CHAPTER ONE

INTRODUCTION

BACKGROUND OF THE STUDY

The quest for education and knowledge has gained a great momentum and thanks to

technology. It has given education a boost, from online admission application system to online

lecturing system, technology is virtually seen in the corners of education. Education encompasses

our lives and it has formed the foundation of our society. Education helps to improve our minds

and mold inquisitive minds into intellectuals. Higher learning takes the intellect to the next level,

providing a deeper understanding of the world around us.

Admission seeking through application is a process all prospective students must undergo.

This process has been manned by manual process despite the digitalized process of student

application. This research intends to automate this process of admitting students via the automation

and simulation of the standard admission rules of African thinkers community of inquiry, college

of education.

Admission is the process of being taken into a programme only after one has qualified by

having above the minimum requirement. Admission simply imply the permission to enter into a

particular place.

The main objective of student’s online admission system is to computerize the process

carried out in schools with improved performance and realize the vision of paperless admission.

Some of the goals are: to manage large number of student, to create student accounts and maintain

data effectively.
 Digitalization is making life simpler and more interesting. Computers are seen in diverse

areas of human life. From sleeping to eating, from exercise to working, technology has become

human companion, education is not left out.

Education as a best legacy given to individuals helps to stimulate our minds and create

inquisitive minds into intellectuals. It helps us to learn more about our life and world. Every

education icon wishes to make education in his or her watch greener through the incorporation of

technology. Hence, many started from online application, computer based test (CBT) and

publishing of admitted students names on the internet but little has adopted the online admission

system that will automate the admission rules and standard guidelines of admission.

The present admission process into African thinkers community of inquiry, college of

education is a manual process. Applicants or prospective students purchase the admission form,

from the admission office of the college of education thereby following up the manual and paper

form kind of admission thereby making the process tedious. Gold Alli (2021)

A system as a set of hardware, software (principles, rules and procedures) and people that

works in union to achieve a common goal makes up life of which information technology is not

excluded. An online student admission system in this context is a model of a system that will

automate the minimum required rules for admitting prospective student by the body/authority

concerned. This system will downsize the delay caused by humans due to the large number of

application received as well as set a limit to the numbers of application for each course like a seat

reservation system.

Bucklund(2007) in his research defined system as a whole that cannot be divided into

independent parts, therefore he conclude a system can be defined as a composition of multiple

dependent elements that interacts with each other and produces an outcome in totality.
 Decision made in this system as in other systems are principally grounded on principles and

experiences in human but built as intelligence into computer system. Due to the speed and

efficiency of computers, they are good companion for decision making and planning of business

activities. This is supported through the use of management information systems and decision

support systems.

System employs methods (rules), processes/procedure and machine readable measures.

These are to convert data/information fields that will enforce the rules that the system has been

programmed for. This is why system can use the input supplied by a user to achieve a result like in

the case of authentication, verification and decision making.

STATEMENT OF PROBLEM

Any manual system is occasioned with a lot of deficiency and set back. The manual system

of admission has a lot of deficiencies, ranging from delay to favoritism in admitting students. In

this digitalize world where people and technocrats are advocating for paperless society, manual

admission system will only upsurge the paper work. The difficulties student’s and staff in relation

to the admission department usually face in any institution of higher learning made the researcher

to realize that (computer aid) an online admission system is the best that can happen to African

thinkers community of inquiry, college of education.

The proposed system is to overcome the problems in the existing system such as:

 Confidentiality – There is no confidentiality as the panels of admission

personnel might leak out vital and private information

 Speed – The human efficiency in terms of speed is extremely slow. If they were

to consider every application against the requirements then one might be forced

to say, the snail is faster.

  Error – Most times, there are errors of mapping the application number

against the application name, hence two different people will be attached to a

slot thereby causing some serious issues. There are also many other errors

that can be seen like wrongly spelt names and wrong application numbers.

 Class Range – Due to the inefficiency of human, a class of fifty students

might be over populated at the end of admission process thereby making

learning un-conducive for the students.

OBJECTIVES OF THE STUDY

Online student admission system is aimed at automating the admission process into African

thinkers community of inquiry, college of education. The objectives of the study is to do the

following:

 To design an online system for student admission (into African thinkers community of

inquiry, college of education) using Structure Query Language on SQL Server

Management studio for its database and Active Server Pages.net (Hyper Text Markup

Language and Visual Basic.net are incorporated) on Visual Studio for its interface

design. This system will enhance:

 Conglomeration of geographically scattered applicants.

 Time reduction in activities handling

 Paperless admission

 Reduced manpower

 Centralized data handling

 SIGNIFICANCE OF THE STUDY

Education is vital to individual hence the process of admitting students should be true

whereby the duly merited individuals will get admitted, not the unmerited via favouritism. Some

important significance include:

 It would create convenience for the aspiring students to apply for the admission.

 Reduction in the use of paper works thereby leading to loss of documents either by

human mistakes or accidents

 Improve the effectiveness of the admission department of the school.

This will also help in proper preservation of applicants data against the paper based method

that after a period the paper gets decay and might even be burnt.

SCOPE OF THE STUDY

This research work is limited to African thinkers community of inquiry, college of

education Enugu State. This was achieved to attain a standard output that will be useful to both

students and as well as staffs of the Institution. This research work would lead to a quick and faster

admission process into the college of education.

LIMITATIONS OF THE STUDY

In the course of this study, to acquire some important information leads to an exhaustive study

which enabled me to get all I want, but some factors militate against it, the institution is lacking in

some computerized gadgets and programming platforms which really slow down the work process,

other factors include time, finance and mental energy to make the research work a successful one.
 CHAPTER TWO

LITERATURE REVIEW

Introduction

“The process of facilitating knowledge and the transfer of skills, value and belief is known

as education. The transfer of skills, knowledge, habits and so on is transferred from the educator to

the seeker. Also, education is the process of imparting knowledge, skill and judgement. The

transfer of knowledge can take diverse platform or avenue such as storytelling, discussion,

teaching, research and so on. Education has stages and admission into a particular stage must be

given. Here comes the role of the admission personnel. Education is compulsory in most places up

to a certain age, attendance at school often isn't, and a minority of parents chooses home-schooling,

sometimes with the assistance of modern electronic educational technology (also called e-learning).

TECHNOLOGY ENHANCED COMPUTER SOFTWARE BASED ONLINE SYSTEM

Online system has become a central element of the discourse on higher education (Cox 2005).

There seems to be an overall drive towards online system given importance need for flexibility in

scheduling and the daily emergency of communication technology and capabilities.

With the fast spread and development of online system applications, many colleges and universities

has began to offer online courses as an alternative to the traditional face to face platform.(Hill

Stock 2005)

Online system is presented as a means of conveying or passing information to an extensive learning

community any place at any time (Cox 2005).

CONCEPTUAL FRAMEWORK

Computers as present help a lot to speed up processes and activities of human. Computers

are looked upon as obedient servants who are ever ready to free man from tedious procedures and

produce results as compared with human computing time. A machine that is capable of accepting

input data, store and process the data based on instructions given by the user and produces expected

results called output is termed a computer. Computing is the act of using a computer to perform a

task.

According to Gold Alli (2021) Computing can be defined as a process of using computer

technology in achieving or completing a given task.

“A system is a collection of components that works together to realize some objective

forms of a system”, Stella Chiemeke, (2006). A system can also be seen as a combination of

machine, people and processes to achieving a unified goal. Systems always have an input that the

people initiate the processes to acts on it through the machines to have an output according to the

system’s design and programming.

Input Output

Processing

Fig 2.1 A Basic System Component

“A combination of machine, processes and people that produces a defined set of output

from a set of input is a data processing system. The input and output are interpreted as data, fact,

information and so on; depending on the interpreter’s relation to the system. A data processing

system may involve some combination of:

 Conversion – Converting data to another format.

 Validation – Ensuring that supplied data is "clean, correct and useful."

  Sorting – "Arranging items in some sequence and/or in different sets."

 Summarization – Reducing detail data to its main points.

 Aggregation – Combining multiple pieces of data.

 Analysis – The "collection, organization, analysis, interpretation and presentation of

data".

 Reporting – List detail or summary data or computed information.

A very simple example of a data processing system is the process of maintaining a check

register. Transactions – checks and deposits; are recorded as they occur and the transactions are

summarized to determine a current balance. Monthly the data recorded in the register is reconciled

with a hopefully identical list of transactions processed by the bank.

A more sophisticated record keeping system might further identify the transactions for

example deposits by source or checks by type, such as charitable contributions. This information

might be used to obtain information like the total of all contributions for the year. The important

thing about this example is that it is a system, in which, all transactions are recorded consistently,

and the same method of bank reconciliation is used each time.

Another example is this system – student admission system, that records all the academic

required input of the applicant as well as other inputs and processes it to admission or not after a

good check of the requirements if fulfilled or otherwise. Another synonym for data processing

system is information processing system.

REVIEW OF RELATED LITEARTURE

The concept of data and information is very important in understanding issues that go with

the development and implementation of a computer software based admission system.

According to Leary(2008) data simply consist of raw unprocessed facts while information

is a data that has been processed by the computer.Information being a processed data is the life
wire of any computer system. The input to most system aren’t necessary raw fact but some are

information wish will be reprocessed to fit the format of the system’s output. These systems are

tools which assesses, calculates, measures, stores, regulates, monitors, retrieves information

amongst others. To a large extent, most systems are information systems or have a relationship to

the properties of an information system.

Information System (IS) is defined as the software that helps organize and analyze data. An

information system is essentially made up of five components which are hardware, software,

database, network and people. These five components integrate to perform input, process, output

and feedback. It collects and processes data (or information) and provides it to mangers at all levels

that use it for decision making, planning, program implementation and control. The aim of

information system is to improve the quality and accuracy of information; it also aims in compiling

and reporting. An object/entity may be considered an information processor if it receives

information from another object and in some manner changes the information before transmitting

it.

“An information system may be defined as a continuing and interacting structure of

hardware, software, people and procedures to collect, sort, analyses evaluate and distribute

pertinent, timely and accurate information for use by recipients to enhance better decision making.

An information system notably, admission system et cetera provides both a data processing

capacity and information to help recipients make better decision. The information generated from

these systems goes a long way to meet the need of people in a given organization as well as those

outside the organization.” (Apanapudor, 2006).

It is essential for any establishment to ensure that sound and effective Information systems

of various forms like staff information system, visitors tracking system amongst others are in place.
(Apanapudor, 2006), said that information system provides stand and reports and most recently,

they provide information, that support decision making.

‘Information can also be seen in some context as a work system which is a system in which

humans or machines perform processes and activities using resources to produce specific products

or services for customers. An information system is a work system whose activities are devoted to

capturing, transmitting, storing, retrieving, manipulating and displaying information. Information

systems inter relate with data system on one hand and activity system on the other hand.

Enwerem (2008) explain that the concept of information in an organization sense is more

complex and difficult than the frequent use of the common word would suggest, Oketunji(2009)

put more emphasis that the information is data that has been processed, transmitted by the

recipient, interpreted and understood by the recipient. It should be noted that the user not just the

sender is involved in the transformation of data into information. A given message can have

different meaning to different people, based on this one can safely say that data which has been

analyzed, summarized or processed in some other fashion to produce a message or report which is

conveniently called management information only becomes information if it is understood by the

recipient. Therefore the user determine whether a message contains information or just processed

data.

The introduction or emergence of computer into information technology has widely improved the

information need of organization; the success of this machine is dependent on the knowledge base.

Therefore one can be prompted to ask “what is a computer” Funk(2007) defined a computer as an

electronic device that can perform automatically at a high speed of a sequence of logical operations

according to instructions giving to inform of a pre-arranged program.

Anigbogu (2000) defines a computer as an electronic device capable of accepting data and

instruction; process the data base on the instruction to generate result or output in such a manner

that is yet equaled by any other known machine to mankind.

The aim of information system to admission, registration, result processing and clearance in

universities using computer software based online system is to improve the quality and accuracy of

information provided to all involved as well as assisting universities in compiling and reporting

information, making the work lesser for the management.

Since the arrival of internet technology, school system has taken a new shape with style with a

blend of convenience and satisfaction. Taylor (2010) says that computer base education includes

both computer – assisted instruction programs that interact with students in a dialogue and a

broader array of educational computer applications such as simulations or instructions in computer

programming. Information technology has always helped the university system to educate both

staff and student in a better way, to explain a few examples staffs are been taught on how to

manage the proposed computer system and students obtain their admission form without carrying

files around. This is safe, fast and has no hazels. Filling out the admission form and going to offices

to submit certain documents is time and energy consuming process, through the online process the

admission application is made easy and there is majorly a fast response or reply.

CHAPTER THREE

INTRODUCTION

Student admissions are delicate part of any university’s because students are what keep a school

alive. The student admission is one of the most important activities within a school as one cannot
survive without students. A poor admissions system can mean fewer students being admitted into a

university because of mistakes or an overly slow response time.

RESEARCH METHODOLOGY

Research is a careful study of a subject, especially in order to discover new facts or

information. It is the structured approach to a particular job such as system analysis and design.

Structured systems Analysis and Design methodology is a set of standards for system

analysis and application design. It makes use of formal methodical approach to the analysis and

application design of information systems. The SSADM is an open methodology based on

waterfall model. It has been used by many commercial businesses, consultants and educational

establishment.

ANALYSIS OF THE EXISTING SYSTEM

When a student is about to admitted, he/she will obtain an admission form at the administrative

offices. The student has to bring along certain requirements that are needed by the institution,

before the candidate can be admitted.

The present admission system of the institution is a manual one. This make the system tedious and

time consuming. Here, student has to spend much on transportation and visiting different offices,

for the admission to be approved. In the manual system forms are stored in a file cabinet. Each

time the admission form is needed, a search operation is conducted on the file cabinet to locate a

particular student admission form.

 STRENGTH OF THE EXISTING SYSTEM

Manual admission systems, even in present days where computerized systems seems to triumph

over paper based systems, can still provide a way of recording student data and can deliver a

meaningful information system for an institution.

A manual admission systems, if developed correctly can deliver timely and accurate information.

 Easier to set up

 Can be more flexible than a computerize system

 Can be secure

 Does not need electricity or batteries

 Cheaper

 Greater “impression” of control

WEAKNESS OF THE EXISTING SYSTEM

Due to the manual means been used by the university, keeping information about student

clearance, a lot problems are encountered which includes:

 Delay in processing admission form

 Unavailability of some key staffs while processing clearance form, which leads student
repeatedly visiting a particular office in other to approve his/her admission form.

 Lose of vital document as the filing system is manual.

 Damage of document due to fire or rain incident.

  Illegal removal of forms by fraudulent staff leading to insecurity.

 Take a lot of time to retrieve a particular admission form.

ANALYSIS OF THE PROPOSED SYSTEM

The new system is designed to solve problem affecting the manual system in use. It is design to

be used online thereby relieving both student and staff from much stress as experienced from the

manual system.

This will do the analyzing and storing of information either automatically or interactively,

it will make use of online access to internet.

The proposed system will also have some other features like:

 Accuracy in handling data

 Fast rate of operation and excellent response time.

 Flexibility (i.e) it can be accessed at any time.

 Easy way of back up or duplicating data in a hard drive in case of data loss.

 Better storage and faster retrieval system.

 Accessibility from any part of the world.

 START

LOG IN

SUCCESSFUL??
NO
YES

STUDENT INFORMATION

CHECK IF DATA IS
SAVED NO

YES

INPUT NAME
INPUT REGISTRATION

CHECK ADMISSION STATUS

PRINT RESULT

STOP

FLOWCHART OF AN ONLINE ADMISSION SYSTEM

 CHAPTER FOUR

Introduction

This new system is structured to work with the standard software development procedure. In order

to achieve an effective online admission system. Structured Analysis and Design (SSADM) was

used. This is because SSADM is an internationally accepted software engineering model mainly

used in most oriented analysis and design.

System Requirement

In order to realize this project, the following software and hardware components was used:

Hardware requirement

In the cost of the design, the software development needed the following hardware for an effective

and efficient operation of the new system.

 Pentium IV

 1GB RAM

 A good web browser

 At least 40GB hard disk.

 E.G.A/ V.G.A a coloured monitor

 An uninterruptible power supply

  Laser jet or Deskjet Printer.

Software Requirement

The software requirements includes:

 A windows 98 or higher version for faster processing

 Microsoft access

 Visual basic integrated development environment (version17)

 Net framework

System Maintenance

 Ensure the system is placed in a cool environment to avoid overheating

 Ensure the system has a dust cover or placed in a dust free environment to avoid

overheating. In the sense of it can affect the functionality of the system.

 Ensure the computer which the software runs is optimized always to maintain its

processor speed.
 CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATION

Summary

The use of computer software based online admission system forms the basis of the school

management decision. It aims at providing the management with adequate, effective, well

documented up-to-date and formatted output. Having come to the completion of this project work,

a lot of achievement was made and they include:

 Data can now be processed with great speed and efficiency

 Replacement of error prone manual system with new automated online admission

system.

 The security of data is ensured.

 The use of database server was implemented.

Conclusion

Research and development are continuous process; this is same in computer and software

development, however the effectiveness and efficiency of this new system provide room for further

improvement. As earlier stated some of the objectives of this project were not actualized due to

some limitation, the objectives can still be improved upon, the online admission system if

developed will offer greater opportunity for the institution management. All transaction or payment

with regards to student’s admission can be carried out online.

Recommendation

The research work done is limited to online admission system only, it would be better if the

management carefully create and structure an online admission portal in admitting students both far

and near, thereby increasing the population of students in the institution.

The following objective are my recommendation for the African Thinkers Community of

Inquiry, college of Education:

 An online admission portal should be implemented.

 System software experts should be employed to maintain the functionality of the

online admission portal.

 Development of the school computer lab should be put in place to enable computer

science students have a bank of knowledge on programming and hardware

maintenance.