CHAPTER ONE

1.1 INTRODUCTION
Clearance is a status granted individuals, typically members of Military, University
graduates and Employees of Government and their contractors, allowing them access to
classified information, a clearance by itself is normally not sufficient to gain access.
The organization must determine that the clearance individual has a “need to know” the
information. Clearance is the process of determining and negotiating any permission
that are needed to make use of someone else’s intellectual property in creative project.
Part of that process include
Determining the owner(s) of the intellectual property.

Contacting the owners and negotiating on agreement.

Administering written contracts.

Handling other issue related to the use and licensing of intellectual
property.
No one is supposed to be granted access to classified information solely because of rank
of position, but once a clearance is obtained access to certain information or gain of
freedom will be granted.
The advantages of e-learning are many, as people of all ages and backgrounds become
increasingly reliant on the internet for information, online learning become more
convenient and efficient here, the need for an online clearance system. The skills needed
to access and comprehend information online are becoming common place, and the
flexibility of wireless computing means that any coffee shop, airport or bedroom can
become a classroom online courses, registration, clearance have few, if any
scheduling restrictions, well-integrated learning resources and competitive degree
option, with an online clearance system. The changing online college landscape now
includes online clearance system, traditional undergraduate and general studies
programs. However, career learning is still the most popular online training option.

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 1.2 BACKGROUND OF THE STUDY
Petroleum Training Institute, Effurun Delta State was approved by the Federal Government
of Nigeria. It was established in the year 1973 by the federal government of Nigeria as a
prerequisite for the membership in the Organization of Petroleum Exporting Countries (OPEC) to
train indigenous middle-level manpower to meet the labour force demands of the oil and gas
industry in Nigeria and the West African sub-region. It awards General Welding Certificates, ND
(National Diploma) and HND (Higher National Diploma) certificates.
Petroleum Training Institute Effurun, Delta State has been officially accredited and/or recognized
by the National Board for Technical Education (NBTE), Nigeria.

In Petroleum Training Institute, there is need for automated method of keeping data, more so a
greater need for an online clearance system. This would a long way in alleviating the various
problems and stress involved in the manual method of clearance. Moreover, the issue of delayed
youth service as a result of mobility to complete the tedious manual process of clearance would be
curtailed.

1.3 STATEMENT OF THE PROBLEM

The process of clearing students of a named institution PETROLEUM

TRAINING INSTITUTE after graduation requires that the students must be cleared in
their various departments and information units. Among which are:
 Sport Secretary Clearance
 Head of Hostel Clearance
 Student Union Fee
 Convocation and Matric Gown fee
 Departmental Due
 School fees Receipt for ND1/ND2 or HND1/HND2
Furthermore, for a graduating student to carry out his/her clearance from all these
departments it normally takes a lot of time and a lot of processes and delay in clearing the
student

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for youth service as well as collection of statement of results. Hence, it became imperative for
computer software based online clearance system to eliminate the shortcoming of the manual
system in place.
 There is no way to get clearance form in one office.
 Most of the activities are time consuming and stressful.
 Absence of some staff officers who sign Clearance form which leads to students repeatedly
visiting a particular office in order to sign his/her clearance form.
 Students travelling one office to the other and queuing in line to sign clearance form.
 When the Clearance form is lost it causes delaying of readmission date.
 Data redundancy &loss of data.

 Unauthorized body may sign Clearance form.

 Data recording system is not centralized or not in the modern system which is difficult.

 It takes more space because the data is stored in the form of written document.

1.4 AIM OF THE STUDY

To develop and implement a user-friendly web-based student clearance management

system that automates and streamlines the clearance process, aiming to enhance efficiency,
transparency, and accessibility in managing student clearance procedures within an
educational institution.

1.5 OBJECTIVES OF THE STUDY

The objective of this project is to create a computer software based online clearance system
for the graduating student which includes the following:
To effectively and efficiently process student’s clearance.

To provide a reliable and transparent system devoid of personal inclination and

interest.

To provide borderless access.

To ensure prompt clearance.

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 To alleviate the problems and stress of travelling and queuing up of student during
clearance.

1.6 SIGNIFICANT OF THE STUDY

The project work will help in a good number of ways to ease the queuing system in
polytechnic as the online clearance system will help student to achieve whatever they
want to achieve without coming to the various offices for clearance.
Clear advantages of internet information processing over those of traditional manual
system are higher yields. Online clearance system allows the users to check their
clearance status as whether they are in any way indebted to the school, fill and submit
their clearance form, and obtain their clearance letter. There are many other advantages
of online clearance system and some of them are listed below
 It saves a lot of time.
 It is very convenient to use it right from the bedroom, office or
anywhere in the world.
 Information processing is very fast and delays can be avoided.
 It is inexpensive to student and school management.
 It is also help the school in reducing cost such as labor and stationary.
1.7 SCOPE OF THE STUDY

This project work is to develop a computer software based online clearance system for
doing clearance for graduating students of Petroleum Training Institute. The software
development will be carried out using Xamp to manage both the database and at the
same time make the software online.

1.7.1 METHODOLOGY

There are different methods of data collection. Among them we should use interview and
questionnaire methods of data collections.

 Observation: this data is collected from that we are facing problems when we going
for clearance. This type of data is mainly collected from us means student of the
institute.
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  Interview: It’s a fact finding technique whereby we should use to collect further
information from employees through face-to-face interaction. This method will help
us to get clear, timely, and verified information in greater depth. However
interviewing employees was time consuming, and it depends on the will of
employees

 Questionnaires: those types of data are also collected by distributing question and
answering method by having the fall and success to the students and instructors.

 Document analysis: we will use document analysis data gathering method to

collect the documented information about job registration in Petroleum Training
Institute.

1.8 LIMITATIONS

A web-based student clearance management system can be a valuable tool for

educational institutions, but like any technology, it has its limitations. Here are some
potential limitations to consider:

 INTERNET DEPENDENCY:
The system relies on a stable internet connection. If the internet is slow or unavailable,
users may face difficulties in accessing or updating information.

 SECURITY CONCERNS:
Security is a significant concern for any web-based system. Student clearance data may
contain sensitive information, and ensuring the security of this data is crucial to prevent
unauthorized access or data breaches.

 USER TRAINING:
- Users, including students, staff, and administrators, may need training to effectively
use the system. If users are not adequately trained, it can lead to errors, inefficiencies, and
frustration.

 COMPATIBILITY ISSUES:

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 Compatibility issues may arise with different web browsers or devices. The system needs
to be tested and optimized for various platforms to ensure a seamless user experience.

 TECHNICAL SUPPORT:
Users may encounter technical issues or have questions about system functionality.
Providing timely and effective technical support is essential to address these issues and
maintain the system's usability.

 DATA MIGRATION CHALLENGES:

Implementing a new system may require migrating data from existing systems. This
process can be complex and may lead to data inconsistencies or loss if not handled
properly.

 TIME CONSTRAINTS
Due to time constrain the web-page covers only clearance for various departments by the
graduating student

 FINANCIAL CONSTRAINTS:
Due financial constraints people cannot afford this kind of process online especially
towards the cost of accessing the internet. Therefore, it would cost a lot to develop a full
web-based clearance system.

DORMITORY: checks
students building block
room number; full name,
ID number and whether

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student return material
(foam, pillow, bed) or not
manually
DORMITORY: checks
students building block
room number; full name,
ID number and whether
student return material
(foam, pillow, bed) or not
manually
DORMITORY: checks
students building block
room number; full name,
ID number and whether

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student return material
(foam, pillow, bed) or not
manually
DORMITORY: checks
students building block
room number; full name,
ID number and whether
student return material
(foam, pillow, bed) or not
manually
DORMITORY: checks
students building block
room number; full name,
ID number and whether

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student return material
(foam, pillow, bed) or not
manually .

1.9 DEFINITION OF TERMS

Computer Network: Computer network is a system that connects two or

more computers together using a communication link.

World Wide Web: World Wide Web simply called “www” is the
most important tool of the internet, it was created in the late
1980’s in Europe and was limitedly use in academics cycle.

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 Clearances: official certification of blamelessness trustworthiness or
suitability for graduation and issue of certificate in degree course.

File Transfer: Any kind of computer file can be sent via the internet from one
internet user to another. Table of account in a spreadsheet, design by a graphic
artist, music and sound files etc., can all be exchanged in this way.

Web Browser: this is special kind of software that processes hypertext mark-up
language (HTML) document. In other words, a web browser is a computer
program that interprets HTML command to collect, arranged and display the
parts of a web page.
Web Site: A web site is a collection of many interconnected web
page organized by a specific college, organization company etc., containing web
page (goods and commodities) on the internet. Web site is stored on web
servers. There are many web sites and thousands of HTML pages on each web
site. A web is a treasure of information and entertainment.
Hyperlinks: Hyperlinks are highlighted words and phrase you find
on a web document that you can click on as to jump to some other document or
internet services.
Online: connected via a computer attached to or available via a
central computer network

Offline: Disconnected from computer network, describe a computer terminal

or peripheral devices disconnected from a computer network.

System: Set of computer components that is, an assembling of hardware,

software and peripheral

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