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CHAPTER ONE

INTRODUCTION

1.1     BACKGROUND OF THE STUDY

The greatest innovation that has taken place in the twentieth century is in the realm of information Technology. This is currently made possible by the introduction of the digital computers which has been observed in the field of communication to be increasingly inseparable from communications. These linkages often referred to as convergence is driven by technology and amplified by business trends and schools. Faster growth in network systems that use communication links to connect subsidiary system (nodes) which may send and receives, direct and redirect information (Solomon. M. 2010). However, looking at another aspect of information technology known as data management, you will note that the data generated by schools/organizations are usually created in files for use by different departments/units within the organizations. If the data contained in these files are not carefully delineated it is very likely that the same data will appear on several of these files. That is, these files would contain redundant data e.g. the University registry file and college or department file would contain the name and address of a student. This would mean that a simple change of address has to be processed in two and probably three or four places, depending on the number of other files on which these data appear Phil S. (2000). As further noted by (Vecchioli .B. 1999) organizing and managing student records into a cohesive and efficient system might seem like an impossible task.

Consequently, the development of the concept of database is the answer to student’s efficient record keeping where the amount of redundant data is reduced and the possibility that data contained on a file might be inaccurate because they were never updated. Various applications have been developed to address a number of these issues but the proprietary nature of user-oriented systems has not made it possible to have a good survey of such systems. There is a wide array of existing information and information needs, yet schools are often limited by personnel and financial concerns (Vecchioli .B. 1999).

Furthermore, the design and implementation of a comprehensive student application form and user interface is to replace the current paper records (Zhibing, .L. 2010). College Staff are able to directly access all aspects of a student’s academic progress through a secure, interface embedded in the college’s web site. The system utilizes user authentication, displaying only information necessary for an individual’s duties (Oketunji S.F. 2002).

Additionally, each sub-system has authentication allowing authorized users to create or update information in that subsystem. All data is thoroughly reviewed and validated on the server before actual record alteration occurs. In addition to a staff user interface, the system plans for student user interface, allowing users to access information and submit requests online thus reducing processing time. All data is stored securely on the school database managed by the college administrator and ensures highest possible level of security. The system features a complex logging system to track all users’ access and ensure conformity to data access guidelines and is expected to increase the efficiency of the college’s record management thereby decreasing the work hours needed to access and deliver student records to users (Dall .M. 2004).

1.2 STATEMENT OF PROBLEMS

Due to the manual means been used by the Federal College of Education Yola, keeping information about student application, a lot of problems are encountered which includes:

a. Delay in processing admission

b. Staff work load is heavy and resources are not optimized well to find the best students.

c. Loss of vital document as the filing system is manual.

d. Damage of document due to fire or rain incident.

e. Illegal removal of forms by fraudulent staff leading to insecurity.

f. Take a lot of time to retrieve a particular application form

g. cost of transport by  students applying from various states.                    .

1.3     AIMS AND OBJECTIVES OF THE STUDY

The aim of this study is to design an online students admission system in Federal College of Education Yola. Its objectives are to have the following:

1. To develop online student admission system that will replace the manual method.

2. To develop, promote, and provide adequate and efficient information management system.

3. To maintain an efficient system of collecting, sorting and delivery of students information.

4. To eliminate the error involved with the manual method of checking student’s information for admission.

5. To save the time wasted with manual method of checking student’s information.

1.4     SIGNIFICANCE OF THE STUDY

It is hoped that the result of this study title, “design of online student admission will serve as tools for helping students who wish to register for their NCE programs, and will go a long way to help the staff and the school management. This is easy to achieve since standard and tested computer programs handle all sort of complex calculations, storage and retrieval of valuable information needed from the school. Also, important is the fact that records prepared with electronic machine can be stored as long as needed in non-bulky and compact systems. And this will be of important to students in following ways:

●                        it will save time: participant can sign up online when and where is most convenient for them in just a few minutes without having to print, manually out and send paper forms.

●                        Receive e-mail and notification: participant can get the ability to be informed straight to their inbox.

●                        Improve student support: you will get all the necessary information to answer immediately to any of the payment related questions a participant might have.

 For staffs it will be of important in following ways:

●      it will save time : opening, entering and sorting out illegible or inaccurate forms can be very time consuming, so just by eliminating this process off your duties you are set to get at least 4 less administrative work hours per week

●      Centralized data management: collect participants data and payment , viewing number of remaining participant places, analyze participant and payment reporting, e-mail the participant data and more.

●      Secured payment process, active network payment, reduce data redundancy.

1.5     SCOPE AND LIMITATIONS OF THE STUDY

This project work is narrowed to Federal College of Education, Yola. It deals with the development of students online admission system on a database that will help in the storing of student’s information.

Owing to the scope of this project work as stated above, this project work is limited to students online admission process. It is important to mention here that time was a major constraint in the course of fact finding. It is also wise to mention here that some information we need to work with was not collected because of the unwillingness of the staff to review such information.

In the manual method of data collection, the student will buy the form, filled it and submit it manually to the admission department and wait for the admission. After the admission has been given to the student, the student will now come and collect his/her admission form, and go to his/ he department for the clearance, and to the bursary department for the payment of school fees. After the payment of the school fees, then the student will now proceed for online course registration.

The new system is designed to solve problem affecting the manual system in use. It is design to be used in a database format thereby relieving both student and staff from much stress as experienced from the manual system.

The proposed system will also have some other features like; Accuracy in handling of data, Fast rate of operation and excellent response time, Flexibility (i.e.) it can be accessed at any time, Easy way of back up or duplicating data in diskette in case of data loss, Better storage and faster retrieval system and Accessibility from any part of the world.

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