AUTOMATED STUDENTS ADMISSION SYSTEM

ABSTRACT

This project is to design and implementation automated students’

admission system for Cross River College of Education.Presently, the
admission process in the institution is very cumbersome due to the method
used. The process of conducting payment for aptitude test at the
bank,paper test and marking and having to wait for the result. Then further
queue for admission letter if admitted and so many other processes makes
it very tedious and tiring.The Design and Implementation was carried out
using the top down development approach (waterfall model). The tools
used to implement this project are Microsoft Visual Studio 2010 with
ASP.NET and SQL server. The developed system is now able to keep
record of applicants through online registration, query the database for
qualified candidates to be admitted and admission record is updated as at
when due.
 TABLE OF CONTENTS
CERTIFICATION
DEDICATION
ACKNOWLEDGEMENT
ABSTRACT
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF STUDY 1
1.2 STATEMENT OF PROBLEMS 2
1.3 OBJECTIVES OF THE STUDY 3
1.4 SCOPE OF THE STUDY 3
1.5 LIMITATION OF THE STUDY 4
1.6 DEFINITION OF TERMS 4
CHAPTER TWO
2.1 INTRODUCTION 5
2.2 USE OF COMPUTERS FOR EDUCATIONAL
ADMINISTRATION 6
2.3 THEORETICAL MODEL 8
CHAPTER THREE
3.1 INTRODUCTION 17
3.2 SOFTWARE DEVELOPMENT METHODOLOGY 17
3.3 ADOPTED METHODOLOGY 19
3.4 ADVANTAGES OF THE ADOPTED METHODOLOGY 19
3.5 FACTS FINDING METHOD 20
3.6 FEASIBILITY STUDY 22
3.7 ANALYSIS OF THE EXISTING SYSTEM 25
3.8 ANALYSIS OF THE PROPOSED SYSTEM 26
3.9 DATAFLOW DIAGRAM OF THE EXISTING 27
3.10 WEAKNESS OF THE PRESENT SYSTEM 29
3.11 SYSTEM FLOWCHAT (HIGH LEVEL SHOWING THE
PROGRAM STRUCTURE) 31
CHAPTER FOUR
4.1 INTRODUCTION 32
4.2 OBJECTIVE OF THE NEW SYSTEM 32
4.3 SYSTEM DESIGN 32
4.4 PROGRAM DESIGN 33
4.5 DATABASE SPECIFICATION 34
4.6 INPUT/OUTPUT DESIGN 39
4.6.1INPUT DESIGN 39
4.6.2OUTPUT DESIGN 42
4.7 PROGRAM MODULE FLOWCHART 43
4.8 CHOICE OF PROGRAMMING LANGUAGE 45
4.9 IMPLEMENTATION 46
4.10 HARDWARE AND OPERATING SYSTEM REQUIREMENT 46
4.10.1OPERATING SYSTEM 46
4.10.2REQUIREMENT FOR PROCESSOR 47
4.10.3RAM SIZE 47
4.10.4DISK APACE 47
4.11 DETAILED IMPLEMENTATION PLANS 47
4.11.1TRAINING OF OPERATORS AND USERS 47
4.11.2COMMISSIONING THE PROJECT 48
CHAPTER FIVE
5 SUMMARY, CONCLUSION AND RECOMMENDATION 49
5.1 SUMMARY 49
5.2 CONCLUSION 50
5.3 RECOMMENDATION 50
REFERENCES 51
APPENDIX A 52
APPENDIX B 73
LIST OF TABLES

Table 4.1 Bank Receipt 35

Table 4.1 Login 36
Table 4.1 Post UTME Registration 37
Table 4.1 Admission List 38
 LIST OF FIGURES

Fig 3.1 Software Development Methodology Frameworks 19

Fig 4.1 Bank Portal 40

Fig 4.2 Application Form 41

Fig 4.3 College Pay Output Details 42

Fig 4.4 Application Output Details 42

Fig 4.5 College Pay Flowchat 43

Fig 4.6 Application Flowchat

 CHAPTER ONE

INTRODCTION

1.1 BACKGROUND OF STUDY

Admission of student into the college is an indispensable activity in every
educational activity and is as old as education itself. The Cross River State
College, Akamkpa, the enrolment of more students into the school over the
past year has steadily increased the demand on the admission officer. More
applications resulted in heavier paperwork and processing challenges.
Every admission routed through various departments for evaluation, and
manual admission process caused difficulty in admission processing and
archiving.

In order to speed up and simplify the admission process, the development

of Automated Students Admission System is to enact document redesign
and automated management program.

The proposed students’ admission system would store, route and retrieve
prospective and current application documents.

The development of science and technology has immensely contributed to

the growth of computer and internet which has adversely increased the use
and need of an automated students admission system
Schools, Companies, organizations, enterprise etc are seeking better ways
to distribute and disseminate information throughout the world. In other to
achieve this, they develop and rely on online application, which help them
to input, update, and process and disseminate information.
The internet has increased the use of online application because data could
be easily and readily accessed as well as documented.
This project is targeted on aallowing admission decision to be made faster
and more efficiently. It looks at improving the present traditional system of
manual registration (paper based) which is manually documented.

1.2 STATEMENT OF PROBLEMS

The problems associated with the current system are as follows:

• MULTIPLE MERIT LIST: - This often leads to duplication of

work for the institution, even candidates/guardians have to visit
again and again to check the latest merit list.
• PRINT FORMS: - The College incurs expenditure on printing of
admission forms, and in the absence of any reliable forecasting
system on how much application it is going to receive, it may
overspend by printing excessive applications forms. Once printed,
changes to the application forms are not only difficult but also
incurs additional cost.

1.3 OBJECTIVES OF THE STUDY

The objective of the study is to develop a computer program which can:

1. Effectively and efficiently process students admission

2. Produce accurate data as expected, easy to implement and utilized
3. Produce easy retrieval of students data
4. Allow admission decision to be made faster and more efficiently.
1.4 SCOPE OF THE STUDY

The scope of this study is to show how students can register, access their
admission status on the website via the internet with minimum stress, more
security as to the safety of their data and proper documentation from the
admission office.

The automated student’s admission system is not limited to a physical site

or a particular link; so far there is an internet access. People can check for
updates and their admission status from any of this link. This also provides
a more efficient way, reduces queues and makes the entire system fast.

1.5 LIMITATION OF THE STUDY

One of the problems faced during this research work is limited to time.
Another factor is insufficient or standard research materials in the college
library in order to carry out proper research work and finally, finance, as I
have gathered information from the net.

1.6 DEFINITION OF TERM(S)

Waterfall Model:This is a straight forward method and lets one
know easily what stage is in progress.
Automated:
Framework: An essential supporting or underlying structure.
Foster: to promote the development of technology growth.
Data: facts and statistics used for reference or analysis.
Module: each of a set of standardized parts of independent units that
can be used to construct a more complex structure.
Redundant:something that is no longer needed or useful.
 CHAPTER TWO

LITERATURE REVIEW
2.1 INTRODUCTION
Many researchers have given various solutions for E- admission. Kathy
Cross & et. al emphasized that the University should be a paperless
process to improve efficiency, expand capacity and enhance customer
service to give the better solution through electronic document.
Management system with automated workflow. The Admissions Office
was selected for the initial implementation of the new system, including
document archive and retrieval functionality and automated workflow
processing, with plans to extend it to meet similar needs of other university
offices over time.
Simon Fong & et.al has pointed out that to choose a suitable University for
a candidate was too difficult decision. The candidates look for the
reputation of the distance from home, tuition fees, living costs,
candidates areas of academic strength and actual scores in qualifying
have presented the impact of mouse (e-admission) over that of pen
(manual admission).They have concluded that the e-admission is a
process which is fast, most satisfying and transparent than its manual
counterparts.
Change has been happening at an uneven pace in any growth-oriented
industry, and the education sector is no exception. Rapid growth in the
field of education has made governance in academic sector a very complex
task. The 21st century has witnessed tremendous advancements in
technology which has led to far-reaching developments in the
administrative system. Cost-effective technology combined with the
flexibility in learning and administrative activities is essential to enhance
efficiency.
2.1 USE OF COMPUTERS FOR EDUCATIONAL ADMINISTRATION

Computers can be used extensively for educational administration. The

following are some of the areas where computers can be used for effective
educational administration (Ben-Zion Barta et. al. 1995):
 General Administration
 Pay Roll and Financial Accounting
 Administration of Student Data
 Inventory Management
 Personnel Records Maintenance
 Library System
Information and Communication Technology (ICT) plays a vital role in
supporting powerful, efficient management and administration in
education sector. It is specified that technology can be used right from
student administration to various resource administration in an education
institution (Christiana Maki 2008).
Sharad Sinha (2008) mentioned the various administrative challenges for
education system of the 21st century as given below:
 Global and local challenges
 Universal and individual challenges
 Balancing between traditional and modern approaches
 Long term and short term considerations
 Competition and equity challenges
 Extraordinary expansion of knowledge
As a part of strategy, the author mentioned that these challenges could be
overcome with the proper usage of technology. Moreover many studies
revealed the need for ICT integration into administrative activities of
higher education institutions. The various ways of introducing technology
in education institution administration are the following (Caroline Salerno
2009):
 Sending e-mail notices and agendas to staff, rather than printing and
distributing them
 Submission of lesson plans through e-mail
 Foster technology growth by asking parents to write e-mail addresses
on medical forms.
 Insist that all teachers create a class Web page
 Attend technology conferences to see what other schools are doing,
what other teachers are doing to integrate technology, and what
principals are doing to encourage the use of technology in their schools
and classrooms.
 Admissions through web-enabled services.
 All day-to-day activities of the institution (General Administration)
 Staff administration

2.2 THEORETICAL MODEL

Rajeev Singh (2008) has specified that ICT has played a major role in
reducing operational inefficiency and improving decision-making in many
areas of governance. An integrated Higher Education Service System is
one such concept that can empower the governing bodies to administer the
progress of the education plan in the whole country and serve various
stakeholders in a much better manner.
According to (Christiana Maki 2008), administrative subsystems include
Personnel administration, student administration, resources administration,
financial administration and general administration.
Ulf Fredriksson and Elżbieta Gajek (2009) mentioned that Communication
and general administration are the two main areas in which ICT is used in
the management of education institutions. It is evident from the above that
an administrative activity in a higher education institution consists of
student administration, staff and resources administration, communication
and general administration Usage of ICT for Information Administration in
Higher education Institutions – A study Dr.R.Krishnaveni and
J.Meenakumari
According to Hossein Zainally (2008), “Information and Communication
technology provides several facilities and possibilities for educational
administrators to do their tasks”. There is a mention that communication
and information systems have changed the very nature of higher education,
allowing information to be transferred, stored, retrieved, and processed by
almost all who work, study or interact with a given institution. The author
has also quoted from other research work that there is an increase in
managerial effectiveness and efficiency through usage of Information and
Communication technologies
The various research studies conducted to evaluate the extent of usage of
Information and Communication technologies in multiple aspects of higher
education revealed that heads of faculties utilized technology in planning,
and to a large extent in the supervision and evaluation of academic affairs,
student affairs, financial affairs and administrative affairs. It was
concluded that information and communication technologies have an
impact on increase of the scientific level of faculty members, students, and
staff.
Ashish Kumar and Arun Kumar (2005) highlighted the importance of
Information Technology (IT) as a modern day techno-management tool
that would benefit institutions of higher education in India. Gumala Suri
(2005) reported that Spanish and Indian universities have been changing
fast due to the development of new Information and Communication
Technologies (ICT). The author has mentioned that user satisfaction is a
widely used measure of ICT success. The author has concluded by
providing a conceptual model for implementing a good technical system. It
is mentioned that ICT is used in administration to support the business
strategies and processes of higher education institutions, and a “dynamic
new shift occurred in higher education” due to the application of ICT in
University administration. This facilitated creation of large and complex
institutions that could function with increased efficiency and user-
friendliness. It is also mentioned that usage of ICT in higher education
administration involves “harnessing technology for better planning, setting
standards, effecting change and monitoring results of the core functions of
universities. One of the key conclusions arrived at is that the integration of
ICTs in higher education is inevitable (UNESCO, 2009)
Olive Mugenda (2006) said ICT fosters the dissemination of information
and knowledge by separating content from its physical location. This flow
of information is largely impervious to geographic boundaries allowing
remote communities to become integrated into global networks and
making information, knowledge and culture accessible, in theory, to
anyone. It is also mentioned that ICT enhances day-to-day management of
institutions and the various functional areas in which it could be used are
specified below:
 Timetabling
 Student admission and Tracking
 Financial Management
 Medical services
 Procurement and Store management
 Data distribution and management
ICT is used in maintenance of student and staff records and for
communication and document management (OECS 2001). Ashish Kumar
and Arun Kumar (2005) have mentioned about the positive perception
towards the use of ICT in education. It is mentioned in the study that
students of different universities reported the usage of ICT for
communication and for on-line discussion forums. ICT facilitated contact
and information exchange and also promoted access to higher education.
ICTs included systems for student admission and records, examination
results and transcripts, finance database, human resources database, and
management information.
Various literature reviews reveal that Information administration is one
part of overall administration of education institutions which mainly
covers general and day-to-day operational activities. Hence, it could be
concluded that Information administration cycle includes four major
components namely, Student administration, Staff administration, and
General administration.
Information administration in this context refers to activities relating to the
management of higher education institutions which is often mentioned in
other studies as managerial activities in higher education institutions. The
administrative systems include Personnel administration, student
administration, resources administration, financial administration and
general administration (Christiana Maki, 2008). Based on the literature
review the three main functional areas of information administration that
are of great significance for day-to-day management of higher education
institutions was identified as follows:
 Student administration
 Staff administration
 General administration
Student administration is an important and integral part of information
administration. This involves various activities commencing from the
admission process to learning activities till processing of results and
performance analysis. The integration of ICT into this process enhances
the overall admission activities of higher education institutions by making
it more accessible to many (Thomas Kwaku Obeng 2004). Based on the
literature review, the important items identified under this category relates
to the automation of admission process through e-media. This includes
admission enquiry by students, applying for admissions through electronic
media, registration/enrolment using computers, course allotment, and
availability of information like timetable/class schedule in electronic form
and attendance monitoring/maintenance through e-media. Further it
includes the various communications relating to transport, hostel
accommodation and other communication to guardians/parents. The
integration also helps in expansion of the geographical boundaries for
student intake, thus facilitating cross-border higher education.
Staff administration includes recruitment and work allotment of faculty
and staff in the institution, their attendance and leave management, and
performance appraisal. This also includes relevant communication to and
from the institutions and among peers. Staff administration done through
Information and communication technology (ICT) helps in processing of
voluminous records in a quick, meticulous, and impeccable manner
thereby making data retrieval easier (Thomas Kwaku Obeng 2004).
In general, a good communication system should also be in place for the
overall effectiveness of administration. ICT helps in providing a good
communication system in higher education system (Magni 2009). ICT
helps in providing timely information to all concerned. Communication
could be for internal and external information acquisition and
dissemination. It includes communication between the important
stakeholders of the system such as sending e-circulars to students, faculty
and staff. The dissemination of information about the institution using e-
kiosks is also a very important item to be considered. The relevant aspects
of communication have been clubbed with Student administration and
Staff administration for this research study.
A very important part of Information administration is general
administration of higher education institutions which includes the various
day-to-day activities of the entire system. Through literature reviews, it is
evident that the integration of ICT into general administration has brought
increased efficiency and optimal resource utilization (Hasan et al. 2007).
The various items classified under this category include usage of electronic
media for scheduling of halls and other resources, fee payment, and
handling internal and external examination activities in coordination with
the faculty members, all day to-day activities, intra and inter
communication etc,.
Practitioners in the web design profession face certain challenges that are
related to the nature of job, but also to the evolving technologies
surrounding web page development. Writers in the technology field
express different views about the factors that challenge web designers in
their profession.
Rode (2004) for example outlined four factors that make it difficult for
web designers to create web applications:
1. Abundance of technologies and standards
2. Inadequate technologies and integration between technologies
3. Inconsistent implementation of standards
Organisations face similar difficulties related to web design introduction
and adoption as they are also faced with challenges that are considered
“roadblocks” to adopting web technology itself.
Nambisan and Wang (1999), Ali and Mesch described three groups of
factors that are considered “roadblocks” t adopting web technology in
organisations:
1. Technology related
2. Project related
3. Application related
The challenges that web designers face and the roadblocks that impede the
introduction of web technologies in organisation are usually cascaded into
the curriculum of web design also. A difficulty that web designers face in
the adoption of new technology because of the challenges of standard in
technology may need to be explained in the class room to prepare the
students for the real work of web design. Difficulties with adopting web
technology in organisations may need to be explained in the web designed
courses
 CHAPTERTHREE
METHODOLOGY AND ANALYSIS OF EXISTING SYSTEM

3.1 INTRODUCTION

This section describes the methods that were used to gather the
requirements for the system; the methods highlighted the existing system
in its current state and the automated system.

System analysis is disciplined processes which begins with the

establishment of user requirement for a given application and concluded
with the implementation of a fully operated amend with facts.
3.2 SOFTWARE DEVELOPMENT METHODOLOGY
Software development methodology is a framework that is used to
structure, plan, and control the process of developing an information
system - this includes the pre-definition of specific deliverables and
artefacts that are created and completed by a project team to develop or
maintain an application.

The three basic approaches applied to software development methodology

frameworks are;
Fig. 3.1 Software Development Methodology Frameworks

A wide variety of such frameworks have evolved over the years, each with
its own recognized strengths and weaknesses.

These software development frameworks are often bound to some kind of

organization, which further develops, supports the use, and promotes the
methodology framework. The methodology framework is often defined in
some kind of formal documentation.

Some of these specific software development methodology frameworks

include;

 Structured System Analysis and Design Methodology

 Agile Unified Process
 Scrum (development)
 Team software process
 Extreme programming

3.3 ADOPTED METHODOLOGY

Structured System Analysis and Design Methodology (SSADM) adopts

the waterfall model of system development where each phase has to be
computed and designed off before subsequent phases can begin.

3.4 ADVANTAGES THE ADOPTED METHODOLOGY

The following advantages include:

 The project requires the fulfilment of one phase, before proceeding to
the next. Therefore if there is a fault in this software it will be detected
during one of the initial phases and will be sealed off for correction.
 A lot of emphasis is laid on paperwork in this method as compared to
the newer methods. When new workers enter the project, it is easier for
them to carry on the work from where it had been left. The newer
methods don’t document their developmental process which makes it
difficult for a newer member of the team to understand what step is
going to follow next. The Waterfall Model is a straight forward method
and lets one know easily what stage is in progress.
 The Waterfall method is also well known amongst the software
developers therefore it is easy to use. It is easier to develop various
software through this method in short span of time.
In an attempt to systematically plan for collection, analysis and unbiased
information gathering of this project work, deductive and empirical step
such as fact finding method for extracting information.

3.5 FACTS FINDING METHOD

There are different methods that can be used to gather facts about a system
and they are:

I. Questionnaire: this method is useful when only a small amount of

information is required from a large number of people but provides
accurate response. Questions need to be unambiguous and precise.
II. Interviewing: this method has much to recommend, facts can be
gathered directly from the person or persons who has experienced of
the system under investigation. It is usually the most helpful
technique for establishing and verifying information and provides an
opportunity to overcome possible resistance to change.

III. Observation: it is most important to observe a procedure in action

so that its irregularities and exceptions are noticed.

IV. Examination of record and procedure:

V. Manual: if procedures are already well documented then the manual

procedure can provide a ready-made source of information in the way
procedure should be carried out. The examination of current records and
tracing of particular transaction can be useful method of discovering what
procedures are carried out.

VI. Examination of document: it is important that the analyst examines

all documents used in a system if it is cleared and satisfied its purpose.

VII. Internet browsing: The internet has been utilized as the knowledge
base system for the collection of information in this project work. With the
aid of the internet browser, several queries were made and discoveries
obtained pertaining the important use of websites. It was discovered that
with the use of internet, dissemination of information is quicker and
reliable. That, any transaction through the website is very effective and
stress free, that is the most reason why establishments preferred transaction
through the website.
 3.6 FEASIBILITY STUDY

On the basis of the manual method of registration of vehicle, a feasibility

study was considered. The feasibility study is basically the test of the
proposed system to test its workability, cost, effectiveness, efficiency,
and in all if it meets its user’s requirements. It consist of four components
namely; Technical feasibility, Economic feasibility, legal feasibility and
operational feasibility.

i. TECHNICAL FEASIBILITY

One looked at the alternatives to full computerization and web-enabling

and the cost implications. The alternatives that are involved are:

a) Full automation: This will offer the most efficiency to the system.
These include the development of client application for registration and
sever application which is accessed by the client application.
b) Improved Manual Method: Improving the available method of
student’s admission registration.
ii. ECONOMIC FEASIBILITY
If this project is implemented, what would be the cost implication on the
accounts of the College of Education, Akamkpa?
iii. LEGAL FEASIBILITY
Will this project offend any value or regulation of the College of
Education, Akamkpa? Would the implementation of this project neglect
the authority or relevance of some bodies?
iv. OPERATIONAL FEASIBILITY
The question of who will operate the system arises here. And is the
available manpower equipped with the necessary skill to use the system.
In this case, the available manpower will be equipped with the necessary
skill needed to use the system.
1 SYSTEM ANALYSIS
Investigation of the automated student admission system,
particularly with Respect to the satisfaction of End-user
Requirements: In order to investigate automated student admission
system, documents review method was used were a number of web
sites with information about automated student admission system
were visited and reviewed.
These analysis were conducted to help in getting first hand
information from the respective respondents about the procedures,
policies used, user requirement plus problems met in carrying out
automated students admission in the College. The documents were
reviewed to enable the researcher understand in details the current
system, its strengths and shortcomings.
2 DESIGN PHASE
This is the most important stage in the work. There are several tools
and techniques used for designing. Some of the critical steps used in
the design phase are as follows:

i. Stating the objective of the design;

ii. Drawing/developing the control centre;
 iii. The database specification such as the type of database used
(SQL Server) and the data table used comprising of data type
and data size.
3 IMPLEMENTATION
This is the stage where the new system is put into use where
theory is turned into practice. This stage involves the
following:

i. Preparation of the physical site (for the server

hardware)
ii. Preparation of the documentation and operating
procedures
iii. Preparation of a test plan
iv. Running the new and old systems on a parallel basis
v. The training of appropriate personnel
vi. The preparation of backup procedures
vii. Handling of other implementation details.
3.7ANALYSIS OF THE EXISTING SYSTEM
Admission of students into the institution is done manually by hand in bulk
of files which is hard to operate and hard to maintain students report who
took admission in the institute. The process has been creating problems
like workload on the officers’ in charge as everything step in the process
manually done. Here there is no sign of technology to improve the
institutions image of being a technology institution. Effectiveness,
reliability and efficiency are not proven in this system. So, this project is
gearing towards eliminating some manual processes involved in the
admission processing in the college (Cross River College of Education,
Akampka).
Disadvantages of Present System:-

1. Require much man power i.e. much efforts, much cost and hard to
operate andmaintain.
2. Since, all the work is done in papers so it is very hard to locate a
particular studentrecord when it is required.
3.8 ANALYSIS OF THE PROPOSED SYSTEM
It is to serve as a decision document. It is easy to operate.
Since, the present system is manual all the work is done in papers and ink
by hand, so it is much costly and difficult to use and to operate and it is
also time consuming.
So the automated student’s admission system is much feasible, in cost,
time, and efforts as compared to the previous manual system. It is
economically feasible, it will only require a single operator to the system,
who is responsible for entering the data into the database via a user
interface provided to him, who can also able to show all the data in html
tabular form so to provide information regarding the students who are
either taken admission or to take admission, since it requires only a single
person to operate the whole system thus reduces the cost to operate the
system. It is technically feasible, since the whole system is designed into
the latest technologies like Microsoft Visual Studio, ASP.NET and SQL
Server which is the most recent technologies to develop web based
systems and design databases. It is Behavioural feasible, since the system
is providing an attractive user interface to the operator/end user, so he feels
very easy to work onto it. Response to operator/end user is very fast and
very good. Since, as we mentioned above that it requires much less amount
of cost, it uses computer work so it is very fast to operate and it is very
easy for user to work on it.
3.9 DATAFLOW DIAGRAM OF THE EXISTING SYSTEM

Dataflow diagrams illustrate how data is processed by a system in terms of

inputs and outputs. Dataflow are pipelines through which packets of
information flow.

Dataflow diagrams show the flow of data from external entities into the
system, it shows how the data moves from one process to another, as well
as its logical storage. Dataflow is a tool used by system analysts to model
system components. These components include the following:

1. The system process

2. The data used by the process
3. Any external body that communicates with the system
4. Information flow in the system.

Fig. 3.2Dataflow Diagram of the Existing System

3.10 WEAKNESS OF THE PRESENT SYSTEM

As an organization grows in size and complexity, the volume of data

also increases and the increase in volume of data results to increase
of semi-manual work which gives rise to the following problems:

1 Huge amount of resources as time, energy, money, paper are

wasted during the operation of this system. The system could
said to have a low degree of efficiency.
2 The manual registration system forces candidates to endure long
lines and frequent scheduling errors.
3 Data duplication: which involves copying the same set of files at
different sections?
4 Lack of security to ensure unauthorized access to information
5 Records are not properly kept and often disposed after a long
time.
6 Locating files are usually more difficult in traditional file system.
7 The storage system of traditional file system is poor and insecure.
8 Distribution of file is more difficult and done manually, while a
computerized database can use EDI (Electronic Data
Interchange)
9 Too much paper work, thereby leading to the management of
records being untidy, redundant and consequently lacking data
integrity.

3.11 SYSTEM FLOWCHAT (HIGH LEVEL MODEL SHOWING THE PROGRAM STRUCTURE)
Fig. 3.3High Level Model
 CHAPTER FOUR
SYTEM DESIGN
4.1 INTRODUCTION
A system is a regularly interacting or independent group of components
forming a unified whole for achieving a specified task.

D.I. Cleland and W.R. King (1975) defined a system as “an organized or
complex unitary whole”. System analysis is therefore the study of the
system’s processing including investigation of inputs and outputs in order
to find better, more economical and efficient means of processing data.

4.2 OBJECTIVE OF THE NEW SYSTEM

 Effectively and efficiently process students admission
 Produce accurate data as expected, easy to implement and utilized
 Produce easy retrieval of students data
 Allow admission decision to be made faster and more efficiently.
4.3 SYSTEM DESIGN
The purpose of the system design is to effectively divide the overall
problems into small and more manageable problems that can be easily
handled by separate program modules. The separate program modules will
later be integrated forming the entire system. This design methodology is
called “Top –down –design”. The program modules that control the main
logic of the system must rely on lower level modules to perform
subordinate tasks reliably.
A detailed design of the new work will guide implementation of the
system. The new system will be based on the development of online
software for automated students’ registration

4.4 PROGRAM DESIGN

The program design does the work of identification of all modules of its
software 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 sub-
systems by taking each system in turn and breaking 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.

4.5 DATABASE SPECIFICATION

The database was designed in SQL server by using data flow diagram.
This database contains the required information about student’s
applications and information, including payment details.
It organizes and manages the information to obtain the report required to
support the software relational database where a common field relates to
different tables of data to each other.
In this database specification, the following databases below are used.

Table 4.1: Bank Receipt

S/No Column Name Data Type Allow Nulls

1 Id int No
2 Jamb_reg_no varchar(50) No
3 receipt_no varchar(50) No
4 Applicant_name varchar(250) Yes
5 Amount float Yes
6 Date datetime No
Table 4.2: Login

S/No Column Name Data Type Allow Nulls

1 Name int No

2 Email varchar(250) No

3 Password varchar(250) No

4 date_created date No

5 Last_Login_date date No
Table 4.3:Post UTME Registration

S/No Column Name Data Type Allow Nulls

1 Id Int No
2 Name varchar(350) No
3 jamb_reg_no varchar(250) No
4 Address varchar(500) No
5 State varchar(250) No
6 Email varchar(250) No
7 Phone varchar(50) No
8 last_sc_attended varchar(500) No
9 result_firstsitting varchar(500) No
10 result_secondsitting varchar(500) No
11 Photopath varchar(500) No
12 Course varchar(250) No
13 Department varchar(500) No
14 jamb_score int No
15 Date datetime No

Table 4.4:Admission List

S/N Column Name Data Type Allow Nulls

o
1 Id int No

2 Name varchar(250) No

3 Department varchar(250) No

4 Jamb_reg_no varchar(250) No

5 State varchar(250) No
4.6 INPUT/OUTPUT DESIGN
Data and storage is considered to be the heart of information management.
The computer cannot accept data in human readable form, such as speech
or a hand written document. It is necessary therefore to present data to the
computer in a way which provides easy conversion into its own electronic
pulse—based forms. This is achieved by supplying data using input
devices such as a keyboard, which converts it into machine sensible form
and also produces output through monitor and printer.

4.6.1 Input Design

The following are the input designs:
Fig 4.1 Bank Portal
Fig 4.2 Application form

4.6.2 OUTPUT DESIGN

Welcome to College Of Education simulated Bank Payment portal

Your simulated bank operation complete.
Your Information has been successfully transferred to your institution
Your transaction ID is 4760420140312181487 
Please use the transaction ID where ever receipt No is needed.
Thanks for using our service
Fig 4.3 College Pay Output Details

Please Donot Refresh the Page after uploading photo

Congratulations !!!

You application has been successfully received

Please print your confirmation form and come along side with it 
to the exam center. A copy has been sent to your email.

Please always check for update information form our site.Thanks.

Fig 4.4 Application Output Details

4.7 PROGRAM MODULE FLOWCHART

The program modules flowcharts of this design are of two types which are
listed below.
COLLEGE PAY FLOWCHART
Start

PORTALPAYMENT
FORM

FILL COLLEGE PAY FORM

DATABASE

END

Fig. 4.5 College Pay Flowchart

APPLICATIONFLOWCHART

Start

ENTER JAMB REG

NO. & RECEIPT ID

FILL APPLICATION FORM

DATABASE

END

Fig. 4.6 ApplicationFlowchart

4.8 CHOICE AND JUSTIFICATION OF PROGRAMMING LANGUAGE

ASP.NET is a server side Web application framework designed for web

development to reduce dynamic web pages. It was developed by Microsoft
to allow programmers to build dynamic websites, web applications and
web services.

ASP.NET is build on the Common Language Runtime (CLR), allowing

programmers to write ASP.NET code using any supported language which
are C#, Visual Basic.Net, Jscript and J#.

ASP.NET works on top of the HTTP protocol and uses the HTTP
commands and policies to set a browser-to-server two-way communication
and cooperation.

The most important things are the benefits it brings, the supports it offers
and its reliability. ASP.NET framework incorporates all these
characteristics, aiming everything for performance.

Being a real Object Oriented (OOP) framework, ASP.NET offers better

code management and clean code structure. It also produces faster web
applications using optimized complied code, in comparison to PHP
language which runs as interpreted code.

4.9 IMPLEMENTATION
System implementation is the construction of the new system and the
delivery of that system into production. Implementation is concerned with
the preparation of resources (e.g. equipment and computer programs)
together with the testing of the system when it has been prepared. It also
includes changing over from using the present system to using the new
one.

4.10 HARDWARE AND OPERATING SYSTEM REQUIREMENT

This is for the implementation of the web driven application software. For
effective and efficient functioning of the system, the following hardware
and operating system specifications are recommended.

4.10.1 Operating System

Minimum of the following OS
1. Microsoft Windows 2000 Professional (Service Pack 4)
2. Microsoft Windows XP Home and Professional Edition
(Professional Service Pack 2, 3)
3. Windows XP Unlimited.
4. Windows 7 Home Basic, Ultimate and Professional
4.10.2 Requirements for Processor
The software requires a minimum of 600 MHZ Pentium processor. It is
however recommended that 1GHZ Pentium grade processor be used.

4.10.3 RAM Size

The minimum RAM requirement is 256MB.

4.10.4 Disk Space

Your computer must have a minimum of 20GB of HDD space available.
You may be able to make more space available by removing temporary
files on your computer, including temporary files created when you
decompress some of the software for installation.

4.11 DETAILED IMPLEMENTATION PLANS

The full implementation of this project is to eliminate the old manual
system and its deficiencies and run a full web –implemented new system to
improve the overall effectiveness and efficiency of the Institution
implementing the online solution

4.11.1 Training of Operators and Users.

Training is provided for admin staff that will oversee the operation of the
application.
4.11.2 Commissioning the Project
The project has been undergoing several tests and evaluation to ascertain
the advantages it has over the existing manual system.
When fully implemented, a few errors were discovered which were
debugged and eventually removed in order to have a fully effective and
efficient designed system to improve the basic operations of the College.
 CHAPTER FIVE

5.0 SUMMARY, CONCLUSION AND RECOMMENDATIONS

This section deals with the summary, conclusions and recommendations of

the project.

5.1 Summary
The use of e-Technology is being increasingly adopted in today’s business
environment.
A web driven application for automated students’ admission would enable
students and the public have access to any admission information and
students registration. The era of students/guidance standing in long queues
waiting to be registered or to receive admission letters is gone.
The world is now a global village; one can be in the room and register, all
he/she needs via internet platform.
One must say this project has been an interesting one and one has been
able to achieve most of the objectives stated in Chapter one.
This project has developed one’s programming skills and increased one’s
interest in problem solving using software engineering approach.
5.2 Conclusion
In conclusion, electronic solutions alleviate some of the stresses on both
ends (the colleg and the students’). It provides a means of proper and faster
means of registration also saves cost.

5.3 Recommendations
This system will be used by the College and the students’ andthe
Collegecould be further modified to work for other overcome tediousness,
queues, time and distance problems.
We are only interested in making the Cross River College of Education,
Akamkpa have a better automated students admission system. It is true
that there is no water tight system, but the earlier this system is employed,
the better the operations it guarantees. There is no question that this system
with its numerous routines that ensure quality and authentic information is
much better than the manual or semi-computerized systems.
It is therefore suggested that Institutions, especially the Colleges and
varsities, should move from their existing manual and semi-computerized
system for this more robust, secure and user friendly software. Finally I
would recommend that project in Information Management Technology
department be done as a group so as to ensure a better result in time and
reduce the cost.
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