ONLINE CLEARANCE SYSTEM FOR GRADUATING STUDENTS (A CASE STUDY OF COMPUTER SCIENCE DEPARTMENT, FEDERAL UNIVERSITY OF TECHNOLOGY, MINNA)

ABSTRACT

Clearance for graduating students is necessary continual process in every University. Federal University of Technology Minna, student clearance has always been a manual process over the past years. This project aims at replacing the existing manual process with an automated or computerized system. Some programming language such as HTML, PHP and MYSQL are used for the implementation of the proposed system. The system will reduce significantly clearance registration processing time; provide more efficiency and reliable clearance registration method.  The system will also eliminate completely stress associated with the current clearance method.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TABLE OF CONTENT                                                                                                PAGES

TITLE PAGE                                                                                                                         i

DECLARATION                                                                                                                   ii

CERTIFICATION                                                                                                                 iii

DEDICATION                                                                                                                       iv

ACKNOWLEDGEMENT                                                                                                     v

ABSTRACT                                                                                                                           vi

TABLE OF CONTENT                                                                                                         vii

LISTS OF TABLES                                                                                                               xi

LIST OF FIGURES                                                                                                               xii

ABBREVIATIONS, GLOSSARIES AND SYMBOLS                                                      xiii

CHAPTER ONE                                                                                                     

INTRODUTION  

1.0   Introduction                                                                                                                    1

1.1 Background of the study                                                                                                  1                                                                                                           1.2 Statement of the problem                                                                                                 2

1.3 Objective of the study                                                                                                      3

1.4 Significance of the study                                                                                                  3

1.5 Scope of the study                                                                                                                        4

1.6 Limitation of the study                                                                                                     4

1.7 Definition of Terms                                                                                                          4

CHAPTER TWO

LITERATURE REVIEW

2.0 Introduction                                                                                                                      6

2.1 Important of Information and Communication Technology in Academic Setting          6

2.2 What is Clearance system                                                                                                 8

2.2.1 Banking system clearance                                                                                       8

2.2.1.1 Electronic credit clearing                                                                                     8

2.2.1.2 Electronic debit clearing                                                                                      9

2.2.2 Medicine system clearance                                                                                     10

2.3 Method of Clearance system                                                                                            10

2.3.1 Manual method                                                                                                        10

2.3.2 Automated method                                                                                                  10

2.4 Different between Manual and Automated method of clearance                                                11

CHAPTER THREE 

SYSTEM ANAYLSIS AND DESIGN

3.0 Introduction                                                                                                                      12

3.1 Analysis of the existing clearance form                                                                            12

3.2 Limitation of the existing system                                                                                     15

3.3 Justification of the new system                                                                                        15

3.4 Methodology                                                                                                                    15

3.4.1 Personal interview                                                                                                     16

3.4.2 Review and evaluation of form and documents                                                       16

3.4.3 Internet resource                                                                                                       16

3.5 Data collection                                                                                                                  16

3.6 The proposed system                                                                                                        17

3.6.1 Characteristics of the proposed system                                                                         17

3.7 System design diagram                                                                                                     18

3.7.1 The flowchart                                                                                                           18

3.7.2 The package diagram                                                                                               21

3.7.3 The use case diagram                                                                                             22

3.7 4 The sequence diagram                                                                                              23

CHAPTER FOUR

SYSTEM IMPLEMENTATION, TESTING AND INTEGRATION

4.0 Introduction                                                                                                                      24

4.1 Choice of programming language use                                                                               24

4.2 The system main menu implementation                                                                            25

4.3 Implementation of the subsystem                                                                                     26

4.3.1 Payment gateway                                                                                                     26

4.3.2 Administrator login                                                                                                  27

4.4 Query subsystem implement                                                                                             29

4.5 System testing and integration                                                                                         31

4.6 Test plan                                                                                                                            32

4.6.1 Unit testing                                                                                                              32

4.6.2 Integration testing                                                                                                   34

4.6.3 System testing                                                                                                         35

4.7 Test data                                                                                                                           36

CHAPTER FIVE

 SUMMARY AND CONCLUSION

5.0 Introduction                                                                                                                      37

5.1 Summary                                                                                                                           37

5.2 Finding and discussion                                                                                                     37

5.3 Suggestion for further work                                                                                             38

5.4 Recommendation                                                                                                              38

5.5 Conclusion                                                                                                                        38

Reference                                                                                                                  39

Appendix                                                                                                                                41

 

 

 

 

 

 

LISTOF TABLES

2.1 Differences between manual and automated clearance method                                     11

4.1 Unit testing                                                                                                                       31

4.2 Integration testing                                                                                                             32

4.3 System testing                                                                                                                   33

4.4 Showing add student to the system                                                                                 34

 

 

 

 

 

 

 

 

 

 

 

 

 

 

LIST OF FIGURES

3.1 Flow chart showing the existing method of clearance obtainable in FUTMINNA         14

3.2 Flow chart of the proposed system                                                                                   19

3.3 System flow chart for student session                                                                              20

3.4 Package diagram for online clearance system                                                                   21

 

3.5 use case diagram for the online clearance system for graduating student                        22

 

3.6 sequence diagram showing how a clearance is carrying  out                                            23

 

4.1 The system main menu                                                                                                      26

4.2 The payment page                                                                                                             26

4.3 Admin login page                                                                                                             27

4.4 The admin dashboard login                                                                                              28

4.5 Query subsystem of the student record                                                                            29

4.6 The upload students interface                                                                                           30

4.7 The clearance receipt showing the student has been cleared                                            31

 

 

 

 

 

 

 

 

 

 

ABBREVIATIONS, GLOSSARIES AND SYMBOLS

HOD                           Head of Department

SO                               Sport officer

SA                               Student Affair

HTML                        Hypertext Markup Language

CSS                             Cascading Style Sheet

PHP                            Hypertext Preprocessor

MYSQL                     My Structure Query Language

UT                              Unit Testing

IT                                Integration Testing

ST                               System Testing

FUTMINNA              Federal University of Technology, Minna

 

 

 

 

 

CHAPTER ONE

INTRODUCTION

• INTRODUCTION

This chapter covers the ideas of what this project entail, why is project is carry out and what is to be achieved at the end of the work.

1.1 BACKGROUND OF THE STUDY

The internet has change the face of the world and make receiving and sending of information spread widely and easily, this can be done at the tips of peoples hand and without wasting any time. Compared to when internet has not evolved, before information could be received another end, it takes time depending on the distance of the journey.

According to (Adesanya, 2002).  The Internet is a global collection of many types of computers and computer networks that are linked together. It is increasingly becoming the solution to many information, problems, information exchange, and marketing.

According to Awuzie (2013) Clearance is the process of determining and negotiating any permission that are needed to include the use of someone else’s intellectual property in creative project. Clearance systems for graduating students are vital incessant procedures and process in every University that is inevitable. The clearance must be carried out so as to check if the student is eligible to go for NYSC service and not owning the school anything. It is the University practice to carry out these processes at the completion of the last exam in school, where the student did not have any carryover left.

Online clearance system is a web base system which makes use of the internet. Federal University of Technology current method of clearance is not internet base which increase the stress of student going from school to school to sign the forms. The form given to student must be signed by the following; Dean of all school, University Liberian, Head of department, Sport official, Dean of student affair.

Thus the need of a web based clearance system for graduating student is inevitable to save the time and the cost of transportation from one location to another.

1.2   STATEMENT OF THE PROBLEM

In Federal University of Technology Minna, clearing of graduating students has always been a manual process. Effort has been made by the University to replace the existing manual process with an automated clearance system for graduating student but to this day clearance is still a manual process. It is evident that the registration is incapable to totally replace the manual process of online clearance system for graduating student.

It is obvious that we are now in a technology era where science and technology applied to almost every aspect of life to make work faster, easier and efficient. As a University of Technology it is our duty to lead the way into Science and Technology for other institution and organization to emulate by implementing automated systems that will replace all manual process within our University System.

 

 

 

The manual process of clearing student has a lot of limitation which include

1. The integrity of information is not fully guaranteed, as there is high risk of information getting to unauthorized or wrong hand that may manipulate the information illegally making the information inaccurate.
2. In the absence of personnel in charge of any of the clearance form processes, the entire clearance registration process is delayed until such personnel is available

• Too much time is wasted before a student successfully completes his/her clearance registration form

1. The manual process is only capable of attending to a limited number of student a day, hence students who are not attended to will, have to come back the next day until they successfully complete their clearance form registration.

1.3. OBJECTIVE OF THE STUDY

Listed below are the objectives of this project work;

1. To identify issues associated with current process of clearing final year students in Federal University of Technology Minna,
2. To design and implement an automated clearing system for Federal University of Technology Minna.

 

1.4 SIGNIFICANCE OF THE STUDY

Online clearance system is basically design to save user information, facilitate the manipulation of data in a faster rate, provide concurrent access (access too many user at this time) to authorize users, and also ensure the integrity and accuracy of the information system store by the authorize users.

The online clearance system for graduating student will help to ease the student from queuing to have them cleared by the University.

1.5. SCOPE OF THE STUDY

The online clearance system for graduating student has been designed to manage the clearance process for graduating student of only Computer Science Department students of Federal University of Technology Minna.

1.6 LIMITATION OF THE STUDY

For the purpose of this project, the service provided by the Online Clearance System For Graduating Students (OCSFGS) is only restricted to Computer Science Department. It does not extend to other departments in the University at the moment. The application can be extended if the University management is interested with it.

1.7 DEFINITION OF TERMS

• OCSFGS: means Online Clearance System for Graduating Student.
• Online: is the condition of being connected to a network of computer or other device.
• Clearance: is the certification of blamelessness, trustworthiness, faithfulness or suitability. The definition by free dictionary.
• System: an assembly of interrelated elements which we find interesting to study, it could be a process or machine.
• Graduating Student: is a student that has completed his/her 4 or 5 year course of study in the University.
• Computer network: is a group of connected, communicating devices such as computers and printers.
• Internet: is composed of hundreds of thousands of interconnected networks.
• Database: is a collection of data or file purpose to assist many users at the same time.
• Database management system or DBMS: is software designed to assist in maintaining and utilizing large collections of database.
• Website: is a collection of web pages which have image and/or text for the purpose of passing information to the users.
• Server : is a process that provides requested services for clients.

 

 

 

 

 

 

 

 

 

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