COMPUTERIZED TRANSCRIPT MANAGEMENT SYSTEM

A CASE STUDY OF ADAMAWA POLYTECHNIC

ABSTRACT

This project is a computerized information management for transcript

management which will help to over-come the undesirable problem associated
with misplacement of student records, student’s grades, slow and strenuous
accessibility of student report and record, inaccurate record keeping and poor
information management within the schools. Here the aims and objectives of the
study will be easily retrieved with increased data security, and there will be
reduction in the amount of resources, which will lower the cost of processing of
student transcript, since information is stored in a database with reduced data
redundancy. This will also prevent over-working of personnel and reduce in the
bulkiness of file and record. This program developed/designed will ensure easy
flow of information in the school (Adamawa Polytechnic), and accurate
information management in all school.
 TABLE OF CONTENT

Title -- - - - - - - - - - - -i
Approval page - - - - - - - - - -ii
-
Dedication - - - - - - - - - - iii
Acknowledgement - - - - - - - - -iv
Abstract - - - - - - - - - - -v
Table of content - - - - -- - - - - -vi
CHAPTER ONE
1.0 Introduction - - - - - - - - -1
1.1 Background of the study - - - - - - -3
1.2 Statement of Problem - - - - - - - -4
1.3 Aims and Objectives of the Study - - - - - -5
1.4 Significance of the Study - - - - - - -- -6
1.5 Scope of the Study - - - -- -- - - - -6
1.6 Limitation of the Study - - - - - - - -6
1.7 Organization of Work - - - - - - - -6

CHAPTER TWO

LITERATURE REVIEW

2.0 Information Management - - - - - - -8

2.1 The role of management information system in decisions making in

the Polytechnic - - - - - - - - 14

CHAPTER THREE
RESEARCH METHODOLOGY AND SYSTEM ANALYSIS

3.0 Definition of System Analysis - - - - - 18

3.1 Aims of System Analysis - - - - - - 18
3.2 Analysis of the old System of Transcript Information
System - - - - - - - - - 19

vi
3.3 Problem associated with old System - - - - - 19
3.4 The need for a new system - - - - - - 20

CHAPTER FOUR

SYSTEM DESIGN

4.0 System Design - - - - - - - - 21

4.1 Input Design - - - - - - - - - 21
4.2 Output Design - - - - - - - - 23
4.3 Processing Design - - - - - - - - 24
4.4. Overview of Database Design - - - - - - 28

CHAPTER FIVE

SUMMARY, RECOMMENDATION AND CONCLUSION

5.0 Summary - - - - - - - - - 35
5. 1 Conclusion - - - - - - - - - 35
5.2 Recommendation - - - - -- - - - 36
References - - - - - - - - - 37
Appendixes - - - - - - - - - 39
Appendix interface - - - - - - - - 55
 CHAPTER ONE

1.0 INTRODUCTION

There were three fundamentally distinct education systems in Nigeria in 1990.

The indigenous system, Quranic Schools and formal European-style education
institutions. In the rural areas where the majority lived, children learned the
skills of farming and other work, as well as the duties of adulthood, from
participation in the community, this process was of ten supplemented by age
based schools in which groups of young boys were instructed in community
responsibilities by mature men. By the 1970s, education experts were asking
how the system could be integrated into the more formal schooling of the
young, but the question remained unresolved by 1990.

Western-style education came to Nigeria with the missionaries in the mid-

Nineteenth century. Although the first mission school was founded in 1843 by
Methodists, it was the Anglican Church missionary society that pushed forward
in the early 1850s to found a chain of missions and schools. Followed quickly
in the late 1850s by the Roman Catholics in 1887 in what is now Southern
Nigeria, an education department was founded that began setting curricum
requirement and administered grants to the mission societies. By 1914, when
North and South were United into one colony, there were fifty-nine government
and ninety-one mission primary schools in the South; all eleven secondary
schools, except for king’s college in Lagos, work run by the missions.
The education system focused strongly on examinations. In 1916 Fredrick
Lugard, first governor of the Unified Colony, set up a school inspectorate.
Discipline, building and adequacy of teaching staff were to be inspected, but the
most points given to a school’s performance went to the numbers and ranking of
it’s examinations results. This stress on examination was still used in 1990 to
judge educational results and to obtain qualification for jobs in government and
the private sector.
As more information is made available in a variety of formats and media and in
a variety of locations, the need to manage information/data efficiently becomes
more and more critical. Both staff and public users want access to stored
information and want to access it more efficiently. It is the Polytechnic policy to
improve both the efficiency and effectiveness of result processing operations
(student record/grades), and services through the implementation of A
computerized transcript management system.

1.1 Background of the study

It is an established fact that after every assessment, examination or research

work, a result must be obtained. In every academic environment there is need to
have results to be aware of the student’s performance in order to generate the
student’s transcript whenever the need arises. To achieve this here in this
institution, it involves the registration of courses, student’s personal data,
examination score, records updating and so on. The problem been faced now is
how to carry out these activities presently, the result processing and transcript
generation of department of computer information and technology are
performed manually.

1.2 Statement of Problem

This project research was conducted exclusively conducted in adamawa

polytechnic located in a highly populated area that attends to too many students
at a time, hence this research was able to track problem such as misplacement
of student records, student’s grades, slow and strenuous accessibility to students
report and record, inaccurate record keeping and poor information management
within the schools.
1.3 Aims and Objectives of the Study

The aim of this study is to identify the problems inherent in the existing system
of transcript management systems, and to proffer a remedy to the existing
problem. The solutions are as follows:

 Record and reports of students will be easily retrieved with increased data
security.
 There will be reduction in the amount of resources, which in turn will lower
the cost of processing of student’s transcripts, since information will be
stored in a database with reduced data Redundancy.
 School personnel can attend to many student without being over worked.
 There will be reduction in time used in retrieval of student’s files.
 Reduction in bulkiness of files and record.
 It will make available the storage room that was used for storage of files.

1.4 Significance of the Study

The project research haven’t identify the problem that was existing in the old
system of operation , is designed specifically to come up with a more resound
and effective system that will not only counteract this problem but also provides
a detailed future plan that will give room for more information technological
improvement in the transcript sector.

1.5 Scope of the Study

This research work are limited to providing a digital transcript’s information

management system that will handle electronically both students and staff
record , to enable easy accessibility and information flow within the
Polytechnic.
1.6 Limitation of the Study

Usually, every work has some limitations and this study is not exempted.
The major limitations of this study are the high programming technique,
restricting factor as well as financial constraints. The restricting factor is base
on inadequate supply of data from some departments. While the issue of
financial constraint limits the frequency of investigation to/from the institution
toward gathering the necessary information relevant for the study.

1.7 Organization of Work

This project work was arranged specifically arranged in chapters, hence it

follows the order: Chapter One: General Introduction, Chapter Two:
Literature Review, Chapter Three: System Analysis, Chapter Four
System Design, and System Implementation, Chapter five: Summary,
Conclusion and Recommendation.
 CHAPTER TWO

LITERATURE REVIEW

2.0 Information Management

The introduction of computer into information technology has massively

improved the information need of organization; the success of this machine is
dependent on the knowledge base. Therefore, one can be prompted to ask aloud
“what is a computer”? Funk E. C. (1980) defined a computer as an electronic
device that can perform automatically and at a high speed a sequence of logical
operations according to instructions given to it inform of a pre-arranged
program.

Another author, Anigbogu, S.D. (2000) defined a computer as an electronic

device capable of accepting data and instructions, processing the data based on
the instructions to generate result or output in such a manner that is yet to be
equaled by any other known machine to man kind.

Similarly, another author Chimezie, F.O. (1990) defined it by saying that

“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”. Yet another author, Obilikwu, P. (1995) defined computer as
a machine that is capable of accepting input data, store and process the data
based on instructions given by the computer user and in this way produce
expected results, generally called output. These definitions of computer would
lead us to answer the question “what is a program?. In his definition, Obilikwu,
P. (1995) defined a program as a sequence of instructions given to the computer
to perform a specific operation. From Encarta Encyclopedia, computer program
is a set of instructions that directs a computer perform some processing function
or combination of functions.
This above definitions of computer clearly demonstrated the limitless area of
operation of computer in as much as such task is programmable computer is
applicable in virtually all areas of human endeavour ranging from Agriculture,
education, business, sports, entertainment, medicine, constriction and military
etc.

French, C.S. (1992) in his book titled “Computer Science” fourth edition, he
relates the relevance of computer to management and stated that “a company
needs information in which to base decisions concerning the current operations
and future plans. It requires the information to be timely and accurate”. He then
cited the example of the use of computer in the area of management control to
production and stated “production must be able to respond quickly to changes in
demand and other circumstances to do so requires the provision of up to date
information which is accurate and timely”.

Aluko, A.O. (1991) in a paper stated that “in virtually any job whether cerical,
technical, business or professional, whether it is a banking, medicine, education
etc. Computers are useful tools” and that “computers are tools with which we
calculate, measure, assess, store, retrieve, regulate and monitor information.
Hence, the blood and life wire of any system is information. A typical system
(Education, management etc) cannot survive without good management
information system (MIS).

Management information system (MIS) are information systems, typically

computer-based that are used without an organization. The concept of
management information system is a complex variable although Murdick, R.
(1971) simplified it when he said “there is probably no more challenging and
diversified subject than management theory, system theory and computer
science”.
Computerization is a social process for proving access to and support for
computer equipment to be used in activities such as teaching, accounting,
writing, designing, circuits, file processing etc. Computerization entails social
choices about the level of appropriate investment and control over equipment
and expertise, as well as choices of equipments.

Dunlop and Kling (1991), by the early 1990’s computing and

telecommunications accounted for half of the capital investments made by
private firms. However, paper (1980), Fergenbaum and McCorduck (1983) and
Yourdon (1986) stated that the most fervent advocates of computerization have
argued that the actual pace of computerization in schools, factories and homes is
too slow.

Taylor (1980), computer-based 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 instruction. In
computer programming, there is major national push for extended application of
computer-based education at educational levels. For example, in the mid 1980s
private several colleges and Polytechnic required all their freshmen students to
buy a specific kind of micro computers, and other invested heavily in visions of
“wired campus”.

Kling (1983), computer-based education has been promoted with two different
underlying ideologies in all levels of education. Some educators argue that
computer-based instructional approaches can help. Fulfill the traditional values
of progressive education. The simulation of intellectual curiosity, initiative and
democratic experience. For examples, Cyert (1984) has argued that
computerized Polytechnic are qualitatively different than traditional
Polytechnic. College students with micro computers in their dorm room will be
more stimulated to learn because they will have easy access to instructional
materials and more interesting problems to solve.
Papert (1979) argues that in a new computer base school cultivate, students will
no longer simply be taught mathematics. These visions portray an enchanted
social order transformed by advanced computing technologies. Other advocates
are a bitless romantic, but not less enthusiastic.

For example, Cole (1972) argues. Because of the insatiable desire of students
for more and more information at a higher level of complexity and more
sophisticated level of utilization…. More effective means of
communication must be used…. Computers can provide a unique vehicle for
this transmission.

King (1986), others emphasize a labour – market pragmatism that we label

“vocational matching.” In this view people will need computer skills, such as
programming, to compete in future labour markets and to participate in a highly
automated society; a responsible school will teach some of these skills today.

Kling (1986), advocate of computer-based education promote a utopian image

of computer-using schools as places where students learn in a cheerful,
cooperative setting and where all teachers can be supportive, enthusiastic
mentors.

Hence, it is important to note that computer based education goes a long way in
helping the students as well as the staff to effectively make use of the
computerized management system. It also helps in convincing the stakeholders
of the importance and need for adopting the computerized transcript
management system as it provides effective and accurate handling of student’s
files.

Therefore, a computerized transcript management system is usually a system,

which is implemented with a computer to achieve the utmost efficiency and
desired goals. In well developed countries, where education system are
computerized. Thus a personalized software that captures the entire education
business process and makes all operation accessible via the web, thus allowing
schools to effectively serve all stakeholders students, lectures, administrators
and percent. But in this case (Transcript Management System) it provides
functionalities including Grading, Records keeping, information management
within the school, easy retrieval and data security.

2.1 THE ROLE OF MANAGEMENT INFORMATION SYSTEM IN

DECISIONS MAKING IN THE POLYTECHNIC.

The role of information in decision making cannot be overemphasized.

Effective decision making demands accurate, timely and relevant information.
According to Aminu (1986), information resource is one of the major issues and
indices of Polytechnic planning. Where the relevant information required for
planning are not available at the appropriate time, there is bound to be poor
planning, inappropriate decision making, poor priority of needs, defective
programming or scheduling of activities. Hence, the Polytechnic system will not
be efficient and effective in it’s operation. Poor management information
system have been identified as a bottleneck in the successful management of
Polytechnic in Nigeria (NUC, 1987). The more complex an organization’s
structure is, the greater the need for coordination within and between sections
and departments. However, central to the needed coordination is information.
This view is buttressed by Murdick and Ross (1971), when they opined that:
Information is absolutely essential to the survival of an organization. As
organization grow, the pressure of scale, complexity and an increased rate of
change make adequate information processing capacity inevitable, if effective
control, consequent upon coordinate of individual activities is to be achieved.
Thus, the information needed for effective decision making in Polytechnic
cannot be provided from people’s often deficient memories. Moreover, it is
impossible to plan activities over a long period of time effectively without
effective information. Information is supposed to be created through the
discipline of enquiry and research with peer moderation to ensure, validity and
societal influence. The knowledge to be created or established must be stored to
ensure continuity of reason, and adaptive academic pursuit. The stored
information must then be recalled at will and be disseminated for use in taking
decisions, which are in the interest of the society at large. According to Knight
(2005). There are mechanisms that drive continuous investment in bricks and
mortar education and deny the expenditures that would establish virtual
Polytechnic by means of telecommunication networks. Even if they wanted to,
administrators are restricted in their freedom to move in this direction by
traditional funding formulae. Promotion and tenure procedures are seen as
banners in the Polytechnic. In many institutions, the primary requirements for
promotion and for tenure procedures are publications in traditional journals and
teaching in traditional classrooms. A major federal government contribution is
it’s booster plan to computerized information in the United Schools (Ekere,
1990). With these improvements, the information resource still presents a major
issue on educational management in the country. Particularly with the
Polytechnic, one wonders the essence of their acquiring communication gadgets
and the scope of their applications. Studies have revealed that in most
sophisticated organization both manual and computer based system are used; in
fact both are held to be complementary in information handling procedures.
(Sanders, 1983). Obi (2003), Fabunmi (2003) and Adebayo (2007) has stressed
the need for management information systems in making effective decisions in
education institutions. In recognition of the important role of information to the
survival of the Polytechnic system, the NUC introduced the computerized
management information system to the Nigerian Polytechnic. The MIS idea was
conceived during a conference jointly organized by NUC and the British
Council in Kaduna in 1987. In conjunction with overseas Development
Administration (ODA), the project took in 1989 in four pilot Polytechnic,
namely Federal Bida, and ilaro Polytechnic, Lautech Polytechnic Lagos. The
importance of MIS in decision making can be realized from its aims and
objectives. The aim of MIS is to develop a viable system to maximize the
effective use of modern data approach to management practices. It is also aimed
assisting managers and operating personnel, to produce timely and accurate
information not only to decide present and future operations, but also to
pinpoint potential problems that need to be rectified. According to NUC (1987),
the objectives of MIS project in the Polytechnic are:
a) To standardize the system of obtaining reports and statistical information
from the various Polytechnic on students, stall, financial matters and
library.
b) To record such information on diskettes or tapes at the Polytechnic and
send to NUC for budgeting, information storage, analysis and retrieval
purposes.
c) To ensure that such information are accurate and timely.

d) To organize information for planning, budgeting and decision making.

e) To help the Polytechnic put in place effective management system and

improve utilization of resources.

Based on these objectives, it is expected that MIS will assist the Polytechnic in
decision making on various issues in their operations. To this end, efforts are
made by the Polytechnic in the areas of the acquisition and use of computers in
information processing, computer literacy, establishment of computer services
units among others.
 CHAPTER THREE

RESEARCH METHODOLOGY AND SYSTEM ANALYSIS

3.0 Definition of System Analysis

System analysis is defined as the comprehensive study of an existing system to

discover the areas of its functional limitation. This is the tool that helps me a lot
in gaining an understanding of the existing system and what is required of it. It
is a structural process that I used in collecting and analyzing facts in respect to
systems operation of transcript information systems and procedures in order to
get a full appreciation of the situation so that an effective computerized
information management system may be designed and implemented. (Bill,
2009)

3.1 AIMS OF SYSTEM ANALYSIS

The best objectives of system analysis is to find the mode of operation of the
existing system of transcript information and its limitation so that a computer
based system can be designed and fully implemented in order to solve the
problems associated with the existing system.
3.2 Analysis of the old System of Transcript Information System.

Some secondary schools provide class rank and standardized scores on student
transcripts. Even if your high school provides Scholastic Aptitude Test (SAT)
scores and AP test scores on a transcript, double-check the college application
requirements. Colleges may require separate reporting of SAT and AP test
scores for verification purposes.
Mainly the process involves in processing of transcript is a very manual
process, that involves movement of files from one location to another, and
endless waiting for the authorization of the transcript, the crude process starts
from application for transcript in the registrar office, and the movement to the
polyechnic bank for payment.

3.3 Problem associated with old System

During my analysis of the existing system of transcript information system in

the course of my Project Research, I observed some problems that were inherent
in the existing system and there are listed below as follows:

1. Monotonous storage of record

2. Bulkiness and heaviness of files

3. Misplacement of student grade record due to negligence on the part of
workers.

4. Slow and strenuous retrieval of records and report of students.

5. The system is not cost effective

6. Inaccurate diagnoses due to wrong record keeping

3.4 The need for a new system

Because of the problems inherent in the existing system in the transcript system,
the need for computerization becomes imperatives. These are listed below as
follows:
 Record and reports of students will be easily retrieved with increased data
security.

 There will be reduction in the amount of resources, which in turn will lower
the cost of medical service, since information will be stored in a database
with reduced data Redundancy.

 School personnel can attend to students without being over worked.

 There will be reduction in time used in retrieval of student files.

 Reduction in bulkiness of files and record.

 It will make available the storage room that was used for storage of files.
 CHAPTER FOUR

SYSTEM DESIGN

4.0 System Design

This is the process of designing or building the new system after a detailed
study of the objectives of schools. It is stage in which the research actually
plans the life cycle of a system and all the work associated with the various
stages of the system life cycle. The main aim of this design is to achieve a new
system that is better than the old system in terms of efficiency and service with
the introduction of a computer aided system. The design will make extensive
use of the menu driven approach, which routes program of interest and ensure
that the user inputs is not inconsistent for easy access path information.
4.1 Input Design

4.1.1 Overview of Input Design

This involves the steps of algorithm that was used to design the input of the new
system i.e. inputting data into the system.
 First name middle name last name

addres nationalit
Age Gender s y

Occupatio
State n marital email

Telephone

Registration No. Faculty Department

Current
Level Semester Grade Point Class

Fig1. Input Interface

4.2 Output Design
4.2.1 Overview of Output Design

This design brings out the feedback of the result of any input that is being made
in the system. The design is shown in just one form:

4.3 Processing Design

4.3.1 Overall System

The need for computerized information management system for the transcript
process is of great importance, due to some of the problem that were
encountered with the old system due to that, in the course of my Project
Research, I tried to develop a system that will counteract some of these
problems, the system was built in Visual Basic.Net, a programming language
that I termed will best solve most of the problem that were encountered in the
old system. The new system was designed considering the evaluation of already
existing process of information processing, the system was not meant to add or
remove from the already existing process, but it was meant to improve the way
that these information are been processed, to enhance speed and accuracy in the
system.

4.4.2 Input Processing

With respect to the input of data, it has to undergo certain degree of data
processing before it could give the required output with this at hand we can
conclude that all input in this system needs to be processed.
 START

ADD STUDENT

VERIFY IF
STUDENT‘S
DATAARE
CORRECT

REGISTRATION IS
SUCCESSFUL

STOP

Fig 4: Input Flowchart

4.4.3 Output Design

This is what is given out specifically when a particular data that is inputted
into the computer are processed, hence for output process to be complete and
to take place effectively there is a necessity for the input to be feed into the
computer for processing to effectively take place.

4.4.3.1Flowchart: This shows the processing order of the system output.

START

DISPLAY STUDENT DATA

IS STUDENT
DATA
DISPLAYED

STOP

Fig 5: OUTPUT FLOWCHART

DATABASE DESIGN

4.4. Overview of Database Design

This part actually portrays the database file that was used in this
program in order to

House and store information in the program, for this program to work
effectively, there are many database that are used for used specifically for
managing of the information and data of the program.
The databases that are in the program are stipulated below as follows:

 Department and faculty

 Profile Table

 Semester Record

 User Data
SYSTEM IMPLEMENTATTION
4.5.1 Language Implementation

The need for computerized information management system is of great

importance, due to some of the problem that were encountered with the old
system due to that, in the course of my Project Research, I tried to develop a
system that will counteract some of these problems, the system was built in
Visual Basic 6.0, a programming language that termed will best solve most of
the problem that were encountered in the old system. The new system was
designed considering the evaluation of already existing process of information
processing, the system was not meant to add or remove from the already
existing process, but it was meant to improve the way that these information are
been processed.
4.5.2 Input Specification

Hence in the input specification of the program, there are many functions that
are specifically designed to handle the input processing of the program and
ensure that it gets to database at any point in time after processing of the data.
Some of the input specification of this program is as follows: Add Department,
Registration.
4.5.3 Add Department Form

Add Department: This is a form used specifically for addition of new

departments to the transcript system, and it also synced the added departments
with other processes.
4.5.4 Output Specification

This has to do specifically with those controls and component that are
responsible for the view of the result of the data stored in the database after
processing, this specification to be represented effectively in the program, there
are some of the component of the program that portrays the output specification
of the program and some of this components are: Search, Profile, Approve.
4.5.5 Search: This tool is designed specifically to enhance the searching
capability of the software, and also making the detail more clear for better
understanding.
4.5.6 Implementation of the new system

Implementation is the period when the new system is put into use. For the
system Implementation to be effective, the following areas of activities were to
be carried out Effective. They include:
 Conversion of old files

 Education and training of staff

 Change over procedure

4.5.7 Conversion of Files

This process involves converting records of physical files to electronic files

according to the laid down procedures. It requires plenty of time and carefulness
because there are many files, where each files contains many records.

4.5.8 Education and Training of staff

It is vital that the staff of the user department have extensive knowledge of the
new system functions. It is important for the effective use of the new system in
the school.
4.5.9 System Requirement

System requirement are those things, needed for the efficient working of the
new system. These include:

 Software Requirement

 Hard Requirement

4.5.10 Software Requirement

Software refers to a set of program that is executable by the computer to

perform a task. software requirement: are those software that are required by the
new system for its effective function. Windows XP operating system is most
preferable for the new system to function.

4.5.11 Hard ware Requirement

Hardware refers to the physical component of the computer. This houses the
software, the combinations of hardware and software is vital for the effective
running of the new system that was designed for transcript management. The
hardware requirements that are needed for the effective running of the new
system are stipulated below as follows:
 Monitor ( VGA,SVGA or LCD)

 Keyboard

 Pentium IV
 Server

 LAN Network

4.5.12 System Testing

System Testing completes the system work, which has been able to change the
manual ways information management in school, to a computerized method. It
serves as a great improvement, eliminating the inefficiency in the manual
method.

4.5.13 System Installation

To use the system the following task should be performed, as listed below as
follows:

 Plug the socket very well and all the connectors to the system.

 Boot your computer

 Run the program

 CHAPTER FIVE

SUMMARY, RECOMMENDATION AND CONCLUSION

5.0 Summary

In the course of my Project Research, I find out that a computer aided

information management makes it more convenient, efficient and produces an
accurate information management generally in all schools. This is opposed to
the manual method, which is stressful, time consuming prone to mistakes due to
human nature and inconvenient. This will not only facilitate information
processing in the school, but will go a long way in improving the overall
general service of the university, since information department is the pillar post
of the schools

5. 1 Conclusion

In conclusion, haven carried out a detailed and comprehensive research on

schools as institution, there by laying down the problems that this institution
faces as regards to information management and dissemination which in essence
is one of the paramount needs of schools, a system was design which
encompasses and counteract many of this problems that was observed on the old
system, hence all schools is now been advice to make use of this valuable tool
to improve to great extent, the information requirement of this information
which in essence will improve efficiency.
5.2 Recommendation

Having seen the usefulness of a computer based information management

system to school, I recommend the following to the schools, stipulated below as
follows:
 They should computerize all the department of the school, to ensure easy
flow of information in the schools.
 They should ensure that all the staff of the user department are adequately
trained to ensure smooth implementation of the new system.

 Even after computerization of the whole department, they ensure that

all the system are linked to one central local network, protected with high
security measures

 Advocate and educate stake holders and service providers to use transcript’s
information for planning.

 Formulation and development of policy guidelines on the use of information,

data collection.
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