CHAPTER ONE

GENERAL INTRODUCTION

1.1 INTRODUCTION

Admission of students into University is a most important activity in every

educational system which is as old as education itself. Student admissions are a vital

part of any institution’s running because students keep an institution alive and they

cannot survive without students. As more and more students are enrolling in different

institutions, for different program. It is becoming difficult to handle such a large volume

of student’s admission using offline admission system.

Student admissions are essential part of any institution working because students

are what keep an institution alive. The student admission is one of the most prominent

exercises within institution as no one can survive without students. A poor admissions

system may lead to fewer students being admitted into an institution because of

mistakes or an overly slow response time.

The increasing numbers of students looking for admission in the institutions are

causing terrible pressure on the administrative body of the institutes to arrange and

manage the admission process manually. It is not efficient now to handle the process

accurately and in time. Hence, the need for online admission is necessary.

In case of a manual system, it is a time consuming process and involves

immense manpower wherein the online admission system ensures precise and very fast

computerized information processing. Maintaining backing up of data is also very easy

using 'Online Admission System'. The aim of 'Online Admission System' is to automate

the Academic Institute’s admission structure and its related operation and functionality.

The objective of the initiative is to provide support to the administration and

admission seeking candidates by providing a transparent, faster and easy way of

keeping records and use them for reference and further proceeding.

The project will be developed using HTML, CSS, JavaScript and Bootstrap

Framework in designing the users’ interface (front-end), PHP as the server side

language used for the interface functionality and MySQL for the database using

phpmyadmin interface as the server between the front end and the back end.

1.2 STATEMENT OF THE PROBLEM

The purpose of this study is to develop a web based Online Student Admission

System that as a solution to the problems of the students registration, payment and

admission currently in the institution. The purpose of this study is aimed to solve the

following problems:

1. The registration problem due to some manual means of operations which easily

lead to misplacement or loss of student information.

2. The manual pre-assessment of student registration system is very slow and

consumes a lot of time which causes the delay in completing the entire

enrolment process.

3. Consume time and human effort due to long queue in the process of paying

money in the bank and registration processes.

4. Due to manual means of generating students’ matriculation number, such

matriculation can misplaced or given to two more students at a time.

1.3 AIM AND OBJECTIVES OF THE STUDY

The aim of this research is to design and implement computerize students’

admission system, which enable students’ to remotely register for institution of their

choice, access and update their record detail, remotely make payment of fees and

likewise access their admission status. The objectives of the research are as follows:

1. Collecting the detail record of students through a user friendly form webpage.

2. Creating a database storing students’ detail record collected.

3. Integrating an online transaction processing system for the payment of fees by

students and generation of receipts.

1.4 SIGNIFICANCE OF THE STUDY

To the Students;

Through this system, the students will be able to use the computerized students’

admission system effective for their online registration process especially for registering

their personal information, uploading of their required document and payment of fees.

Example: It will also promote students easy access to their concern information

resources, materials etc.

To the Institutions’ Admission Office;

Through this system, the institutions’ admission office can provide all the

necessary information and resource material to each students and also be able to get

the student information from the website.

1.5 SCOPE OF THE STUDY

This project work “the design and implementation of a computerize students’

admission system” will be of great significance to tertiary institutions in the sense that it

will help in overcoming the problems of manual operations. Such problems includes;

inability of students to remotely register for school entry, difficulty experienced in

updating records or files for students, difficulty faced by students in retrieving their lost

receipt from bursary, difficulties in payment of fees from the bank and inability of

students’ unable to know the actual status of admission.

Such institution will make use of the program to access their student’s record.

Such institution will through the knowledge gained in this work discover the need to

fully adopt this new system. The students also will greatly benefit from this project as it

will enable them to have a new experience of registration when the system is finally

adopted.

1.6 ORGANIZATION OF THE REPORT

Chapter one discuss the general introduction and overview of the whole project.

It also discusses the statement of the problem, aim and objectives of the proposed

system, significance of the study, scope and limitations of the project and organization

of the report.

Chapter two deals with Literature Review, its reviews past work done to the

project, historical background to the study and discussed on related aspect of the

project topics related.

 Chapter three deals with analysis of the system which includes data collection

method employed, the description of the existing system and its problems and the

description of the proposed system and possible advantages it will provide that will

solve the problems encountered in the existing manual system.

Chapter four deals with design, implementation and the description of the

proposed system. It covers description of the output design, input design, database

design and procedure design. The implementation method used, the programming

language used and system requirement for running the system. And also talks about

the program documentation as well as user documentation.

Chapter five present a brief summary of the work done experience gained and

problems encountered in the course of the project, conclusion and recommendation.

 CHAPTER TWO

LITERATURE REVIEW

2.1 REVIEW OF RELATED WORK

Many institutions have adopted computers to handle each and every part of the

student admission processing shifting from traditional methods into a better

environment electronic that enhances productivity by reducing process time, producing

early and accurate reports, making information readily available when needed. This

adoption did not happen in one night, but rather an evolutionary process that started

with the generation of computers. Today, internet accessibility has become the defector

for routine operations and information interchange for many institution through the

worldwide web, e-mail, social media and mobile phone applications.

According to Olasina (2011) who did a research on Students’ Perceptions of E-

Registration at Ladoke Akintola University of Technology. The research was aimed at

highlighting acceptance and use of both major and minor features of the e-registration

portal of Ladoke Akintola University of Technology, which empowers users to apply for

enrolment, register for courses, search for information, meet requirements and other

news as well as access other e-resources after signing in/logging in.

The study revealed that the Lautech portal was used mostly for course

registration by the students who had a high perception of use of e-registration in

comparison with manual registration.

Another research by Cao and Budnick (2002) on the Social Factors Affect

Students' Use of Online Registration reviewed that the major social factors influencing
students’ use of online registration include: students' majors and classes, academic

emphasis and family income. However, the study did not find significant gender impact

on using the online service.

Matovu (2009) in a study titled, availability, accessibility and use of ICT in

management of students’ academic affairs in Makerere University found that this

emerged because of the problem of mismanagement of students’ academic records

despite the technological advancement that had advanced in the University. The

findings of his research indicated that internet facilities, computers, management

information systems, electronic databases all were available and accessible to

administrators, lecturers and students though with restricted access for viewing results,

record keeping, setting and marking exams. ICT for registration was used for tracking

students’ registration progress by administrators and academic progressing.

Adeyegbe (2007)’s research focused on establishing the process change resulting

from the deployment of Information Technology (IT), the challenges posed to Council

by the shift to e-registration of candidates, the benefits of the process transformation

and possible expansion of the scope of IT application to Council’s operations in future;

realized that the Council continued to reap the benefits of e-registration while

continuing to seek innovative ways of applying modern tools such as IT, to enhance the

efficiency of its operations. The study identified the following benefits with e-

registration: first, it enables candidates to register from any location without visiting the

examination offices, it enhances the efficiency of data capture and shortens processing

time as manual checking of entries and scanning of OMR entry forms are dispensed
with, it minimizes errors because it is self-validating in design and most of the data

required are selected from a drop down menu. Fourthly, it allows longer periods of

registration. Fifthly, it eliminates the cumbersome tasks of manual processing and

physical transfer of entry data on tapes, it minimizes problems of storage space since

entry forms, entry schedules, CASS schedules and OMR entry forms are no longer

required. Besides, e-registration also dispenses with the problems of printing entry

documents annually and disposing of unsold ones. Facilitation of the capture of

continuous assessment scores of school candidates is also another important benefit of

e-registration. As noted therefore, there are very few researches that have been done

in this area; and even with these few researches not all tertiary institutions has actually

embraced the use of e- registration.

2.2 REVIEW OF GENERAL TEXT

According to Robert Moskowitz of Matrix: The Magazine for Leaders in

Education, when you hear the word "portal" you might immediately think of one of the

many commercial Web sites, such as Yahoo or Excite, that populate the Internet today.

As the term implies, these services are the gateway to the Internet for many people,

offering news, search functions, sports scores, shopping and movie reviews.

A registration portal, on the other hand, is the entry point for a college or university. It

provides a centralized source of information and services for students, prospective

students, faculty, suppliers, administrators, alumni and friends.

The term registration portal can mean anything from a relatively simple set of

Web-based application and payment services, to a comprehensive online interface

offering highly personalized and customizable access to nearly all the features and

benefits of campus life and work.

Registration portals can provide entry points to anything from e-shopping for

books and campus regalia, to Web access, student activity information, class resources,

syllabi and assignment listings, and homework submission, as well as online class

registration and tuition payment.

 CHAPTER THREE

METHODOLOGY AND ANALYSIS OF THE SYSTEM

3.1 RESEARCH METHODOLOGY

Methodology is defined as a framework that is used to structure, plan, and

control the process of developing an information system. It is used to refer to a specific

series of steps, methods, techniques and procedures which governs the collection,

analysis and design of a particular project. In the dynamic world, the subject

methodology, system analysis and design mainly deals with the software development

activities (Uba, 2011).

A design methodology is a systematic programming approach of well-defined

procedure that should be followed in carrying out a thorough design project or defined

as the analysis of the principles of methods, rules and postulates employed by a

discipline. An adequately suitable methodology would ensure a very detailed design

work and ensure that a higher degree of accuracy and efficiency is adopted. The design

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

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

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

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

problems discovered. This helps to know if there should be a perfective maintenance of

the existing system or if only improvement (preventive maintenance) should be made.

Pertaining to the research, a thorough investigation of the current system was

made in order to obtain detailed fact about the application area to be redesigned.
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.

The program design does the work of identification of all modules of its

application and the relationship that exists between them and also solution statement

and coding. The Top-Down-Design method of modular programming would be adopted.

The Top-Down-Design therefore is a design process whereby a software

designer begins from a top most module to break the system into subsystem by taking

each system in turn and braking them into program modules. The major idea in top-

down-design is that the design must progress from the general purpose, each program

module being progressively designed. Modular programming is simply the art of writing

programs in independent modules, the central idea in modular programming is to sub-

divide the system into smaller units that are independently testable and which can be

integrated to accomplish the overall program objectives.

Design and Implementation Techniques

The system will be design with Sublime Text Editor using HTML, CSS and

JavaScript Language for interface design, PHP language as the server-side language,

SQL for database provision for querying the database and phpMyAdmin as the database

management system.

3.2 ANALYSIS OF THE EXISTING SYSTEM

The existing system of admitting students in Kwara State Polytechnic can still be

called a manual operation, which means after granting students admission to the
institute through a computerized students’ admission system there are still some other

process which involves manual approach. A critical analysis of this system is that is still

prone to errors in one way or the other. Careful analysis also shows that because of the

complexities of some other process done with manual system, updating of record on a

file is difficult.

Some registrations, data recording, payment of school fees and granting of

students admission to the institute has been carried out through an existing

computerized students’ admission systems but there is still need for the improvement of

the system. It was discovered that the existing system is just an ordinary system of

payment gateway for the institution which meaning after the basic bio registration of

the students, to the steps of doing post-exam by the students, granting admission to

the qualified students and payment of fees, all payments done by the students on the

system is of unknown to the admission office of the institute except to the institution

alone, which require the students for further needs to have a print out of the payment

slip from the system including some other document which is to be submitted to the

admission office for further processes before the students can become a bonafide

candidate of the institution which this takes another manual system of operation.

3.3 PROBLEM OF THE EXISTING SYSTEM

The further manual method of admission which is used in Kwara State

Polytechnic is faced with a number of problems;

1. The system is prone to errors.

2. Delay in fast processing of students information.

3. Effective management of students’ files.

4. Destruction of files by rodents and also wear and tear that occurs during retrieval

and handling of files.

5. Loss of students’ data for further usage.

6. Untidiness of the admission office due to increase of paper work and files.

3.4 DESCRIPTION OF PROPOSED SYSTEM

We are living in a modern technological advancing world. The computer age has

led to fast globalization and fast access to information and technology. Computer has

finally developed into good inseparable part of our life, be it colleges or workplaces,

there is barely any location where one cannot view a computer system. Its importance

has made a great breakthrough in all aspect of life, most especially in tertiary

institutions because it will help reduce student’s stress of having to physically be in

school to do their registration, submission of their required files/records, payments of

fees and even successful grants of admission.

Due to weakness of the existing system, there should be a need to design a new

computerize students’ admission system or improve the existing system from the

lacking aspect which will help enhance the efficiency of data capture, shortens

registration processing time, fast admission list released for students including proper

and accurate verification/recognition of students as a bonified candidate of the institute

without loss of data.

3.5 ADVANTAGES OF PROPOSED SYSTEM

The new system has been designed to eliminate almost all the identified

problems of the existing system.

The few of the numerous advantages of the new system over the existing

system are as follows:

1. Enables students to register for admission into the institution from any location

without visiting the Admission Office.

2. Enhance the efficiency of data capture and shortens registration processing time.

3. Minimizes errors because it is self-validating in design and most of the data

required are selected from a drop down menu.

4. More secure registration is all about obtaining data on students and some of this

data are private. Electronic registration integrated with the computerize students’

admission system prevents episode like loss of data and also limits access to

private unlike the case of manual registration.

5. Preempts problem such as multiple registration from an individual student.

6. Speeds up the registration/admission process, ensuring prompt release of

student’s registration number/admission number.

7. Streamlines the process of payment, as students has option to pay their school

fees with their debit/credit card.

8. Ensuring proper verification and recognition of students’ as a bonafide candidate

of the institute.
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Olasina, G (2011). Student’s perceptions of E-registration at Ladoke Akintola

University of Technology, Ogbomoso, Nigeria.

Matovu, M. (2009) Availability, accessibility and use of ICT in management of

students‘ academic affairs in Makerere University, Makerere University .

http://hdl.handle.net/123456789/909

Adeyegbe, (2007). 2 Years of E-Registration: Keeping Pace with IT Revolution

in Testing: The WAEC Experience Available at

http://www.iaea.info/documents/paper_1162a16530.pdf (January 13, 2013)

Uba, E., 2011. Design and implementation of Elizade automobile part ordering

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