate database that act as the foundation for the
other information systems.
 Knowledge work systems (KWS) are also known as expert systems (ES).
Expert system is a set of interactive computer programs that help users solve
problems that would otherwise require the assistance of a human experts. It
is also known as knowledge based system (KBS).
 Office automation system (OAS) to serve the knowledge level of an
organization. It is a computer-based information system intended for
workers or employees of all levels which combines various technologies to
reduce the manual labor required in operating in an efficient office
environment.
 Decision- Support System (DSS) is a computer- based information system
that provides a flexible tool for data analysis. It help in predicting changes
that may influence the data in the future. It simple analyzes data. It helps to
analyze a wide range of problems, such as the effect of events and trends
outside an organization. Like the MIS, the DSS draws on the detailed data of
the transaction processing system.
 Management information system (MIS) serves the management level of the
organization. It is a computer-based information system that produces
standardized reports in a summarized structured form.
 Executive support system (ESS) serves the strategic level of an
organization. It is an easy-to-use system that presents information in a very

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 highly summarized form. It helps in developing strategic plans and decision
making. It is also known as executive information system.

2.2.4 MANAGEMENT INFORMATION SYSTEM

According to Adesina (2006) the success of any business or organization
depends on its management information system. The management information
system is responsible for feeding the management with all data or information
needed for decision making. It could be used to determine whether or not a student
is to be awarded a degree or certificate at the end of the years of study. This
decision will require knowledge of fee payment as well.
In his book, data processing and management information system,
Nwadighoho (2005) asserts that these MIS that is capable of repeatedly performing
a controlled sequence of operations, accepting data from its environment and
processing it to produce result has lots of advantages, integration, accuracy, speed
of access to information, integration of records in Caritas University will minimize
redundancy. Redundancy connotes similar documents held in the same record.
There are lots of high cases of redundancy in various offices in the school.
Students submit photocopies of their receipts to exams and records department,
another to the dean of the faculty and to the various heads of department. This has
led to overcrowding of files in the various offices in the school. Integrating the
record will simply eliminate these because a centralized database can be created
from which all the department needing information on the students can access
(Baji,1998) .
By accuracy, the management information system manned by professionals
leads to efficient and quality data output. One goal or objective of investing in
electronic system is the speed of access to information. Unlike what obtains in the

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past in most organizations where records were annually processed, getting some
records sometimes took several minutes or hours. The emphasis is now on systems
that could produce results within the shortest possible time. The growing
complexities in the world with its attendant challenges demands that information
be available all time and should be accessed easily through with some level of
authentication (Mishra,2008).

2.3 AUTOMATION
Adesina (2006) defined office automation as the integration of office functions
through electronic processes in order to save labour. Wikipedia (the free
encyclopedia) defines automation as the use of control system such as computers
to control industrial machinery and process, reducing the need for human
intervention like sensory and mental requirements. Microsoft Encarta (2009)
defines it as the replacement of human workers by technology i.e. a system in
which a workplace or process has been converted to one that replaces or minimizes
human labour with mechanical or electronic equipment (Popoola, 2000).
Automation is increasingly playing important role in the global economy.
Engineers strive to combine automated devices with mathematical and
organizational tools to create complex systems for a rapidly expanding range of
applications such as managing payments. Many roles for humans in industrial
processes presently lie beyond the scope of automation. Human level pattern
recognition, language recognition and language production ability are well beyond
the capabilities of modern mechanical system. Tasks requiring subjective
assessment or synthesis of complex sensory data, such as scents and sounds, as
well as high level tasks such as strategic planning, currently require human
expertise. In many cases some have argued, that the use of humans is more cost-

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effective than mechanical approaches even where automation of industrial tasks is
possible (Achi, 2010).

2.3.1 POSITIVE IMPACT OF AUTOMATION

Automation has had a notable impact in a wide range of highly visible
industries beyond manufacturing; medical processes such as primary screening in
electrograph and laboratory analysis of the human body are carried out at much
greater speed and accuracy by automation systems. Automated Teller Machine has
reduced the need for bank visits to obtain cash and carry out transactions.
Automating schools management information systems will alleviate the stress
currently experimented by students. In general, automation has been responsible
for the shift in the world economy for agrarian to industrial in the 19 th century and
from industrial to services in the 20th century (McDonald, 2000).

2.3.2 NEGATIVE IMPACT OF AUTOMATION

The wide spread impact of industrial automation raises social issues. Among
them is impact on employment. Most functions performed by human are done by
computers leaving people as mere observers. Historical concerns about the effects
of automation dates back to the beginning of the industrial revolution, when a
social movement of English textile operators in the early 1880s known as the
Luddites protested against Jacquard‟s automated weaving loams by destroying
such textile machines they felt threatened their jobs (Achi, 2010).

2.4 THE COMPUTER DEBATE

Naturally people are afraid of changes no matter how rewarding and beautiful
the changes may sound. These fears at times are true, fear of the unknown, job
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security threat to ones job and the impossibility of realignment with the most
recent technological changes in respect to automation and mechanization of
operations. There is this traditional notion that if a computer was to be introduced
in an organization, it will result to reduction of the work force, thereby rendering
some workers redundant, because it is perceived that the work done by so many
hands will now be done by the computer (Fabumi, 2004).
Nwadighoha went further to say that the argument may be true or false
depending whether the organization is labour intensive or machine oriented. If the
activities of the organization are machines oriented, these machines will not be
operated by robots but human being. They need to be trained, to be equipped and
by the bearing of the new technology, it will facilitate their advancement on the job
(Nwankwo, 1998).
But one may ask, what would happen if the operations are labour intensive
then there must be chances of improvement. Some element of automation or
mechanization must also imply creating more opportunities to the workers and the
organization that introduces such innovation in the system. It should also be borne
in mind, that this is the age of globalization of information technology. Everybody
wants to catch up with the most efficient and effective ways of achieving success
and the overall organizational objectives, without necessarily subjecting the worker
to slave labour or inhuman treatment in the name of productivity. If reduction in
the workforce is a disadvantage, then timely information, economy of storage,
accurate information, efficiency and effectiveness in results and profitability to the
corporate overall objectives growth and existence of the organisation are more
advantageous indices than one disadvantage Nwankwo, 1998).

27
2.5 DATABASE
A database is nothing more than an organized collection of facts in computer
readable form. This data is common to all users of the system but it is independent
of programs which use the data. The independence of the database and programs
using it means that one can be changed without changing the order (Baji, 1998).

2.5.1 DATABASE MANAGEMENT SYSTEMS

A database management system is a collection of programs which store,
retrieve and process data stored in files. More importantly, a database management
system encompasses a unified, integrated model of files storage and its
corresponding retrieval in order to reduce the labour associated with accessing
large amount of data (Baji,1998).

2.5.2 A DBMS typically include program for

a. An integrated, unified collection of files often called the physical model of
the database.
b. The schema or logical model of the database which is the integrated and
unified view of the physical database.
c. Query languages for processing inquiries from users. These inquiries
typically consist of information retrieval or searches for information via a key
or collection of keys.
d. Input/output control for data entry and report writing. The DBMS maintains
the database by adding new records, deleting “dead” records and amending
records.

28
2.6 COMPUTERIZATION
In computerization according to Adesina (2005) it is not the beauty of the
equipment that matters, but the reliability as well as the computer‟s ability to be
expandable in capacity as the business or institution grows. Computerizing offices
is not an end itself, rather it is a means to an end and only with the help of genuine
experts can expected benefits be derived from such capital venture. Information
technology (IT) professionals are able to determine future information requirement
of a company or an establishment based on the analysis of past and present
information available. They can recommend appropriate hardware and software
necessary to carry out daily activities of the establishment or organization
efficiently as well as any computer needs of the business (Iwhiwhu, 2005).

2.6.1 MAINTENANCE
In computerizing some expenses would be incurred both at the initial stage
as in the maintenance as it serve the company. Adesina enumerates the cost in the
initial running and maintenance to include, cost of hardware, cost of software,
system development cost, building cost, cost of training and recruitment of staff.
Others include stationary and media cost, security cost, cost of writing off current
equipment (Uwaifo, 2004) etc.

2.6.2 MOTIVATION FOR COMPUTERIZATION

There are several motivations for adopting computerization. Among them are:
- Improved flow of management information for effective improvement of
mnagerial performance

- Timeliness

29
 - Accuracy of the information flow

- Cost benefits analysis; will the acquisition of the computer lead to cost
reduction? Yes.

- Increase profitability

- Effective utilisation of resources

- Volume of data to be processed by the company

- Complexity of the system. A system which is simple to install and easy to

operate should be chosen

- Company‟s image as a result of the installation of the computer

2.7 FEE MANAGER

According to Enubelle (2008) fee manager is a student‟s-based accounting
program designed to control tuition fees at schools. Fees manager helps you to
define your own fee heads and discounts that can be applied to individual, class or
whole school. Now you need not worry about maintaining paperwork for years or
issuing hand written fee receipts. Fee manager helps you take control over school
fees with an ease. By maintaining fees with manager, you get access to various
reports that you can issue whenever desired. For example you can print names of
students who have not submitted their fees on particular month or year, according
to fee heads, particular day, week, month or session. Fee manager can be clubbed
with school manager. This will help you to maintain fees collected in a better way.
Fee manager shows you how much fees have been deposited for particular student
and how much is left. In case a fee is deposited after payment date, you can issue
fine of desired amount (Adesina, 2006).

30
 Fee manager helps you to manage fee with printing of receipts, which can be
numbered according to your choice or auto number starting from series you select.
Reports that are printed by fee manager allow you to include your logo in reports.
In case students have not submitted their fees, you can process statements for all
parents at one time or for a specific group of parents and students with recap
statements for any range of dates, reprint copies of original statements if desired
(Enubele, 2008).

31
 CHAPTER THREE

METHODOLOGY AND SYSTEM ANALYSIS

3.1 METHODOLOGY
A research methodology is a systematic approach of well defined procedure that

should be followed in carrying out a true research project. An adequate suitable

methodology used helps to ensure that a thorough study of the present system is

carried out, thus helping the project researcher to completely understand the modus

operandi of the present existing system so as to know how the new system should

be structured and functionalities needed in it to address the seemingly, existing

problems discovered. This also helps to know if there should be a total

overhauling of the existing system or if only improvements should be made.

Hence, after duly considering the above reasons, the Structured Systems Analysis

and Design Methodology (SSADM) are adopted. Due to this fact, there is

importance of carrying out a thorough, adequate and completely comprehensive

evaluation of the existing system with a view to identifying its strength and

weakness.

3.2 METHOD OF DATA COLLECTION

A thorough investigation of the current system was made in order to obtain

detailed fact about the application area to be re-designed. Investigation also

covered looking at the functional requirement of the present system and finding out

whether the requirements and objective of the present system are being achieved.
32
In the investigation proper, several methods of data collection were employed

which includes interviewing of office representatives, evaluation/inspection of

forms and direct observation. These methods were adopted to ensure the validity of

data collected and relevance of the result after processing the data.

3.2.1 Interviewing

In view to investigation, office representatives were interviewed such as the

lecturers, course adviser, Head of Department (HOD) and faculty officers. This

method yields the most profitable result as it is obtained by physical contacts,

hence a firsthand knowledge of the various processes involved is obtained by

speaking to the operator of the system. The essential element of the interview is

obtained directly and in a short time than when other methods are employed since

the interviewer is with the interviewed. This immediate feedback gives the

opportunity to ask ambiguous questions and hence, obtain detailed responses.

3.2.2 Observation

The method of data collection enables the researchers to witness a firsthand

operation of the old system or manual system. Direct observation is the surest

method of learning as a scientist and this method was richly employed. During

the observation, we had a feel of:

 The volume of work carried out

33
 The course admission processing

 The school filling system

3.2.3 EVALUATION AND INSPECTION OF DOCUMENTS

Close examination of some documents was carried out and it proved to be an

important method in the course of the investigation. Through the inspection, some

deductions and inference, which are of immense benefit to this research, were

drawn.

3.3 ANALYSIS OF THE EXISTING SYSTEM

In analyzing the present system, it would be good to explain the cycle of reporting

which can be referred to as the traditional system of the school? The case

considered is Caritas University, Amorji-Nike, Enugu and considering the way the

following records are done.

1. Staff record; Staff record can have parts such as;

 Staff salary

 Staff level

 Promotion list

 Project duty

 Staff training

 Referred staff

34
  Staff transfers and so on.

2. Students’ records; Students records also have different parts and we have

records existing in different disciplines. Examples of students records are:

 Students BIO-DATA information.

 Students Registration Numbers.

 Students result; both GPA and CGPA.

 Students games (sport activity)

3. Other records can be security, staff housing, etc,

Due to information collected and deduced. These records are always done

manually from their different areas of important. As we proceed; we consider

the organization and problems of this present system. This would help us look

for a better solution in the designing and implementation stage of this project.

3.3.1 The Organizational Structure of the School System

The organizational structure of Caritas University has the office of the Vice

Chancellor heading all other departments in the institution.

The four main broad categories under the office / authority of the Vice Chancellor

and its deputy are:

1. Admission office

2. Students‟ affairs

3. Bursary and Library.

35
The admission office is responsible for offering admissions to the prospective

students to include under graduate and post- graduate information. The head of the

admission is the registrar and their also different offices under its control.

The students‟ affairs are in-charge of all student process and welfare. It one of the

most important branches of an institution, The head of the student affairs is the

Dean .There are different offices such as secretary, logistics, disciplinary etc.

The bursary department of a school is headed by a bursar and he/she is responsible

for the accountability of cash flow records of both staff and records. It most time

does work hand in hand with the schools IT systems centre and banks used by the

institution.

The last is the library which is an academic library where students and staff read

and research. The head is the chief librarian and has its own organization with

varying job responsibilities.

It is good to note at this point that the organizational structure of the institution is

not fully look here but it‟s good to note that a lot of paper work i.e. records are

done and always transfer from one office to another. Since this pattern is

discouraged because of it set back and disadvantages, we will take a look at its

problems so that we can decide on the proposed system.

36
3.4 LIMITATION OF THE EXISTING SYSTEM

After taking an in-depth look at the present system, the following inherent

problems were identified.

1. Reports are collected in hard copy and it is difficult to correlate and properly

organize this reports from the numerous departmental offices

2. Reports from other department can be delayed due to local transport system

and other reasons

3. Not all working staff has adequate computer skills to operate some specific

application. This reduces performance greatly and delays generation of report.

4. It was discovered that report are not adequately secured as it can be retrieved

by stealing and vandalism.

5. Papers are made with substances that are degradable so it can get damaged with

time if not properly kept and sustained.

Since routine job are done manually, it is very difficult to uniquely identify,

process, and secured records from different department of the institution.

3.4.1 ANALYSIS OF THE PROPOSED SYSTEM

The sole objective of the present system is to develop a data warehouse (DWH)

OR data centralization over network (Data/CON), which aims at the centralization

of data from different platform. The data which are based in different platform can

be centralized in a unique server MS/Sql server. The main peculiarity of data

37
warehouse is that the clients can use different platforms of database such Sql,

ORACLE, MY Sql, and Microsoft ACCESS. It can be used as a backup tool for

taking records backup from various department over the network however, it can

also work off line in which data can be saved temporary and collected when there

is a working network. It should be noted however, that data can be collected with

internet or intranet connection

3.4.2 Advantages of the Proposed System

After conducting the investigation, there is a collection of relevant data exposing

the flaws and inadequacies of the present system at Caritas University, Enugu. This

investigation was conducted through a local database in which the application was

used to retrieved records and saved to the data warehouse (DWH). The

investigation revealed the need to develop a new system to take care of the

inadequacies observed.

1. The data collected reveled that a data warehouse could be developed and

used for the entire services of the institution.

2. The data warehouse could be structured to accommodate the large volume of

information processed daily, weekly monthly, or annually at Caritas

University Enugu.

3. The software is capable of retrieving daily progress report on its master

warehouse saved and print (optional)

38
3.4.3 Justification for the Proposed System

From the analysis carried out of the present system ways, reports are produced and

process at Caritas University, it is evitable clear that a new automated system is

important for effectiveness and proper managements of records. The following are

the justification for the new system.

1. There is usually delay in getting information from other departments. This

greatly hampers performance and is the major cause of late reporting but a

new system will minimize delay transaction and wastage of time.

2. Information discrimination is very slow because of the format in which

information flow through the system, mostly in paper. The new system will

improve drastically on the flow since it will be on a network. All records can

be collected from the software which can be used for central administration.

3. It is very cumbersome to store information on paper files since this makes

provision of information analysis very difficult. A new system will ensure

that records are readily available for proper management.

4. Even during emergency cases such as medical treatment records must be

verified via receipts before attention can been given to patient which in

most cases may not be available as students don’t work around with their

receipts as evidence of medical payment. The new system will ensure that

records can be queried instantly without waiting for receipt.

39
3.5 SYSTEM DESIGN

System design and specification is very important in every software development.

At this stage, the developer puts every factor into consideration while making his

design. In the course of the design, the system has to be designed in a way that

there will be a close relationship between the inputs and outputs. Also, the design

format must be made in a way that it will be acceptable to the end users.

3.5.1 Input specification and design

The input to the new system is derived from student‟s registration form, course

registration form, and School fee payment form and examination score sheet.

These forms contain relevant information concerning student personal and

academic records. The inputs are the processed to obtain the desired outputs. The

input forms are designed as follows:

40
3.5.2 STUDENT’S REGISTRATION FORM (FRONT)

Table 3.1: Student‟s registration form (Front)

CARITAS UNIVERSITY, AMORJI-NIKE,

P.M.B 01784, ENUGU

ENUGU STATE

STUDENT‟S PERSONAL DATA FORM

(TO BE COMPLETED IN TRIPLICATE)

Our Ref: CAU/REG/002

1 Name:Mr./Mrs./Miss ________________________________________________________________________
(in Block Capitals) Surname Other Names
2 Sex:_______________________ (3) Date of Birth __________________________________________
4 Local Govt. Area: ______________________________________________________
5 State of Origin ________________________________________________________________________________
6 Home Town: ___________________________________________________________________________________
7 Department: _______________________________________________________________________________
8 Programmes: (Mark as appropriate)
Pre-Degree ( ) Degree ( ) Others specify ( )
9 Faculty: _____________________________________________
10 Permanent (Home) Address: ________________________________________________________________________
______________________________________________________________________________________________
11 Have you previously enrolled at Madonna or any Sister Institution? (Yes/No) If yes, what was your Registration Number and Course?
_________________________________________________________________________________
12 Why did you leave? ________________________________________________________________
13 Have you changed course? (Yes/No) ____________________________________________________________
14 If yes state your former course: ___________________________________________________________

SECTION B
1 Name of Sponsor: __________________________________________________________________________
2 Address (Postal): ____________________________________________________________________________
__________________________________________________________________________________________
3 Address (Permanent): ________________________________________________________________________
______________________________________________________________________________________________
4 Name of Parents/Guardian: ___________________________________________________________________
5 Name & Address of Person to be contacted in case of emergency: ____________________________________

3.5.3 STUDENT’S REGISTRATION FORM (BACK)

Table 3.2: Students Registration Form (Back)

41
21 Phone Number (if any): ______________________________________________
22 Relationship: ______________________________________________________

SECTION C
23 Qualification(s) on Admission
(i) Name of Exam: _________________ (ii) Name of Exam: ___________________
Exam No: _____________________ Exam No: _____________________

YEAR YEAR
S/No SUBJECT GRADE S/No SUBJECT GRADE
(iii) Name of exam:
1 1
2
_________________
2
3 _________________ 3
4 _________________ 4
5 5
_________________
6 6
7 _______
7
8 Exam/Reg. 8
9
No:______________ 9
10 10
_________________
___ Year:
________________________________
S/No PRE-DEGREE SUBJECTS GRADE
1
2
3
4
5
6
7
8
9
10

I certify that all the information and Materials given in this form are correct and true and that if it is discovered that I do not

possess the result(s) claimed above, the offer of Admission will be withdrawn.

Student‟s Signature: ______________

Date: __________________________

42
3.5.4 COURSE REGISTRATION FORM (FRONT)

Table 3.3: Course Registration Form (Front)

CARITAS UNIVERSITY, AMORJI-NIKE

P.M.B. 01784, ENUGU
ENUGU STATE
COURSE REGISTERATION FORM
Our Ref: CAU/REG/006 Registry Department
Date: ___________
1Name: ________________________________________________________________________________
(Surname First, All in Block Letter)
6 Registration Number:__________________________________________________________________
7 Department:__________________________________________________________________________
8 Faculty:_____________________________________________________________________________
9 Semester:____________________________________________________________________________
10 Session:_____________________________________________________________________________
11 Year of Study:_______________________________________________________________________
(e.g Pre-degree, Year I, II, III etc)
12 State of Origin: _____________________________________________________________________
13 Local Government Area:______________________________________________________________
14 Sex:____________________ (11) Date of Birth:___________________________________________
12 Address while at school: _____________________________________________________________

13 DETAILS OF COURSES FOR THE CURRENT SEMESTER:

S/NO COURSE CODE COURSE TITLE NO OF CREDIT
1
2
3
4
5
6
7
8
9
10
11
12
13
14

43
3.5.5 CARRY-OVER/REFERRED COURSE(S) FORM

Table 3.4: Carry Over/Referred Courses form

S/NO COURSE CODE COURSE TITLE NO OF CREDIT UNIT

3.5.6 Items
14. Total No Credits
15. Certificates by the Academic Adviser
This student satisfies the requirement for admission into the Program. The courses
entered are in order.

Sign & Date: _____________________________________________

Name: __________________________________________________
Rank: ___________________________________________________

16. Certificate by the Head of Department:

Sign & Date: _____________________________________________
Name: __________________________________________________
Rank: ___________________________________________________

17. Registrar‟s Signature: ________________________

Date: ___________________________

44
 3.5.7 SCORE SHEET

Table 3.5: Score Sheet

CARITAS UNIVERSITY, AMORJI-NIKE, ENUGU

EXAMINATION SCORE SHEET – OF -

Faculty: ___________________________________________________________________________________________
Department: ______________________________________________________________________________________
Level (eg) – (100 or Pre-degree): ______________________________________________________________________
Semester & Session: __________________________________________________________________________________
Course Code & Title: ________________________________________________________________________________

S/No Name of Student Reg. No. C.A Exam. Total Letter Grade Remarks
30% 70% Marks Grade Point

Name and Sign of Internal Examiner: ……………………………………………… Date:

Name and Sign of External Examiner: ………………………………………………Date:

Name and Sign of H.O.D: ……………………………………………………………Date:

Name and Sign of Dean: …………………………………………………………......Date:

45
3.5.8 SCHOOL FEE PAYMENT FORM

Table 3.6 School fee payment form

;MAYFRESH MICRO-FINANCE BANK

CARITAS UNIVERSITY, AMORJI-NIKE

P.M.B. 01784, ENUGU
ENUGU STATE

Account Name:……………………………………………
Account Holder:…………………………………………..
Depositor:………………………………………………..
Reg No:……………………………………………………….
Falcuty:…………………………………………………………
Department:……………………………………………………
Semestee:…………………………………………………..
Session:………………………………………………….
Payment for:
Acceptance fee:……………………………..
Library & Equiptment:……………………….
Accomodation:…………………………….
Tuition fee:……………………………….
Security:……………………………………
Hazard:…………………………………….
Sports:…………………………………….
Medical Fee:………………………………
Exams:……………………………………….
Tissue:………………………………….
TOTAL:________

46
3.5.9 OUTPUT SPECIFICATION AND DESIGN

The output design was based on the inputs. The report generated gives a

meaningful report to the management. The system designed generated the

following reports.

1. Students semester result

2. Students session result

3. Transcript

4. Score Sheet

5. General Register

6. Students personal record

These outputs can be generated as softcopy or printed in hard copy.

3.6 DATABASE DESIGN

The system database was design with MYSQL Database on Apache web server

with PHPMyAdmin as my database administrative. PHPMYADMIN is an

excellent free set of scripts that will provide you with an administrative interface

for your MySQL database(s). You can add, remove, edit, backup and view your

databases using this and it is especially useful when troubleshooting your

databases.

47
3.6.1 Register new student database

Table 3.7 Registration Database

FIELD NAME DATA TYPE FIELD SIZE ATTRIBUTES

Id Int 4 Primary

Name Char 25 -

Picpath Varchar 20 -

Sex Text 30 -

Falcuty Text 40 -

Name of Sponsor Text 50 -

Sponsor address Text 50 -

Contact Text 40 -

Phone Number Varchar 30 -

PIN Varchar 20 -

Exam Name Varchar 40 -

Exam Centre Varchar 20 -

Year Varchar 30 -

Subject1 Text 30 -

Subject2 Text 40 -

Subject3 Text 40 -

48
Subject4 Text 20 -

Subject5 Text 30 -

Subject6 Text 30 -

Subject7 Text 25 -

Subject8 Text 25 -

Subject9 Text 25 -

Grade1 Text 25 -

Medical fee Int 25 -

School Fee Int 25 -

Library Fee Int 25 -

Medical Fee Int 25 -

Payment date Int 25 -

Table 3.7 shows student registration database which stores student‟s information,

consisting of 32 fields with different field types and sizes. Int for integer, Varchar

for variable character and Text for text and different field sizes which holds

various student information like name, registration, Number, falcuty, department,

school fees etc.

49
3.6.2 ADMIN DATABASE

Table 3.8 Admin Database

Field Name Field type Field size

Id Int 4 Primary

User Varchar 25 -

Pass Varchar 7 -

Table 3.8 is admin database table consisting of three field Id, user and pass with

field type as integer, variable character and a maximum field size of 4,25,7

respectively. Which stores admin username and password information while the

ID specifies the number of admin.

3.6.3 News Database

Table 3.9 News Database

Field Name Field Type Field Size Attributes

Id Int 4 Primary

Header Varchar 15 -

Body Varchar 250 -

Date Date 25 -

50
Table 3.9 is the system news database table consisting of 4 fields Id, Header,

Body and date with field size 4,15,250 and 25 respectively. The header holds the

news title , body holds the main news while date is used to store the date of the

news.

3.7 Program flow chart

The below flow chart shows the system information flow .Program flow chart

which is an old design tool that is still in use today. Though it is no longer

recommended for program design because it does not provide top down modular

structure as effectively as other techniques but is still being used to document

physical design specification because they can show all input, major files

processing and output for a system and they can document procedures.

51
 Start

Enter password
ppassword

If
correct

Open the main menu

Main menu

Select
from
menu

If select= new Create Record

student record

If selected= staff record

Create Record

If select= student Display student

information

Stop

Fig 3.1 Program flowchart

52
 3.8 TOP DOWN DESIGN

Login Form

Home Page

Main Menu

Registry Bursary Bank Exams Query Logou

Record t

New Result New

New Update
Payme s
Registration Payment
nt Session
Records
Result
Update Update
Generate payment
Records
Clearance Transcript
card

Delete
Records

Personal Result General

Exit Result

General
Student Record Result

Events General Notice

School calendar

Fig. 3.2: Top down Design of the new management information System

53
Figure3.2 show different programme module. Each module handles a specific

operation in the software. We have module for the following operations.

Registration : which enables the admin to register new student.

Query: This module allow both student and staff information to be searched for

and displayed on the registration form.

Password: this module allows system administration to assign user name and

password to various users

About: This module gives information on how to use the software

Logout: This module terminates the program

54
 CHAPTER FOUR

IMPLEMENTATION TESTING AND RECOMMENDATION

4.1 CHOICE OF DEVELOPMENT TOOL

 The new system was implemented using Pre hyper processor (PHP) script,

Cascading Style Sheet (CSS) , MYSQL Database, WAMP (Window Apache

Mysql PHP ) server, fireworks and adobe Photoshop for graphic design,

Swissmax for animation. PHP was used because the programming language

has the advantage of easy development, flexibility, supports web application

and data manipulation and it has the ability of providing the

developer/programmer with possible hints and it produces a graphical user

interface.

 Also PHP supports modular programming and hence the research finds it

suitable for the design of this software.

4.2 SYSTEM REQUIREMENT

Hardware is the physical components that make up a complete personal computer.

It refers to the physical interface of the component that can be felt, seen and touch.

For the systems to run properly, the following hardware is required;

55
4.2.1 Software Requirement

Software is a program used by computers to facilitate their operations and

utilization. It gives the computer the capability of doing whatever the user wants. A

computer without software is like an empty box. Software can be of two types;

namely

I. System software

II. Application software

The system software is a program written by manufacturer to create an interface

for the user. It creates a communication session between the hardware and the user,

this software has no limited requirement since it is platform independent. It can run

on any vendor‟s operating system.

The application also known as a user programs is developed to help provide a

particular solution to a problem. For the software requirement for the database

warehouse to run properly, Java run time be installed.

4.2.1.1 software installation

The installation of these system requires

 PHP5.0 For scripting, can be Download from www.php5.0.com

WAMP Server(Window Apache Mysql PHP) , can be downloaded free from their

website. www.wamp.com

 JAVA 6.0
56
  Adobe Flash Player 11.0

 Browser(e.g Mozilla, Opera, Safari, Internet Explorer

4.2.2 Hardware Requirement

 Processor -512MHz minimum but 500mhz recommended

 Hard disk- not ratified

 RAM-250Mb minimum but 512 recommended

 Display -5VGA

4.3 SYSTEM IMPLEMENTATION

This is the process of laying down directions and principles to be followed in other

to achieve the desired goals and objectives. Precisely, implementation involves the

practical method of putting into functioning all theoretical design and getting the

new system into implementation or operation. After the design of the software has

been done, to implement it you‟ll follow the procedures below:

1. Install the software

2. Install Mysql server.

4.3.1 The Procedure for Installing Mysql Server on Windows

a) If you haven‟t done so already, download the free Mysql community edition.

You can download the software from the Mysql website. Be sure to

57
 download the windows(x86) version (way at the button of the page), which

includes a windows installer. Save the file on your windows desktop.

b) It‟s time to install sql server. The installation file comes as a .zip file. Your

unzipping software should open the file and show you a list of files inside

the archive. There should be only one “setup.exe”. when you have done that,

you see a window that looks like this:

Mysql install window

Click “Next>”.

c) On the next window, click the radio button “custom”, and then click

“Next>”. Since we have installed Apache in C:\Server, we are going to

install mysql in the same directory.

d) On the next window, highlight “Mysql Server”, and then click the “change

the directory to “C:\Server\Mysql\”. Make sure you include the ending

backslash. Then click “ok”.

e) On the next window click “next>”.

f) Now Mysql is ready to install. You should see a window that looks like this:

Mysql Ready to install

g) Click “install”.

58
h) Once the installation is complete, you will be presented with a “Mysql

signup” window. Click the radio button “skip signup”, and then click

“Next>”. You can sign-up for Mysql.com later if you like.

i) If the installation was successful, you should see a window that looks like

this:

Mysql success

j) Mysql was successfully installed. Now we want to configure it. Leave the

check box “configure the Mysql Server Now” checked, and click “Next>”.

After you do that, you should see a window that looks like this.

Mysql Configure

k) Click “Next>”.

l) On the next window, click the radio button “Standard Configuration”, and

then click “Next>”.

m) On the next window make sure “install as window Service” and “launch the

mysql Server automatically” check boxes are checked. Click “Next>”.

n) On the next window you need to create a root password. Type in what you

want your root password to be and make sure “Enable root access from

remote machines” is checked. Make sure you choose a difficult to guess

password and write it down so you don‟t forget it. Click “Next>”.

59
 o) On the next window, click “Execute”. This will start the mysql server. After

Mysql has done its thing, click “finish”.

p) Now we need to make sure Mysql was in fact installed successfully. On the

windows task bar, click “start”>”All programs”>”Mysql”>”Mysql Server

4.x”>”Mysql Command line client”.

q) This will open a command window that is asking you for a password. Hit

enter and you should see a window that looks like this:

Mysql Command line client

r) And that is it, you are done installing Mysql

4.3.2 Training of Staff

Training of staffs is inevitable. It involves educating the staff that would use the

new system. However, standard software should be simple and easily

understandable. Although the staff involved has to know the basic operation of the

software. The following are available to staff in order to get acquainted with the

working of the software.

i. A hard copy produced for tutorial.

ii. Organizing a class for the staff that are already computer literate as well as

those that are not with additional curriculum.

4.3.4 System Maintenance

60
Every piece of software from time to time needs to be checked and maintained.

Maintenance has to do with cases such as virus attack, back up problems, system

upgrade.

Therefore, periodic evaluations should be made in case of changes in new System.

Maintenance includes not only monitoring the information system by keeping the

system running to keep pace with the new products, service regulations and other

requirements should also be made.

4.3.4.1 The Main Menu

The main menu contains all the available commands and serves as a link to all

other modules in the program. To access any of the menu command, click at the

menu.

Fig4.1 Main Menu

61
4.3.4.2 THE LOGIN

The login form enables the various management section to enter their username/

password. If the password entered is valid, the system will then open the program

menu. But if the password is not valid the user will be denied access to the

program.

Fig.4.2 Login Interface

4.3.4.3 The Registration Menu

This menu contains the commands that are used for registering new students, new

courses, and new departments.

62
Fig. 4.3 Student Registration

4.3.4.4 Course Registration

The menu is used mostly by students to register their courses and submit it directly

to exams and record. At the end of the registration, student result a printout of the

courses registered appears on the screen.

63
Fig4.4 Course registration

4.4 Software Testing and Integration

4.4.1 The Test Plan

This section verifies that each subsystem of the software is working correctly

before integrating the modules altogether. This system also involves debugging

detected errors in the system.

After the series, the result obtained from the system was tested as a single entity so

as to ensure that controls were transferred and returned correctly. The data

64
retrieved into the database was checked against the database of the foreign

location.

After obvious program errors have been detected and corrected from the software,

the program was tested carefully. Every statement in the program was executed.

The effectiveness of every section of coding devoted to detecting erroneous input

which was verified.

 Every route through the program was tried.

 Accuracy of the processing was verified

 The program operates according to its original design specification.

65
 CHAPTER FIVE

5.0 SUMMARY, CONCLUSION AND RECOMMENDATION

5.1 SUMMARY

This research work focuses on the use of computer system with reference to

course registration, result processing in Computer Science and Information

Technology Department, Caritas University.

The work covers the manual system of opertions as regards the problems

identified, stating the aims of the new system, stating the various

specifications and then implementing the programs. The work was

successufully developed using PHP a user- friendly programming language,

and the package was tested and improved upon which yields an automated

course registration, examination processing and transcript processing system.

The project work cannot be said to be perfect, but however, its benefits

cannot be overemphasized. It has led to the improvement in the speed of

processing operation, efficiency, accuracy and improved storage of data.

5.2 LIMITATION OF THE PROJECT

Having mentioned the usefulness of the Computerize Management Information

System, a quiet number of factors affected this study. The factors are:

66
 a. Time Factor: Due to time factor the system did not consider the school

Budget for each academic session.

b. Poor Network facilities:- Networking tools and equipments used during the

prototype and testing phase of the project where hardly available around

School Vicinity. Internet services were also barely available during the

research phase of the project which limited knowledge base on database

management

c. Inadequate Software development materials:- The solution application

was developed using web development application like PHP, Apache web

server, MySQL, Java Script and CSS. Since the latest versions of some of

these applications were recently released, the availability of their resource

material in the form of textbook, multimedia instruction materials, Tutorials

e.t.c. are scarcely available or availably but unfavorably expensive.

d. The cost of carrying out the project.

5.3 RECOMMENDATION

Based on the achieved objective of this project and the experiences gained during

its designed and implementation, I wish to make the following recommendations

for future improvement. Students should be exposed to serious practical exercise

during the course of their studies. In this regard, the students of Computer

Engineering should be made to write at least a working program with veritable

67
results before graduating. This could be accomplished by providing more

computers qualified lecturers to the existing ones in the department.

Tertiary institutions should computerize their management information system for

greater efficiency, neatness, and reliability. This will go a long way to save the

student all the trouble they go through their academic programme.

Finally, project should not fall in shelf like novels but rather should be

implemented as it will motivate further research.

5.4 BEME (Bill of Engineering Measure of Engineering)

Table 5.1 Bill of Engineering Measure

S/N MATERIAL QUANTITY RATE TOTAL

1 Airtel Modem 1 N6,500 N6,500

2 3GB Data bundle 3 N5000 N1500

3 Logistics - N2000 N2000

4 Miscellaneous - N2000 N1500

TOTAL N11,500

68
5.5 CONCLUSION

Realizing a project of this nature is very exciting. However, the students encounter

a lot a problem which I believe if looked into, will go a long way toward reducing

the tension associated with the design implementation and construction of the

project.

In spite of the constraints encountered during the implementation of this project,

the aim of my project is well accomplished.

Moreover, an attempt to accomplish this project has taken care of the delay

between examination and result processing with minimum mistakes. This has also

forced me to learn, practically, what is involved in the design and implementation

or computerization of project (existing or non-existing).

Finally, I wish to commend the university system and indeed the department of

computer engineering for this project inclusion as a course that must be taken by

graduating students it is a step in the right direction to withstand the future

challenges in computing in companies, industries, institutions and the world at

large.

69
 BIBLOGRAPHY

Achi, R.N (2010). Design of Computer Based Students Admission Processing

System. Project Research.

Aguann, K. (2005). Management Agile Project. New-York: Multimedia

Publications Inc.

Baars,W. (2006). Project Management Handbook. California:

Edith press.

Berkin,S. (2005). Art of Project Management. Cambridge: O‟Relling

media.

Brooks, F. (2004). The Mythical Man-Mouth. South Africa: Addison

printers.

Baji, N. (1998). Records Management Programme. Ibadan: Adeyomi Printing

Press.

Chamoun, Y. (2006). Professional Project Management. Mexico:

Mc Graw Hills Inc.

Comninos, D; Frigenti, E.(2002). The Practise Of Project

Management. Brazil: Leogen printers.

70
Enwere, J.C. (1992). Record Management in Nigeria To Be or Not To Be?
Nigeria Library and Information Science Review.
Lagos: Akin Publishing.
Enubele, U.V. (2008). Project Work on Accounting for Student School fees.
Enugu: Caritas University.

Fabumi, M. (2004). Perspective in Educational Planning. Ibadan: Odun Prints

and Packaging.

Federick, T. (2005), Management. Houston Texas: Winston‟s press.

Flyvberg, B.(2006). Project Management Journal. Germany: Bent

Printers.

Heerkens, G. (2003). Project Management. Greece: Mc-Graw-Hill press.

Kerzener, H.(2003), Project Management: A System Approach To

Planning, Scheduling and Controlling. Washington: Wiley printing,

press.

Iwhiwhu, E.B. (2005). Management of Records in Nigerian Universities,

Problems and Prospects. Asaba: Devon Press.

Lewis, J. (200), Fundamentals Of Project Management. New York:

University of New York Press.

71
 GLOSSARY
* Clearance: An authorization or permission from an authority

* Computerized: Convert to computer- based system to install or start using a

computer system to design, organize, or develop something.

* Design:- Create detailed plan of the system; to make a detailed plan of the form

or structure of something, emphasizing features such as its appearance,

convenience and efficient functioning.

* Maintenance: Work that is done to keep a machine ,or piece of equipment in

good condition and working order.
* Management: The organizing and controlling of the affairs of a business or a
sector of a business.
* Online:- Connected via computer attached to or available via central computer
or computer network.
* Registration :- Act of registration or being registered; the act or an instance of

registering somebody for something.

* System:- Set of computer components i.e in assembly of computer Hardware,

software and peripherals functioning together.

72
 APPENDIX A
<!DOCTYPE html PUBLIC "-//W3C//DTD XHTML 1.0 Transitional//EN"
"http://www.w3.org/TR/xhtml1/DTD/xhtml1-transitional.dtd">
<html xmlns="http://www.w3.org/1999/xhtml">
<head>
<meta http-equiv="Content-Type" content="text/html; charset=utf-8" />
<title>School Bank</title>
<link href="style.css" rel="stylesheet" type="text/css" />
<script src="SpryAssets/SpryValidationTextField.js" type="text/javascript"></script>
<link href="SpryAssets/SpryValidationTextField.css" rel="stylesheet" type="text/css" />
</head>

<body>
<div id="wrapper">
<div id="header"></div>
<div class="text" id="main_nav">
<div id="clearfix"><a href="index.php">Log out</a>| <a href="baho.php">Home</a></div>
</div>
<div id="main_content">
<div class="left">
<p>ENTER STUDENT REG NUMBER TO COMPUTE PAYMENT RECORD</p>
<form id="search" method="get" action="bsearch.php">
<label for="search"> ENTER REG. NO:</label>
<span id="sprytextfield1">
<input name="search" type="text" id="search2" value="CE/2007/229" />
<span class="textfieldRequiredMsg">Reg Number required.</span></span>
<input type="submit" name="button" id="button" value="SEARCH" />
</form>
<p>Ugwoke Vivian</p>
<p><img src="images/picture/229.jpeg" alt="" width="200" height="200" align="up"/></p>
<form
action="/www.caritasmanager.com/bsearch.php?search=CE%2F2007%2F229&amp;button=SE
ARCH" id="form2" name="ins" method="POST">
<table border="0" width="100%" cellpadding="2">
<tr>
<td width="16%">Name</td>
<td width="84%"><input name="name" type="text" id="name" value="Ugwoke Vivian"
size="40" readonly="readonly" /></td>
</tr>
<tr>
<td>Reg No</td>
<td><input name="reg" type="text" id="reg" value="CE/2007/229" size="40"
readonly="readonly" /></td>
</tr>
<tr>
<td>Sex</td>

73
 <td><table width="200">
<tr>
<td><label>
<input name="sex" type="radio" id="sex_0" value="male" checked="checked" />
male</label></td>
</tr>
<tr>
<td><label>
<input checked="checked" type="radio" name="sex" value="female" id="sex_1" />
female</label></td>
</tr>
</table></td>
</tr>
<tr>
<td>L.G.A</td>
<td><label for="town"></label>
<input name="lga" type="text" id="textfield2" value="Nsukka" readonly="readonly" />
STATE
<select name="state" id="state">
<option value="Abia" >Abia</option>
<option value="Adamawa" >Adamawa</option>
<option value="Akwa-ibom" >Akwa-ibom</option>
<option value="Anambra" >Anambra</option>
<option value="Bauchi" >Bauchi</option>
<option value="Bayelsa" >Bayelsa</option>
<option value="Benue" >Benue</option>
<option value="Borno" >Borno</option>
<option value="Cross-River" >Cross-River</option>
<option value="Delta" >Delta</option>
<option value="Edo" >Edo</option>
<option value="Ekiti" selected="selected">Ekiti</option>
<option value="Enugu" >Enugu</option>
<option value="FCT" >FCT</option>
<option value="Kano" >Kano</option>
<option value="Kaduna" >Kaduna</option>
<option value="Kastina" >Kastina</option>
<option value="Kogi" >Kogi</option>
<option value="Kwara" >Kwara</option>
<option value="Lagos" >Lagos</option>
<option value="Niger" >Niger</option>
<option value="Nasarawa" >Nazarawa</option>
<option value="Ogun" >Ogun</option>
<option value="Ondo" >Ondo</option>
<option value="Osun" >Osun</option>
<option value="Oyo" >Oyo</option>
<option value="Plateau" >Plateau</option>

74
 <option value="Rivers" >Rivers</option>
<option value="Sokoto" >Sokoto</option>
<option value="Taraba" >Taraba</option>
<option value="Zamfara" >Zamfara</option>
</select>
<br />
<br />
HOME TOWN
<label for="dept"></label>
<input name="town" type="text" id="textfield3" value="Nsukka" readonly="readonly"
/></td>
</tr>
<tr>
<td>FALCUTY</td>
<td><label for="fal"></label>
<select name="fal" id="fal">
<option value="Engineering" selected="selected">Engineering</option>
<option value="Natural Sciences" >Natural Sciences</option>
<option value="Management Sciences" >Management Sciences</option>
<option value="Environmental Sciences" >Environmental Sciences</option>
</select>
<label for="state">DEPARTMENT</label>
<label for="cn1"></label>
<input name="dept" type="text" id="textfield4" value="Engineering"
readonly="readonly" /></td>
</tr>
<tr>
<td>LEVEL</td>
<td><label for="level">
<select name="level" id="level">
<option value="1" selected="selected">1</option>
<option value="2" >2</option>
<option value="3" >3</option>
<option value="4" >4</option>
<option value="5" >5</option>
</select>
SESSION</label>
<label for="sess"></label>
<input name="sess" type="text" id="sess" value="" />
<label for="level">
</label></td>
</tr>
<tr>
<td height="33">&nbsp;</td>
<td><label for=""></label>

75
PAY FEES</td>
</tr>
<tr>
<td>SCHOOL FEE</td>
<td><label for="purnish">
<input name="schlfee" type="text" id="schlfee" value="" />
PAYMENT DATE
<input name="paydate" type="text" id="textfield5" value="" />
</label></td>
</tr>
<tr>
<td>LIBRARY FEE</td>
<td><input name="libfee" type="text" id="libfee" value="" /></td>
</tr>
<tr>
<td>HOSTEL FEE</td>
<td><input name="hosfee" type="text" id="hosfee" value="" /></td>
</tr>
<tr>
<td>MEDICAL FEE</td>
<td><input name="medfee" type="text" id="medfee" value="" /></td>
</tr>
<tr>
<td>&nbsp;</td>
<td>&nbsp;</td>
</tr>
<tr>
<td>&nbsp;</td>
<td><input type="submit" name="button3" id="button3" value="Submit" /></td>
</tr>
</table>
<input type="hidden" name="MM_update" value="ins" />
</form>
</div>
<div class="sidebar">Welcome: Bank Manager!<br />
<br />
<a href="bpending.php">Pending Request(0 ) </a><br />
<br />
</div>
<div id="footer">Powered By: IDAKWO MONDAY A. CE/2007/214 @2012</div></div>
<script type="text/javascript">
var sprytextfield1 = new Spry.Widget.ValidationTextField("sprytextfield1");
</script>
</body>
</html>

76
 APPENDIX B (SAMPLE OUTPUT)

COMPUTE RESULT PAGE

ID CARD

77
 APPENDIXC (USER MANUAL)
This User manuals provide guidelines on the use of these software. To run this

software on your system, the following precautions are very important

1. Ensure that your system meet up to the required software and

hardware requirement.

2. Ensure that you install apache server on your server, also

phpMyadmin as your default administrator along side with MySQL

3. Ensure that Adobe flash player, Java 6.0 and browser are up to date

Having ensure the above precaution, you can proceed to the next step

Step 2

1. Goto start menu and click to start

2. Click on all programs and locate your apache server

3. Click on apache to put your server Online

4. Go to your browser URL and click on www.caritasmanager to start

the system

78