DESIGN AND IMPLEMENTATION OF AN ONLINE STUDENT ADMISSION SYSTEM

ABSTRACT

Topic: Design and implementation of an online students admission system: A case of study of federal college of education, Eha-Amufu

The difficulties students and staff of admission office usually face in any higher institution, made us to realize that computer assisted admission system is the best in processing students record in Federal College of Education, Eha-Amufu, Enugu.  This will save our school the embarrassment caused by students complaints at the end of working day.

Our basic objective of designing and implementing an online students admission system is the development of data Base computer program that will enable the Register and admission officers to efficiently, accurately and effectively process and co-ordinate the various students activities in the institution without much difficulties with little time.

In view of this, admission officers must prepare for successful working relationship with an online information processing and in addition get their members of staff familiarized with the system for easy and effortless exercise that produce reliable output (result).

This project describes how much an students admission system is developed and how in particular it can be effectively used for the day to day running of the set-up.

For the purpose of this research we shall use data base programming language version iv.  This is because Dbase iv handles a large volume of data.  It is database management package, which is good for students record keeping activities.

TABLE OF CONTENTS

Cover page

Title page

Abstract

Table of contents

1.0              Introduction

1.1       Background of the study

1.2              Statement of the problem

1.3              Purpose of the study

1.4              Significance of the study

1.5              Scope of study

2.1              Literature review

2.2              Nature of admission processes

2.3              Problem inherent from admission

2.4              Need for (computerization) an online

3.1              Description and analysis of the existing system

3.2              Fact finding methods used

3.3              Organizational structure

3.4              Objectives of the existing system

3.5              Input, process and output analysis

3.6              Information flow diagram

4.1              Design of the new system

4.2              Output specification and design

4.3              Input specification and design

4.4              Flow chart (system) / procedure chart

5.1              System Implementation

5.2              Conversion proper

5.3              The parallel approach

6.1              Documentation

6.2              Loading the new program

6.3              Running the program

6.4              Operational guideline

6.5              Option selection 

7.1              Recommendation

7.2              Conclusion

Bibliography

CHAPTER ONE

INTRODUCTION

1.1       BACKGROUND OF THE STUDY

The background of the study is Federal College of Education Eha-Amufu.  Here is the brief history about the college.

On February 21, 1981, the then Governor of former Anambra State, Chief Jim Ifeanyichukwu Nwobodo, announced the first provost and Registrar of the Institution.  On 23^rd December 1982, the Anambra State House of Assembly enacted a law retroactively establishing the college.  The law cited as the “Anambra State of Nigeria how No. 28 of 1982” Came into force on 21^st February 1981.

The aim of the college as set out in the law establishing it include:

(i)                 To organize, improve and develop courses of science and training various categories of teachers.

(ii)               To promote research and advancements of science and leasing .

(iii)             To serve as a center for educational research especially as applied to local conditions.

(iv)             To organize, improve and extend education of standard higher than secondary school level.

(v)               To encourage all closes and communities without any distinction to pursue liberal course of education.

After the announcement of the establishment of the college of Education, Eha-Amufu by the Governor with effect from 21^st February, 1981, a temporary office with skeletal staff was opened at an office around the then Anambra Television (ATV) Independence Layout, Enugu.

On 7^th August, 1981, the then Anambra State commissioner for Education and the then permanent secretary to the ministry took the newly appointed provost and Registrar to the present site of the college at Eha-Amufu, about 64 km Northust of Enugu, the Enugu state capital.  The site was formerly occupied by the federal Government owned Teacher Training College (TTC), Eha-Amufu.

When the federal Government handed over the facilities of the college to the Anambra State Government, it decided to use the facilities to establish and run the college of Education Eha-Amufu.  This site of the defunct ITC.  Eha-Amufu, has remained the permanent site of the college of Education, Eha-Amufu.

On 1994, it was handed over to Federal Government again and became Federal college of Education Eha-Amufu under the Governance of the then Executive Governor of Enugu State, Dr. Okweslieze Nwodo.

The ultimate goal of any establishment is effectiveness.  This is achieved only when is/are proper co-ordination of activities between the various units that comprises the system.  This coordination is even more important in institution of higher hearing especially at the students, admission, where the desired end is to bring in students who will at the end of the day acquire knowledge that will help the entire society.

Ineffectiveness of diminish system could diminish its ability to relieve student’s tension, frustration and worse still produce lethal consequences.  Any measure therefore that can improve the needed response of any institution and its general efficiency is most welcome.

An online students admission system enables the staff in charge to get the students record foster, therefore saving process precious time in student’s management.

In an online institution’s admission’s admission system, the electronic machine quickly retrieves any available information regarding to any student and displays it within a short period of time.

Any adhoc enquiry concerning a student’s indebtedness to the school is responded to promptly, computer could more accurately do staff duty roster.

Coding the particulars of the staff into the computer does this and after, it can be saved and will be available for retrieval at anytime.  And because the documents are printed, and information about each staff is contained and can be accessible to determined how many hours in a week each works and then next he/he should be on seat.  Thus reducing administrative work loud on the staff.

1.2              STATEMENT OF THE PROBLEM

The difficulties student and staff of admission department usually force in any institution of higher learning made us to realize that (computer aid) an online admission system is the best that can happen to Federal college of Education Eha-Amufu.  This will save our school the embarrassment caused by students’ complaints at the end of the working day.

It was in the view of this that Sundison (1994) pointed out that “a typical problem students have had was moving from school to another school.  In a modern society labour moves quite a bit and many students change schools at least once in their lifetime.  Every time new students were offered admission into a school, there was a problem of which curriculum the previous school had followed and therefore whether the previous level tallied with those of the new school”.

Many students neither know their right nor left at the admission level in the institution.  Admission had frustrated so many students that some even roles a lot of lectures in pursuit of registration.  

1.3              PURPOSE OF THE STUDY

The original purpose of this study is to design and implement an online students admission system in Federal College of Education Eha-Amufu.  Its purpose are to have the following:

(i)                 Efficient and safe storage

(ii)               Quick retrieval of records and information

(iii)             Proper accounting and file keeping

(iv)             Quick response to any adhoc enquires

(v)               Assist in result recording

(vi)             Assist in CCPA updating

1.4              SIGNIFICANCE OF THE STUDY

It is hoped that the result of this study will serve as tools for helping students who wish to register for their NCE programmes, and will go a long way helping the staff also.  This is easy to achieve since standard and tested computer programs handle all sort of complex calculations, storage and retrieval of valuable information needed fro 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.

Works has been done in many areas of computerization, in industry and commerce but not much has been done in school administration and management system/services.  We have therefore done this work to highlight the use of an online in the important area of student’s services.

1.5              SCOPE OF THE STUDY

This work is confined to the federal college of Education, Eha-Amufu that is our area of research work.  This was done to attain a standard output that will be useful to both students and as well as the staff of college.  It also helps in making a quick, accurate, efficient and reliable data processing.