College of Industrial Technology

Res 01

Development of an Online Clearance System

for MMSU-CIT

Researchers:
Lorenz Juhn Q. Domingo
Marnel Arculan

Submitted to:
Prof. Aldous Asuncion
Instructor
CHAPTER I
BACKGROUND OF THE STUDY
Clearance System is whenever Semester ends, Students are required to accomplish all of
the requirements on the sheet through payment of fees and to different faculty and staff in the
school then the Dean will be the one to approve it. We follow this system because it serves as our
permission in order to enroll and proceed to the next semester. As a Student on Mariano Marcos
State University College of Industrial Technology we encounter problems when we are
accomplishing our clearance which are the slow process when queuing with other students we
often get delayed because there are limited time for which the faculties and staff are able to sign
our clearance and all of them have to take a break, causing the students who are on the end of the
queue to be delayed in getting their clearance signed.

In Order to prevent this cycle of slow paced system we will propose a project using our
profession to create an Online Clearance System. An Online Clearance is a Computer Software
based system that can minimize our time as a student on going back and forth to the school. It can
also save us a lot of time because we can just open the clearance form through a website by using
internet, we can access it through our phones, computers and laptops. With this proposed system
we students can process our clearance form paperless, all we have to do is click the buttons of what
is required on then the faculty that are admins of this system can just approve the students if they
have acquired the requirements that they are lacking until they reach the final approval which is
the Dean. Not only the student would benefit this project but also it will give the faculty and staff
to manage the students at ease, spend less time avoid getting crowded and faster in queuing.
 There are several related literatures about the Development of Online Clearance System
from different universities and schools, and most of the problems that they have encountered are
almost similar to each other. These are the examples of literature reviews that we have gathered.

According to Usman, Opeyemi Lateef; Olusanya, Olayinka, O.; and Adedeji, Oluwaseun
B(2011).. that who develops the research about Design and Development of Online Clearance
System for Tertiary Institutions: A Case Study of Tai Solarin University of Education, Ogun
State, Nigeria is that Clearance is a certificate giving permission for something to be done. In
higher institution of learning, final year students that have satisfied the academic requirements to
graduate must undergo a clearance process before they disengage from the institution. The above
fact prompted the development of a web-based database-driven students’ clearance system by
Agbo-Ajala and Makinde (2015). The system was developed using PHP and MySQL, and is aimed
at eliminating the delays associated with the manual process of final clearance. In similar manner,
Umezinwa, Uwakwe and Abode (2015) developed online clearance system for final year clearance
of Imo State University using PHP, JAVASCRIPT, CSS, APACHE and MySQL for the database.
The above system was able to process data with great speed and also replaces the error-prone
manual clearance system. Zuhaib (2013) supervised a project on the development of online
clearance system using ASP.Net to create interfaces of the system. The system which was
implemented at Quest University, Nawabshah contain database that can store all the required
information of students for clearance certificate via web pages.

In this literature study explains that they will develop an online clearance system because
the final year students must undergo a clearance process before graduating but this gives a delay
to all of the students because not all of them can fulfill all their requirements at the same time, so
they have proposed and develop a online clearance system to ensure all of the graduating students
will get delayed and will complete the process at the same time. So in Order for them to develop
it, is by using programming and scripting databases such as PHP, MySQL, CSS, APACHE and
JAVASCRIPT that will contain all of the information and data’s of the students through webpages.

Another literature study by Odo Jude Chibuzor(2014) about ONLINE CLEARANCE

SYSTEM FOR GRADUATING STUDENTS
According to Odo Jude Chibuzor, It is discovered that students faced various problems
such as queuing up during clearance, delay in processing of clearance form, unavailability of some
key staffs while processing clearance form thereby leading to students’ consistent visit in a
particular office, loss of vital documents etc. This has led students to the issue of delayed youth’s
service as a result of their inability to complete the tedious manual process of clearance.

Which means because of online clearance system students are struggling when queuing up
in line because there is a delay in processing clearance forms and because of the lack of availability
of the staffs that needs to sign their clearance when going to their different departments and office
and loss of vital documents such as student grades, and certificates. As we can see between the
two related literatures they almost have the same problems regarding about the delay of processes
and produce longer queuing system for the students to be slowed in finishing their clearance. That
is why developing a Online Clearance is the best solution because it will shorten the queuing and
saves a lot of time.

The reason why these related studies and literatures are shared because not all of the
universities and colleges are progressed on this type of Advance System and some of them are
implementing the Clearance System in the Old Ways which is not yet upgraded and improved yet.

The one that we are aiming are mostly similar to these two literature studies but there are
parts of our research that has not been mentioned and highlights on their studies which is the
problem when students needs to go and travel from the main campus to other college such as the
CTE which we student needs to accomplish the library clearance those will cause the student to
spend more time in finishing their requirements. Not only that, but because the situation that we
are experiencing right now on this Global Pandemic it is very risky for students to go on school to
accomplish their clearance because some students are very far away from school and also needs to
travel just to complete their clearance and they very strict when it comes to overloading of students
in the university which further cause even more delay.
STATEMENT OF THE PROBLEM

The Clearance System that we students in Mariano Marcos State University College of
Industrial Technology are previously doing is through pen sign by the assigned faculties and dean
that are written on the clearance form. As also a student on the college we encounter a lot of
difficulties and struggles when completing our form because of different time schedules of the
faculties that will sign our form and sometimes students need to go to school to accomplish the
clearance, so if all students go all to the school there will be more students to be queuing up
resulting an overloading. Queue Overload can be very slow because it will take the faculties longer
to process the student’s clearance and they will be forced to set up another schedule for the students
who are last on Queue, wasting their time and effort to come on school. Other reason is that some
of the faculty and staff can be very busy and cannot sign the clearance early also resulting some
delays. These are the outlines of the main problem that this research addressed:

1. Advantages and Disadvantages of Online Clearance?

2. How efficient is the Online Clearance System?
3. How accurate is the Online Clearance System?
4. Is the online clearance system’s integrity of information guaranteed?

Furthermore, for a student, especially on the graduating students to carry out their clearance
from different faculty departments is very hard especially when we are also go to the Library
Which in CTE which is far enough to walk back and forth, giving us a lot of time wasted. With
the development of the online clearance system on CIT it will solve most of the problems that are
encountered when completing our clearance.

OBJECTIVE OF THE STUDY

The Objective of this study is to improve and upgrade the clearance system that are being
used in the college, with the use of the technologies and internet and as a Computer Tech we can
do this with the use of the Scripting languages and Programming languages and their platforms.
General Objectives:

➢ To examine the current clearance system and provide any solution for the problems
students encountered.
➢ To Design a Database System created through using the scripting and programming
languages in order to store Computational data on how the clearances are progressing.
➢ To ensure the protection and security of the system.

Specific Objectives:

➢ To reduce the problems of students to travel and queuing up with other students in school.
➢ To have an Organize and Systematic process of student’s clearance.
➢ To have an easy access on the clearance system
➢ To have faster queuing.
➢ To help support the faculty staff to get information about how students are clearing.
REFERENCES:

➢ Usman, Opeyemi Lateef; Olusanya, Olayinka, O.; and Adedeji, Oluwaseun B. (2011).
Design and Development of Online Clearance System for Tertiary Institutions: A Case
Study of Tai Solarin University of Education, Ogun State, Nigeria.
➢ Agbo-Ajala and Makinde (2015). Development of a web-based database-driven students’
clearance system.
➢ Umezinwa, Uwakwe and Abode (2015). Online clearance system for final year clearance
of Imo State University using PHP, JAVASCRIPT, CSS, APACHE and MySQL for the
database.
➢ Zuhaib(2013). Development of online clearance system using ASP.Net to create interfaces
of the system.
➢ Odo Jude Chibuzor(2014). ONLINE CLEARANCE SYSTEM FOR GRADUATING
STUDENTS.