RADFORD UNIVERSITY COLLEGE

FACULTY OF BUSINESS SCIENCE

TITLE:

DESIGN AND IMPLEMENTATION OF AN INTEGRATED ADMISSION

MANAGEMENT SYSTEM(IAMS). (A CASE STUDY OF RADFORD UNIVERSITY

A Project Work Submitted in partial fulfilment of the requirements for BSc. Information
Communication and Technology

BY:

Priscilla Nana Ama Idan

(0229189817)

SUPERVISOR:
Mr Isaac Afoakwah

SEPTEMBER 2022
 DECLARATION

This project is presented as part of the requirements for BSc. Information Communication and
Technology awarded by Radford University College. I hereby declare that this project is
entirely the result of hard work, research, and enquiries. I am confident that this project work
is not copied from any other person. All sources of information have however been
acknowledged with due respect.

AUTHORS:

Priscilla Nana Ama Idan Signature

………………………..

STUDENT ID: 0229189817 Date: …………..

SUPERVISOR:

Mr Isaac Afoakwah ………………

Date: ………….……………

HOD:

Madam Sallyann Amponsah ………………

Date: ………………………

ABSTRACT

The Integrated Admission Management System (IAMS) is a web application that aims at
integrating all the admission departments of Radford University College, that work in hand as
a single system. This system does away with the difficulties applicants or students go through;
moving from one office to another to undergo registration. The implementation of this system
will speed up the admission and registration process and also help solve some challenges that
the various admission departments go through during registration.

ACKNOWLEDGEMENT

I wish to express my sincere gratitude to the Almighty God for granting me undeserved
kindness and bringing me this far. I would like to express my deep appreciation to my
supervisor, Mr. Isaac Afoakwah for the tireless support and the assistance he offered me. I
would also like to say a big thank you to all who helped us along the way in diverse ways.

TABLE OF CONTENTS
DECLARATION..................................................................................................................................ii
ABSTRACT..........................................................................................................................................ii
ACKNOWLEDGEMENT...................................................................................................................iii
LIST OF TABLES................................................................................................................................v
LIST OF FIGURES.............................................................................................................................vi
LIST OF ABBREVIATIONS.............................................................................................................vii
CHAPTER ONE...................................................................................................................................1
1.0 Introduction..........................................................................................................................1
1.1 BACKGROUND OF THE STUDY........................................................................................2
1.2 STATEMENT OF THE PROBLEM.......................................................................................3
1.3 OBJECTIVES OF THE STUDY..................................................................................................3
1.3.1 Main objective................................................................................................................3
To design and implement an integrated online admission system for RUC........................................3
1.3.2 Specific Objectives:...............................................................................................................3
1.4 SIGNIFICANCE OF STUDY................................................................................................3
1.4.1 Admission department....................................................................................................3
1.4.2 Finance department.........................................................................................................4
1.4.3 ITSS................................................................................................................................4
1.4.4 Students..........................................................................................................................4
 1.5 SCOPE OF STUDY................................................................................................................4
1.6 RESEARCH METHODOLOGY............................................................................................4
1.7 TIME SCHEDULE.................................................................................................................5
1.8 ORGANISATION OF THE STUDY..........................................................................................5
CHAPTER TWO..................................................................................................................................6
LITERATURE REVIEW....................................................................................................................6
2.1 INTRODUCTION..................................................................................................................6
2.2 MEANING OF REGISTRATION..........................................................................................6
2.2.1 EXAMPLES OF REGISTRATION................................................................................6
2.3 MODES OF REGISTRATION...............................................................................................7
2.3.1 Manual Registration........................................................................................................7
2.3.2 ONLINE REGISTRATION............................................................................................8
2.4 The Current Admission Process of GCTU..........................................................................9
2.4.1 Benefits of the current system...........................................................................................10
2.5 Review of Other Related Works........................................................................................11
2.5.1 Review 1 - Design and Development of University Admission Management System
(2018) 11
2.5.2 Review 2 – Web-Based Students’ Record Management System for Tertiary
Institutions (2019).......................................................................................................................11
2.5.3 Review 3 - Automated Online College Admission Management System (2017)............12
2.6 The Proposed System..........................................................................................................13
2.7 Conclusion...........................................................................................................................14
CHAPTER THREE............................................................................................................................15
METHODOLOGY.............................................................................................................................15
3.0 Introduction........................................................................................................................15
3.1 Design Process.....................................................................................................................15
3.2 Initial Planning....................................................................................................................16
3.2.1 Information Gathering Techniques...........................................................................16
3.3 Agile Model.........................................................................................................................16
3.4 Requirements Definition.....................................................................................................18
3.4.1 Functional Requirements...............................................................................................18
3.4.2 Non-Functional Requirements.......................................................................................19
3.4.3 Hardware Requirements................................................................................................21
3.4.4 Software Requirements..............................................................................................21
3.5 High-Level Planning...........................................................................................................23
3.5.1 System Design..................................................................................................................23
 3.5.2 System Architecture........................................................................................................23
3.5.3 Entity Relationship Diagram (ERD)..............................................................................25
3.5.4 Data Flow Diagram (DFD).............................................................................................25
3.5.5 Flowchart..........................................................................................................................26
3.5.6 Sequence diagram...........................................................................................................28
3.5.7 Use Case diagram............................................................................................................29
3.6 Selected Codes for Specific Functions...............................................................................33
3.7 Conclusion...........................................................................................................................35
CHAPTER FOUR..............................................................................................................................36
TESTING AND ANALYSIS..............................................................................................................36
4.0 Introduction........................................................................................................................36
4.1 Software Testing.................................................................................................................36
4.2 Initial Testing......................................................................................................................36
4.2.1 Home Page...................................................................................................................36
4.2.1 User Login Page..........................................................................................................37
4.2.2 Dashboard...................................................................................................................40
4.3 Functionality Testing..........................................................................................................42
4.3.1 Functionalities Under Applicant................................................................................42
4.3.2 Functionalities Under Student...................................................................................45
4.3.3 Functionalities Under Admin.....................................................................................47
4.4 Errors...................................................................................................................................49
4.5 Conclusion...........................................................................................................................50
CHAPTER FIVE................................................................................................................................51
CONCLUSION, LIMITATIONS, AND RECOMMENDATION...................................................51
5.1 Conclusion...........................................................................................................................51
5.2 Limitations..........................................................................................................................52
5.3 Lesson Learnt......................................................................................................................52
5.4 Recommendation................................................................................................................52
REFERENCES...................................................................................................................................53
APPENDIX I.......................................................................................................................................56
APPENDIX II.....................................................................................................................................59

LIST OF TABLES
Table 2.1 Comparison Between Manual and Online Registration………………….................9
LIST OF FIGURES
Figure 1.1 – Gantt Chart of the study ………………………………………………………..5
Figure 2.1 - Diagram showing the current admission process of RUC……….…………..10
Figure 2.2 - Dataflow diagram of the proposed system…………………………………….14
Figure 3.1 - The Agile Development Model………………………………………………..17
Figure 3.2 – System Architecture…………………………………………………………...24
Figure 3.3 – Entity Relational diagram (ERD)……………………………………………...25
Figure 3.4 – Dataflow diagram……………………………………………………………...26
Figure 3.5 – Flowchart………………………………………………………………………27
Figure 3.6 – Sequence Diagram……………………………………………………………..28
Figure 3.7 - Use case diagram – Student……………………………………………….…...29
Figure 3.8 - Use case diagram – Administrator……………………………………………..31
Figure 4.1 – IAMS Home Page……………………………………………………………..37
Figure 4.2a – Applicant login page…………………………………………………………38
Figure 4.2b – Applicant register page……………………………………………….……...38
Figure 4.2c – Student login page…………………………………………………….……...39
Figure 4.2d – Admin login page…………………………………………………………….39
Figure 4.3a – Applicant dashboard………………………………………………………….40
Figure 4.3b – Student dashboard…………………………………………………………….41
Figure 4.3c - Admin dashboard……………………………………………………………..41
Figure 4.4a – Registration of an applicant…………………………………………………...42
Figure 4.4b – Summary review of application………………………………………………43
Figure 4.4c: Application status……………………………………………………………...44

Figure 4.4d: Admission letter……………………………………………………………….44

Figure 4.5a – Fee payment details…………………………………………………………...45
Figure 4.5b – Digital receipt………………………………………………………………....46
Figure 4.5c – Courses registration for student……………………………………………….46
Figure 4.6a – Application received…………………………………………………………..47
Figure 4.6b – List of payment………………………………………………………………..47
Figure 4.6c – List of course registration……………………………………………………..48
Figure 4.6d – Sample of generated id card ………………………………………………….48
Figure 4.6e – Mailing………………………………………………………………………..49
Figure 4.7a – Incorrect username……………………………………………………………49
Figure 4.7b – Invalid password…………………………………………………………….50

LIST OF ABBREVIATIONS
RUC Radford University College
PDF Portable Document Format
ID CARD Identification Card
ITSS Information Technology Services and Solutions
IT Information Technology
WASSCE West African Senior School Certificate Examination
WAEC West African Examinations Council
VIN Vehicle Identification Number
HTML Hyper Text Markup Language
CSS Cascading Style Sheet
PHP Hypertext Preprocessor
MS Microsoft
ER Entity Relational
PRN Personal Registration Number
CHAPTER ONE
1.0 Introduction
With the invention of several other emerging innovations, including e-commerce, e-learning,
and online registration, to say only a few, the area of information technology has changed
tremendously over the past years. The transition did not happen immediately, but rather a
gradual process that began with the creation of web-based applications. Today, through the
worldwide network, mobile apps, email, and social media, web connectivity has become a
deserter for routine operations and data exchange for many universities. According to Mills
(1990), the provision of services like students’ application, admission and registration have
become proficient through the employment of technological tools and packages like
databases, spreadsheets, and word processors.

Students’ academic and personal records form a vital part of the education system, but then
managing of students’ records has been held in low esteem, especially in the third world
where most archival records on students are held in physical systems, giving rise to
complications in recovering vital information and reduced access time. Most institutions are
relying on their manual ways of registering students which are done normally using paper-
based systems that prove tedious, susceptible to human errors at entry-level, labour-intensive,
and time-consuming leading to incorrect or undesired results. It is currently tedious to
organize, conduct, and manage manual admission accurately and in an exceedingly timely
manner due to the rise in numbers of applicants seeking admission within educational
institutes which inflict tremendous pressure on the executive body of the institutes. Knowing
that time plays a topmost role in the efficiency of every system, it is extremely necessary to
build up the convenience of online registration of student's admission system to sustain a vast
number of applicants for institutions and the evolving world. The main reason behind the
necessity for a computerized student admission system is to manage the admission process of
students at Radford University College (RUC).

Research study proves that a lot of institutions have adopted web-based applications to
handle every part of the student admission process shifting from manual strategies into a far
better, convenient, and reliable atmosphere that enhances productivity by reducing process
time, generating fast results and accurate reports, making the information available. To solve
the current problems in admissions, academic institutions need to shift from manual method
to the machine-controlled or automated systems and use the technologies which may be
efficient, further helpful for the institutes. Hence, the need for online admission is very
important. The proposed model is to design and implement an integrated admission system
(IAMS); a case study of RUC, with the general idea of increasing efficiency within the
registration process.

1.1 BACKGROUND OF THE STUDY

The online admission system integrates technology with the process of

administration/education and is advantageous for both the institution and the students. In
addition to typical sources of benefits, it serves as a novel accomplishment element.

The online Admissions Management Software automates the entire process of admissions
and enrolment making it extremely easy and quick. Restructuring RUC’s admission
management system aims to offer administrative assistance by providing faster, easier, and
simpler methods for registering students, managing records, monitoring applications,
assigning index numbers and courses, and more. The module will make it simple for
applicants seeking admission to request enrolment enquiries, top off the structure of
enlistment, transfer records, make online instalment payments, keep records, and use them for
reference and further proceedings; and monitor and download the status of the application
once it is seamless. In addition, the modules in the system streamline all admission processes
by supplying the institutions with vital resources to attract and talk to prospective applicants.

A recent survey of undergraduate applicants showed that about 68 percent do not seek advice
or guidance from the admissions team of an institution before initiating an application. It is
therefore important for universities to treat their application portal as a marketing instrument
and to make the process as self-explanatory and streamlined as possible to optimize
conversions. However, a few education providers still do not utilize online admission systems
and rely on obsolete PDF application forms and programs to handle the process, such as
Excel, and a more conventional paper and ink system.

With an online management system, administrators can coordinate data more efficiently, see
at any given time what point an applicant is in the pipeline, and gain access to analytics data
on everything from how many individuals have submitted a form to how many possible
applicants are for each course. An online admissions system is like a "one-stop-shop"; the
days of managing many spreadsheets and wasting hours sorting them are gone. Knowledge is
synchronized and activities can be automated, making it much simpler to personalize, which
is so necessary.

1.2 STATEMENT OF THE PROBLEM

From my analysis on RUC’s admission process, students and staff go through a hectic
process during admission because most of our processes are being done manually whereby
students have to move from one office to another to complete the admission process. My
study at the admission office on June 2022 revealed to me that, the systems of the various
departments such as admission, finance that work in hand are not integrated as a single
system; this results in the movement of students from one office to another to complete the
admission process. This slows the admission process as it requires a lot of time for
coordination, i.e., handling the applications received from the manual admission process,
generating the results, giving out admission, and undergoing an on-site registration of course
processes within the time constraint, normally exceeds into learning and teaching periods.
Moreover, manual systems are inevitably error prone. The manual method of admissions
eventually breaks as the institution expands and the workload rises. This likewise leads to a
decline in the accountability of records.

1.3 OBJECTIVES OF THE STUDY

1.3.1 Main objective

To design and implement an integrated online admission system for RUC.

1.3.2 Specific Objectives:

1. To integrate an admission and registration system that work seamlessly with the
various departments.
2. To generate a digital receipt for students upon payment of school fees.
3. To generate a digital students’ ID card.
4. To automate the submission of course registration forms to faculty.

1.4 SIGNIFICANCE OF STUDY

The development of this web-based management system of admission would positively
impact the admission department, finance department, ITSS, students, and serve as useful
reference material for other researchers seeking information pertaining to the subject.
 1.4.1 Admission department
The centralized database will help the admission department to keep and maintain the
record of students and help prevent the loss and duplication of data which is data
irregularities. The purpose of taking applicants’ print-out admission forms by the
department for record-keeping will be automated, reducing the paper works. Also, the
necessity of finding out who and who qualify for admission will be automated. This helps
relieve the department from workload.

1.4.2 Finance department

Through this system, the generation of payment receipts would be automated, and
activation of students’ accounts activity would be subsided. This ability relieves the
finance department from pressure mounted by students.

1.4.3 ITSS
The IT unit will be relieved from students’ workload since the system will capture
applicants’ passport pictures during the filling of admissions forms for the generation of a
student ID card.

1.4.4 Students
The system eliminates the stress students go through, moving from one office to another
to complete the admission process. Hence, admission is made accessible anywhere
without difficulties.

1.5 SCOPE OF STUDY

This work is confined to Radford University College since its my place of study. The present-
day continuous students are left out of this study since their details from registration were not
captured in the database of my system. The focus is on freshers and continuous students
whose data are captured in this new system of admission.

1.6 RESEARCH METHODOLOGY

The software engineering model to be used for this project is the Agile Model which involves
a combination of incremental and iterative delivery. Processes in agile are broken into
individual models that designers work on. Every iteration has its testing phase where
customers can look at the product and send feedback or any change in the feature, which can
be dealt with in subsequent iteration.

1.7 TIME SCHEDULE

Figure 1.1 Gantt Chart for the study

1.8 ORGANISATION OF THE STUDY

This research would include five (5) chapters.

 Chapter One introduces the proposed work, its problem statement, objectives,
significance, scope, limitation, time schedule, and brief methodology of the study.

 Chapter Two reviews the implementation of similar projects.

 Chapter Three gives a detailed explanation of the system design and building.

 Chapter Four consists of the tested system analysed and discussed results.

 Chapter Five includes summarization, conclusion, and recommendations for future

works.
 CHAPTER TWO
LITERATURE REVIEW

2.1 INTRODUCTION
This chapter introduces the objective and critical summary of published research literature
relating to existing web-based students’ admission management systems based on manual
registration and online registration. This chapter aims to acclimatize with both old and current
techniques, to build a relationship between completed works and ongoing works as well as
justify the necessity for additional research into previously unexplored or understudied areas
of study.
This chapter will implicitly review the existing admission system of RUC and three different
types of related works that have been carefully chosen to meet this project work’s claims and
objectives.

2.2 MEANING OF REGISTRATION

Registration is a method of officially recording something.  Usually, something is registered

to assert more rights, or to protect ownership, or because the law says it must be registered to
be used legally. Based on the definition, a registration system is an application that can record
an individual’s data or information, commonly used in different companies, schools, etc. This
data can be compiled to give vital statistics [5].
Registration is the act or process of registering or of being registered. It also can be said to be
the act of making an official list of names or information [6].

2.2.1 EXAMPLES OF REGISTRATION

 Birth Registration
This is the means of recording a child’s birth. It is a permanent and official record
of a child’s existence and provides legal recognition of that child’s identity. Birth
registration is needed for a child to get a birth certificate; an original document
certifying occurrences of the birth. The information collected from birth
registration records helps governments plan where and how to spend money, and
 what areas to focus on for development programs, such as education and
immunization [7].

 Vehicle Registration
This is the mandatory means of registering a vehicle with a government authority.
The purpose of this registration is to establish lucid ownership and to tax motorists
or vehicle owners. Although vehicles are uniquely identified by a VIN, only
registered vehicles display a vehicle registration plate and carry a vehicle
registration certificate.

 Voter’s Registration
This is the requirement for citizens and residents in some democracies to register
with some central registry specifically to be legible to vote in elections [8]. The
mode of registering voters differs widely from country to country. In some, voters
are automatically added to the rolls when they reach the legitimate voting age. In
others, prospective voters are required to apply to be added to the rolls.

 Business Registration
In business registration, a license permit is issued to individuals or companies upon
their registration by government agencies that allow them to conduct business
within the government geographical jurisdiction.

2.3 MODES OF REGISTRATION

2.3.1 Manual Registration

Manual registration can be said to be the process of utilizing non-technological tools,

which includes paper, writing utensils, and a physical filing cabinet for data processing.
This mode of registration proves to be tedious, susceptible to human errors at entry-level,
and time-consuming leading to incorrect or undesired results since it requires the use of
physical skills and energy to work with hand and not a machine. In the contest of the
current admission system of RUC, most of the processes are handled manually such as the
keeping of applicants’ print-out forms, receival of admission letters, the generation of
payment of receipts, submission of courses registered to faculty offices, etc.
2.3.1.1 ADVANTAGES OF MANUAL REGISTRATION
 Less expensive to set up.
 The risk of corrupted data is much less.
 It does not depend on things like electricity to run and the system cannot break down.
2.3.1.2 DISADVANTAGES OF MANUAL REGISTRATION
 It is time-consuming.
 The data such as print-out documents are stored in filing cabinets which take up a lot
of space and difficulty in identifying a particular document.
 It creates room for data redundancy.
 Lack of security: A manual registration system is very vulnerable to fire or natural
disasters.
 Inconsistency in data entry, room for errors, miskeying information. [10]

2.3.2 ONLINE REGISTRATION

An online student admission system streamlines the application, registration, and
monitoring of students in an institution. According to Morris Wall (1990), online
registration systems are websites that allow users to sign up for memberships, events, and
training by completing a form. Online registration systems are replacing manual processes,
such as registering by telephone, mail, or at events using paper-based technology. This
registration brings about easy, simple, secure, fast, and instant ways to manage
admissions. And makes the process accessible to applicants anywhere at their most
convenient time. Many universities and educational institutions have a wide range of
courses, students, and faculty (Wells 2001). Registering the students online, reduces
paperwork, personnel, cost, and conserves resources. The online system keeps track of all
the activities that go on during the registration for future reference; hence data is stored
more safely.

2.3.2.1 BENEFITS OF ONLINE REGISTRATION

 Enables students to register from any location without moving from offices.
 Enhances the efficiency of data capturing and shortens the registration processing
period.
 It prevents data irregularities such as data loss and data duplication.
 Records are maintained more safely since all data are stored in a database.
  Eliminates multiple registrations from an applicant/student.
 Streamlines the process of obtaining payment receipts since receipts are generated
automatically.
 Sends automatic confirmation e-mails to applicants.
 Generates a real-time report.

Table 2.1 Comparison Between Manual and Online Registration

Manual registration Online registration

Manual registration is done in the Online registration is done online with the
registration offices in the institution. use of a personal computer.

Manual registration students submit a hard Online registration students submit filled
copy of filled application forms to the application forms electronically.
institution.

In manual registration, applicants queue up In Online registration, admission letters are

to receive an admission letter, payment sent to applicants through emails, whereas
receipts and to get accounts activated. payment receipts generation and account
activations are automated.

Manual registration can only be done with Online registration can be done anytime,
the student’s physical presence on campus. anywhere according to one’s preference.

2.4 The Current Admission Process of RUC

The current admission process allows applicants to apply for admission either offline or
online.
In the offline method, an applicant picks an admission form at the school’s Information
Centre, fills it, and attaches to it with all other certified copies of certificates/result slips.
These documents are later submitted to the admission office before the deadline given.
With the online method, an applicant purchases a voucher which is used to create an account
on the admission portal and gain access to the admission forms. The applicant fills and
submits the form on the portal, but he/she must still submit a hard copy of their forms to the
admission office. Because the department finds it difficult in keeping the records online.
Upon verification of results, qualified students come to join long queues to receive their
admission letters at the admission office and proceed with the payment of fees. Applicants
who are now students upon the payment of their fees again join long queues to obtain official
school receipts, get their accounts activated, and proceed with courses registration. Also,
upon registering courses online, students must submit a hard copy of their courses registered
to their respective faculty as proof of registration for the semester.

Figure 2.1 Diagram showing the current admission process of RUC

2.4.1 Benefits of the current system

 The system allows for manual printing of student’s ID cards upon retrieving required
information from the database.
 The system helps in the management (creation, deletion, modification, updating) of
students and staff accounts.
  The system can withhold the results of students who did not activate their accounts.
 The system helps in the automatic generation of index numbers for students.

2.5 Review of Other Related Works

2.5.1 Review 1 - Design and Development of University Admission
Management System (2018)
[12] Jogamohan Medak and Partha Pratim Gogoi of North Lakhimpur College
(Autonomous), North Lakhimpur, Assam, India and Tezpur University, Assam, India
respectively, designed and developed a web-based university admission management
system to automate the admission process of the various departments in an educational
institute. This system was aimed to integrate the functionalities of the multiple
departments as a single system in aid to fasten the admission process and do away with
the manual process in registering applicants on the day of admission. Applicants will
not have to move from one table to another to get documents verified, get hostel
allocated, pay for school fees, and obtain official school receipts. With this system, the
applicant fills application forms online and gets updates on the status of the admission
as to when documents are verified, granted, or denied admission, and hostel been
allocated.

Limitations of their system

This system satisfies the requirements necessary to ensure a good admission process but
cannot be said as a fully web automated system since:
 There was no online mode through which applicants can submit their application
forms, hence submissions were done manually.
 There was no mode for digital payment of admission fees integrated into the
system.
2.5.2 Review 2 – Web-Based Students’ Record Management System for
Tertiary Institutions (2019)
[13] Also, Uka KanayoKizito and Ekwonwune Emmanuel Nwabueze of the Department
of Computer Science, Imo State University, Owerri, Nigeria designed and implemented a
Web-Based Students’ Record Management System for Tertiary Institutions. The system
was developed due to the problems related to student academic record management
which include
improper course registration, late release of students’ results, reconciliation of students’
results, malpractices at various students clearing units, inaccuracy due to manual and
tedious calculation and record retrieval difficulties in the institution.
This system permits applicants to fill and submit application forms online, make
payment for all stipulated fees, and provides them with updated information about their
admission status, studentship, semester results, and the latest information. This system on
the other hand allows lecturers to view all courses assigned to them and easily send their
various results to their head of department with a reference to the date and time of
submission. Furthermore, this system enables the head of a department to upload
students’ examination results, assign courses for lecturers, receive examination results
from lecturers, and reconcile results for graduating students. Also, the system provides
legit information to institution management, graduates, and organizations regarding
students' transcripts, statements of results/certificates verification, and O'Level/A'Level
verification using their unique certificate numbers. Lastly, the permits parents of a
student to also check for the academic performance of their ward and make a report.

Limitations of their system

This system satisfies almost all the requirements necessary to ensure a good admission
process but there are still other requirements that could have been automated, such as:
 Sorting in the student’s database to the differences between applicants, prospective
students, and students who have fully paid their fees. Hence, the university will have
to perform this sorting manually.
 The generation of digital ID cards for students.
 The generation of a digital receipt for students was not mentioned in their work.
 2.5.3 Review 3 - Automated Online College Admission Management System (2017)
[14] Mehul Gupta, K. Iyer, Mani Singh, and A.K. Kadam of Bharati Vidyapeeth
University College of Engineering, Pune Maharashtra – India, developed this software to
work on web-platform to manage the complete admission procedures of various
departments of an institution such as Finance Section, Administration, Student section and
many more sections integrated as a single system. This system is focused on overcoming
the problem of maintaining paper-based records to a record-based technology (the digital
library). This online system includes firstly the admission of new students and by giving
their preferred branch according to their common entrance test rank and by verifying and
validating students documents and by continuing it to further process by generating the
fee payment receipts, documents and saving it with the scanning and uploading the
student’s permanent unique ID provided. Also, the system allows the administrator
(institution) to make a digital announcement or send notifications, which are received by
students and even parents on the same portal.

Limitations of their system

This system satisfies some of the requirements necessary to ensure a good admission
process but cannot be said as a fully online automated system since:
 There is no sorting in the student’s database showing differences between
applicants, prospective students, and students who have fully paid their fees.
 There was no mode for digital payment of admission fees integrated into the
system.

2.6 The Proposed System

The system will be designed to automate the admission process and relieve some of the
workloads of the various departments. Firstly, there is going to be sorting in the students
showing the difference between applicants, prospective students (applicants who have
granted admission but have not paid their fees yet), and students who have fully paid their
fees; this functionality will help in tracking track of the number of admitted students. Also,
the necessity of finding out who and who qualifies for a program by the cut-off given will be
automated. Secondly, the system will extract students’ fee payment details from the school’s
email attached to the bank account and upon it generates a digital receipt for the students.
Thirdly, the system will be given the ability to activate the accounts of students whereby a
payment percentage will be given to the system to activate the accounts for every student
whose fee payment is in line with the percentage.

Fourthly, students will be able to send a pdf copy of their courses registered for a semester to
their respective faculty office on the system without submitting it in person at the office.
Lastly, admission status messages will be sent to the applicants’ email provide during
registration when admission is approved or disapproved. This message will contain the
admission letter, the school’s bank account number, a temporal identification number, and
other academic related information. Furthermore, the system will capture applicants’ passport
pictures during the filling of admissions forms for the generation of a student ID card to be
printed by the ITSS.

Figure 2.3 Dataflow diagram of the proposed system

2.7 Conclusion
Good systems, if well implemented, can propel excellence to the next level. Online admission
requires the sincerity of those in play and the efficiency of the system. The system that is
being proposed will fill the gap by providing an actual online admission system that will
permit applicants to seek admission outside the campus and speeds up the admission process.
The systems reviewed in this chapter have essential features compared to our work. Careful
examination of our project led to the selection of these related works which provides essential
features as related to our work and gives clear-cut knowledge about the admission system its
limitations and strengths in the admission process. These knowledge from the related works
will aid us in building our integrated online admission system.

CHAPTER THREE
METHODOLOGY

3.0 Introduction

A System Specification describes the operational and performance requirements of a system.

It may outline how the system is expected to perform, and what that may include. [15]

This chapter focuses on the functional and non-functional requirements of the system to be
designed. It zeros in on how the system should perform and provides a high-level overview of
the architecture of the system and the data that will be associated with the system. This
chapter will also outline the necessary information required to effectively define the structure
and functionalities of the system. This chapter will also describe the design process applied to
the development of the system and clearly show how the system will be implemented along
the provided methodology; showing how the various technologies, individual stages or
process deployed to attain the objective of the project and to make the proposed project a
reality.

3.1 Design Process

A system development methodology is defined as the blueprint for structuring, planning, and
controlling the method of building an information system. Also, it explains the tools,
techniques, activities, and roles involved in developing a system. Over time, a wide range of
frameworks have emerged, each with its own set of strengths and limitations. Most system
developers have a difficult time choosing the right methodology and executing it till the
intended system is delivered. System development methodologies are not universally
applicable. Each of the available methodologies is suitable to a unique type of projects,
depending on diverse technical, organizational, project and team considerations. The
Software Development Life Cycle buttress most of the activities, stages, and development
processes that majority of the information systems, no matter how complicated, go through.
[16]

During the quest for the suitable software design process to utilize in the development of
system, several design processes were encounted, one of which we discovered to be suitable
for our need is the Agile Development Methodology.

3.2 Initial Planning

3.2.1 Information Gathering Techniques

When the idea to build an integrated admission system for RUC was perceived, instantly, it
was decided to have a consultative session in which the admission department and the IT unit
of the school were engaged to know their experience about the difficulties they undergo in
using the current admission system, as well as soliciting their opinions on how they would
like an admissions system to be designed to suit functional requirements. To attain this aim,
varieties of information gathering approaches was used, including the following:

3.2.1.1 Interviews
Interviews are one of the most direct methods for gathering information from a group of
important stakeholders in a project. In this instance, the development of the IAMS, which
is a decentralized application, Head of Admissions, as well as other knowledgeable
personnel from the IT unit, and some students at the school were interviewed during our
planning stage.

3.2.1.2 Research (Access to Available Literature)

Textbooks, dictionaries, journals, articles, newspapers, online videos, and other internet
downloads have all been helpful in providing enough information and succinct
understanding about the field in which we operate. Access to other people's materials
provided us with a lot of insight into the study field, not just in terms of how to model the
 system best, but also in terms of how the different components may work together to make
the system work.

The results acquired after using the information-gathering procedures was remarkable. The
respondents' inputs gave a notion of the system's relevance and how it can be classified. The
respondents were excited about the prospect of having a system that will integrate all
departments as a single system and make registration accessible from anywhere at any time.

3.3 Agile Model

Agile software development approaches stress incremental delivery, team participation,
continuous planning, and constant learning instead of attempting to offer everything all at
once at the end. Also, minimal viable products (MVPs) are created via iterations of the
process in order to keep it lean. Continual feedback is gathered and integrated, making the
process dynamic and everyone working toward a shared goal. [17] As a result, it is a
methodology that encourages continuous development, incremental delivery, testing,
feedback, early delivery of business value to customers, collaboration, and engagement
throughout the project's software development lifecycle. Work is generally broken down into
2-4-week “sprints” under the Agile Model, during which the responsible teams address the
key demands of their customers and test as they go.[18]

Agile development is not in and of itself a methodology, but more of an umbrella phrase for
numerous agile approaches. SCRUM, XP, Crystal, Kanban, Crystal, Lean, FDD and DSDM
are some of the approaches. This is appropriate for Testers, Development Managers, QA
Engineers, Project Mangers, QA Managers, UX Designers, Team Leaders, Technical Writers,
as well as anyone else participating in the software delivery. All the steps that Agile
Methodology-guided projects go through are depicted in the diagram below. Starting from
the initial planning phase through the client testing phase.
 Figure 3.1: The Agile Development Model

Selection of Agile Methodology for the development of the system was centred on its
features, which include the following:

 The delivery of software is unrelenting in the agile methodology.

 Agile software design is incremental and iterative.

 The agile process is broken into separate models on which designers work.

 Customers are pleased since a functioning feature of the program is presented to them
at the end of each sprint.

 The customer gets early and frequent opportunities to examine the product, and if the
customer has any comments or requests for changes to the feature, they may be
addressed in the current product release.

 Correction of errors can be done even in the middle of the project.

  Each iteration has a separate testing phase so whenever new functions or logic are
released; regression testing may be implemented.

 A shippable product feature is provided to the customer when an iteration ends in

agile testing. New features can be used straight away.

3.4 Requirements Definition

A Software Requirements Specification (SRS) is a clear explanation of a software system that
will be created. A requirement is merely a declaration of what the system must do or what
features it must have, and it could contain a collection of use cases describing user’s
interactions in which the software should offer. [19]

At this point, we needed to establish specific requirements that the system had to satisfy for it
to meet the requisite specification. Specific requirements examine by us at this stage includes
the system's hardware and software, functional and non-functional requirements. These are
outlined in the section below.

3.4.1 Functional Requirements

This Requirement specifies the activities and operations in which a system should be able
to carry out.

Functional Requirements include the following:

 Accounts on data to be input into the system.

 Accounts on workflows performed by the system.
 Accounts on activities accomplished by each of the system.

 The system can process received from the applicants.

 Who can sign up or login to the system?

 How well does the system fulfil its functional and security requirements?

The Functional Requirements Specification is intended for a broad readership, hence

should be made easy to understand without any technical expertise necessary for the reader
to grasp the system. [20]
Typical functional requirements of the system include:

 Convenience: The system shall allow the staff and student to perform their respective
duties with ease and should not require many special skills to use it.
 Login Unit: This will be designed to include a consolidated rights management
system and unbiased authentication to guarantee only legitimate users access to the
system, as well as a protective measure to secure sensitive data.
 User-Interface: The system shall provide an easy-to-use user-interface.
 Registering, Modifying and Removing Users: The system should allow the
administrator to make updates to the student and staff information database. This gives the
administrator the power to add, modify, and delete new and existing users.
 The system should be able to sort among the various forms of students (applicant,
prospective student, and student) into separate database.
 The system should be able to determine who and who qualifies for a program based
on their examination results and the school’s cut off points.
 The system should be able take inputs (texts, pdfs, pictures, etc) or commands issued
to it by the respective users.

3.4.2 Non-Functional Requirements

These requirements must be as specific as feasible. This is commonly achieved by
assessing them. When feasible, non-functional requirements must offer measures in which
the software should fulfill.

Some of the following points discuss non-functional requirements in further detail: [21]

 Availability: The availability of a system, or it’s "uptime," is the timeframe for the
system to be operational and usable. This is mentioned since certain systems are built to
have downtime in mind for operations such as database updates and backups. Availability
requirements addresses the user's concern regarding the system's reliability during normal
operating hours.

 Accessibility: Accessibility requirements address the user's concern about how simple
the system is to use for persons of various abilities. This is the extent to which the software
system can be used by people with the broadest variety of skills to accomplish a specific
objective in a specific context of use.
 Access Security: This is the degree to where the system is protected from internal and
external intentional and invasive flaws. The user's worry about how well the system is
protected against unauthorized access is addressed by access security standards.

 Confidentiality: It refers to how well a software system secures sensitive data and
only enables authorized users to access it. Confidentiality requirements sermonize the user
grievances about how sensitive data is secured and made available to authorized users. In
addition, it covers factors correlated to access control, privacy of communication channels,
input interfaces, and data safeguard.

 Efficiency: The efficiency of a software system refers to how well it manages

capacity, throughput, and response time. Describes how well the software makes use of
scarce resources such as disk space, CPU cycles, bandwidth, and memory.

 Flexibility: Flexibility refers to ease with which the software may be adjusted to
acclimate to various environments, settings, or user expectations. Flexibility requirements
speak to users about how simple it is to modify the system to function in diverse
environments. Aspects such as differences in industry, organization, country, as a well if
the software system will be installed on a single or multiple sites.

 Portability: Portability is the ability for the software to be able adopt every platform
on which it will be installed and required to run.

 Integrity: These requirements specify the system's security qualities, such as

declining access data, information, or feature to specific individuals and safeguarding the
seclusion of data keyed into the software.

 Performance: The timing characteristics of the software are specified by the

performance restrictions. Certain activities or features are more time-sensitive compared to
others; non-functional requirements should identify software functions that have
performance restrictions.

 Reliability: This refers to a software's ability to sustains its effectiveness over time.
Software that is unreliable frequently fails, and activities are often prone to failure.

 Robustness: A robust system can deal with error circumstances gracefully and
without a hitch. Tolerating erroneous data, software flaws, and unexpected operational
circumstances is part of this.
 Usability: The criteria for ease-of-use cover the elements that contribute to the ability

of the software to be understood, learnt, and used by its aimed users.

3.4.3 Hardware Requirements

For the system to run successfully, the computer on which the system would be running
should have a minimum of the components listed below:

 RAM of 1GB or higher.

 Processing speed of 1.5 GHz or higher.
 20GB of Hard Disk or higher

3.4.4 Software Requirements

In order to create the system successfully, the computer on which the system would be
created would need the following tools:

 Sublime Text 3 or any other text editor.

 PHP
 Python
 Node.js
 MySQL Server (XAMPP)

Sublime Text 3
This is cross-platform text editor written in C++ and Python, which supports many
programming languages and markup languages, and allows user to add their own functions
via plugins. Sublime text also allows users make the same interactive changes
simultaneously and make extensive changes to the application via the JSON settings, this
can be project or platform specific depending on the type of changes made. But since our
system is a web app any text editor would just be enough. [22]

PHP

This is a scripting language embedded within HTML sever-side. It is used for session
motoring, creation of a complete e-commerce website, handling of databases, and
dynamic contents. It's compatible with several well-known databases including,
PostgreSQL, Oracle, Informix, Sybase, Microsoft SQL Server, and MySQL.[23]
 Python
Python is a high-level programming language that is dynamically semantic, interpreted,
and object-oriented. Its simple syntax makes it easier to read and reduces software
maintenance expenses. It also supports modules and packages, which fosters software
modularity and reuse. [24]

Node.js
This is being a cross-platform, open-source JavaScript run-time environment allowing
JavaScript code to be executed outside of a browser enables developers to generate
dynamic web page content before sending the page to the user's web browser. [25]

MySQL Server (XAMPP)

A server can be classified as a device, a program, or a computer that is solely responsible
for network resource management. Servers are sometimes described as devoted since they
conduct practically no other tasks than serving. The servers that can perform the duties
have their names as a result of the operating system they operate on. XAMPP-X (means
cross-platform) Apache MySQL Perl PHP [26]

3.5 High-Level Planning

The High-Level Planning under Agile Methodology considers the kinds of graphical
representations to be used to allow the system to communicate to the public, particularly the
system's users. A description of the system's design is also included at this level. Some
structures for the System Design include Use case diagrams, Flowchart, Entity Relationship
diagram, Sequence diagram Data Flow Diagram, etc. [27]

3.5.1 System Design

Simply put, a system design is termed as the designing of systems. It entails a structured
and methodical slant to design, which is necessitated given the magnitude as well as the
complexities of numerous system issues. It entails analyzing, designing, and configuring
the essential hardware and software components to assist the architecture of your solution.
To develop systems fully, structures and conceptual models such as these were used: [28]

 Entity Relational Diagram

 System Architecture
 Data Flow diagram
 Flowchart
 Sequence diagram
 Use Case diagram

3.5.2 System Architecture

The conceptual model that specifies a system's behavior, structure, and other perspectives
of a system is called a system architecture. A description of an architecture is a systematic
definition and delineation of a system, organized in such a way that reasoning about the
system's structures is possible. The architecture that will be adopted is three-tier
architecture. A system architecture can include system components, their externally
apparent features,

and the relationships (e.g., behavior) among them. It can give a blueprint from which
goods can be bought, as well as systems that will collaborate to accomplish the entire

system.

Figure 3.2: System Architecture

3-Tier Architecture

Three-tier architecture is built based on a client–server software architecture pattern in

which the user interface (presentation), functional process logic (“business rules”),
computer data storage and data access are built and maintained as distinct modules on
different platforms. [29] The user interface, on the other hand, runs on a desktop PC or
workstation and employs a standard graphical user interface, a functional process logic
that may be composed of one or more individual modules running on an application
server, and an RDBMS (Relational Database Management System) on a database server
that houses the data storage logic of the computer.

3.5.3 Entity Relationship Diagram (ERD)

This is a diagrammatic depiction of the correlation between objects inside an information

system, places, event, concepts, and people. The ERD illustrated in figure 3.3 depicts the
relationships that exist between the student and administrator.

Figure 3.3: Entity Relational diagram (ERD)

3.5.4 Data Flow Diagram (DFD)

This is a typical visual depiction of a system's information flows. The Data Flow Diagram
(DFD) is a popular tool for software analysis and design. A clean and unambiguous DFD
may graphically show a large portion of the system requirements. The dataflow of the
IAMS is depicted in the DFD below.
 Figure 3.4: Data Flow Diagram

3.5.5 Flowchart

A flowchart depicts a system's workflow sequence. The workflow provided by the Petty
Cash Management system is straightforward and well-organized. Figure 3.5 depicts the
workflow observed in the developed system.[30]
Figure 3.5: Flowchart
3.5.6 Sequence diagram

A sequence diagram is a type of interaction diagram that describes how—and in what

order—a group of objects collaborate. Sequence diagrams are time focus and they show
the order of the interaction visually by using the vertical axis of the diagram to represent
what time messages are sent and when.

Figure 3.6: Sequence Diagram

3.5.7 Use Case diagram

At its most basic, a use case diagram is depiction of a user's interaction with the system
that shows the criteria of a use case. It can show the many sorts of system users and the
various ways in which they interact with system. We would have two use case diagrams
for our system, one for student and the other for the administrator.

Figure 3.7: Use case diagram – Student

3.5.7.1 Description of Student’s Use Case diagram
Sign up

To fully utilize our system, the prospective student (applicant) must first register an
account with his/her correct information, such as name, email address, and password.

Login

Already existing applicant need to login to access the applicant dashboard of the
system.

Create application

This allows applicants to fill an online registration form and submit to digitally to the
admission officer.

Receive emails

Applicants get to receive a mail of approval or disapproval.

View application status

This allows applicant to view their application status on the system.

SIP

This allows admitted students to view their information portal. This portal has the
profile of the student, also, fee payment and courses registration fields of the student.
Figure 3.8: Use case diagram – Administrator
3.5.7.2 Description of Admin’s Use Case diagram
Login

Grants the admin access to the admin dashboard of the system.

Profile

Admin is able to view his/her details under this tag.

Applications

Under this tag allows admin to perform functionalities on applicants’ applications;

thus, view received applications, update applicants’ application status, view
application ranks as to which applications qualifies to be admitted and send approval
or disapproval mails to applicants.

Students

Under this tag allows admin to view the sorting among students (applicants,
prospective students, and students) and their respective students ID cards generated.

Payment

Under this tag allows admin to view the list of payments done by students and their
generated digital receipts.

Faculties

This tag shows the admin the list of students in a faculty and a department. Also,
allows him/her to view courses registrations completed by students which are
delivered to the faculties.

Manage users

This allows the admin to add a user, update the information of a user, and delete a
user.
3.6 Selected Codes for Specific Functions

Extraction of payment from email

import pandas as pd
import datetime, os, glob
import email, imaplib
cwd = os.getcwd()

EMAIL_UN = 'EMAIL'
EMAIL_PW = 'GOOGLE APP PROVIDED PASSWORD'

def details(subject_header,date=(datetime.datetime.now()-
datetime.timedelta(1)).strftime("%d-%b-%Y")):
#EMAIL SEARCH CRITERIA
search_criteria = '(ON '+date+' SUBJECT "'+subject_header+'")'
return search_criteria

def attachment_download(SUBJECT):
un = EMAIL_UN
pw = EMAIL_PW
url = 'imap.gmail.com'
detach_dir = '.' # directory where to save attachments (default: current)
# connecting to the gmail imap server
m = imaplib.IMAP4_SSL(url,993)
m.login(un,pw)
m.select()
resp, items = m.search(None, SUBJECT)

items = items[0].split() # getting the mails id

for emailid in items:
resp, data = m.fetch(emailid, "(RFC822)") # fetching the mail, "`(RFC822)`" means "get
the whole stuff", but you can ask for headers only, etc
email_body = data[0][1] # getting the mail content
 mail = email.message_from_string(str(email_body)) # parsing the mail content to get a
mail object

#Check if any attachments at all

if mail.get_content_maintype() != 'multipart':
continue
print("["+mail["From"]+"] :" + mail["Subject"])

# we use walk to create a generator so we can iterate on the parts and forget about the
recursive headach
for part in mail.walk():
# multipart are just containers, so we skip them
if part.get_content_maintype() == 'multipart':
continue

# is this part an attachment:

if part.get('Content-Disposition') is None:
continue

filename = part.get_filename()
counter = 1

# if there is no filename, we create one with a counter to avoid duplicates

if not filename:
filename = 'part-%03d%s' % (counter, 'bin')
counter += 1
att_path = os.path.join(detach_dir, filename)

#Check if its already there

if not os.path.isfile(att_path):
# finally write the stuff
fp = open(att_path, 'wb')
fp.write(part.get_payload(decode=True))
 fp.close()
print(str(filename)+ ' downloaded')
return filename

3.7 Conclusion
In this chapter, we discussed how this project was brought to life. This was done by gathering
data from students of RUC and some administrative staff on their challenges and countering
measures in solving the current registration problems. Also, this chapter entails the type of
software development lifecycle used, tools used in building this project, functional and non-
functional requirements, and the various high-level planning diagrams, which include the
system architecture diagram, the ER diagram, the flowchart, the dataflow diagram, the
sequence diagram, and the use case diagram.
 CHAPTER FOUR
TESTING AND ANALYSIS

4.0 Introduction
This chapter focuses on testing the various components to ensure their compatibility with
other parts of the system. Here the system is run, and its performance is evaluated to
ascertain its conformance to its requirements.

4.1 Software Testing

Software testing is the process of verifying and validating that a system, software, or
application is bug-free, meets the technical requirements as guided by its design and
development, and meets the user requirements effectively and efficiently with handling all
the exceptional and boundary cases.

The process of software testing aims not only at finding faults in the existing software but
also at finding measures to improve the software in terms of efficiency, accuracy, and
usability. It mainly aims at measuring the specification, functionality, and performance of a
software program or application.[31]

4.2 Initial Testing

4.2.1 Home Page
This is the start-up page on a visit to the web application. This system’s home page has
three options that navigate users (applicant, student, and admin) to their respective fields
upon visiting the web application. Figure 4.1 shows the various fields for users.
 Figure 4.1: IAMS Home Page

4.2.1 User Login Page

This allows users with the right credentials to access the system. This system has separate
log in pages for applicants, students, and admin. The students, as well as the admin, will
have to login with their credentials given to them by the system, whereas applicants for
their first visit will have to register first on the applicant signup page before they can log
into their field. Figures 4.2a, 4.2b, 4.2c, and 4.2d depict these interfaces.

On a click on the various field from the home page extends to their separate login pages,
except for the applicant login page, where the applicant will go through the voucher
entering page first to validate his or her purchase for the online application forms before
getting to the login page.
Figure 4.2a: Applicant login page

Figure 4.2b: Applicant register page

Figure 4.2c: Student login page

Figure 4.2d: Admin login page

4.2.2 Dashboard
This is a graphical user interface that gives a current summary, easy-to-read form, of key
information relating to the progress and performance of the system. It also gives quick
access to the various pages. This system has a separate dashboard for applicants, students,
and admin. Applicants have the functionalities to start an application and view application
status from their dashboard. Students have the functionalities to register courses, pay
school fees, etc., from their dashboard. Admin has the functionalities to view applications
submitted, view payment details, view course registration, etc., from his or her dashboard.

Figure 4.3a: Applicant dashboard

Figure 4.3b: Student dashboard

Figure 4.3c: Admin dashboard

4.3 Functionality Testing
Functionality testing is a way of checking to confirm that a system performs, and functions
accurately based on its design requirements and specifications. During this testing, we check
functions of the core application, text input, menu functions, and installation and setup on
localized machines, etc. The main functionalities under the various users are tackled below:

4.3.1 Functionalities Under Applicant

4.3.1.1 Registration of an applicant
This involves the ability of the system to take correct text inputs, uploaded documents
for the various input tags from the applicant and creating a summary review application
for the applicant.

Figure 4.4a: Registration of applicant

4.3.1.2 Summary review of an application

The system is able to capture all inputs from an applicant during his or her registration
on to a pdf file.
 Figure 4.4b: Summary of applicant’s registration form

4.3.1.3 Checking of application status

This allows applicants to check their application status whether granted or decline
admission. For those granted admissions, a printout button appears at the application
status check popup menu and allows them to print their admission letter whiles this
button does not appear for applicants whose applications are declined.
Figure 4.4c: Application status
 Figure 4.4d: Admission letter
4.3.2 Functionalities Under Student
4.3.2.1 Fee payment by student
The system can take text inputs from students upon request for their index number and
fee payment transaction number. After a student has entered this, the system queries out
the detail entered into a transaction history.

Figure 4.5a: Fee payment details

4.3.2.2 Viewing of digital receipt

This shows the system’s ability to generate a digital receipt for students upon payment
of school fees.
 Figure 4.5b: Digital receipt

4.3.2.3 Courses registration

The system can also take inputs such as ticks from radio buttons upon students’ courses
registration.
 Figure 4.5c Course registration for student

4.3.3 Functionalities Under Admin

4.3.3.1 Viewing of applications received
The system is able to show all submitted applications by applicants to the school and
act upon them.

Figure 4.6a: Applications received

4.3.3.2 Viewing of payment details

The system creates a list of students’ payments to the admin, showing a student name
with his/her corresponding index number, level, and amount paid.
 Figure 4.6b: List of payment
4.3.3.3 Viewing of courses registration list
This shows a compiled list of all students who have registered for their respective
courses.

Figure 4.6c: List of courses registration

4.3.3.4 Viewing of all generated students ID cards

This shows a compiled list of all students’ id cards generated.
 Figure 4.6d: Sample of generated id card

4.3.3.5 Sending of e-mails

This allows the admin to send emails to applicants and students from his or her
dashboard.

Figure 4.6e: Mailing

4.4 Errors
This occurs when a user logs in with a wrong credentials. The system alerts the user when
such an instance occurs. These error signals may include incorrect passwords, incorrect
usernames, etc.
 Figure 4.7a: Incorrect username

Figure 4.7b: Invalid password

4.5 Conclusion
This chapter entails various screenshots of our integrated admission management system, and
some functionalities of our system are described. This shows in more detail how our system
works and the errors that can occur from the system, such as incorrect credentials entered
when a user tries to log in.
 CHAPTER FIVE
CONCLUSION, LIMITATIONS, AND RECOMMENDATION

5.1 Conclusion
Once this Integrated Admission System is implemented, it will do away with the hectic
process in which students and staff go through during the admission period. Students will
have the ability to complete the admission process from their various homes or destinations
without coming to the school to undergo any process. Issues such as submitting of printout
registration or application form, obtaining the school’s payment receipt, accounts activation,
submission of registered course to the faculty, and taking of passport pictures for Students’
ID cards will be automated on the system.

The admission officer or the admin of this system will have the privilege to view applicants’
application forms on his dashboard and act upon them without receiving a printout copy from
an applicant. Also, from the admin’s dashboard, the admin will be given he privilege to view
details such as payment details of applicants or students, generated receipts upon payments,
courses registered, and generated students’ ID cards. Furthermore, more the admin can send
emails to applicants upon them receiving admission to the school and perform some basic
administrative works from his/her dashboard.

In chapter one, we made mention of the following specific objectives, which are:

1. To integrate an admission and registration system that work seamlessly with the
various departments.
2. To generate a digital receipt for students upon payment of school fees.
3. To generate a digital students ID card.
4. To digitize the submission of course registration to faculties.

At this point, we can say that we have been able to achieve our objectives. The system we’ve
worked on has integrated the various admission departments that worked in hand as a single
system; this will do the way with the movements of applicants or students from one office to
another during registration and. The implementation of this system will speed up the
admission and registration process and also help solve some challenges that the various
admission departments go through during registration.
5.2 Limitations
 Lack of adequate information concerning the existing systems. Due to confidentiality,
the school authorities withheld some information from us.
 Inability to access applicants’ WASSCE results directly from WAEC. To this
challenge, results verification cannot be automated in this system.
 Financial constraints in getting access to online related works.

5.3 Lesson Learnt

Through our four years’ stay in RUC, we have faced challenges some of which we are still
combatting and some we have also overcome. Every period of our stay had tip bits that
inspired us to do great things and then persevere, the project work was such a one. These are
some of the priceless lessons we learnt in the course of our project work:

 This project has helped us learn how to work effectively as a team.

 This project has made us learn about the real-life implementation of some of the
things we have studied through our four years of study at RUC such as programming
and working with databases.
 This project has helped us to develop “a never say die” attitude and always work hard
to meet a set target or goal.
 This project has helped develop our character in the sense that we have learnt how to
take critic, work under pressure, and remain sober through all these conditions.

5.4 Recommendation
Going forward and looking at the bright side of things, the aim of the project has been met
but we believe that future advancements could be added. Some of which include:

 Implementation of an intermediary system that will communicate with the WAEC

system to fetch applicants’ WASSCE results from their database. This will help
automate the results verification process.
 Implementation of a live chat or video call system to be used as a form of an
interview to check applicants’ English proficiency level and other related matters.
 Implementation of an electronic payment system.
REFERENCES
[1] [3][8] Taban Habibu, Draku Job – Computerized Private Students’ Admission System: A
Case Study of Muni University. International Journal of Science and Research (IJSR)
Volume 6 Issue 8, August 2017

[2] Arekete, S.A., Osinowo, M.O. “Modeling Rule-Based Information Systems with MS-
Excel.”International Journal of Computer Science,
(1), 71-78, 2009.

[4] https://blog.fullfabric.com/switching-from-pdf-applications-to-an-online-admissions-
system- Switching from PDF applications to online admissions system.

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Registration System

[6] https://dictionary.cambridge.org/dictionary/english/registration - Meaning of

registration.

[7] https://www.unicef.org/stories/what-birth-registration-and-why-does-it-matter -
Meaning of birth registration.

[9] https://quizlet.com/25891698/chapter-13-voter-political-participation-vocabulary-
concepts-flash-cards/ - Meaning of Voters Registration

[10][11] Okpeh Harrison Jacob “Development of Electronic Courses Registration”: Case

Study of Isaac Jasper Boro College of Education Sagbama, 2019.

[12] Jogamohan Medak and Partha Pratim Gogoi “Design and Development of University
Admission Management System”, 2018.

[13] Uka KanayoKizito and Ekwonwune Emmanuel Nwabueze “Web Based Students’
Record
Management System for Tertiary Institutions”. International Journal of Advanced
Research in Science, Engineering and Technology, Vol 6, Issue 6, June 2019.
[14] Mehul Gupta, K. Iyer, Mani Singh, and A.K. Kadam “Automated Online College
Admission Management System”, 2017.
[15] https://www.reference.com/world-view/system-specification-395eba13f70c8e06 - What
 is System Specification. [Accessed: July 2021]
[16] “Importance of Software Development Methodologies Essays | Bartleby,” Bartleby.com,
2011. [Online]. Available: https://www.bartleby.com/essay/Importance-of-Software-
Development-Methodologies-PKJ4HGUAVJ. [July 2021].

[17] “What is Agile Software Development?” Visual-paradigm.com, 2018. [Online].

Available: https://www.visual-paradigm.com/scrum/what-is-agile-software-development/.
[Accessed: July 2021].

[18] “Agile Model & Methodology: Guide for Developers and Testers,” Guru99.com, 18-
Sep-2019. [Online]. Available: https://www.guru99.com/agile-scrum-extreme-testing.html.
[Accessed: August 2021].
[19] “What are System Requirements Specifications/Software (SRS)?” Inflectra.com, Mar-
2018. [Online]. Available: https://www.inflectra.com/ideas/topic/requirements-
definition.aspx. [Accessed: August 2021].

[20] “Functional Requirements (Functional Requirement Specifications, Functional Specs,

FRS, FS),” Ofni Systems, 07-Nov-2014. [Online]. Available:
http://www.ofnisystems.com/services/validation/functional-requirements/. [Accessed: August
2021].

[21] Greene, A. S. &. J., 2005. Applied Software Project Management. 1st ed. Sebastopol:
O'Reilly Media,Inc. non-functional requirement. [Accessed: August 2021]

[22] https://www.tutorialspoint.com/php/php_introduction.htm - Meaning of Sublime text?

[Accessed: September 2021]

[23] https://www.python.org/doc/essays/blurb/ - Meaning of PHP? [Accessed: September

2021]
[24] https://www.python.org/doc/essays/blurb/ - What is python? [Accessed: September
2021]
[25] “Node.js – Teach Tech,” Teachtechin.com, 2017. [Online]. Available:
https://www.teachtechin.com/courses/nodejs/index.html. [Accessed: September 2021].
[26] Bhatia, I. B., n.d. Abbreviations. [Online] Available at:
http://www.abbreviations.com/XAMPP [Accessed: September 2019].
[27][38] Amoh Newton Dominc and Jephthah Antwi “Design and Implementation of A
Blockchain-Based E-Voting System (Abapa)”. September 2019
[29] Wikipedia Contributors, “Multitier architecture,” Wikipedia, 04-Jul-2019. [Online].
Available: https://en.wikipedia.org/wiki/Multitier_architecture. [Accessed: September 2021].

[30] Amoh Newton Dominc and Jephthah Antwi “Design and Implementation of A
Blockchain-Based E-Voting System (Abapa)”. September 2019

[31] https://www.geeksforgeeks.org/software-testing-basics/ - What is software testing?

[Accessed: October 2021]
 APPENDIX I
<html lang="en">
<head>
<meta http-equiv="Content-Type" content="text/html; charset=UTF-8">
<meta http-equiv="X-UA-Compatible" content="IE=edge">
<meta name="viewport" content="width=device-width, initial-scale=1.0">
<link rel="icon" href="../images/gctulogo.png" type="image/x-icon">
<link rel="shortcut icon" href="../images/gctulogo.png" type="image/x-icon">
<title>IAMS Home Page</title>
<!-- Google Fonts Link -->
<link
href="https://fonts.googleapis.com/css2?
family=Raleway:wght@300;400;500;700;800&display=swap"
rel="stylesheet"
/>
<!-- Line Awesome CDN Link -->
<link
rel="stylesheet"
href="https://use.fontawesome.com/releases/v5.15.4/css/all.css"

integrity="sha384-DyZ88mC6Up2uqS4h/KRgHuoeGwBcD4Ng9SiP4dIRy0EXTlnuz47vAw
meGwVChigm"
crossorigin="anonymous">
<!-- CSS only -->
<link
href="https://cdn.jsdelivr.net/npm/[email protected]/dist/css/bootstrap.min.css"
rel="stylesheet"
integrity="sha384-
KyZXEAg3QhqLMpG8r+8fhAXLRk2vvoC2f3B09zVXn8CA5QIVfZOJ3BCsw2P0p/We"
crossorigin="anonymous">
 <!-- -->
<script defer src="js/home_page.js"></script>

</head>
<body>
<div class="main-container">
<h2>Welcome!!</h2>
<h3 >choose your field</h3>
<form>
<div class="radio-buttons">
<label class="custom-radio">
<input id="btn1" type="radio" name="radio"/>
<span class="radio-btn"
><i class="fas fa-check"></i>
<div class="user-icon">
<i class="fas fa-file-signature"></i>
<h3>applicant</h3>
</div>
</span>
</label>
<label class="custom-radio">
<input id="btn2" type="radio" name="radio" />
<span class="radio-btn"
><i class="fas fa-check"></i>
<div class="user-icon">
<i class="fas fa-user"></i>
<h3>student</h3>
</div>
</span>
</label>
 <label class="custom-radio">
<input id="btn3" type="radio" name="radio" />
<span class="radio-btn"
><i class="fas fa-check"></i>
<div class="user-icon">
<i class="fas fa-user-cog"></i>
<h3>admin</h3>
</div>
</span>
</div>
</div>
</form>
</body>
<!-- Main css -->
<link rel="stylesheet" href="css/home_page.css">
</html>
 APPENDIX II
<?php
require "select_students_table.php";
$gender = issetnull($student, 'gender');
strtolower($gender) == 'male'? $salutation = 'Mr' : $salutation = 'Mrs';
?>
<html>
<meta http-equiv='cache-control' content='no-cache'>
<meta http-equiv='expires' content='0'>
<meta http-equiv='pragma' content='no-cache'>
<head>
<link rel="stylesheet" href="assets/css/registeration_form.css">
<title> <?php isset($_SESSION['auth']) ? print($_SESSION['auth']['username'] . '
registeration form') : print('admission form') ?></title>
<script src="assets/js/jquery-3.5.1.min.js"></script>

<title> </title>
<script src="assets/js/jquery-3.5.1.min.js"></script>
</head>
<body>
<div class="container">
<form>
<fieldset>
<div class="header">ghana communication technology university</div>
<div class="">
<div class="grid-2">
<div class="schooldetails">
<nav id="logo">
<img src="../IAMS/images/gctulogo.png" alt="">
 </nav>
<nav id="info">
<div>
Name of school
</div>
<div>
P.O BOX AS 234234
</div>
<div>
Aberka - tesano
</div>
<div>
tel: 0305458555
</div>
</nav>
</div>
<div class="passportholder">
<img src="
<?php
$path = "public/images/passport/";
print($path.issetnull($student, 'passport'));
?>" class="passport"></img>
</div>
<div class="flex_center">
<p> The management of Radford University College wish to congratulate you
<span class="text-uppercase font-weight-bold"><?php print($salutation); ?></span>
<span class="text-uppercase font-weight-bold"><?php print(issetnull($student,
'firstname')); ?></span>
<span class="text-uppercase font-weight-bold"><?php print(issetnull($student,
'lastname')); ?></span>
upon receiving admission into this honourable institution.
 </p>

<p> Below are other information related to your study in this institution</p>
<p> Your course of study : <span class="text-uppercase font-weight-bold"><?php
print(issetnull($student, 'course'));?></span> </p><br></br>
<p> Your index number : <span class="text-uppercase font-weight-bold"><?php
print(issetnull($student, 'index_number')); ?></span> </p><br></br>
<p> Your email : <span class="text-uppercase font-weight-bold"><?php
print(issetnull($student, 'email')); ?></span> </p><br></br>
<p> Your password : <span class="text-uppercase font-weight-bold"><?php
print(issetnull($student, 'index_number')); ?></span> </p><br></br>
<p> Bank for payment of fees : Consolidated Bank Ghana</p><br></br>
<span> Bank account number: 1006000001088</span>
<span> Visit the student information portal (gctuc sip) to continue with your
registration<span>
</div>
</div>
</div>
</fieldset>
</form>
</div>
<button id="print" value='Print' onclick="printpage()">print</button>
<script>
function printpage() {
var title = document.title;
var divElements = document.querySelector('.container').innerHTML;
var printWindow = window.open("", "_blank", "");
printWindow.document.open();
printWindow.document.write('<html><head><title>' + title + '</title><link
rel="stylesheet" type="text/css" href="assets/css/registeration_form.css"></head><body>');
printWindow.document.write(divElements);
printWindow.document.write('</body></html>');
 printWindow.document.close();
printWindow.focus();
setTimeout(function() {
printWindow.print();
printWindow.close();
}, 100);
}
printpage();
</script>
</body>
</html>