DESIGN AND IMPLEMENTATION OF AN AUTOMATED SCHOOL FEES PAYMENT SYSTEM

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ABSTRACT

This project automates the payment processes involved during student registration at the Ahmadu Bello
University, Zaria, Kongo Campus. Payment processes include School fees and hostel allocation. A database was
implemented using MySQL for proper record management and PHP was used as scripting language for the
system development. The student creates an account with the APPS system where he/she can save any
amount of money anytime at the designated banks of APPS so that during registration, he/she simply accesses
his/her account and pays for his/her school fees and accommodation. This project shows that it is easier for
students to complete their registration automatically rather than going through some tedious manual
processes during registration.
TABLE OF CONTENTS

TITLE. i

DECLARATION.. ii

CERTIFICATION.. iii

ACKNOWLEDGEMENT. iv

ABSTRACT. v

TABLE OF CONTENTS. vi

CHAPTER ONE: INTRODUCTION.. 1

1.1 Introduction. 1

1.2 Statement of the Problem.. 2

1.3 Motivation. 3

1.4 Aims. 3

1.5 Objectives. 4

1.6 Scope. 4
1.7 Research Methodology. 4

1.8 Significance. 5

1.9 Organization of the Project 5

CHAPTER TWO: LITERATURE REVIEW - 6

2.1 Introduction. 6

2.2 Information Systems. 6

2.3 Electronic Payment Systems. 7

2.4 Card payment processing. 7

2.4.1 Credit Cards . 8

2.4.2 Debit Cards . 8

2.5 Fees Payment Systems In Nigeria. 8

2.6 Existing System.. 9

2.6.1 Problems of the Existing System .. 10

2.7 Intended System.. 11

2.8 Web-Based Application. 11

2.9 Database. 12

2.10 PHP. 12

2.11 MySQL Database. 13

CHAPTER THREE: SYSTEM DESIGN.. 15

3.1 System Design. 15

3.2 System Description. 15

3.2.1 Data Flow .. 15

3.2.2 System Architecture . 16

3.2.3 Input Specification . 17

3.2.4 Functional Requirements . 18

3.2.5 Non Functional Requirements . 18

3.3 Database Design. 19

3.3.1 Database Schema Diagram .. 19

CHAPTER FOUR: SYSTEM DEVELOPMENT. 22

4.1 Choice of Tools. 22

4.2 Features of the System.. 23

4.2.1 Login Page . 23

4.2.2 Administrator Page . 24

4.2.3 Student Page . 25

4.2.4 Bank Page . 26

4.2.5 Deposit Page . 27

4.2.6 School Fees Page . 28

4.2.7 Accommodation Page . 29

CHAPTER FIVE: CONCLUSION.. 30

5.1 Summary. 30

5.2 Conclusion. 30
5.3 Recommendations. 31

REFERENCES. 32

CHAPTER ONE

INTRODUCTION

1. 1 Introduction

Developments in Information and Communication Technologies (ICTs) have made impact in all sectors of the
society, including education. In higher education, application of ICTs in form of e-learning is changing the mode
of learning and teaching processes [1]. School management is now done online, records are being kept in
databases that are accessible through the web. Also Registration, payment of schoolfees, generating timetables
and much more are done using the web. The world of IT has gone far and wide that now makes us see the
importance of using automated system rather than manual system.

Referring to the problem of school fees and hostel allocation as the Automatic Payment Portal System (APPS)
problem. Given the large number of students that are typically involved in such problem, there is a growing
interest in automating the process of payment using centralized matching schemes that incorporate efficient
algorithms for APPS. Examples of similar automated systems are in use in several universities.

In recent years, the advancement of technology has thus brought us into a new era of Web based systems.
These systems are also known as enquiry systems and have the ability to input data, with a guaranteed
response time and an assurance that the information is accurate and timely, then one is said to have a “Real
Time System” [6]. A real time system is also a Web based system and comprises mainly of four (4) main
components:

i. A data-gathering component that collects data from the external environment.

ii. An analysis component that transforms the received information as required by the application.

iii. A control component that responds to the external environment.

iv. A monitoring component that co-ordinates all other form of these components so that real-time response
can be achieved.

Due to these advancements, organization need no longer be centralized when information services can reach
the home and offices for processing from a number of geographical locations. However, Web based systems
have helped tremendously in every field of human existence today. Hence this project work provides and
creates an Automatic Payment Portal System (APPS) to the Ahmadu Bello University, Zaria, Kongo Campus
through the development of a Web based system that will in turn improve the efficiency and effectiveness of
the university.

1. 2 Statement of the Problem

In most Nigerian Institutions of higher learning especially the Universities and Polytechnics, students enrolment
to these higher institutions is continuously on the increase, and each year every student is expected to register
for a session and therefore the student has to make payment for the session. This increase in student’s
population over the years makes the period of registration stressful and payment of school fees and hostel
accommodation a very tedious exercise. The existing system of payment of school fees and hostel allocation at
the Ahmadu Bello University, Zaria, Kongo Campus involves a student going online to generate a transaction ID
which is then taken to the bank for payment. If the student needs to get hostel allocation, he/she has to go
back online, book a room, generate another transaction ID and then take it back to the bank. This process is
causing a lot of problems because many students will have to line up in unending queues in banks where so
many unforeseen events might happen. A student might lose his/her money; get tired due to stress and so
many other events. Most students during registration are always at home and will have to come back to school
for registration because most banks outside Zaria does not provide this service.

1. 3 Motivation

The existing system or mode of payment results to stress due to the factors and conditions encountered during
registration. Every new and returning student has to register at the beginning of every session.

Most students are in a state of confusion during registration either because they do not currently have the
money to pay for their school fees or will have to come down to school to pay during process with no
guaranteed accommodation or send the money to a friend who is in school.

Based on these observations, a Web based system for Payment which will enable students overcome these
problems during registration is designed and implemented. The system will allow a student to open an account
at a designated bank and keep his/her school fees in the account anytime and any day. Due to the present
situation of the country, parents can also keep their children’s entire school fees in their account. Therefore,
the system allows you to keep your school fees incrementally or at once. The development of this Web based
system will eliminate the major problems of the existing system.

1. 4 Aim

The aim of the project is to develop an Automatic Portal Payment System (APPS) that allows students securely
and comfortably pay their school fees and accommodation fees during registration.

1. 5 Objectives

i. Create a Web based system that will solve the problems of the existing system being used for school fees and
accommodation payment and hostel allocation

ii. Develop a system that allows a student save his/her school fees in an account before the period of
registration.

iii. Allow students to pay their school fees and hostel accommodation anywhere and anytime during
registration.

iv. Ease and speed up registration of students every session.

v. Test and validate the system prototype.

1. 6 Scope

The scope of this project is to develop an Automatic Payment Portal System (APPS) for the Ahmadu Bello
University, Zaria, Kongo Campus. The system will accommodate only the administrator, bank staffs and
students into one integrated Database system.

This project is also scoped to only undergraduate programs in the Ahmadu Bello University, Zaria, Kongo
Campus and it is designed for the two faculties there i.e. Faculty of Administration and Faculty of Law.
1. 7 Research Methodology

The proposed research method that would be adopted is as follows;

i. Requirement Assessment -: A thorough assessment of the current existing system will be carried out and the
requirements of the new system will be clearly defined by interviewing some students and lecturers.

ii. Application Program -: At this stage, the design work flow will be converted to code and debugged.

iii. Testing and Development -: The completed application will be tested and deployed on remote web host,
ready for use.

1.8 Significance

Literature asserts that, for nearly every business, the simple act of collecting payments from consumers is
actually quite complex and yet organizations want to make it easy and convenient for customers to pay, so
they offer multiple choices of payment types and channels.

Therefore, this project proposed the development of an alternative platform that enables students and their
sponsors securely pay university fees online from wherever during registration. This will reduce the lengthy
queues, and congestion at banks for payments. Sponsors of students will also be able to save their wards
school fees before the period of registration and as such will make it easier to cater for their wards [2].

1. 9 Organization of the Project

The project is divided into five (5) chapters. Chapter One is introductory chapter that includes the motivation,
scope, research methodology, aims and objectives of the work, Chapter Two is the literature review, Chapter
Three talks about the system analysis and design of the work, Chapter Four is the system development,
implementation and testing and finally Chapter Five entails the recommendation and conclusion.
ABSTRACT

CHAPTER ONE

INTRODUCTION
CHAPTER ONE

INTRODUCTION

1.1 Background of the Study

Payment of fees in schools especially in tertiary institutions is an indispensable responsibility on students,

parents, guardians and on government or organizations offering scholarship grants. The essence for one going
to school is for better survival tomorrow wherein becoming what he or she is capable of becoming what he or
she wants in life. And the desire of knowledge is the natural feeling of mankind and every human being whose
mind is not debauched will be willing to give all that is required of him or her to get knowledge. It is on this
basic idea that knowledge oriented organization (school) has been set up as a ground for people to go in and
learn in respond to paying for their acquired knowledge for tomorrow’s success. According to Oxford
Dictionary of Current (6th Edition), fee is defined as an amount of money that one pay for professional services.
Simply put, school fee is that fixed interval payment made by a student or students to the school he or she
attends. From the definition, one can outline that school fee payment supposed to be in a regular interval that
is timely, although sometimes may not be that ready by the student due to some financial lapses. Financial
lapses poses a lot of problems to school management because of some pressing needs.

However, when students refuse to pay their school fees on time the school management seems to lack money
in the purse which at this renders the management ineffective. Apart from the management being ineffective
financially, students also face barriers by not being allowed to write their examinations which are one of the
academic frustrations or setbacks. Using computer – based system for fees payment necessitated this research
in order to help solve this problems of either delayed fee payment, or the student not paying at all or the fee
being misused/mismanaged or entangled with criminal attack either on the side of students at the course of
payment or the side of bursary department/school management.

Developments in Information and Communication Technologies (ICTs) have made impact in all sectors of the
society, including education. In higher education, application of ICTs in form of e-learning is changing the mode
of learning and teaching processes (Abrazhevich, 2004). School management is now done online, records are
being kept in databases that are accessible through the web. Also Registration, payment of schoolfees,
generating timetables and much more are done using the web. The world of IT has gone far and wide that now
makes us see the importance of using automated system rather than manual system.

Referring to the problem of school fees payment and issuing of receipt, the school fee management system will
be develop. Given the large number of students that are typically involved in such problem, there is a growing
interest in automating the process of payment using centralized matching schemes that incorporate efficient
algorithms. Examples of similar automated systems are in use in several universities.

In recent years, the advancement of technology has thus brought us into a new era of Web based systems.
These systems are also known as enquiry systems and have the ability to input data, with a guaranteed
response time and an assurance that the information is accurate and timely, then one is said to have a “Real
Time System” (E-Commerce Payment Systems, 2014). A real time system is also a Web based system and
comprises mainly of four (4) main components:

A data-gathering component that collects data from the external environment.

An analysis component that transforms the received information as required by the application.

A control component that responds to the external environment.

A monitoring component that co-ordinates all other form of these components so that real-time response can
be achieved.

Due to these advancements, organization need no longer be centralized when information services can reach
the home and offices for processing from a number of geographical locations. However, Web based systems
have helped tremendously in every field of human existence today. Confirmation system is a software
technique that attests to the truth/validity of data. In Oduduwa University, teller confirmation is done
manually. Therefore the need for a computer-based system for teller confirmation made this research
necessary. The whole importance of education is to impact knowledge in other to influence the world around
us positively. Based on this fact, educational institutions such as primary & secondary schools and universities
have been set up to enroll people in order for them to learn. However, there is a cost to generate knowledge
and similarly a cost to understand and retain it. This cost in education is known as “School fees” or “Tuition
fees”.

1.2 Problem Statement

Teller Confirmation process done manually is submitted to a staff to check student’s teller against their own
record. This process has resulted to problems such as excessive time consumption, stress and in some cases,
issues of misplaced tellers. A teller confirmation system will eliminate the need for physical tendering of tellers
and thereby solving the problems of manual processing of tellers.

1.3 Aim and objective of the study

This study main aims and objective is to provide an alternative to manual teller confirmation process with the
development of an ICT based teller confirmation system for Oduduwa University. The specific objective area:

To provide a reliable and transparent system devoid of personal inclinations and interest

To alleviate the problems and stress of travelling and queuing up of students during payment receipt.

Create a Web based system that will solve the problems of the existing system being used for school fees.

1.4 Significance of the Study

Literature asserts that, for nearly every business, the simple act of collecting payments from consumers is
actually quite complex and yet organizations want to make it easy and convenient for customers to pay, so
they offer multiple choices of payment types and channels.

Therefore, this project proposed the development of an alternative platform that enables students and their
sponsors securely confirm teller payment made to the bank for school fees. This will reduce the lengthy
queues, and congestion at office for payments confirmation.

1.5 Scope of the Study

This study focuses on the confirmation of tellers brought in by students of Oduduwa University.
1.6 Limitation of the Study

Usually, every work has some limitations and this study is not exempted.

The two major limitations of this study are the high programming technique as well as financial constraints. The
high programming technique constraint in PHP, JQUERY and MYSQL prevents the researcher to have an in-
depth study and analysis on the subject matter. While the issue of financial constraint limits the frequency of
investigation to/from the institution toward gathering the necessary information relevant for the study.

1.7 Definitions of Terms

TELLERS: Tellers are paper slips issued out after payments have been made in a bank.

FEE: a charge made by an institution e.g. for membership, entrance, or the administration of an examination.

RECEIPT: this is a written statement that money or good has been received.

CLEARANCE: permission to do something or for something to take place.

AUTOMATION: a system in which a workplace or process has been converted to one that replaces or minimises
human labour with mechanical or electronic equipment.

COMPUTERISED: Convert based system to install or start using a computer system to organise, control,
automates something

DATABASE: Any collection of data organised for storage in a computer memory and designed for easy access by
authorised for easy access by authorised users.

PASSWORD: this is a secret code that a user must type into a computer to enable him access its contents.

MANUAL: This is the use of hands to operate or control something.

HTML CODE: – HTML stands for HyperText Markup Language. It is a type of computer language that is primarily
used for files that are posted on the internet and viewed by web browsers. HTML files can also be sent via
email.

Markup language: – A markup language is a combination of words and symbols which give instructions on how
a document should appear. For example, a tag may indicate that words are written in italics or bold type.

Web browser: -A Web browser is a software program that interprets the coding language of the World Wide
Web in graphic form, displaying the translation rather than the coding. This allows anyone to “browse the
Web” by simple point and click navigation, bypassing the need to know commands used in software languages.

File extension: – A file extension is a suffix at the end of a filename that tells a computer, and the computer
user, which program is needed to open the file. Also called a filename extension, this suffix preceded by at least
one period, is generally one to five characters long but the norm is usually three characters in length.

Email: – Email, also sometimes written as e-mail, is simply the shortened form of electronic mail, a protocol for
receiving, sending, and storing electronic messages. An email has gained popularity with the spread of the
Internet. In many cases, email has become the preferred method of communication.
TCP/IP: – This often used but little understood set of operations stands for Transmission Control
Protocol/Internet Protocol. TCP/IP is the combination of the two and describes the set of protocols that allows
hosts to connect to the Internet. In actuality, TCP/IP is a combination of “more than those two protocols, but
the TCP and IP parts of TCP/IP are the main ones and the only ones to become part of the acronym that
describes the operations involved.

TEXT FILE: – A text file is a computer file that stores a typed document as a series of alphanumeric characters,
usually without visual formatting information. The content may be a personal note or list, a journal or
newspaper article, a book, or any other text that can be rendered accurately in typewritten form.

HyperLink:-A hyperlink is a graphic or a piece of text in an Internet document that can connect readers to
another webpage, or another portion of a document. Web users will usually find at least one hyperlink on
every webpage. The simplest form of these is called embedded text or an embedded link.

WWW: – acronym for World Wide Web.