CHAPTER ONE

INTRODUCTION

1.1 Introduction
Educational portal system refers to the use of various kinds of electronic media and

information and communication technologies (ICT) in education. Educational

portal system is an inclusive terminology that encompasses all forms of

educational technology that electronically or technologically support learning and

teaching. Depending on whether a particular aspect, component or delivery method

is given emphasis, Educational portal system may be termed technology-enhanced

learning (TEL), computer-based training (CBT), internet-based training (IBT),

web-based training (WBT), online education, virtual education, or digital

educational collaboration.

Educational portal system includes numerous types of media that deliver text,

audio, images, animation, and streaming video, and includes technology

applications and processes such as audio or video tape, satellite TV, CD-ROM, and

computer-based learning, as well as intranet or extranet and web-based learning.

Information and communication systems, whether free-standing or based on either

local networks or the internet in networked learning, underlay many education

portal system processes.

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Education portal system can occur in or out of the classroom. It can be self-paced,

asynchronous learning or may be instructor-led, synchronous learning. Educational

portal system is suited to distance learning and flexible learning, but it can also be

used in conjunction with face-to-face teaching, in which case the term blended

learning is commonly used. It is commonly thought that new technologies make a

big difference in education. Many proponents of educational portal system believe

that everyone must be equipped with basic knowledge of technology, as well as

use it as a medium to reach educational goal.

1.2 BACKGROUND OF STUDY

Educational portal system is an inclusive terminology for all forms of educational

technology that electronically or technologically support learning and teaching.

The worldwide education portal system industry was estimated to be over $48

billion in 2000 according to conservative estimates. Developments in internet and

multimedia technologies are the basic enabler of education portal, with consulting,

content, technologies, services and support being identified as the five key sectors

of the education portal system industry. Information and communication

technologies (ICT) are used extensively by young people.

Educational portal system have given people in college accessibility to data,

wherever one looks data of education portal system is there, there are many

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different mobile devices as well as their many ways that these benefit people

around the globe anytime, anywhere access to data. This can improve interactions

between students and their instructors for their class, this can allow students with

tools which they can use for different purposes and use independently supports

problem bas actions. There are also ways that it can deter people from actually

learning as pointed out, it may make it easier to chat talking someone away from

learning and into talking to someone through facebook. It also give them the ability

to cheat through online text and quizzes having the ability to look for the answer

using GOOGLE it is a possibility. Education Portal System through technology

will most likely be seen more and more in today’s college environment.

Approaches to Education Portal System require a focus on students providing them

with tools to support their shared activities and problem based activities.

1.3 STATEMENT OF THE STUDY

System especially in tertiary institutions suffers a lot of setbacks in learning due to

the old method of teaching system in use. The setbacks are in different forms and

are listed below:

1. They don’t have access to global information hence they have lack huge

knowledge of what is obtainable in the society.

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 2. The library is not adequately equipped with good books and at the same time

they don’t have access to the internet.

3. Distance also serves as a barrier for those seeking to be educated in such

institutions.

4. Inadequate level of computer literacy is another giant Challenge.

5. Poor awareness of educational web portal for both teachers and students has

also posed a lot of setback.

1.4 AIMS AND OBJECTIVES

This research focuses on breaking down the barriers to the distance education and

expatiates on the importance of an educational web portal in academic institutions.

The objectives of this research project is to:

1. Introduce the application of information technology in academic institution.

2. To create a website to help reduce the stress in running a department

3. To provide alternative ways of attaining education.

4. To implement a system that will improve the academic performance of students

1.5 SIGNIFICANCE OF THE STUDY

Education portal system benefits organizations and individual more especially

academic institutions as in our case- the computer science Department Federal

Polytechnic Nekede, Owerri- that implements it. It reduces the cost of learning,

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result processing and it creates an avenue where computer science student from

any part of the world once connected to the internet can be educated. Educational

Portal System also functions in improving standard of education which helps to

eliminate inadequacies like examination malpractice.

1.6 SCOPE OF THE STUDY

This project work titled “Design and Implementation of an Educational Portal

System” was designed and implemented to suite computer science department,

Federal Polytechnic Nekede, Owerri. It was planned and structured to best the case

study. With little amendments, especially in the courses offered, this project will

benefit all other departments in Federal Polytechnic Nekede, Owerri even other

institutions.

1.7 LIMITATIONS OF THE STUDY

The rate of technology is moving at rapid speed and not everybody understand how

some of the tools used for this education portal process are used. Some people find

it difficult to afford this form of learning, especially due to the cost of accessing

the internet.

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1.8 DEFINITION OF TERMS

Education – the imparting and acquiring of knowledge through teaching and

learning, especially at a school or similar institution.

E-learning – is the delivery of education (all activities relevant to instructing,

teaching and learning) through various electronic media: the electronic medium

could be the internet, intranet, extranet, satellites TV, video/audio tape and /or CD

ROM.

Website – a website is a collection of many interconnected web pages organized

by a specific college, organization company etc, and connecting web pages (goods

and commodities) on the internet.

Network – System of two or more computers, terminals and communication

devices linked by wires, cables or a telecommunication system in order to

exchange data.

Learning – to gain knowledge or understanding of or skill by study, instruction or

experience.

Front-end – the user interface.

Back-end – software controlling routine tasks.

Lag-time – the wasted time meant to be used for something more important.

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Work-around – a technique that enables somebody to overcome a fault in a

computer program or system without actually putting the fault or detect right.

Workflow – the progress or rate of progress work done by a department.

Database – any collection of data organized for storage in a computer memory and

designed for easy access by authorized users.

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 CHAPTER TWO

LITERATURE REVIEW

2.1 Introduction

Within the United States and Canada, the phrase “education portal system-” is

often treated by users as a synonym for “E-learning system” – a more recent term,

the very construction of which implies a fundamental relationship between

Education Portal practices and Web-based technologies like the Internet (Barbour

and Reeves, 2009; Stewart, 2004). However, as many educational scholars have

pointed out, the earliest examples of Education Portal practice significantly pre-

date the invention of the Web, beginning with the invention of email in the early

1970s and continuing with the establishment of innovative “virtual schools” in the

early 1990s (Barbour and Reeves, 2009; Harasim, 2000). Consequently, most

educational scholars have rejected the synonymous use of the terms “Education

Portal” and “online learning,” and promoted instead the development of more

inclusive Education Portal definitions, such as “the use of new information and

communication technologies in education” (Bates, 2001). This movement to come

to some practical consensus about scope of Education Portal suggests a significant

step in the collocation, and hence development, of future Education Portal

research. In the late 1990s and early 2000s, interest in Education Portal, both

scholarly and commercial, increased substantially, particularly in the United States,

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Canada, and Australia. Studies of American students in virtual programs at both

the elementary and secondary level led researchers to tout Education Portal’s many

benefits, including but not limited to its flexibility in geography and scheduling, its

ability to address various learning styles, and its overall expansion of educational

access to people in remote communities (Kellogg and Politoski, 2002; Cavenaugh

et al, 2006). While some of these studies have since been criticized for not being

based on “robust [enough] research” (Barbour and Reeves, 2009), the general

impression of, and evidence for Education Portal as Paradigmatic shift in the field

of education (Harasim 2000) remains basically intact. Indeed, according to a 2009

report on the state of online-based Education Portal in U.S higher education

Seaman, 2010), over 4.6 million American students took at least one online course

during the fall 2008 academic term – a 17 percent increase over the number of

students reported in fall 2008. With student participation in Education Portal

increasing in this way, a number of educational researchers – particularly those

interested in post-secondary education – have attempted to explore variations in

Education Portal programs’ curriculum designs, delivery modes, social

communities, and instructional training methods (Bawane and Spector, 2009;

Maher, 2009; Stewart, 2004; Bates, 2001). Furthermore, over the past five years,

such explorations have gradually but distinctly shifted the geo-cultural scope of

Education Portal discussions beyond the boundaries of the North American and

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Australian higher education systems, and into the higher-education options of

students in regions such as South Asia (Bawane and Spector, 2009), Africa

(Muhirwa, 2009), the Netherlands (Vander Meij and Boersma, 2002), East Asia

(Hseih, 2010; Rye, 2009), and Latin America (Hamuy and Galaz, 2010; Scagnoli,

2009; Cambell, 2008; Stewart, 2004; Valente, 2003). As a result of this widening

and deepening of twenty-first century Education Portal research, more results have

also emerged in critique of the so-called “benefits” of certain Education Portal

models and components. For example, several authors have published recent

papers highlighting the hidden costs of bringing Education Portal to new countries’

higher education systems, from the cost of putting in place a widely accessible

national telecommunications infrastructure (Bates, 2001) to those costs associated

with the establishment of national accreditation agencies for Education Portal

programs and institutions (Bollag, 2001). Such discussions of cost are particularly

significant to researchers investigating the potential and/or presence of Education

Portal programs in the most economically-challenged developing countries, and

will likely play an important role in bringing together researchers interested in

Education Portal pedagogy with those who are more broadly interested in ICTs and

global socio economics. One of the key geo-cultural regions that is just starting to

draw serious attention from both Education Portal scholars and ICT researchers is

that of Latin America – in particular Latin American countries with large

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universities such as Brazil and Chile, as well as those with explicit ties to foreign,

for-profit Education Portal programs. Indeed, over the past three to five years, a

significant number of for-profit companies have established Education Portal

programs in Latin America, moving in response to the unmet demand for higher

education in developing countries in general (Campbell, 2008). Such companies,

which include Bermuda-based Whitney International University System and

Baltimore-based Laureate Education, are essentially unregulated entities, yet they

have still managed to establish partnerships with many Latin American campuses,

such as the Technological University of Mexico and the Latin University of Costa

Rica (Campbell, 2008). Simultaneously, several major Latin American

universities, like the Universidad de Chile in Santiago, have been begun to invest

heavily into interactive Education Portal technologies such as course management

systems (CMSs). While researchers in both Education Portal and ICT have been

aware these trends for several years, studies are have only recently begun to appear

regarding the effectiveness of such programs from a pedagogical perspective

(Hamuy and Galaz, 2010; Scagnoli, 2009). What’s more, in several of these

studies, researchers noted a complex mix of enthusiasm for and resistance to

Education Portal in Latin American higher education institutions – a paradox

explained, according to some, by a strong cultural interest for the technologies of

Education Portal, but a moderate disinterest towards the new pedagogical

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processes associated with Education Portal in North America and elsewhere

(Hamuy and Galaz, 2010; Valente, 2003). Consequently, issues of geo-culture-

based pedagogical flexibility, or how to improve the utilization of current

Education Portal technologies in Latin American institutes of higher education,

will likely be fruitful grounds for future Education Portal research, if not research

into educational ICTs.

2.2 Approaches to Education Portal System

Education Portal has evolved since technology was first used in education. There is

a trend to move towards blended learning services, where computer-based

activities are integrated with hands-on, face-to-face, or classroom-based situations.

Bates and Poole (2003) and the OECD (2005) suggest that different types or forms

of Education Portal can be considered as a continuum, from no Education Portal,

i.e. no use of computers and/or the Internet for teaching and learning, through

classroom aids, such as making classroom lecture PowerPoint slides available to

students through a course web site or learning management system, to laptop

programs, where students are required to bring laptops to class and use them as

part of a face-to-face class, to hybrid learning, where classroom time is reduced but

not eliminated, with more time devoted to online learning, through to fully online

learning, which is a form of distance education. This classification is somewhat

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similar to that of the Sloan Commission reports on the status of Education Portal,

which refer to web enhanced, web supplemented and web dependent to reflect

increasing intensity of technology use. In the Bates and Poole continuum, 'blended

learning' can cover classroom aids, laptops and hybrid learning, while 'distributed

learning' can incorporate either hybrid or fully online learning.

It can be seen then that Education Portal includes a wide range of applications and

it is often by no means clear, even in peer reviewed research publications, which

form of Education Portal is being discussed. However, Bates and Poole argue that

when instructors say they are using Education Portal, this most often refers to the

use of technology as classroom aids, although over time, there has been a gradual

increase in fully online learning.

Two popular tools for Education Portal Learning System are Blackboard Inc.

and Module:

Blackboard Inc. has over 20 million users daily. Offering six different platforms:

Blackboard Learn, Blackboard Collaborate, Blackboard Mobile, Blackboard

Connect, Blackboard Transact, and Blackboard Analytics; Blackboard's tools allow

educators to decide whether their program will be blended or fully online,

asynchronous or synchronous. Blackboard can be used for K-12 education, Higher

Education, Business, and Government collaboration. decide whether their program

will be blended or fully online, asynchronous or synchronous. Blackboard can be

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used for K-12 education, Higher Education, Business, and Government

collaboration. Module is an Open Source Course Management System. It is free to

download and provides blended learning opportunities as well as platforms for

distance learning courses. The Module website has many tutorials for creating a

program or becoming a Module student. ICT expenditures in education have

differed within and between countries. Finland, Norway, Belgium and Korea

appear to make best use of educational ICT.

2.3 Technology

There are many types of technologies used in the education system. Most

Education Portal situations now use combinations of these techniques, including

blogs, collaborative software, portfolios, and virtual classrooms.

2. 4 Educational technology

Along with the terms learning technology, instructional technology, the term

Educational Technology is generally used to refer to the use of technology in

learning in a much broader sense than the computer-based training or Computer

Aided Instruction of the 1980s. It is also broader than the terms Online Learning or

Online Education which generally refer to purely web-based learning. In cases

where mobile Technologies are used; the term M- learning has become more

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common. Education Portal, however, also has implications beyond just the

technology and refers to the actual learning that takes place using these systems.

In higher education especially, the increasing tendency is to create a Virtual

learning environment (VLE) (which is sometimes combined with a Management

information System MIS to create a Managed Learning Environment) in which all

aspects of a course are handled through a consistent user interface standard

throughout the institution. A growing number of physical universities, as well as

newer online-only colleges, have Begun to offer a select set of academic degree

and certificate programs via the Internet at a wide range of levels and in a wide

range of disciplines. While some programs require students to attend some campus

classes or orientations, many are delivered completely online. In addition, several

universities offer online student support services, such as online advising and

registration, e-counseling, online textbook purchase, student governments and

student newspapers.

Education Portal can also refer to educational web sites such as those offering

learning scenarios, worksheets and interactive exercises for children. The term is

also used extensively in the business sector where it generally refers to cost-

effective online training.

The recent trend in the Education Portal sector is screen casting. There are many

screen casting tools available but the latest buzz is all about the web-based screen

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casting tools that allow users to create screen casts directly from their browser and

make the video available online so that the viewers can stream the video directly.

The advantage of such tools is that it gives the presenter the ability to show his

ideas and flow of thoughts rather than simply explain them, which may be more

confusing when delivered via simple text instructions. With the combination of

video and audio, the expert can mimic the one-on-one experience of the classroom

and deliver clear, complete instructions. From the learner's point of view this

provides the ability to pause and rewind and gives the learner the advantage of

moving at their own pace, something a classroom cannot always offer.

Research on the use of video in lessons is preliminary, but early results show an

increased retention and better results when video is used in a lesson. Creating a

systematic video development method holds promise for creating video models

that positively impact student learning Blended teaching, learning, and techniques,

blended learning is where students get their education through traditional learning

in classrooms and instruction through computer or other tech devices, this is meant

as a way to use both online and in class tools while gain the same knowledge

without the need to always see your teacher or other classmates This still allows

teachers to have some control over information given to students, blended learning

combines teacher-led instruction and online instruction using computers and other

such means of mobile devices. In addition to flexibility and convenience for

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students, according to research there is evidence that a blended approach can result

in learning outcome gains for those using blended learning approach.

2.4.1 Computer-based training

Computer-based learning or training (CBT) refers to self-paced learning activities

delivered on a computer or handheld device. CBT often delivers content via CD-

ROM, and typically presents content in a linear fashion, much like reading an

online book or manual. For this reason, CBT is often used to teach static processes,

such as using software or completing mathematical equations. Computer-based

training is conceptually similar to web-based training (WBT), the primary

difference being that WBTs are delivered via Internet using a web browser.

Assessing learning in a CBT is often by assessments that can be easily scored by a

computer such as multiple choice questions, drag-and-drop, radio button,

simulation or other interactive means. Assessments are easily scored and recorded

via online software, providing immediate end-user feedback and completion status.

Users are often able to print completion records in the form of certificates. CBTs

provide learning stimulus beyond traditional learning methodology from textbook,

manual, or classroom-based instruction. For example, CBTs offer user-friendly

solutions for satisfying continuing education requirements. Instead of limiting

students to attending courses or reading printed manuals, students are able to

acquire knowledge and skills through methods that are much more conducive to

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individual learning preferences. For example, CBTs offer visual learning benefits

through animation or video, not typically offered by any other means.

CBTs can be a good alternative to printed learning materials since rich media,

including videos or animations, can easily be embedded to enhance the learning.

However, CBTs pose some learning challenges. Typically the creation of effective

CBTs requires enormous resources. The software for developing CBTs (such as

Flash or Adobe Director) is often more complex than a subject matter expert or

teacher is able to use. In addition, the lack of human interaction can limit both the

type of content that can be presented as well as the type of assessment that can be

performed. Many learning organizations are beginning touse smaller CBT/WBT

activities as part of a broader online learning program which may include online

discussion or other interactive elements.

2.4.2 Collaborative learning

Computer supported collaborative learning (CSCL) uses instructional methods

designed to encourage or require students to work together on learning tasks.

CSCL is similar in concept to the terminology, "Education Portal 2.0".

Collaborative learning is distinguished from the traditional approach in which the

instructor is the principal source of knowledge and skills For example; the

neologism "Education Portal 1.0" refers to the direct transfer method in computer-

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based learning and training systems (CBL). In contrast to the linear delivery of

Content, often directly from the instructor's material, CSCL uses blogs, wikis, and

cloud-based document portals (such as Google Docs and Drop box). With

technological Web 2. 0 distances, sharing information between multiple people in a

network has become much easier and use has increased. 1 One of the main reasons

for its usage states that it is "a breeding ground for creative and engaging

educational endeavors.

Using Web2.0 social tools in the classroom allows for students and teachers to

work collaboratively, discuss ideas, and promote information. According to Sandal

(2008), blogs, wikis, and social networking skills are found to be significantly

useful in the classroom. After initial instruction on using the tools, students also

reported an increase in knowledge and comfort level for using Web 2.0 tools. The

collaborative tools additionally prepare students with technology skills necessary

in today's workforce.

2.4.3 Audio

The radio has been around for a long time and has been used in educational

classrooms. Recent technologies have allowed classroom teachers to stream audio

over the internet. There are also webcasts and podcasts available over the internet

for students and teachers to download. For example, iTunes has various podcasts

available on a variety of subjects that can be downloaded for free.

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2.4.4 Videos

Videos may allow teachers to reach students who are visual learners and tend to

learn best by seeing the material rather than hearing or reading about it. Teachers

can access video clips through the internet instead of relying on DVDs or VHS

tapes. Websites like YouTube are used by many teachers. Teachers can use

messaging programs such as Skype, or webcams, to interact with guest speakers

and other experts. Interactive video games are being integrated in the curriculum at

both K-12 and higher education institutions.

2.4.5 Computer, laptops, and tablets

Having a computer or laptop in the classroom allows students and teachers access

to websites and other programs, for example, Microsoft Word, PowerPoint, PDF

files, and images.

2.5 Learning managements

Learning management systems, for example, Blackboard or Module, are internet

based applications that institutions used to reach their students. It allows educators

to create and deliver course material using the internet. Educators can post

announcements, grade assignments, check on course activity, and participate in

class discussions. Students can submit their work, read and respond to discussion

questions, and take quizzes.

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The virtual classroom also provides the opportunity for studentsS to receive direct

instruction from a qualified teacher in an interactive environment. Students have

direct and immediate access to their instructor for instant feedback and direction.

The virtual classroom also provides a structured schedule of classes, which can be

helpful for students who may find the freedom of asynchronous learning to be

overwhelming. The virtual classroom also provides a social learning environment

that replicates the traditional "brick and mortar" classroom. Most virtual classroom

applications provide a recording feature. Each class is recorded and stored on a

server, which allows for instant playback of any class over the course of the school

year. This can be extremely useful for students to review material and concepts for

an upcoming exam. This also provides students with the opportunity to watch any

class that they may have missed, so that they do not fall behind. It also gives

parents the ability to monitor any classroom to ensure that they are satisfied with

the education their child is receiving.

In asynchronous online courses, students proceed at their own pace. If they need to

listen to a lecture a second time, or think about a question for awhile, they may do

so without fearing that they will hold back the rest of the class. Through online

courses, students can earn their diplomas more quickly, or repeat failed courses

without the embarrassment of being in a class with younger students. Students also

have access to an incredible variety of enrichment courses in online learning, and

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can participate in college courses, internships, sports, or work and still graduate

with their class.

In many models, the writing community and the communication channels relate

with the Education Portal and the MIS learning communities. Both the

communities provide a general overview of the basic learning models and the

activities required for the Participants to join the learning sessions across the

virtual classroom or even across standard classrooms enabled by technology. Many

activities, essential for the learners in these environments, require frequent chat

sessions in the form of virtual classrooms and/or blog meeting .

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 CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

3.1Introduction

This chapter deals with system analysis of the old system and design of the new

system. System analysis is a structured process of breakdown a system into

components with an aim of collecting and analyzing facts in respect to the existing

operating procedures in order to obtain a full appreciation of the situation

prevailing. It is important to carry out system analysis ensure that an effective

computerized system can be designed and implemented when proved feasible.

According to E.C and Chapman R.J. “System analysis is defined as the method of

determining how best to use computer with other resources to perform tasks to

meet the information needs of an establishment or an organization. Before moving

into the major building blocks design of the proposed system the existing system

needs to be analyzed in order to identify their weaknesses.

3.2 System Analysis

As stated earlier, system analysis is a structured process of breakdown a system

into components. This section intends to break the existing into components. The

existing system involves providing academic materials such as Lecture Time table,

Lesson plans, Instructional materials and services such as Online Registration,

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Course Registration and Result checking facilities for students of Computer

Science department of Federal polytechnic Nekede. Although there may be other

components activities of an Educational portal system but these projects work

looks into the above listed components with a view of computerizing their

operations. This analysis is divided into three phases according to the main

components of a system:

INPUT ANALYSIS

The input to the existing system is derived from the Manual Student Registration

form and Manual course registration form. When a student gets admission he/she

fills some forms after which some important details are issued to him/her including

matriculation number. This forms the input to the existing system. The information

required for entry into the forms includes:

Student Registration Form input

1. First Name 2. Middle Name 3. Last Name 4. Sex 4. Phone

5. Address 6. Programme 7. Date of Birth 8. State of origin 9. LGA
10.Passport
Course Form input

1. Matriculation number
2. Current Semester
3. Students courses in the current semester

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PROCESS ANALYSIS

The processes involved in the existing system include:

1. Verifying the details submitted by the students to ensure they tally with the ones

in their credentials.

2. Issuing the student a unique Matriculation Number ensuring no two persons

have the same matriculation number.

3. Including the student’s Name in the department and school register.

OUTPUT ANALYSIS

The output derived from the processing carried out on the input data in the existing

are presented in form of reports. They are listed below:

1. Student registration slip

2. Course Registration slip

3. Academic Materials such as Lecture Time, Lesson Plans and Instructional

Materials.

4. Student Result Slip

5. Other deliverables such as list of courses offered per semester, lecturers and

courses they offer as well as list of venues for theoretical lectures and practical.

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3.2.1 DETAILED DEFINITION OF THE PROBLEM

From my findings, educational activities such as registrations and provision of

academic materials and services are still being carried out manually in the

computer science department. The problem here is that the objectives of the

department - which to ensure that student have access to the academic material and

services they need to acquire the required skill - may be completely defeated. This

is because manual activities are characterized with much inefficiency and error

prone due to human limitations. These limitations are seen as slow operation.

In the manual system, students wait endlessly in queues to be registered by the

screening officer. They also have to wait in another longer queue to obtain a course

form, go for verification of the course form before submitting it. After writing

exams it takes a long time for the department to process and publish student result.

Secondly, Due to the large number of students admitted every year the

department’s Academic Planning Unit may not be able to provide Academic

Materials such as Lecture Time table, Lesson Plans and Instructional Materials for

the students. Even if they can, it is costly to operate since all these materials have

to be printed. Moreover pasting time tables (lecture and exam table) and results on

notice boards is not a good solution because most students would not have access

to them. This is because the department doesn’t have enough space to paste the

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lecture and exam time table, results and lesson plan. Even if they do have it won’t

last long because most students in the course of searching for their results, lesson

plane or time tables tear up the sheets up.

Moreover, the volume of work for the computer science department staff is much.

Students outnumber the personnel – lecturers, academic and non academic

officials. In this regard, to attend to student needs is not an easy task in the manual

system.

All these are the problems identified from the analysis of the existing system and

forms the objective of the new system intended to be design in this project.

3.2.2 Feasibility Study

In the analysis of this project work, feasibility study was conducted to make sure

the proposed solution to the problems identified can be designed and implemented.

In this feasibility study, economic and operational feasibility were highly

considered.

Economic analysis is one of the most used techniques for evaluating the

effectiveness of a proposed system. More commonly known as cost/benefit

analysis, the procedure was to determine the benefits and savings that are expected

from a proposed system and compare them with costs. If benefit outweighed costs,

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decision is taken to design and implement the system otherwise; further

justification or alternative in the proposed system will have to be made. This is an

ongoing effort that improves in accuracy at each phase of the system life cycle.

Operational analysis was also conducted to ascertain the usability of the proposed

solution (software package). This includes a measure of how user friendly the

interface is. How easy it is to train the staff of the computer science department to

use the package. The aim of this feasibility factor is to ensure that the user will not

reject the new system. If the clients in this case staff and students of computer

science department are willing to use the system then the system is operationally

feasible.

3.3 METHODS OF DATA COLLECTION

3.3.1 ORAL INTERVIEW

This was done between the researcher and the doctors in the hospital used for the

studies, and the lab attendance was interviewed. Reliable facts were got based on

the questions posed to the staff by the researcher.

3.3.2 Study of Manuals

Manuals and report based used by lab attendance were studied and a lot of

information concerning the system in question was obtained.

3.3.3 Evaluation of Forms

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Some forms that are necessary and available were assed. These include admission

card, lab form, test result, bill card Etc. These forms help in the design of the new

system.

3.4 Problems of the existing system

Most of the problems encountered in the existing system are due to its

characteristic use of manual system in carrying out operations. Manual activities

are characterized with much inefficiency and error prone due to human limitations

and constitute problems to the existing system. The following are the problems of

the existing system.

1. Slow Operation: In the manual system, students wait endlessly in queues to be

registered by the screening officer. They also have to wait in another longer

queue to obtain a course form, go for verification of the course form before

submitting it.

2. Lack of Accuracy: This is a very big issue in education system especially in

the area of processing and publishing student’ result. Manual systems are prone

to different kinds of error due to human limitation. It occurs when either results

processing or record officer makes mistakes and is usually difficult to rectify.

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3. Loss of Student Record: The operation of the existing system involves

movement of files from one location to another and may lead to loss of

important files and students records.

4. Inadequate provision of materials: In existing system, students complain such

much about inadequate supply of academic materials. This is due to the large

number of students admitted every year. The department’s Academic Planning

Unit may not be able to provide Academic Materials such as Lecture Time

table, Lesson Plans and Instructional Materials for the students.

5. Tedious and time consuming to Operate: In the existing system, the volume

of work for the computer science department staff is much. Students outnumber

the personnel – lecturers, academic and non academic officials. In this regard,

to attend to student needs is not an easy task in the manual system.

6. Costly to operate: It is costly to implement as it requires a lot of man labor and

money to prepare and publish instructional materials, lesson plans, lecture ime

table and student results. The cost of buying papers, printing and pasting using

gum add to the cost. It also requires extra security to stop students from tearing

the publications up.

3.4.1 Data Preparation

Data preparation is the most ‘mechanical’ of the stages of a research project. Data

preparation is about constructing a dataset from one or more data sources to be

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used for exploration and modeling. It is a solid practice to start with an initial

dataset to get familiar with the data, to discover first insights into the data and have

a good understanding of any possible data quality issues. Data preparation is often

a time consuming process and heavily prone to errors. The old saying “garbage-in-

garbage-out” is particularly applicable to those data mining projects where data

gathered with many invalid, out-of-range and missing values. Analyzing data that

has not been carefully screened for such problems can produce highly misleading

results. Then, the success of data mining projects heavily depends on the quality of

the prepared data. As it was mentioned, different datasets for different entities were

used in this project in which each of the datasets had their own quality and

structure. Data to be supplied in any database must be appraised in terms of

quality. Quality comprises components, namely, accuracy, logical consistency,

resolution, completeness, time, lineage, and so on. Various tests had been carried

out by the researcher on the selected data sets to examine the quality parameters.

For example, the patient registration table and patient treatment records are two

important characteristics that had been accessed by the System.

3.4.2 USER PREPARATION

Every software project must provide a way to incorporate the targeted users of the

software during the development process to ensure its usability. This calls for the

creation of a simple and instructive user interface. User interface is a means by

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which the user and a computer system interact, in particular the use of input

devices and software. The user interface of the new system was designed to be

self-explanatory and contains components that prepare the user for the operation of

the system. To ensure a proper user preparation, a user manual was also prepared.

3.5Objective of the new design

Education Portal system features and functions will help in improving standard of

education to eliminate inadequacies like examination malpractice. The aims and

objectives of developing a new system, i.e. a web based Education Portal system

for computer science department is to:

1. Provide an easy and cost effective method of running a department. It provides

an online form to register students, generate a matriculation number for each of

the students.

2. Reduce work load on the management of computer science department as it

provides a mechanism for students to register their courses and provide access

to the material they (students) need for a given semester.

3. Accuracy is maintained, as the computer information will yield an accurate

result.

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4. Provide an automated system for compilation and dissemination of students

result. The Computer Exams and Record department need not worry again

about compilation of students.

5. Elimination of errors in result compilation and generation of reference list

6. The speed of operation of the medical system is high when compared to

manual method.
7. Enable the student use a modern way of checking results.

3.6Program structure

Program structure also known as program design structure is the design of the

program to be implemented in a given software project. Two design structure

considered in this project are: Modularity and Top-Down Design.

3.6.1 Modularity

Modularity is the degree to which a system’s components may be separated and

recombined. The meaning of the word, however, can vary somewhat by context.

In software design, modularity refers to a logical partitioning of the “software

design” that allows complex software to be manageable for the purpose of

implementation and maintenance. The logic of partitioning may be based on

related functions, implementation considerations, data links, or other criteria.

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Modular approach to software development was adopted in the design of the

software required to take over some of the manual operation in this new system.

The modules in this software are grouped by their functions are:

1. Student Registration module

2. Course Registration Module
3. Report Generation Module
4. Help module
5. File maintenance module

Top-Down Program design

Top down Program design is the development of an algorithm to solve a problem.

Algorithms are, as you know, a set of steps to solve a problem in a finite amount of

time. By definition, an algorithm is independent of any particular programming

language, so a program design must, by implication, avoid relying on the features

of a given computer language. The algorithm for the solution provided in this is

research project is as shown below:

1. Start

2. Display Home Page

3. Register as a student (to obtain a Matriculation No)

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 4. Login with the Matriculation No and password (To view student related

processing :step 4-5) or with Admin ID and password (to view admin

Activities : step 6-)

5. Choose an option from student activities

6. Print the transaction slip for the activity you select goto step 8

7. Choose an option from administrator activities

8. Update student’s data goto 8

9. Return to home

3.7 System flow chart

Document
(Hypertext)
Input from key
Board

Process Data

Internal Storage
Database Storage

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 3.8 The software Model/Architectural Design

The Main Menu Specification

Register Login Admin Logout

View Lecture Upload Lecture

Register Courses Note Notes

Check Result Process Results

When a student login into the system he/she will either register courses or check

his/her result or even view lecture note. But when the admin login into the system,

the admin either upload a lecture note or process a student’s result, after which the

system will be logout.

3.9File maintenance module

Education portal system modules are the different parts of the program. Programs

are composed of one or more independently developed modules that are not

compiled until the program is linked. Typical Educational Portal website for a

school or department should consists of multiple modules since it has so many

functions. Each module is focused on one area of the business processes such as

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student registration, course registration, provision of instructional materials, result

checking. Aside the user/functional requirement, one other important require

aspect considered in the new system design is system requirement. The Education

portal system also needs a File maintenance module. File maintenance module is a

very important module in a system development project that creates and stores files

in the system. The file maintenance functions begin once the system is fully

implemented. They are used mainly for making modifications after the software

has been delivered. In the software for this project, there are two file maintenance

modules – Enhancement maintenance module and Corrective maintenance module.

Enhancement maintenance has to do with modification of the software due to

change in ever dynamic environment and corrective maintenance as the name

implies is carried out as a result of error discovered in the system after delivery.

3.10 MAIN MENU SPECIFICATION

The new system is built to correct lapses and error in the existing system (which is

the manual process of the transactions) and as such create new ways of organizing

its data or files. In the new system, there will be data independence and there will

be a decentralized data file sharable between different available allocation systems.

With these we will be able to solve the problem encountered with the unproductive

37
maintenance of the old system, it will be eliminated and also the problem

encountered in batch mode of processing data will be addressed.

Thus, the following make up the main menu specification:

(i) Student Registration

(ii) Student Login

(iii) Admin Login

(iv) Course Registration

(v) Result Checking

3.10.1 Output Specification

In designing any system, the first requirement is what the output would look like

before deciding how to go about producing it. Here the outputs are expected to be

generated for this system includes

1. Student Registration slip

2. Course registration Slip

3. Student Inbox after login in (Education Material assigned to them according

department and level)

4. Student Result slip after checking result

3.10.2 Input specification

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The input specifications of a system are known from the output. After modeling

the output the developer can deduce what is needed to be input to obtain the

expected output. The necessity for quick response from the system determines the

need for an online type of input; considerations are given to;

(1) Registration form

(2) Course registration required to know the academic materials to assign to the

student as well as lesson plan

(3) Require field to search and retrieve a student’s result

(4) Login details such as (Matriculation Number and Password for student) and

Administrator Id and password for Admin.

In the design of this work, Matriculation Number and password are used to give

students access to their Personal contents. The 12 character Matriculation number

which is issued to the student during registration together with the password he/she

chooses serves as input during login. The password is designated in such a way

that it allows a minimum of 6 and maximum of sixteen characters and it is

encrypted to avoid unauthorized access.

In login in, one can log in either as a Student or as an administrator. As an

administrator you will be able to view all registered students, process and store

39
student’s result and update information. The student can only have access to his or

her own profile.

3.10.3 File Design

The database management system used as the data repository in this design is

MySQL server-side DBMS. It consists of the following tables

1. Register

2. Courseregister

3. Coursematerials

4. Lessonplans

5. Results

3.11 Overview of the proposed system flowchart

The system has two main users and they have different views of the site.

The diagram below illustrates the sequence of operation carried out by

the different users in the System.

The User View

Enter Home

Register Login Notice Board About US Our Courses

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 Figure 3.3 The user view of the Education Portal system

The Administrator View

Home Page

ADMIN Admin Login

Upload View Registered View Registered Process Result

Instructional Mat. Courses
Student

Fig 3.3 Admin View Educational Portal System for computer science Department

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 CHAPTER FOUR

SYSTEM IMPLEMENTATION

4.0 Introduction

This chapter deals with system implementation of the project. At the

implementation stage of a project certain tools referred to as Development tools are

needed. The development tools are defined as the basic required devices that are

used during the implementation of the Education Portal System to enable the

programmer design effective and efficient software. From the design of this system

there are some basic components that are needed to be added in the system when

42
the development of the system was yet at an initial stage. These components can be

referred to as the software development tool.

4.1 Justification of programming Language

The new system was implemented using Pre hyper processor (PHP) script,

Cascading Style Sheet (CSS), MYSQL Database, WAMP (Window Apache Mysql

PHP ) server, fireworks and adobe Photoshop for graphic design, Swissmax for

animation. PHP was used because the programming language has the advantage of

easy development, flexibility, supports web application and data manipulation and

it has the ability of providing the developer/programmer with possible hints and it

produces a graphical user interface.

Also PHP supports modular programming and hence the research finds it

suitable for the design of this software.

4.2 SYSTEM CONTROL

System control is the element that guides the system. It is the decision-making sub-

system that controls the pattern of activities governing input, processing and

output. It also keeps the system within the boundary set. For example, control in a

‘computer system’ is maintained by the control unit that controls various units by

43
means of passing different signal through wires. In this educational portal system

the Navigational Menu controls other sub units of this website.

4.3System Requirements

A Computer system is made up of units that are put together to the work as one in

other to achieve a common goal. There are two parts of the computer system,

namely and they form the requirement of this system.

4.3.1 Software Requirement

Software is a program used by computers to facilitate their operations and

utilization. It gives the computer the capability of doing whatever the user wants. A

computer without software is like an empty box. Software can be of two types;

namely

I. System software

II. Application software

The system software is a program written by manufacturer to create an interface

for the user. It creates a communication session between the hardware and the user,

this software has no limited requirement since it is platform independent. It can run

on any vendor‟s operating system.

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The application also known as a user programs is developed to help provide a

particular solution to a problem. For the software requirement for the database

warehouse to run properly, Java run time be installed. The software required for

this system to run successfully on an environment are:

General requirement

1. Operating System

2. Web browser

3. A web Server Apache (On the server Side)

4. A Server side Database Management System (MYSQL)

4.3.2 Hard Ware Requirement

The Following Processor -512MHz minimum but 500mhz recommended

5. Hard disk- not ratified

6. RAM-250Mb minimum but 512 recommended

7. Display -5VGA

4.4 System Implementation

In implementation stage, the System is built following the design documents

exactly. It involves writing actual codes in accordance with the design document,

45
testing the software, installation of the software, file conversion and other

implementation details.

4.4.1 Coding

Coding is of paramount importance in the development of any computer based

information system. This involves writing various different codes or instructions to

enable the computer perform the task. The Education Portal System is composed of

Student registration module; course Registration Module, Academic Material

provision Module and result compilation and publishing module etc. These

modules are packaged based on the activities and transactions performed by the

computer science department of the Federal Polytechnic Nekede Owerri.

4.4.2 System Testing

The entire system was as well tested (test run) in general along side with the old

system in other to identify areas of further enhancement and development.

4.4.3 Training and Re-training of staff

After the installation of the new system, the ICT directors (admin), the students

(users) and other departmental personnel involved in the use of the website were

trained. Some with little knowledge of computing were re-trained to master this

particular website. The procedure for the training is as followed:

1. How to boot a computer system

2. How to host a website (i.e get the website ready for browsing)

46
 3. How to register a how browse a website from a remote Server

4. How to register a student in the Portal

5. Viewing reports of a given patients medical history

6. How to view all the registered students

7. Upload Materials for registered courses

4.4.4 File conversion

This involves the conversion of manual data (the old system) to electronic data.

The converted data can be used as desired by user(s). The file or data conversion is

done without loss of accuracy.

4.4.5 Changeover procedure

When the new system has been thoroughly tested and proven to be reliable and

satisfactory, a changeover will be made discarding the old system and introducing

the new system. In considering a suitable method of changeover, different factors

have to be put into considerations. One of such factor is cost effectiveness of the

implementation. Since the system design is costly, care should be taken when

choosing the changeover procedure during the implementation to avoid system

collapse. There is different change over method that can be used in changing over

to the new system which are as followed:

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1. Parallel conversion: This is a situation where both old and new system is sued

simultaneously until it is ascertained that the new system performs correctly,

hence the organization switch over the new system completely. This method

serves a dual purpose; Testing system and also making provision for a standby

incase the new system failed.

2. Direct Cut Over: This has to do with discarding the old system and

immediately using the new system. This method is suitable in cases where there

is no similarity between the old and the new system or where the organization

cannot cope with the cost of running the two system together.

3. Phase Conversion: This is a situation where a portion of the new system is

used until it is ascertained that it works correctly and them the remaining

portion is converted.

4. Pilot conversion: This entails having a small group people using the system

and if it works correctly, the remaining groups are converted.

4.4.6 Commissioning

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The Education Portal Website System is commissioned to The Department of

computer science Federal Polytechnic Nekede owerri for managing student records

and providing academic materials for students.

4.4.7 User Manual

The user manual for this system contains lectures on the following packages.

1. Hosting a website (i.e get the website ready for browsing)

2. Registering and browsing a website from a remote Server

3. Registering a student in the Portal

4. Viewing reports of a all registered students and their respective course

5. Upload academic Material required for all registered courses

CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATION

5.1 SUMMARY

With the recent development of information technology, it is obvious that

computer is an indispensable tool in almost all aspects of men’s daily activity. The

introduction of computer in the organization precisely in an academic institution’s

has without doubt made the running of institutions more effective and less tedious.

49
The information requirement of the management and that of the extended world of

the organization is now easily reached when compared with paper file system.

Therefore, the implementation of an educational portal system is one of the

most important systems that have gone a long way in improving the overall

performance of student of an academic institution.

5.2 CONCLUSION

Every project usually has it objectives, which it works toward, and usually some

means may be used to achieve an end. The research study has adopted several

activities and all other associated means by which a departmental online

registration of courses and material provision and checking of result could be

developed and implemented.

It achieved it objectives which is to convert the manual processes associated

student course registration and result compilation, result publishing and provision

of academic materials in computer science department to automated process. The

project work followed a systematic approach through careful studies, analysis and

design to code and implement an a web portal system for providing academic

materials for student’s and keeping track of all the records needed to improve the

academic performance of computer science students. Though it was designed

50
solely for the Department of Computer Science, Federal Polytechnic Nekede,

Owerri, but with little amendment it can server department of the School.

5.3 RECOMMENDATION

The following recommendations based on the research finding are been made to

perhaps guide the department of Computer Science, Federal Polytechnic Nekede in

implementation of the online registration of course, provision of academic

material, result processing and Checking System. Installation of all the

components of this system on the school network is recommended, proceeded by

handing it over to an ICT professional for effective management. There should be

a genuine and functional need for the project and not a proposed need for it.

If the executive board has endorsed the feasibility study and report, then it been

recommended that a certified computer/information technology professional,

analyst /programmers should be employed to take over the management of the

affairs of IT department of the school, so that any hitch could be effectively

handled to ensure a smooth run. A comprehensive program and refresher course

should be organized by the computer expects on operations in a network

environment.

In the development of this project, which involves detail processing of student

results, emphases were on subsystem- Academic Material provision and result

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compilation and dissemination. Computer Science Department was used here as

the case study but with the little amendments these subsystems can equally been

used for other Departments in FEDPONEK Owerri. Each of these subsystems will

require detailed analysis before their design in other to optimize the indispensable

use of an automated Polytechnic recording system.

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