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Chp1-3 Design and Implementation of A Web Based Payment Verification and Receipts System School Fees

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324 views26 pages

Chp1-3 Design and Implementation of A Web Based Payment Verification and Receipts System School Fees

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Hdyb
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© © All Rights Reserved
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Design and implementation of a web based payment verification and receipts system school

fees
CHAPTER ONE

INTRODUCTION

1.1 Background of the Study

Fees payments by students in universities and other tertiary institutions are made through

cash deposits, Electronic Funds Transfer (EFT) and Bank drafts to the school’s accounts.

Plymouth and Martin (2009) stress that, “For nearly every business, the simple act of collecting

payments from consumers is actually quite complex. Organizations want to make it easy and

convenient for customers to pay, so they offer multiple choices of payment types and channels”.

Therefore, the project provides an alternative method that enables secure online fees payment by

students and their sponsors. Universities and other tertiary institutions has large number of

students who are supposed to pay all the school fees through cash deposits or bank drafts to the

school’s accounts in specific bank branches. This method of paying fees has not been efficient

enough especially during periods of tests and examinations when most of the students are paying

fees to meet the requirements for entering examination rooms. The process of fees payment in

such periods is characterized by long queues, too much waiting by students and congestion at

banks where payments are made. Students queue to pay fees and those who do not reach

counters within the banks‟ working hours are advised to return the next day.

This process has always resulted in students missing to sit for their tests and/or

examinations while they are queuing to make payments. It has also resulted to too much costs

and a lot of time used in transferring and withdrawing money whenever sponsors of students

make money transfers to students who can pay school fees at specific bank branches. The

process requires sponsors of students from wherever they are to send money to students through
either banks, mobile money or any other possible way(s) so that students pay school fees or use

EFT that require swift codes to pay fees to the school. This consumes time and sponsors incur

extra costs in this process of sending money to students. It was upon this background that the

researchers suggested an alternative method which enables secure online fees payment by

students and their sponsors.

Developments in Information and Communication Technologies (ICTs) have made

impact in all sectors of the society, including education. In higher education, application of ICTs

in form of e-learning is changing the mode of learning and teaching processes (Abrazhevich,

2004). School management is now done online, records are being kept in databases that are

accessible through the web. Also Registration, payment of schoolfees, generating timetables and

much more are done using the web. The world of IT has gone far and wide that now makes us

see the importance of using automated system rather than manual system. Given the large

number of students that are typically involved in such problem, there is a growing interest in

automating the process of payment using centralized matching schemes that incorporate efficient

algorithms for web-based payments. Examples of similar automated systems are in use in several

universities. In recent years, the advancement of technology has thus brought us into a new era of

Web based systems. These systems are also known as enquiry systems and have the ability to

input data, with a guaranteed response time and an assurance that the information is accurate and

timely, then one is said to have a “Real Time System” (Laplante, 2007). A real time system is

also a Web based system and comprises mainly of four (4) main components:

i. A data-gathering component that collects data from the external environment.

ii. An analysis component that transforms the received information as required by the

application.
iii. A control component that responds to the external environment.

iv. A monitoring component that co-ordinates all other form of these components so that

real-time response can be achieved.

Due to these advancements, organization need no longer be centralized when information

services can reach the home and offices for processing from a number of geographical locations.

However, Web based systems have helped tremendously in every field of human existence

today. Hence this project work provides and creates a web-based payment to Crescent University

Campus through the development of a Web based system that will in turn improve the efficiency

and effectiveness of the university.

1.2 Statement of the Problem

The available modes of fees payment to Universities are through cash deposits,

Electronic Funds Transfer (EFT) and bank drafts have caused long queues, students missing to

sit for their tests and examinations, and loss of money intended for fees while waiting to reach

bank counters to make payments among others.

Universities and other tertiary institutions across the country has been looking for

complete solution for school fees management but most of the systems available on the market

either doesn’t addresses full payment feature or has plenty unnecessary features. Some complete

system on the market may not be suitable for the local education system since they may be

developed for school in other countries. These systems have their own databases there by

duplicating data among these system since you can have a student details table in each of the

separate systems.
This project curbs the above problems by developing of an integrated school fees

payment system whereby a single large database will be created and all other application like the

students profiling, fees payment, payment verification and receipt printing will be built upon a

single database. The web-based technology enables students and their sponsors to securely pay

university fees online from wherever they are using credit and debit cards and from whichever

location.

1.3 Aim and Objectives of the Study

The main aim of this project is to develop an automated school fees payment system for

Universities and other tertiary institutions that will aid in managing all school fees payments. To

achieve the stated aim, the following specific objectives were laid out:

i. Develop using web-technologies school fees payment system available for students

and sponsors wherever their location.

ii. The system will generate invoices at the beginning of each term and facilitates fees

payment keeping a record of all the transactions done by the student and the amount a

student owes the school

iii. The system will capture and store the students’ profile

1.4 Significance of the Study

Literature asserts that, for nearly every business, the simple act of collecting payments

from consumers is actually quite complex and yet organizations want to make it easy and

convenient for customers to pay.


1.5 Definition of Terms

i. Web-based payment verification and receipts system: A system that allows for the

verification and receipt of payments made through a website, specifically for school fees.

ii. School fees: The cost associated with attending a school, such as tuition, books, and

other expenses.

iii. Payment verification: The process of confirming that a payment has been made and is

valid.

iv. Receipts: A document that confirms a payment has been made and provides details about

the transaction.

v. Web-based system: A system that is accessible through a website and utilizes internet

technology.

vi. Payment gateway: A service that facilitates the processing of online payments.

vii. Secure Socket Layer (SSL) certificate: A security protocol that ensures that data

transmitted over the internet is secure.

viii. Database: A collection of data that is organized and stored for efficient retrieval and

manipulation.

ix. User interface: The part of the system that allows users to interact with the system.

x. Automated email and SMS notifications: A system that automatically sends email or

SMS notifications to users when a payment is made or a receipt is generated.

xi. Data encryption: The process of converting data into a code to protect it from

unauthorized access.

xii. Access control: The process of controlling who is able to access the system and its

features.
xiii. Analytics: The collection and analysis of data to understand patterns and trends.

xiv. Scalability: The ability of the system to handle an increasing number of users and

transactions.

xv. Integration: The ability to connect the system with other systems or platforms.

CHAPTER TWO

LITERATURE REVIEW

2.1 Introduction

As the number of users on the World Wide Web increases every day, its use in different

areas is also growing. One of the most powerful uses of web based applications is that they are

used to simplify work which is normally done manually. This chapter presents a literature review

on; information systems, electronic payment systems, card payment processing, fees payment

systems in Nigerian Universities and comparison of the existing online systems with the intended

system.

2.2 Information Systems

From Wikipedia, Information system (IS) is the study of complementary networks of

hardware and software that people and organizations use to collect, filters, and process, create,

and distribute data. The study bridges business and computer science using the theoretical

foundations of information and computation to study various business models and related

algorithmic processes within a computer science discipline.

An Information system refers to information technology and people's activities that

support operations, management and decision-making. Alternatively, an information system is

the interaction between people, processes, data and technology (Singh, 2004). In this sense, the
term is used to refer not only to the information and communication technology (ICT) that an

organization uses, but also to the way in which people interact with this technology in support of

business processes. Information system is an integrated set of components for collecting, storing,

and processing data and for delivering information, knowledge and digital products. Business

firms and other organizations rely on information systems to carry out and manage their

operations, interact with their customers and suppliers, and also compete in the labour market.

2.3 Electronic Payment Systems

Electronic payment system is a term to describe any exchange of funds initiated via an

electronic communication channel (Fisser, 2001). An e-commerce electronic payment is a

financial exchange that takes place in an online environment (Laplante, 1997). Electronic

payment systems are summoned to facilitate the most important action after the customer’s

decision to pay for a product or service (Abrazhevich, 2004). Several initiatives have been

undertaken to create and develop electronic payment systems and successful ones include

various types of smart cards, electronic cash, and electronic cheque mechanisms (James, 2009).

Electronic payment systems can be categorized into four groups: online credit card payment

system, online electronic cash system, electronic cheque system and smart cards-based electronic

payment systems. For the purpose of the present study, the researcher focuses on the Electronic

Fund Transfer Method which can be categorized under online electronic cash system.

2.4 Card payment processing

There are six parties involved in a traditional credit card processing cycle; customer, card

issuing bank, merchant, merchant’s bank, acquirer, and a credit card processor (Kalakota, 1997).

The card issuing bank issues credit cards to customers and maintains their accounts and the

merchant opens an account with a bank to receive payments. In order to accept credit cards, the
merchant needs to register with an acquirer, a bank or financial institution that sets up an account

for the merchant and provides a terminal to process credit cards. The processor is a large data

center maintained by the credit card network, and it acts as a clearing house for all credit card

transactions (Kalakota, 1997).

2.4.1 Credit Cards

A credit card is a small plastic card issued to users as a method of payment for online or

off-line transaction. The service provider or the commercial bank grants a line of credit to the

card user, and the card user is required to pay at least a minimum amount for any transaction

made every month (James, 2009). With the credit approach, charges are posted against the

customer's account and the customer is billed for this amount later or subsequently pays the

balance of the account to the payment service. Credit cards are the most commonly used method

of electronic payment (Luke and Laura, 2003) and are widely accepted by consumers and

merchants throughout the world, especially in retail markets.

2.4.2 Debit Cards

One of the most widely used systems for electronic payments is the debit card; Debit

cards combine the service of Automatic Teller Machines (ATM) cards and cheques Luke and

Laura, 2003). When customers pay with a debit card, the money is automatically deducted from

their checking bank account (Mohammad and Emmanuel, 2003). In contrast with the credit

cards, the spent money comes from the bank account directly. Many banks issue a combined

ATM/debit card that looks like a credit card and can be used in places where credit cards are

accepted. In this case, when users pay with a debit card, the payment will still be processed as a

debit transaction. Both debit and credit cards are associated with advantage of convenience,

speed, flexibility, simplicity, ease of use, accessibility and availability.


2.5 Fees Payment Systems in Nigeria

Banks, ATM stands are usually filled up during registration with people who want to

either withdraw or pay their school fees. In the Nigerian context, web-based payment is the

process of effecting payments from one end to another end through the medium of the

computer without manual intervention beyond inputting the payment data, it is the ability to

pay the suppliers, vendors and staff salaries electronically at the touch of a computer button

(Mohammad and Emmanuel, 2003). The Federal Government of Nigeria through its treasury

circular ref. No TRY/A8 & B8 of 22nd October, 2008 directed that payments from all funds

of the Federal Government of Nigeria be made electronically as from 1st January, 2009

in order to eliminate the rather unacceptable delay in the payment of government

contractors who have been certified to have either partly or totally completed contracts

awarded to them and are due for payment; minimize interaction between contractors and

government officials who have roles to play in the payment of contractors; check

corruption because transaction of government can easily be traced from one source to

another, introduce and institutionalize financial probity in the activities of government (Shon

and Swatman, 1998).

2.6 Existing System

Crescent University has an efficient and effective Financial Information System (FINIS)

that records, monitors, and reports about student fees payment transactions and other finances in

the university. Fees payments by students are made through cash deposits, electronic funds

transfer and bank drafts to the university’s accounts in specific bank branches and later reflected

in FINIS which integrates with the Academic Records Information System (ARIS) that provides

information on students. These methods of paying fees have not been efficient enough especially
during periods of registration. The process of fees payment in such periods is characterized by

long queues, too much waiting by students and congestion at banks where payments are made.

This process has always resulted in students being stressed as they have to line up in unending

queues at various banks. It has also resulted to too much costs and a lot of time used in

transferring and withdrawing money whenever sponsors of students make money transfers to

students to enable pay university fees at specific bank branches (Akampwera.2013).

2.6.1 Problems of the Existing System

E-commerce Payment Systems, despites it’s numerous benefits comes with its own

challenges even in the developed world. This section looks at some these challenges with

specific focus on Nigeria;

i. Behavioral constraints: The fact that Nigeria is cash-based, people are accustomed to

using cash for most of their transactions.

ii. Banks attitudes: Some banks in Nigeria are very conservative; they use very few

innovative products and marketing techniques.

iii. Lack of confidence: the security issue is one of the major challenges in the development

of-cashless policy in Nigeria.

iv. Low level of internet penetration and poorly developed telecommunication impedes

smooth development and improvement in e-payments and e-commerce.

v. Lack of suitable legal and regulatory framework for e-payments: Nigerian current laws

do not accommodate electronic contracts and signatures.

vi. Inadequate banking system


vii. Political and economic instabilities in neighboring countries: Political instabilities

inevitably disturb smooth operations of business and free flow of goods and services.

viii. High rates of illiteracy: low literacy rate is a serious impediment for adoption of

e-payments as it hinders the accessibility of banking services. For citizens to fully enjoy

the benefits of e-payments, they should not only know how to read and write but also

possess basic ICT literacy.

ix. High cost of Internet: The cost of Internet access relative to per capita income is a critical

factor. Compared to developed countries, there are higher costs of entry into the e-

payments and e-commerce market. These include high start-up investments costs,

high costs of computers and telecommunication and licensing requirements.

x. Frequent power interruption: Lack of reliable power supply is a key challenge for

smoothly running e-payments and e-banking.

xi. Lack of adequate IT expertise to help banks resolve customer issues.

2.7 Proposed System

Web-based payments will provide an additional channel for fees payment to the university

online and shall integrate with the already existing systems, FINIS and ARIS. Web-based

payments was proposed to solve the problems associated with the current fees payment methods

in the university. Web-based payments is an alternative platform that enables students and their

sponsors to securely pay university fees online from wherever they are. The system helps to

reduce the students who have to line up in queues at various banks waiting to pay their school
fees. It will also provide a medium of payment which is easy not only to the students but to the

university management at large.

2.8 Web-Based Application

Wikipedia defines a web based application as a software package that can be accessed

through the web browser over a network which can be local or an internet. The software and

database reside on a central server rather than being installed on the desktop system and is

accessed over a network. Web based applications are the ultimate way to take advantage of

today's technology in enhancing your organizations productivity & efficiency. Web based

application gives you an opportunity to access your business information from anywhere in the

world at any time. It also facilitates you to save time & money and improve the interactivity with

your customers and partners. It allows the administration staff of any organization to work from

any location and sales staff to access information remotely 24/7. With a computer connected to

the Internet, a web browser and the right user name and password you can access the systems

from any location. Web-based applications are easy to use and can be implemented without

interrupting your existing work process. The web based software enables you to interact with the

application and data in a fluid and highly responsive manner.

2.9 Database

A database is an organized collection of data for one or more purposes, usually in digital

form. The data are typically organized to model relevant aspects of reality (for example, the
availability of rooms in hotels), in a way that supports processes requiring this information (for

example, finding a hotel with vacancies). The term "database" refers both to the way its users

view it, and to the logical and physical materialization of its data, content, in files, computer

memory, and computer data storage. The database is the long-term memory of your database

application.

2.10 PHP

PHP is a server-side scripting language designed specifically for Web. Within an HTML

page, you can embed PHP code that will be executed each time the page is visited. Your PHP

code is interpreted at the web server and generates HTML or other output that the visitor will

see. PHP was conceived in 1994 and was originally the work of one man, Rasmus Lerdorf. It

was adopted by other talented people and has gone through four major rewrites to bring us the

board, mature produce we see today. As of November 2007, it was installed on more than 21

million domains worldwide, and this number is growing rapidly. You can see the current number

at http://php.net/usage.php.

PHP is an Open Source project, which means you have access to the source code and can

use, alter, and redistribute it without charge. PHP originally stood for Personal Home Page but

was changed in line with GNU recursive naming convention (GNU = Gnu’s Not Unix) and now

stands for PHP Hypertext Preprocessor. The current major version of PHP is 5. This version saw

a complete rewrite of the underling Zend engine and some major improvements to the language.

The home page for PHP is available at http://www.php.net. The home page for Zend Technology

is http://www.zend.com (Taiwo et al., 2011).

2.11 MySQL Database


The core of a web database application is the database, which is the long term memory

that stores information for the application. A database is an electronic file cabinet that stores

information in an organized manner so that you can find it when you need it. After all, storing

information is pointless if you can’t find it. A database can be small, with a simple structure for

example, a database containing the titles and authors’ names of all the books that you own. Or a

database can be huge, with an extremely complex structure such as the database that

Amazon.com must have to hold all its information.

MySQL is a fast, easy-to-use RDBMS used for databases on many Web sites. Speed was

the developers’ main focus from the beginning. In the interest of speed, they made the decision

to offer fewer features than their major competitors (for instance, Oracle and Sybase). However,

even though MySQL is less full featured than its commercial competitors, it has all the features

needed by the majority of database developers. It’s easier to install and use than its commercial

competitors, and the difference in price is strongly in MySQL’s favor (Singh, 2004).
CHAPTER THREE

SYSTEM METHODOLOGY AND DESIGN

3.1 System Design

The Web-based Payment system design defines the architecture, components/subsystems,

modules, interfaces and data required of the system to satisfy specified requirements. In system

design the following tools and techniques were used; process architectural design, data modeling

and database design.

3.2 System Description

The Web Application is a portal system that enables students of the Crescent University

Campus to deposit money into their accounts created with the system and enables them to

automatically pay their school fees and hostel accommodation anywhere and anytime during

registration. To achieve this functionality, HTML and CSS have being used to develop and

beautify the interface, JavaScript is used to validate some of the inputs and also validate some of

the functions of the system. PHP has also being used to communicate with the database on

sharing and storing data.

3.2.1 Data Flow


A Data Flow Diagram is the sequence of path data takes at it is generated on the system.

It shows how data is processed if such data is valid and also specifies what happens when such

data is invalid. A diagrammatic representation of the flow of data in this web application is

shown
Figure 3.1: Data Flow diagram for Web-based Payment system

3.2.2 System Architecture

This web-based application is to be hosted on a web server that communicates to a

database server. The user on a web interface makes a web request which is received by the web

server. The web server processes the request and interacts with the database server using SQL

embedded in PHP scripts. The response is a web page data sent on the web interface for the user.

The Web-based Payment system consists of three different parts which are the Student Interface,

Administrator Interface and the Bank Interface. The Student Interface provides the functionality
which enables a student pay his/her school fees, view his/her payment details, check balance, get

hostel accommodation and change password. Secondly, the Administrator interface allows the

administrator to create a new student, update student school fees, update session and level and

also view students and accommodation. Lastly, the Bank interface allows a bank staff to register

a student, confirm student deposit whenever a student deposits into his/her account.

Fig 3.2 Basic Architecture for Web-based Payment system

3.2.3 Input Specification

This is an interface between the user and the system that allow the user to enter data. Data input

is generally done through the standard terminal keyboard or with the mouse in case of combo

boxes, option lists (or command buttons). At this stage, different screen (window or forms) are

designed to guide data entry procedure. The input variables needed for this work are based on

three categories of users:

i. Student -: Login form that requires username (matric number) and password, after

logging in, there are the pay school fees form that allows a student pay his/her school
fees, an accommodation form that allows the student get hostel accommodation and

finally a change password form that allows modification of existing passwords etc.

ii. Administrator -: Login form that requires username and password, after logging in,

there is a form that allows the administrator creates new students, a form to update

session and another form to update level and school fees etc.

iii. Bank Staff: Login form that also requires username and password. When the bank staff

logs in, he/she can view a student profile, deposit a sum of money into a students’

account, print receipt for the student payment and view the students deposit history.

3.2.4 Functional Requirements

i. The system shall accept valid input of registered students’ payment details from users

intending to pay fees online.

ii. The system shall process fees payment transactions so that student fees accounts are

credited with the specified amount in each transaction.

iii. The system shall produce a receipt as a proof of payment for every transaction made.

iv. The system shall produce a listing of transaction information to students.

v. The system shall provide feedback to the student describing the status of the transaction.

vi. The system shall be able to generate payment reports to students.

3.2.5 Non Functional Requirements

i. The system should be easy to maintain.


ii. The system should be compatible with different platforms.

iii. The system should be fast as customers always need speed.

iv. The system should always be available online all times.

v. The system should be secure.

vi. The system should be accessible to online users.

vii. The system should be easy to learn by both sophisticated and novice users.

viii. The system should provide easy, navigable and user friendly interfaces.

ix. The system should have a standard graphical user interface that allows for the on-line

data entry, editing, and deleting of data with much ease.

3.3 Database Design

One major consideration of the work is to determine a suitable file structure and

organization so as to maintain integrity, reduce redundancy, and ensure easy retrieval of data

from the application. This phase specifies all the files used for the system and their structures.

The database is designed using MySQL. The Web-based Payment System designed specifically

for the case study Crescent University Campus is made of database objects such as entities

(tables), routines, attributes (fields), views (virtual tables) etc. The table names, field names, data

type, character length, attributes, null, default values, extra action and other descriptions for all

tables used are also specified.


3.3.1 Database Schema Diagram

Below is a diagram showing an entity relationship diagram for the Web-based Payment

System.

Fig 3.3 Web-based Payment Database Schema diagram

The schema in figure 3.3 comprises of various entities (tables) such as

i. new_Student: This table keeps record of all the details of students created by the

administrator. It shows the students of the university that have being created by the

administrator.

ii. registered_Student: This table keeps record of students that have registered to use the

Web-based Payment system.


iii. account_Details: This table keeps record of a student’s account details which includes

the student’s account number, student matric number and the amount of money in the

student’s account.

iv. Receipt: This table keeps track of the students’ receipt for every deposit made into

his/her account. It includes the date of payment, receipt number, amount deposited, the

name of who made the deposit etc.

v. Payment: This table keeps track of what a student has paid for and the amount such item

costs. It also includes the date of payment, who made the payment and some other details.

vi. payment_Status: This table keeps record of students that have paid their school fees. It

includes the name and matric number of the student, transaction id for the payment,

session for which the payment is made and the amount paid and the status of the student

to show that he/she has paid his/her school fees.

vii. bank_Staffs: This table records the name, username and password of bank staffs that

have access to the Web-based Payment system.

viii. Hostels: This table records the details of each bedspace in the hostel. It contains the

hostel name, gender that uses the hostel, block name, room name and bedspace.

ix. admin_Users: This table records the name, username and password of the administrator

and the date and time the admin last logged into the system

3.4 Choice of Tools

This presents the various tools that have being used in making this project a success. It

involves the use of current web technologies including:


i. CSS (Cascading Style Sheet): It provides a way to style and present HTML. It provides

a well formed, attractive, fine and simple style that enables the system become more

presentable. Twitter Bootstrap is also used to improve the appearance of the interfaces of

the application program.

ii. HTML (Hyper Text Markup Language): Hyper Text Markup Language is a markup

language that web browser use to interpret and compose text, images and other material

into visual or audible web pages. Default characteristics for every item of HTML markup

are defined in the browser, and these characteristics can be altered or enhanced by the

web page designer's additional use of CSS.

iii. JavaScript and jQuery: JavaScript allow client-side scripts to interact with the user,

control the browser, communicate asynchronously, and alter the document content that is

displayed. The most used JS library, jQuery is constructed to ease developers when

creating scripts for a web page. Some features are selection and manipulation of

elements, CSS manipulation and HTML event functions.

iv. PHP (PHP Hyper Text Preprocessor): It provides a medium through which a web-page

can communicate with the database in retrieving, adding/modifying and deleting records.

PHP which is the major web-based technology that was used, because of how flexible,

dynamic, efficient and reliable it is, enables the manipulation of records from the

database.

v. MySQL: MySQL is a freely available open source Relational Database Management

System (RDBMS) that uses Structured Query Language (SQL). SQL is the most popular
language for adding, accessing and managing content in a database. It is most noted for

its quick processing, proven reliability, ease and flexibility of use.

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