DESIGN AND IMPLEMENTATION OF FEE CLEARANCE INFORMATION SYSTEM CASE STUDY OF BURSARY DEPART, IMT ENUGU

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ABSTRACT

The project work presents a design of a Fee Clearance information system for bursary department, IMT administration.  A Fee Clearance information System for bursary department IMT administration is concerned with the computerization of personnel records of all fees in order to achieve the aims and objectives of the organization

The entrance of computer into the Fee Clearance system for Bursary department IMT administration will help create and maintain efficient records.

The design was implemented to facilitate the personnel Information system for bursary department IMT administration.  It will be less time wasting and cheap to run.

ORGANIZATION OF WORK

          This project work is primarily designed to give an insight to Fee Clearance system.

          Chapter one talks about introduction to Fee Clearance system, study of problem and objectives as well as definition of the scope.

          Chapter two comprises the literature review. Chapter three gives the detailed information about the existing (old) system, while chapter four and five deals with the design and implantation of new system.

          Chapter six document the project work, while chapter seven summaries,  conclusion and suggestions were made.

TABLE OF CONTENTS

Title page                                                                                i

Certification                                                                                      ii

Dedication                                                                               iii

Acknowledgement                                                                             iv

Abstract                                                                                  v

Table of contents                                                                     vii

CHAPTER ONE

INTRODUCTION                                                                            1

1.1     Background of the study                                                         1       

1.2     State of the problem                                                      2

1.3     Purpose of the study                                                      3

1.4     Aims and objectives                                                       3

1.5     Scope of study                                                               5

1.6     Limitations of study                                                      5

1.7     Assumptions                                                                 6

1.8     Definition of terms                                                                  7

CHAPTER TWO

LITERATURE REVIEW                                                        8

CHAPTER THREE

  • Description and analysis of existing system                            15
    • Fact finding method used                                                        17
    • Organization structure                                                   19
    • Objectives of Existing system                                        21
    • Input, Process and Output Analysis                              22
    • Information Flow Diagrams                                          26
    • Problems of the Existing System                                   27
    • Justification of the New System                                              28

CHAPTER FOUR

  • Design of the New System                                             30
    • Input Specification and design                                                30
    • Output specification and design                                              32
    • File Design                                                                     34
    • Procedure chart                                                              36
    • System flow chart                                                                   38
    • System requirements                                                     40     

CHAPTER FIVE

  • Implementation                                                              42
    • Program Design                                                             45
    • Program Flowchart                                                        48
    • Pseudo code                                                                            54
    • Source Program: Test Run                                             59

CHAPTER SIX  

Documentation                                                                        60

CHAPTER SEVEN

  • Recommendation                                                           62
    • Conclusion                                                                     64

Bibliography                                                                  65

1.0  CHAPTER ONE

INTRODUCTION

Many organization uses computerized information system to keep their data/information. There is an urgent need to document every information of an organization for the decision making in such organization.

          Fee Clearance Information system is used mainly in higher institute of learning to track the record of students. As the number of students increases, manual approach to the processing of students data/information need to be change to the electronic format of processing.

          Bursary Department in every institution is highly sensitive and need to be taken care of. This department deal with students figures in terms of payment and therefore need to be well documented. Figures can be easily manipulated and incorrectly represented which call for immediate attention when dealing with such information.

          Because of the manual approach used in bursary department, a lot of students’ records are mismanaged. The institute also has suffered a lot of bruises like improper calculation of student fees, embezzlement of the institute money by some bursary staff and some student claiming that they have paid.

          Fee Clearance Information system, FCIS is well automated system. Fee Clearance Information system, FCIS makes the staffs of bursary department of any institution to be accountable to the management. The management uses Fee Clearance Information system, FCIS as effective tool in keeping all the students records as pertaining their payment. The management uses Fee Clearance Information system; FCIS to know the entire student that have made their payment and those owing them. It is used as a effective tool to calculate all the student payment and document such report.

          Another important aspect of Fee Clearance Information system, FCIS is that it is used as effective tool during student’s clearance. Being automated system, the student’s record will be easily retrieve to check his/her payment status. Before now, the student’s payment record must have been recorded in the system by the computer operator in the bursary department. Once a student’s record is brought out the payment status will show. If the student is owing any fee, the Fee Clearance Information system, FCIS will indicate it and vice versa.

BACKGROUND

PRIOR TO THE establishment of the Institute of Management and Technology, Enugu, there were two institutions in Enugu – The College of Technology which offered courses in Engineering and Laboratory Technology, up to the Ordinary Diploma Level and the Institute of Administration which provided short in-service Training Courses for Civil Servants of various grades. The college of Technology was part of the Ministry of Education and was controlled directly by that Ministry. Similarly, the Institute of Administration was controlled by the Ministry of Establishments. Both institutions were staffed by Civil Servants who were posted to the two institutions and could be re-posted to other departments of ministries according to the needs of the service. They were not specially recruited as teachers. Thus, the administration and operation of the institutions closely followed the routine in the Civil Service. Both institutions were separate and located on different sites.

          However, the need for a higher institution of learning to upgrade the training in technology and management education has begun to be felt for some time. The academic program of the College of Technology, Enugu, was no longer adequate for the assessed needs of Nigeria at the threshold of industrial take-off. If the industrialization of the country was to be achieved and maintained at a high standard, the technologists, technicians and processionals needed a better and more functional training. It is clear that successful industrial development depends as much on the technologists as on the management skills and expertise available to the country concerned.

          Management education of the highest quality was, therefore, a corollary of the processional and technological education. Management in this context is used in its broadest sense including both business and personnel administration. The engineer in the Nigeria of today needs training in management for maximum effectiveness. He is no longer to be the narrow professional or technical concerned only with machines and structures. He has to understand fully the relationships and the social setting of his position as an Engineer, he must be able to analyse and assess the economic and social consequences of his decisions; he has to work with people all the time and must therefore be acquainted with basic personnel and labour matters. He needs management tools to do all these. If these tools and attitude can be acquired all through the engineer’s training periods so much the better.

          This was the assessment of the Nigerian situation when the idea of an autonomous Institute of Management and Technology was conceived. In pursuance of the idea, the Executive Council of the State government decided in October 1971, that the former College of Technology and the Institute of Administration be merged and the resulting institution upgraded. To give effect to this decision, both the Institute of Administration and the College of Technology came under the unified control of the Cabinet Officer on 1st April, 1972. In October of the same year, a Provisional Council of the proposed new Institute was appointed by the then East-Central State Government. The Provisional Council interpreted its assignment as that of determining and recommending to the Government the appropriate structures of an autonomous institution that would produce high quality technologists and technicians as well as professional and managerial manpower in subject areas directed by State and National needs. Prof. Ukwu I. Ukwu was the first Council Chairman and Prof. M. O. Chijioke the first Rector.

           The council pursued its task with vigour and imagination and submitted a report early in April, 1973. On 31st May, 1973, Edict No. 10 of 1973, titled: “The Institute of Management and Technology Edict, 1973,” was promulgated. The Edict took effect from 1st July, 1973, which is the birthday of the Institute of Management and Technology [IMT], Enugu. The college of Technology and the Institute of Administration accordingly ceased to exist on 30th June, 1973, and the IMT took over their roles which it is equipped to perform were effectively and to a much higher level. In addition to the taking over of the educational functions of the institutions, the Institute also took over their assets. These included the former Institute of Administration premises, which initially housed the Administration Offices of the IMT [which it was obliged to temporarily relinquish to the Anambra State University of Technology in 1980] and the buildings of the erstwhile College of Technology at Abakaliki Road. Despite the fact that some of the Abakaliki Road buildings are old and of temporary nature, the area now constitutes the main campus of the Institute housing the Administrative offices, some class-rooms, and a large part of the students’ hostels.

            For a brief period during the year 1985, the Institute seemed to have lost its identity as a result of the merger with the Anambra State University of Technology. This arrangement, however lasted for only five months before relief came and the Institute was reborn, to the joy of staff and students alike.

          In order to fit into the information and communication Technology age, the IMT established in 2004, a Knowledge Centre in Campus II to provide researchers and information seekers with quick answers through the internet. Equipped with 45 Pentium IV workstations and a 3.5m VSAT, this knowledge Centre is the first of its kind around.

          IMT believes that technology cannot be transferred but developed indigenously. However; through foreign aid in areas of books and equipment donation, indigenous talents could be developed to manufacture products, which are relevant to Nigeria’s technological development.

          STATEMENT OF PROBLEM

Owing to:

  • The difficulties people face in keeping information/data.
  • Unwillingness attitude of some staff when dealing with data/information.
  • Fragile nature of information/data.
  • Difficulties people encountered when searching for a given information.
  • Time wasted in searching for information on packed files.
  • Time wasted in sorting files.
  • Important nature of data/information in the growth of any organization.

The need arise for the development of Fee Clearance information system Bursary department, for a higher institution.

DESIGN AND IMPLEMENTATION OF FEE CLEARANCE INFORMATION SYSTEM CASE STUDY OF BURSARY DEPART, IMT ENUGU