DESIGN AND IMPLEMENTATION OF AN AUTOMATED STUDENTS CREDENTIAL CLEARANCE SYSTEM

ABSTRACT

Automated Students Credential Clearance System is an application software that 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 from registered emails. The aim of the study is to design and implement an Automated Students Credential Clearance System for Graduating Students. In achieving this aim, the following specific objectives were set up to design and develop an application system that will effectively and efficiently process students’ clearance using an android phone, Alleviate the problems and stress of traveling and queuing up of students during clearance and provide a reliable and transparent system devoid of personal inclinations and interest.

The motivation that led to the implementation of the proposed system is that in the existing system clearance carried out by graduating student normally takes a lot of time and a lot of processes and delays in clearing the student for youth service as well as collection of statement of result. There is also misplacement of library materials from the University, residence hall damage charges and return of athletic equipment.

The methodology adopted in this study is the structured system analysis and design methodology (SSADM) which is a technical approach for analyzing and designing an application or system by applying object throughout the software development process. The programming language used is HTML, CSS, JAVASCRIPT, PHP, SQL and JQUERY. The reason why web programming languages was used is because, it is platform independent and it is a web based application. The project work will help in a good number of ways to ease the queuing system in the university as the Automated Students Credential Clearance System will help students to achieve whatever they want to achieve without coming to the various offices for clearance. The expected result is an Automated Students Credential Clearance System for Graduating Students will help ease the queuing system in the tertiary Institutions’ clearance process and will also build an effective information management that is very convenient to use for schools since it is internet based and can be accessed from anywhere.

CHAPTER ONE

1.1 Introduction

Automated Students Credential Clearance System is an application software that 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 from registered emails. Clearance is a status granted individuals, typically members of the military, university graduates and employees of governments and their contractors, allowing them access to classified information, i.e. state secrets. The term “clearance” is also sometimes used in private organizations that have a formal process to vet employees for access to sensitive information. A clearance by itself is normally not sufficient to gain access; the organization must determine that the cleared individual has a “need to know” the information. No one is supposed to be granted access to classified information solely because of rank or position, but once a clearance is obtained, access to certain information or gain of freedom will be granted.

As a prelude to other parts of this study, this chapter will discuss the background upon which this study was initiated, the statement of problems that led to this study, the Aim and Objectives of the study. Others are Significance of the study, Scope of work, Limitation of the study and Definition of technical terms.

1.2 Background of Study

Clearance is a status granted individuals, typically members of the military, university graduates and employees of governments and their contractors, allowing them access to classified information, i.e. state secrets. The term “clearance” is also sometimes used in private organizations that have a formal process to vet employees for access to sensitive information. A clearance by itself is normally not sufficient to gain access; the organization must determine that the cleared individual has a “need to know” the information. No one is supposed to be granted access to classified information solely because of rank or position, but once a clearance is obtained, access to certain information or gain of freedom will be granted.

As many universities have choosing to pursue the dynamic educational options available online. The advantages of e-learning are many. As people of all ages and backgrounds become increasingly reliant on the internet for information, online learning becomes more convenient and efficient here the need for an Automated Students Credential Clearance System. The skills needed to access and comprehend information online are becoming commonplace, and the flexibility of wireless computing means that any coffee shop, airport or bedroom can become a classroom. Online courses, registrations, clearance have few, if any scheduling restrictions, well-integrated learning resources and competitive degree options, with an Automated Students Credential Clearance System.

The changing online college landscape now includes Automated Students Credential Clearance System, traditional undergraduate and general studies programs. However, career learning is still the most popular online training option.

In Universities like Redeemer’s university Ede, there is need for automated method of keeping data, more so a greater need for an Automated Students Credential Clearance System. This would go 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 inability to complete the tedious manual process of clearance would be curtailed.

1.3 Statement of Problems

The processes of clearing students after their graduation requires that the students be cleared in various departments and information units among which are:

Library fines and overdue or lost library materials from the University
Departmental Dues
Infirmary and bookstore charges
Residence hall damage charges
Return of athletic equipment
Student Union Fee
Bursary and all other charges
A good android or windows phone for easy access

For a graduating student to carry out his or her clearance from all these departments, it normally takes a lot of time and a lot of processes and delays in clearing the student for youth service as well as collection of statement of result. Hence it became imperative for an Automated Students Credential Clearance System to eliminate the shortcomings of the manual system in place.

1.4 Aim and Objectives of the Study

The aim of the study is to design and implement an Automated Students Credential Clearance System for Graduating Students. In achieving this aim, the following specific objectives were set up to design and develop an application system that will:

Effectively and efficiently process students’ clearance using an android phone.
Provide a reliable and transparent system devoid of personal inclinations and interest
Provide borderless access at any time and ensure prompt clearance during student registration process
Alleviate the problems and stress of traveling and queuing up of students during clearance.

1.5 Significance of Study

The project work will help in a good number of ways to ease the queuing system in the university as the Automated Students Credential Clearance System will help students 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. There are many other advantages of Automated Students Credential Clearance System and some of them are listed below.

It saves a lot of time and stress to the students and the administrators.
It is very convenient to use it right from the bedroom, office or anywhere in the world.
Information processing are very fast and delays can be avoided.
It is inexpensive to students and school management.
Help the school in reducing costs such as labor and stationary.
This study will be of immense benefit to other researchers who intend to know more on this study and can also be used by non-researchers to build more on their research work. This study contributes to knowledge and could serve as a guide for other study.

1.6 Scope of the Study

The scope of this research is focused on the Design and Implementation of an Automated Students Credential Clearance System using Caritas University as a case study. The android application developed will be carried out using MySQL, PHP, HTML, and CSS to manage both the database and at the same time make the application online.

1.7 Limitations of the Study

During the course of this study, many things militated against its completion, some of which are:

Time Constraint: The time frame given to accomplish this project was very short due to school academic calendar and it was carried out under pressure which made the researcher not to implement some necessary features.
Research material: availability of research material is a major setback to the scope of the study.
Frequent power failure: This made the researcher append more money on fuel to ensure sustainable power.
Financial Constraint: Insufficient fund tends to impede the efficiency of the researcher in sourcing for the relevant materials, literature or information and in the process of data collection (internet).

1.8 Definition of Terms

Computer Network: Computer Network is a system that connects two ormore computers together using a communication link.

Clearance: Official certification of blamelessness, trustworthiness, or suitability for graduation and issue of certificates in degree course.

…

CHAPTER TWO

2.0 Literature Review

2.1 Introduction

The review of relevant literature is the main topic of this chapter. A literature review covers theoretical and methodological contributions to a certain issue in addition to the state of knowledge at the time of writing. It provides information about the state of the art in relation to the subject you are writing about. It examines the body of work on the chosen subject. The literature evaluation in this study comprises the …

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Preliminary Pages,
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TABLE OF CONTENTS
PRELIMINARY PAGES

Title page
Approval page
Dedication
Acknowledgement
Table of Contents
Abstract
CHAPTER ONE
INTRODUCTION
1.1 Introduction
1.2 Background …
⋮
CHAPTER TWO

LITERATURE REVIEW

2.1 Introduction

⋮

CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

3.1 Methodology Adopted

3.1.1 Problem Identification Using SSADM

3.2 Analysis of the Existing System

3.2.1 Dataflow of the Existing System

3.2.2 Disadvantages Of The Existing System

3.2.3 Weakness of the existing System

3.3 Feasibility Study

3.3.1 Economic Feasibility

3.3.2 Technical Feasibility

3.3.3 Operational Feasibility

3.4 Analysis of the Proposed System

3.4.1 Data Flow Diagram of the Proposed System

3.4.2 Advantages of the Proposed System

3.4.3 Justification of the Proposed System

3.5 Functional Requirements

3.5.1 Use Case Diagram Of The Admin / User Privileges

3.6 Data Requirements

3.7 High Level Model of the Proposed System

CHAPTER FOUR

SYSTEM DESIGN AND IMPLEMENTATION

4.1 Objectives of the Design

4.2 Cohesion and Decomposition High level Model

4.3 Control Center / Overall Dataflow Diagram

4.3.1 Proposed System Operation Flowchart

4.4 System Specification and Design

4.4.1 Input and Output Specification

4.4.2 Database Specification and Design

4.4.3 Data Dictionary

4.5 Choice and Justification of Programming Language

4.6 Program Documentation

4.7 Implementation Techniques

4.7.1 System Testing

4.8 Programming Module Specification

4.8.1 Installation

4.9 Computer Hardware Minimum Requirement

4.10 Software Requirement

4.11 Personnel / User Training

4.12 File Maintenance Module

CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATION

5.1 Introduction

5.2 Summary

5.3 Conclusion

5.4 Recommendation

REFERENCES

APPENDIX A - “SOURCE CODE”

APPENDIX B - “OBJECT PROGRAM”

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