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DESIGN AND IMPLEMENTATION OF A VISA PROCESSING MANAGEMENT SYSTEM

ABSTRACT

The recent emergence of web-based technologies in areas of complex decision making and information processing has heralded a growing use of advance web based technologies by human. This is pushing the boundaries of established practice, and challenging the role of the face-to-face appointment as a prime information processing strategy. Visa is a legal and official entry pass of a country given to a person of another nationality for a particular duration to enable such a person stay, live, work or study in the country. This system automates the manual application and information processing method of embassies and consulates. The application schedules and the processing process to get interview date of visa application is done by this system, hence there is no need for a different schedule to apply, get interview data and attend interview. This system will consider the application and fix an interview date for the applicant. DSDM (Dynamic System Development Methodology) of the waterfall model of system analysis and design was used. Microsoft Visual studio version 2010 was deployed in building the application while MS SQL was used at the backend for database solution.

CHAPTER ONE

INTRODUCTION

1.0       BACKGROUND OF THE STUDY

Information is an asset for today’s organizations and individuals. Information may be less or more important and very often has a monetary value. The disclosure, improper modification, or unavailability of information may incur expenses (loss) or missed profits for the organization or the individual. Therefore, most organizations and individuals protect information to a certain extent.

A system can be seen as a combination of machine, people and processes to achieving a unified goal. Systems always have an input that the people initiate the processes to acts on it through the machines to have an output according to the system’s design and programming. A processing system is a system that produces a set of output from a set of inputs. The inputs and outputs depend on the interpreter’s relation to the system and they can be interpreted as data (facts) or information.

An organized system for the collection, analyses, organization, storage and communication of information is an information system. Information systems aim to support management, decision making and operations. According to Wikipedia (the free encyclopedia), ‘A computer Information System (IS) is a system composed of people and computers that processes or interprets information’. This system, help in processing processes and fixes date of interview for visa applicant.

The advent of computers in the society brought a lot of criticism stating the dangers it pose to the society without the critics acknowledging the simplicity it has brought to human life in all endeavor. Computers are partners to human beings in any field of human endeavor.

Systems employ methods, processes/procedures and machine readable measures to convert document fields into data element that aids posting, scheduling, decision making and management which comprises receiving a plurality of text field that are extracted or inputted from a source. There are rules which are associated with the documents type and they are obtained or set, and used to process the text field for the defined task example posting and scheduling.

Human Resources (HR) professional’s role has changed over time from one that is highly administrative to one that is recognized as highly strategic and imperative to the overall success of the organization. Computer has served as an aid to decision making in recent years, due to its efficiency in terms of speed, accuracy, reliability, cost and security, among others. More so, awareness has occurred in people as it concerns the use of computers in planning areas of business activities to avoid deadlock in the carriage of their activities like the endless queue we see at the office of different embassies and consulates. Organizations have adopted the use of different systems to aid and simplify their activities such as Management Information System (MIS), Scheduling System (SS), Transaction Processing System (TPS), Processing System (TS) and Decision Support System (DSS) in their decision making and other processes which in turn have advanced benefits. All thanks to the presence of the Internet.

According to Uzoka in Hampo (2011), “Decisions are largely based on principles and experiences. In recent times, efforts are being made to build intelligence into computer system, whereby the computer can be used to process large volume of structured and unstructured information for decision making.”

“An information system may be defined as a continuing and interacting structure of hardware, software, people and procedures to collect, sort, analyses evaluate and distribute pertinent, timely and accurate information for use by recipients to enhance better decision making.

An information system provides both a data processing capacity and information to help recipients make better decision. The information generated from these systems goes a long way to meet the need of people in a given organization as well as those outside the organization. Most recently, information systems have been developed to provide information to support decision making. This application is known as a Management Information System (MIS).

A management information system MIS is a formal information network using computers to provide management with information necessary for decision taking the fundamental objective of an MIS is to get the correct information to the appropriate manager at the right time.” (Apanapudor, 2006).

Unlike an information processing system (whether mechanical, electrical or biological) which takes information (a sequence of enumerated symbols or states) in one form and processes (transforms) it into another form, this system, processing information system gives information about a processing which in this case is visa application. Apart from giving information about the processing of one’s visa application, it also fixes a date for the visa interview instantly once the visa application web form is submitted online.

This system is also a form of transaction processing system. The transaction in this sense is not financial but a transaction can be seen as a business event which relevant attributes needs to be recorded both internally and externally.

1.1     STATEMENT OF THE PROBLEM

The process of running any organization lies on a good decision making and practice by those in the organization. Hence, decision which also includes task scheduling; and management are paramount factors to any entity’s success or failure. The problems associated with manual visa application (decision making and task (interview) scheduling) are notably thus:

1.     High costs which include cost from transportation to communication and so on

2.     Absences of confidentiality

3.     Stress on the side of both the applicant and interviewer

4.     Unnecessary delay in terms on correction and scrutinizing of documents

5.     Unnecessary extortion from miscreants around the embassies

6.     Though not prominent in all the embassies, bribery and corruption especially those which country’s currency is nothing compared to the country accommodating the embassies

7.     Lack of competency among unskilled human resources that claim professionals and so on. This incompetency might be as a result of emotional inference notably, transferred aggression

1.2     AIM AND OBJECTIVES OF THE STUDY

The aim of the research is to develop a computerized visa processing information system. The objectives are as follows:-

1.    To build a module for the creation of a new user of the system.

2.    To create a module that will automatically schedule interview dates for visa applicants.

3.    To create a module that would process visa for applicants.

4.    To create a module that could generate report of the activity of the agency.

1.3     SIGNIFICANCE OF THE STUDY

The significance of the new system is not narrowed to only the embassies but also to the applicants. This is in terms of cost, time and business identity. This system is not a liability in any sense because there is no extra cost and the payment to unskilled persons in charge of visa application collection and collation will be downsized or stopped.

1.4     SCOPE OF THE STUDY

The scope of this research is centered on the materials and researches that are review in chapter two and literatures on visa application process. More so, the objectives are considered as a scope too.

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