Abstract

Today, the Admission process is mainly based on paper – pen work that results in a lot of
confusion with regards to uploading of important Documents and their availability, Fee receipts,
Form filling, finding out the current status. Moreover, these tasks are carried out manually. Not
only is this a time-consuming process but it is also quite a difficult job to maintain the records of
more than hundreds of students. The need for a software-based technology that helps to regulate
and manage the admission process is emerging. The Proposed System provides a simple,
hassle-free platform that enables teachers to look into the Current Status of Admission process,
Student Fee Details, their Attendance and much more as well as notifies Students about
Upcoming Events and important notices. The System emphasizes security of documents as only
authenticated users will be able to access data in addition to storing of data in an organized
manner under one integrated platform. It aims to reduce Redundancy, minimize Time
consumption and overcome other drawbacks of manual paperwork. It empowers the
communication between both teachers and students regarding academics and entitles Parents to
have a look at their children’s academic performance. To conclude, the use of this system will
result in increase in performance along with easy Admission Management to the teachers as well
as students who might use it.

Key Words: LAN, Computer Laboratory, Assignments, Attendance

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Table of content:

1.0 CHAPTER ONE: INTRODUCTION

1.1 BACKGROUND OF THE STUDY

1.2 STATEMENT OF PROBLEMS
1.3 AIMS AND OBJECTIVES OF THE STUDY
1.4 SIGNIFICANCE OF THE STUDY
1.5 SCOPE AND LIMITATIONS OF THE STUDY

2.0 CHAPTER TWO: LITERATURE REVIEW

2.1 ROLE OF INFORMATION TECHNOLOGY IN THE ACADEMIC SETTING

2.2 DATA AND INFORMATION

2.3 AN OVERVIEW OF DATABASES

2. 4 TYPES OF DATABASE

2.5 Advantages of database

2.6 Disadvantages of database

2.6.1 Database Recovery Process

2.6.2 Database administrator

2.6.3 Responsibilities of database administrator

2.6.4 Database Management Systems

2.6.5 Components of a Database Management System

3.0 CHAPTER THREE: METHODOLOGY

3.1 Introduction

3.2 General Analysis of Existing System

3.3 Method of Data Collection

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3.3.1 Oral interview

3.3.2 Study of Manual.

3.3.3 Evaluation of Forum.

3.4 Problem of the Current System

3.5 Justification for the New System

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 COLLEGE ADMISSION MANAGEMENT SYSTEM

1.0 CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND OF THE STUDY

The greatest innovation that has taken place in the twentieth century is in the realm of
information Technology. This is currently made possible by the introduction of the digital
computers which has been observed in the field of communication to be increasingly inseparable
from communications. These linkages often referred to as convergence is driven by technology
and amplified by business trends and schools. Faster growth in network systems that use
communication links to connect subsidiary system (nodes) which may send and receives, direct
and redirect information (Solomon .M. 2010).

However, looking at another aspect of information technology known as data management, you
will note that the data generated by schools/organizations are usually created in files for use by

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different departments/units within the organizations. If the data contained in these files are not
carefully delineated it is very likely that the same data will appear on several of these files. That
is, these files would contain redundant data e.g. the University registry file and college or
department file would contain the name and address of a student. This would mean that a simple
change of address has to be processed in two and probably three or four places, depending on the
number of other files on which these data appear Phil S. (2000). As further noted by
(Vecchioli .B. 1999) organizing and managing student records into a cohesive and efficient
system might seem like an impossible task.

Consequently, the development of the concept of database is the answer to student’s efficient
record keeping where the amount of redundant data is reduced and the possibility that data
contained on a file might be inaccurate because they were never updated. Various applications
have been developed to address a number of these issues but the proprietary nature of user-
oriented systems has not made it possible to have a good survey of such systems. There is a wide
array of existing information and information needs, yet schools are often limited by personnel
and financial concerns ( Vecchioli .B. 1999).

Furthermore, the design and implementation of a comprehensive student application form and
user interface is to replace the current paper records (Zhibing,.L. 2010). College Staff are able to
directly access all aspects of a student’s academic progress through a secure, interface embedded
in the college’s web site.

The system utilizes user authentication, displaying only information necessary for an individual’s
duties (Oketunji S.F. 2002).

Additionally, each sub-system has authentication allowing authorized users to create or update
information in that subsystem. All data is thoroughly reviewed and validated on the server before
actual record alteration occurs. In addition to a staff user interface, the system plans for student
user interface, allowing users to access information and submit requests online thus reducing
processing time. All data is stored securely on the school database managed by the college
administrator and ensures highest possible level of security. The system features a complex
logging system to track all users’ access and ensure conformity to data access guidelines and is
expected to increase the efficiency of the college’s record management thereby decreasing the
work hours needed to access and deliver student records to users (Dall .M. 2004).

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1.2 STATEMENT OF PROBLEMS

Due to the manual means been used by the University of Juba, keeping information about
student application, a lot of problems are encountered which includes:

a. Delay in processing admission

b. Staff work load is heavy and resources are not optimized well to find the best students.

c. Lose of vital document as the filing system is manual.

d. Damage of document due to fire or rain incident.

e. Illegal removal of forms by fraudulent staff leading to insecurity.

f. Take a lot of time to retrieve a particular application form

g. cost of transport by students applying from various states. .

1.3 AIMS AND OBJECTIVES OF THE STUDY

The aim of this study is to design an online students admission system in University of Juba. Its
objectives are to have the following:

i. To develop online student admission system that will replace the manual method.

ii. To develop, promote, and provide adequate and efficient information management system.

iii. To maintain an efficient system of collecting, sorting and delivery of students information.

iv. To eliminate the error involved with the manual method of checking student’s information for
admission.

v. To save the time wasted with manual method of checking student’s information.

1.4 SIGNIFICANCE OF THE STUDY

It is hoped that the result of this study title, “design of online student admission will serve as
tools for helping students who wish to register for their NCE programs, and will go a long way to
help the staff and the school management.

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This is easy to achieve since standard and tested computer programs handle all sort of complex
calculations, storage and retrieval of valuable information needed from the school.

Also, important is the fact that records prepared with electronic machine can be stored as long as
needed in non-bulky and compact systems. And this will be of important to students in following
ways:

 it will save time: participant can sign up online when and where is most convenient for
them in just a few minutes without having to print, manually out and send paper forms.
 Receive e-mail and notification: participant can get the ability to be informed straight to
their inbox.
 Improve student support: you will get all the necessary information to answer
immediately to any of the payment related questions a participant might have.

For staffs it will be of important in following ways:

 it will save time : opening, entering and sorting out illegible or inaccurate forms can be
very time consuming, so just by eliminating this process off your duties you are set to get
at least 4 less administrative work hours per week
 Centralized data management: collect participants data and payment, viewing number of
remaining participant places, analyze participant and payment reporting, e-mail the
participant data and more.
 Secured payment process, active network payment, reduce data redundancy.

1.5 SCOPE AND LIMITATIONS OF THE STUDY

This project work is narrowed to University of Juba. It deals with the development of student’s
online admission system on a database that will help in the storing of student’s information.

Owing to the scope of this project work as stated above, this project work is limited to student’s
online admission process. It is important to mention here that time was a major constraint in the
course of fact finding. It is also wise to mention here that some information we need to work
with was not collected because of the unwillingness of the staff to review such information. In
the manual method of data collection, the student will buy the form, filled it and submit it
manually to the admission department and wait for the admission. After the admission has been

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given to the student, the student will now come and collect his/her admission form, and go to his/
he department for the clearance, and to the bursary department for the payment of school fees.
After the payment of the school fees, then the student will now proceed for online course
registration.

The new system is designed to solve problem affecting the manual system in use. It is design to
be used in a database format thereby relieving both student and staff from much stress as
experienced from the manual system.

The proposed system will also have some other features like; Accuracy in handling of data, Fast
rate of operation and excellent response time, Flexibility (i.e.) it can be accessed at any time,
Easy way of back up or duplicating data in diskette in case of data loss, Better storage and faster
retrieval system and Accessibility from any part of the world.

2.0 CHAPTER TWO: LITERATURE REVIEW

2.1 ROLE OF INFORMATION TECHNOLOGY IN THE ACADEMIC SETTING

The introduction of computer into information technology has massively improved the
information need of organization, the success of this machine is dependent on the knowledge
base. Therefore, one can be prompted to ask aloud “what is a computer?” (Funk .M. 1980)
define a computer as an electronic device that can perform automatically at a high speed of a
sequence of logical operations according to instructions giving to it inform of pre-arranged
program. (Anigbogu G. 2000) define a computer as an electronic device capable of accepting
data and instruction, process the data base on the instruction to generate result or output in such a
manner that is yet to be equaled by any other known machine to mankind. Also, (Chimezie .F.
1990) define computer by saying that computers are looked upon as obedient servants who are
ever ready to free man from tedious procedures and produce result as compared with human
computing time.

Consequently, world net describes an information system (I.S) as systems consisting of all
communication channels used within an organization and include software and hardware. It may
also be define as a system that collect and process data (information) and provide it to manager
of all levels that use it for decision making, planning, program implementation and control
(Hewlett .M. 1993).

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However, the aim of information system to application, admission, registration, result processing
and clearance in higher institutions using computer software based clearance system is to
improve the quality and accuracy of information provided to all involved as well as assisting
higher institutions in compiling and reporting information, making work lesser for the
management. Information technology has been an integral part of academic system since almost
four decades. According to (Hewlett .M. 1993). The world is entering an era in which technology
will literally transform every aspect of business, every aspect of life and every aspect of society
(Hewlett .M.1993). Since the arrival of technology, school system has taken a new shape style
with a blend of convenience and satisfaction.

(Tarlor .M. 1980). Says that computer base education includes both computer-assisted
instruction programs that interact with students in a dialogue and a broader array of educational
computer applications such as simulations or instructions in computer programming. Learning
from a student bedroom, office or anywhere in the world has made its way into higher
institutions system with the advent of internet technology. Information technology has always
helped the higher institution system to educate student in better way. To explain few examples;
Student online clearance is a method where the student obtains his/her clearance letter without
carrying files around. This is safe, fast and has no hazels. Filling out the documents using a
database application and comparing options and writing for approval is a time consuming
process. Through the internet, this process is made much easier and sometimes the approval is
made within minutes. This explains an efficient way of obtaining clearance and saves time and
money for students (Boreisha B. 2001)

2.2 DATA AND INFORMATION

The concept of data and information are very important in understanding issues that go with
development and implementation of online students admission system. The term “data” and
“information” are used interchangeably every day conversation as meaning the same thing by
too many managers and information specialist (Boreisha B. 2002).

However, these terms have distinct meaning, according to (O’Leary N. 1996) data simply consist
of raw unprocessed facts while information is a data that have been processed by the computer.
(Hordeski G. 1986) gives the following definition of Data is the basic element of information
that is use to described objects, ideas, conditions or situations. Furthermore (Lucey I. 1991)

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defines data and information as data is fact events, transactions and so on, which have been
recorded. They are the raw materials from which information is produced, while information is
data that has been produced in such a way as to be useful to the recipient. Data are fact obtained
by observation, counting, measuring, weighing etc, which are often records of day-to-day
transactions of the organization. For example, the date, amount, and other details of an invoice or
cheque, payroll details of payment, the number of a student living in a particular hostel and so
on. Consequently, (Enwerem J.C. 1992) argue that concept of information in an organization
sense is more complex and difficult than the frequent use of this common word would suggest.
(Oketunji S.F. 2002) emphasized that information is data that have been processed, transmitted
by the recipient, interpreted and understood by the recipient. Here it should be noted that the
user, not just the sender is involved in the transformation of data into information. There is a
process of though and understanding involved and it follows that a given message can have
different meaning to different people. Based on this, one can conclude that data which has been
analyzed summarized or processed in some other fashion to produce a message or report which
is conveniently deemed “management information” only becomes information if it is understood
by the recipient. Therefore, it is the user who determines whether a report contains information
or just processed data (Obilikwu N.1995).

2.3 AN OVERVIEW OF DATABASES

In the early days of computerization, it was normal to maintain specific files for individual
application. This approach is wholly inefficient for most of today’s data processing systems.
Supporting this, (Vossen S. 1991) enumerated the problems that result from organizing data
using the file system as follows:

a. There exist a high redundancies between files which result from the fact that the information is
replicated in different places, and that these replications are not controlled by a central monitor.

b. Inconsistencies might result from the possibilities that a program makes changes on the files it
uses without these changes being made (at the same time) by all other programs that uses the
files.

c. There exists flexibility against changes in the application: if new actions or event arise in the
cause of time, these can be realize at a substantial expense of time.

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d. The work of many programmers involved is characterized by low productivity, hence program
maintenance is expensive: if the structure of an existing file has to be modify during it life time,
then all application program has to be modify correspondently.

e. Finally, there is the problem of adopting and maintaining standard (with respect to coding data
format etc.), which is important for exchanging data or for migration to new operating system
released, or even to a new computer system.

To overcome these problems, databases were developed. It is now common for large
organization to organize their operational data using the database technology (Clifton E.B. 1983)
briefly define database as a collection of data supporting the operation of an organization.
Quoting CIMA, (Lucey I. 1991) provide a more detailed definition. A database is a file of data
structured in such a way that it may serve a number of application without it structure being
dictated by any one of those application, the concept being that programs are written round the
data base rather than files being structure to meet the need of particular programs.

Furthermore, (Russel .M. 1987) dealt extensively on the need for the use of computer on such
database system like computerized students online admission. In the words of (Dimorji .M.
2003), “at the center of any information system is a database, which is any collection of related
information grouped together as a simple item. The term can also apply to the ways in which
information is catalogued, analyzed, stored and used manually”.

(Rossell .C. 2005) was also of the view that without computer, effective handling of candidate
records cannot be achieved effectively in a database, all the data is defined together rather than
each file being define separately. In fact, all the literature consulted seems to support the fact that
a database is a collection of structured data with the structure of data being independent of any
particular application. Specifying the need for database, (O’leary W. 1996) listed the following
advantages of a database as follows:

a. Sharing: In an organization, information from one department can be readily shared with
others.

b. Security: Users are giving password or access only to the kind of information they need to
know. For instance the payroll department may have access to employee’s payroll but they
would not have access to editing the data.

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c. Fewer files: With several departments having access to one files, there are fewer files,
therefore, excess storage or what is called redundancy is reduced.

d. Data Integrity: Older filing system many times did not have integrity, i.e. a change made in the
file in one department might not be made in the file in another department. As one might expect,
these can cause serious problems and conflict when data is used for important decision affecting
both departments.

The advantages enumerated above, by (Vossen S. 1991);

a. Standard/access protocols can be enforced.

b. Currency of data can be maintained.

c. Data/program independent can be maintained.

d. Conflicting requirement can be balanced among users. In these days of integrated networks,
the database appeared as the most logical method for organizing the operational data of large
organizations. One may as well say that these advantages give the database the attraction over
the traditional file processing method.

2. 4 TYPES OF DATABASE

 Hierarchical database
 Relational database
 Operational database
 Distributed database
 Analytical database
 Real-time database

Relational Database

A relational database is a collection of data items organized as a set of formally-described tables

from which data can be accessed or reassembled in many different ways without having to
reorganize the database tables. The relational was invented by (Codd E.F. at IBM in 1990). A
relational database is a powerful tool which can help you store and manage large amount of
information of various kinds. Databases enable you to organize and reorganize information,

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quickly and flexibly retrieve information, and print quite a variety of reports. The beauty of a
relational database system is that you can store related data in separate tables. Then through
defining relationships between the tables you can retrieve the information in the tables to use for
making queries and writing reports.

The four main elements of a relational database include;

 tables: for storing data

 forms: for entering and viewing data on the screen
 queries: for extracting specific information from the data (asking questions)
 reports: for printing query results

2.5 Advantages of database

(1) Reduces the amount of data duplication which occurs using conventional file structures.

(2) Provides fast and flexible access to information.

(3) Improves consistency of data stored.

(4) Provides both data and program independence.

(5) Encourages integration of functional areas in an organization.

(6) Avoids duplicating input data to update multiple functionally independent files holding the
same data.

(7) Reduces processing for retrospective changes

2.6 Disadvantages of database

(1) Takes a long time to design and implement.

(2) Cost more than conventional systems.

(3)Require high caliber, experienced and specialized personnel.

(4) Require expense hardware and software.

(5) Recovery is more difficult in case of damage.

2.6.1 Database Recovery Process

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Reconstructing the contents of all or part of a database from a backup typically involves two
phases (Popoola S.O. 2000). The rollback and recovery method. Data is recovered by using the
rollback method of data recovery. To restore a data file or control file from backup is to retrieve
the file onto disk from a backup location on tape, disk or other media, and make it available to
the database server. To recover a whole database is to perform recovery on each of its data files,
this is also known as a rollback process.

2.6.2 Database administrator

Database administrator is responsible for the performance, integrity, and security of a database.
They will also be involved in the planning and development of the database as well as
troubleshooting any issues on behalf the user.

A database administrator makes sure that the database has the following qualities:

 Data remains consistent across the database

 Data is clearly defined
 User accessed data concurrently in a form that suit their needs
 There is provision for data security and recovery control

2.6.3 Responsibilities of database administrator

 Establishing the needs of users and monitoring user access and security
 Monitoring performance and managing parameters to provide fast responses to front end
users.
 Mapping out the conceptual design for a planned database.
 Considering both back end organization of data and front end accessibility for end users.
 Refining the logical design so that it can be translated into specific data model.
 Further refining the physical design to meet system storage requirements.
 Installing and testing new versions of the DBMS.
 Capacity planning.
 Controlling access permissions and privileges.

Managing a database

Managing a data base primarily involves the following six tasks:

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1. Add new data to the database

2. Sort the database into some meaningful order

3. Search the database for types of information

4. Print data from our database onto formatted reports

5. Edit data on the database

6. Delete data from the database.

2.6.4 Database Management Systems

DBMS is the computer program designed to manage a database, a large set of structured data and
run operation on the data requested by numerous users.

Typical examples of DBMS include accounting, human resources and customer’s support
system. Originally found only in large companies with the computer hardware needed to support
large data sets, database management systems have more recently emerge as a fairly standard
part of any company. Databases are collections of interrelated data of such a nature that the
collections can be represented as a number of files but not a single file. Depending on the
Database Management System (DBMS) used, these files may be integrated permanently into a
single connected structure or integrated temporarily for each interrogation, known as a query
(Garcia M. 2008).

However, Computers permit the collection and aggregation of statistical information which
would be time consuming, if not impossible to assemble from manual systems. Database
management system is a set of software that is used to define, store, manipulate and control the
data in the database. A database provides integrated and structured collection of stored
operational data which can be used or shared by application systems. The advanced database
technology along with internet has proved faster communication and worldwide connectivity
(White I.2004).

2.6.5 Components of a Database Management System

(Clifton E.B. 1983) explains that DBMS engine accepts logical request from the various other
DBMS subsystems, and it converts them into physical equivalent, and actually accesses the

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database and data dictionary as they exist on a storage device. He further stated that the Data
Definition Subsystem helps user to create and maintain the data dictionary and define the
structure of the files in a database.

Data Manipulation Subsystem helps users to add, change, and delete information in a database
and query it for valuable information (Solomon M. 2010). Software tools within the data
manipulation subsystem are most often the primary interface between user and the information
contained in a database. It allows us to specify its logical information requirements. Application
Generation Subsystem contains facilities to help users to develop transactions-intensive
applications

(Nwankwo J.I. 1982). It usually requires that user perform a detailed series of tasks to process a
transaction. It facilities easy-to-use data entry screens, programming languages, and interfaces.
Data Administration Subsystem helps users to manage the overall database environment by
providing facilities for backup and recovery, security management, query optimization,
concurrency control, and change management.

3.0 CHAPTER THREE: METHODOLOGY

3.1 Introduction

This chapter presents methodology describing how the study was conducted. It includes; general
analysis of existing system, method of data collection, problem of the current system,
justification for the new system.

3.2 General Analysis of Existing System

When a student is about to graduate, he/she will take his/her degree exam after which he obtain
clearance letter from various departments and unions that he is a student of such department and
union. The registrar office carefully reviews each degree candidate academic records and
certificate to faculty that the candidate has completed his requirement for the degree. Also the
bursary has to certify that the student records are in the school and is involved in all application
processes of the school.

The current application system of the university is a manual one. These make the system tedious
and time consuming. Here, student has to full a form for them to sign, once this forms are sign, it

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prove that the student has successfully applied, the process take some months to be completed
and processes a lot of stress to both staffs and the student involved. In the manual system, the
application forms are documented in a file cabinet. Each time the form is needed, a search
operation is conducted on the file cabinet to locate a particular student application form.

3.3 Method of Data Collection

During this project research work, data needed for the project was gathered from the various
sources. In gathering and collecting necessary data and information needed from the system
analyses, two major fact-finding techniques were used in this work and there are:

a. Primary Source:

This refers to the source of collecting original data in which the researcher made use of empirical
approach such as personal interview and questionnaires

b. Secondary Source:

The secondary data were obtained by the researcher from magazine, journal, newspaper, library
source and internet downloads. The data collected from this means have been covered in
literature review in the chapter two.

3.3.1 Oral interview

This was done between the researchers and the staff of the University of Juba, Juba. Also various
departmental heads were interviewed reliable facts were got based on the questions posed to the
staffs by the researchers.

3.3.2 Study of Manual.

Manuals and report based on admission system were studied and a lot of information concerning
the system in question was obtained. The admission system was gathered and information
relating to students admission system and other requirement were also obtained.

3.3.3 Evaluation of Forum.

Some forums that are necessary and available were accessed. These included application form,
fee receipt, registration forms etc. this forms help in the design of the new system.

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3.4 Problem of the Current System

Due to the manual means been used by the university, keeping information about student
application, a lot problems are encountered which includes:

a. Delay in processing admission

b. Unavailability of some key staffs while processing application form, which leads student
repeatedly visiting a particular office in other to collect his/her application form, before filling it
and proceeding for signing.

c. Lose of vital document as the filing system is manual.

d. Damage of document due to fire or rain incident.

e. Illegal removal of forms by fraudulent staff leading to insecurity.

f. Take a lot of time to retrieve a particular application form.

3.5 Justification for the New System

The new system is designed to solve problem affecting the manual system in use. It is design to
be used in a database format thereby relieving both student and staff from much stress as
experienced from the manual system.

This will do the analyzing and storing of information either automatically or interactively. The
proposed system will also have some other features like; Accuracy in handling of data, Fast rate
of operation and excellent response time, Flexibility (i.e.) it can be accessed at any time, Easy
way of back up or duplicating data in diskette in case of data loss,

Better storage and faster retrieval system and Accessibility from any part of the world.

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