CHAPTER ONE

INTRODUCTION

1.1 Overview of the Study

Today, it is not a new thing that most activities being performed by almost all

organizations have become computerized. The use of computer has increased both

in strength and importance and it can be concluded that computer technology keeps

on advancing with remarkable increase in speed, accuracy and reliability. The

arrival of computer technology has brought relief to repetitive tasks and has

provided a better way for faster and better communication, efficient storage,

retrieval and processing of data, exchange and utilization of information to its

users, individuals, groups, businesses, organizations or governments and has

generally helped in the better management of data. Information management

systems can be applied to any system that facilitates storage, management and

retrieval of data and information required for some particular application within a

computer system. This makes it easier for data to be handled or managed.

According to Prevot (2015), the number one factor that influences the management

and operations of a school during the school year is enrollment. A convenient

registration and enrollment system can be a deciding factor for a student when they

select a school (Ellucian, 2014). Student enrollment refers to the number of

students who register in the first year of a given program in previous academic

year. The number varies each year, according to the number of applicants. Student
1
information systems provide capability for registering a student in subjects,

documenting, grading, transcripts, result of student tests and other assessment

scores; building student schedules, tracking student attendance, and managing

many other students related data needs in a school. According to (Ramos, et al.,

2011), enrollment system is used for student information records. Hence, a well-

built enrollment system is built for faster processing of information and can be

useful to reduce the load of the people that normally has to do all the manual work.

In this technological era of education, information is considered to be an important

asset. The availability of students’ data and feedback can help an educational

institution to align its business processes according to the needs of its students. The

effective management of these data can help institutions reach out directly to their

students and stakeholders and also streamline its activities.

Commitment towards the success of secondary education can be achieved through

innovations such as updating of information, continuous enrollment, e-payment,

and online student registration as well. This innovation approach helps pioneer

many of the conveniences of students.

Many secondary schools in Nigeria have been somewhat quick to recognize the

powerful transformational potentials of portals and have developed and

implemented their own. Broadly one could then argue that a secondary school with

increasing student numbers needs to carefully consider new ways in which it can

interact with its students.

2
1.2 Background of the Study

At Royal International Secondary School, Oyigbo, students are enrolled to finish

their secondary school education. Students must have to pass and obtain their First

School Leaving Certificate (FSLC) from their primary school in order to gain

admission into Royal International Secondary School. Enrollment is only complete

when a student registers and pays his/her school fees thus, an enrolled student is

expected to register and pay his/her school fees.

At Royal International Secondary School, student’s registration is done by the

student/guardian mostly at the office of the dean of studies. Students/guardians

have to move physically to the school to complete the registration process.

After buying the form, students are given prospectus that tells them about the

school, their rules and regulations and the school payment. On the day the students

are to summit their forms, they are told to bring along with them passport

photographs, file jacket, birth certificate, first school leaving certificate (for those

entering jss1) or Junior WAEC result (for students enrolling for ss1) and summit it

to the dean of studies’ office. After submission, they are directed to the bursary

office to make school payments and given receipts as evidence of payment. The

payment will include school fees, lesson fees, uniform, sport and other curriculum

activities. At times, students will have to visit the bank and make payments then

submit the tellers to the school as evidence of payment. After making payment the

guardian's will have to go back to the office of the dean of studies to submit the
3
receipt on the file jacket. Parents might spend a whole day in processing the

admission which is time consuming. In the file jacket which is as a folder for the

student, documents kept in the file jacket includes: passport photographs, birth

certificate, first school leaving certificate/ junior secondary school result and

receipts for all payment. These records are kept in the office of the dean of studies

in cabinets. These are susceptible to damage by water, fire outbreak or rodents and

important information could be lost or misplaced.

This project work on the analysis and design of online enrollment system of

secondary school is aimed at the modern way of addressing the concerns raised by

students, in order to maintain an efficient service delivery system.

1.3 Statement of the Problem

The enrollment of new students is an exercise that varies from school to school. In

Royal International Secondary School, Oyigbo, there are some problems that are

encountered during the enrollment of students which affect both the management

and the students. They include:

i. Misplacement, loss or damage of students’ record: during retrieval and

manual handling of files, students’ data could get lost or misplaced, torn or

damaged as a result of the manual system in place and there is difficulty in

updating of records in students’ files.

4
 ii. Extensive use of paper work in the bursary and class during students’

registration exercise.

iii. Long queues are observed in every step of the process. On average, the

enrollment process takes one or more than a day for continuing students.

1.4 Aim and Objectives of the Study

The aim of this project is to analyze and design student enrollment system for a

secondary school, precisely Royal International Secondary School, Oyigbo which

will efficiently process student enrollment and document it.

The specific objectives are:

i. To identify and analyze the problems faced by the existing system and

design a friendly user interface for registration.

ii. To collect the detailed records of students.

iii. To create a database for the students.

1.5 Significance of the Study

This project work will be of great significance to Royal International Secondary

School in the sense that it will help the school management in overcoming the

problems of the manual operation of student enrollment. Students and staff will

also benefit from this project as it will enable their knowledge towards information

technology to be enhanced when the system is finally adopted. In addition, the

system will eliminate the delay and stress involved in the registration and
5
enrollment process as this can now be done in comfort of students’ homes and at

anytime. This study will also serve as a good research material in school libraries

for students and researchers undertaking similar topics.

1.6 Scope of Study

This study focuses on how Royal International Secondary School, Oyigbo carry

out student enrollment and how they keep and access student’s records. This study

borders solely on the analysis and design of student enrollment system for Royal

International Secondary School, with some amendments however, other secondary

schools still operating the manual enrollment method can make use of this system.

The system will contain detailed information of the students from the first day of

enrollment up to the graduating day.

1.7 Limitations of the Study

Some of the challenges encountered during the course of this work include:

i. Inadequate resources due to the crisis in eastern region: it wasn't easy to get

adequate data due to the fact that schools were not in session.

ii. The problem of financial constraint was also an issue of great concern.

1.8 Definition of Terms

i. Admission: the process or fact of entering or being allowed to enter a place

or organization.

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 ii. Analysis: is the scientific process of examining something in order to find

out what it consists of. It describes things in a pretty easy way.

iii. Bursary: the room of a person who manages the financial affairs of a

college or school.

iv. Dean: he heads of a university faculty or department

v. Data: facts and statistics collected together for reference or analysis.

vi. Database: a structured set of data held in a computer, especially one that is

accessible in various ways.

vii. Design: is a plan or specification for the construction of an object or system

or for the implementation of an activity or process or the result of the result

of that plan or specification in the form of a prototype, product or process.

viii. E-payment: An electronic payment can be simply defined as paying for

goods or services on the internet.

ix. Enrollment: is the act of enlisting or making someone a student at an

institution or in a class. It is the process of initiating attendance to a school,

the total number of student properly registered at school.

x. Information technology: Information technology is the use of any

computers, storage, networking and other physical devices, infrastructure

and processes to create, process, store, secure and exchange all forms of

electronic data.

xi. Information: are processed data.

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 xii. Manual: a book giving instructions or information.

xiii. Prospectus: a printed booklet advertising a school or university to potential

parents or students or giving details of a share offer for the benefit of

investors.

xiv. Record: a thing constituting a piece of evidence about the past, especially an

account kept in writing or some other permanent form.

xv. Secondary school: describes an institution that provides secondary

education and also usually includes the building where this takes place.

xvi. Student: is primarily a person enrolled in a school or other education

institution who attends classes in a course to attain the appropriate level of

mastery of a subject under the guidance of an instructor and who devotes

time outside class to do whatever activities the instructor assigns that

mastery.

xvii. System: is a set of interrelated and interdependent elements (sub-system)

which come to together to form a unified whole.

xviii. Technology: the application of scientific knowledge for practical purposes,

especially in industry.

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1.9 Organization of Work

This project work contains five chapters which as follows:

Chapter One: this chapter deals with the background of the study, statement of

the problem, aim and objects of the study, significant of the study, scope and

limitations of the study, definition of terms.

Chapter Two: this chapter consists of the conceptual framework, review of related

literature and theoretical framework.

Chapter Three: this chapter discussed the research methodology. It has houses the

methods of data collection, analysis of the existing system, problem of the existing

system, propose a new system, justification of the new system.

Chapter Four: this chapter focused on the system design of the new system. it

houses the file design (input speculation and output speculation), input, process,

output design (flow chart of the new system etc.), and the system requirements.

Chapter five: this chapter includes the summary, conclusion and

recommendations.

9
 CHAPTER TWO

LITERATURE REVIEW

2.1 Introduction

In the course of writing this project, several materials were consulted in order to

analyze the level of acceptability this research test might attain. In a research of

this nature, the test extensive of other authors and researchers alike were extracted,

especially those whose test are cited because of their elaborate test carried out in

their study, hence, this project intends to generate information from the existing

knowledge that has so far been gathered. However, the information gathered from

the reviews of such articles, tests and artifacts will be discussed herein.

2.1.1 Enrolment

According to Ramos, enrolment system is used for student information records. A

well-built enrolment system can be useful to reduce the load of the people that

normally has to do all the manual work. A well enrolment system is built for faster

processing of information. On top of that, the system must be updated for it to be at

a top more level and it must meet all clients’ requirements in order for it to have its

functionality and service appreciated and it will be efficient to the clients to use the

said system.

Enrollment can also be said to be the process of entering and verifying data of

students to register in a particular school. It is a method of officially recording

10
something. Usually something is registered to claim more rights or to protect

ownership or because law says it must be registered to be used legally. Based on

the definition, an enrollment system is one of the most important and evident, not

only in university, but also in lower level of education. Accurate and efficient

enrollment records help to ensure good impression of the school enrollees

encouraging them to get registration number in the school.

The purpose of an enrollment process is to provide a means for the staff and the

class to write down data that are essential to enrollment. As the enrollees increase

every year, the enrollment procedures become harder and harder to deal with.

Enrollment has to do with registering and managing the inputted information of the

enrollee and some examples of enrollment include:

i. Vehicle Enrollment: This is the usual compulsory registration of a vehicle

with a government authority. Vehicle registration purpose is to establish

clear ownership and to tax motorists or vehicle owners. While almost all

vehicle is uniquely identified by a vehicle identification number only

registered vehicle display a vehicle registration plate and carry a vehicle

registration certificate.

ii. Birth Enrollment: This is the official record of a child’s birth by the

administration of the state. It establishes a child’s legal identity. A birth

certificate can refer to either the original document certifying the

circumstances of the birth or representation of the ensuring registration of

11
 that birth. Depending on the jurisdiction, a record of birth might or might not

contain verification of the event by such as a midwife or doctor.

iii. Voter’s Enrollment: This is the requirement in some democracies for

citizens and residents to check in with some central registry specifically for

the purpose of being allowed to vote in elections. Voters registration system

varies widely from country to country, and sometimes from locality to

locality. In some, voters are automatically added to the rolls when they reach

legal voting age, in others, potential voters are required to apply to be added

to the rolls.

iv. Business Enrollment: This is a register of enterprise or establishment

involved in foreign direct investment (FDI), which is maintained by

countries to assist in the compilation of their direct investment data. In

business registration a license permit is issued by government agencies that

allow individuals or companies to conduct business within the government

geographical jurisdiction. (http:en.wikipedia.org/wiki).

v. Open Enrollment: A policy or process by which parents may send their

children to a different public school than the one in their own community. It

is a period of time during which you can join something as a member or

participant.

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2.1.2 The Importance of Enrollment

i. Enrollment helps to provide an opportunity to identify the eligible person; in

the case of voter’s registration a person must be legally enrolled in his or her

jurisdiction in order to vote in federal election. Registration help prevent the

case of having minorities coming to vote. Therefore, with enrollment, it is

easy to identify the eligible person to cast a vote.

ii. Enrollment help to reduce fraud and manipulation; information technology

has gone a long way to help with the dealing of fraudsters. Example, a

vehicle enrolled is been done online and is keyed into the FRSC system

database thereby limiting the rate of data or information manipulation and

fraud.

iii. Enrollment reduces the risk of criminal or terrorist activities; SIM card

registration which involves the registering of individual data/details will

help reduce terrorist activities. With the help of the telecommunication

vendors, security parastatals can listen to terrorists call to get information

about any of their activities. With registration, criminal activities will be

minimized like impersonating a person or a group.

iv. Enrollment reduces informal business activities; informal business activities

involve the paid production and sales of goods or service which are

unregistered by or hidden from the state, for tax and/or benefit purpose.

There are businesses that simply choose to trade illegally; deliberately

13
 evading tax, refusing to meet statutory requirements and selling unlawful

goods or services. With registration and licensing it means that the

organization has met with the requirement of operation a good business

activity.

v. Enrollment helps with the history of the company’s operation; with

registration details of the company’s operation will be saved in a database

for referential purpose.

2.2 Conceptual Framework

2.2.1 Modes of Enrollment

2.2.1.1 Manual Enrollment

The current enrollment system is a manual system. Manual enrollment means that

people are required to use physical skill and energy to work with hand and not

machine. The manual system is where by the student’s needs to queue up to write

their names in the registration form. The registration process must be done during

office hours. The manual method involves fillings of different forms, which are

later submitted to the appropriate officers in change who will eventually file them

as appropriate. Manual enrollment can be said to be process of utilizing non-

technological tools, which includes paper, writing utensils and physical filling for

data processing.

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2.2.1.2 E-registration

In a rapidly emerging world of technological advancement and innovations,

computer has become a way of life and a driving force of modern industry and

business. It has become one of most significant tools for more productive

operations and accurate result (Kramer et al, 2007). Nowadays, most organization

have their presence on the web. Web development can include a web design, web

content development, client server-side scripting, web server and network security

configuration, and e-commerce development (Rajapaksa, 2012). It can range from

developing the simplest static single page of plain text to the most complex web-

based internet applications, electronic business or social network service

(Rajapaksa, 2012). For this reason, engineers and IT specialists strive and are still

vigilant in combining web development to the practical application of scientific

investigation and researching development systems that can support the core

business processes of institution.

E-registration is a system that could easily manage its student body while also

providing added bonuses with a main goal being to ease the transfer of

information. The education system requires a tremendous amount of data and

documentation and this e-registration solution allows institutions to focus less on

processing paperwork and more on what matters most meeting the educational

needs of their students by having a cost-efficient, secure registration process that

allows for easy access to student files (Olasina, 2011).

15
Adeyegbe (2007) argues that apart from the supply and configuration of hardware,

there are other consideration as far as the system design and operation were

concerned, they are; firstly, the system has to be robust a self-validating, to reduce

errors to the barest minimum. Secondly, the system should also be flexible as far as

the mode of registration of school candidates (availability of offline or online

option) is concerned. Thirdly, it should have assurance of the security of the

network, application, database and payment system. Fourthly, the system should

have seamless integration of the infrastructure with the existing resource. Another

consideration is that the system should have scalability and adaptability of the

architecture to ensure that it would be capable of handling future increase in

volume of data and procedural changes. The system should also be user friendly,

easy to follow instructions worded in simple, precise language with help line

support, eliminating the need for candidate or the head teacher to visit office to

resolve any difficulties related to e-registration. Besides, the system should also

have un-interruptible power supply since the service would be available at all time

all the day. Another consideration is that the institution should ensure a hitch free

migration to a paperless system of registration. They should ensure that the

technical staff is well trained as system/network administrators. They would also

have to be equipped to handle first level troubleshooting. Also, the wide publicity

of the system’s change would be required.

16
2.2.2 Enrollment System

An enrollment system is an interrelated element that collects data from the

enrollees, process the collected data, stores the data for refers purpose and give out

information when required. An enrollment system combines all activities involved

in the entire enrollment process and integrates them into a system. Enrollment

systems, when implemented correctly, give admission teams a better leverage over

student needs and motivations. No citation

2.2.3 Features of Enrollment System

1. Inquiry Management: The admission process begins long before the

applicant ever submits their first application. It starts when the prospects are

weighing their options. As an admission officer, when a student asks to

know more about your school, there is a very high chance that they are doing

the same to several other schools. To keep ahead of the competition, you

need to serve them before they do.

This is where an intuitive enrollment system gives you the edge – it stores

all inquiries and communication about enrollment, automatically sends

relevant information their way and instantly notifies you about the inquiry.

You can also distribute these leads to your team members based on location

and expertise while keeping an overlooking eye on the whole process.

17
2. Automated follow-ups: It is not possible to be available to answer a

prospect’s query 24/7. Inquiries can come on a weekend also. What will

happen after 6:00 pm in the evening, when your team is away? Automated

follow-ups or auto responders solve this problem. It is not a generic” Thank

you for your interest. We will contact you later” message but it is intelligent

enough to decide what an applicant wants by reading their behavior. The

admission team can receive email and text notifications on their mobile

phones every time an important, enrollment-centric action is performed.

3. Setting Parameters for Lead Prioritization: Another important feature is

one that allows you to sort your prospects based on your ideal student

personal enrollment system that allows you to identify which applicants are

the best fit for your institution by comparing in-system parameters like their

age, location, the course of interest, GPA/test results, etc. to a new inquiry.

This way your admission team can chase the best inquiries first and filter out

the junk ones.

4. Communication and behavior tracking: The enrollment system stores all

the communication and student behavior in one centralized view. This

means the admission representative has the visibility of all the necessary

information about the prospect. Even when they follow up with the applicant

they have clarity on what the applicant is up to and where did they leave him

18
 last time. This also makes sure that the admission team has the context to the

conversation every time.

5. Admission Analytics: There’s only one way to know if you’re doing the

right thing with your enrollment Process-Data analysis. It spells everything

out; the ratio of inquiries to applications; the best source of inquiry

generation, the ratio of complete to incomplete applications; major locations

where inquiries are coming from; and many more. The value that these

insights bring cannot be overemphasized.

6. Task Management: It is easy to lose track of activities when there’s no way

of tracking them. An automated system simplifies the job of assigning tasks

to members of an admissions team, as well as monitoring the execution,

from counseling to spontaneous requests to attending scheduled meetings

with applicants. A single lapse can lead to the drop-off of a prospect. This is

why an enrollment system with a task management feature is important to

student enrollment. The tasks could also be synced with mobile devices.

2.2.4 Importance of Enrollment system

i. Attend to queries faster: Here’s a simple truth about student enrollment;

the faster your responses to prospects’ requests, the higher your chances of

engaging them. In today’s generation, no one wants to wait for ages for an

admissions officer to attend to their inquiries when there’s another school

out there waiting to attend to them. Because of the mobile nature of

19
 automated enrollment systems, admission officers can attend to inquiries on

the go. They don’t have to be behind computers to get the job done.

ii. Climbing the Roadblocks: Adopting enrollment systems may come across

as tiring and burdensome for your admission team. This isn’t exactly the

case as the new age enrollment systems are easy to learn and implement,

especially because they come with plug and play model. It is with this

perspective that admission teams should approach the implementation of

such software.

These systems offer schools the chance to get the most out of their

recruitment strategy by increasing the catching every opportunity which

comes your way. However, this can only happen when you implement the

most suitable enrollment system for your admission process. One that not

only helps you stay ahead of the competition but to also remain there.

2.3 Review of Relevant Literature

Shehu J.S. (2019) stated that the rapid change of technology affects almost all

areas of life. These changes necessitate universities and other tertiary institutions to

change their registration system from offline or conversional system to e-

registration. E- Registration system allows students through the internet to register,

drop, or add courses within the registration period, E-registration site can be

accessed from anywhere with an internet connection. The education system

requires a great amount of data and documentation, and this e-registration solution
20
allows institutions to focus less on processing paperwork and more on what

matters most such as meeting the educational needs of their students by having a

cost-efficient, secure registration process that allows for easy access to student’s

files. Many institutions in Nigeria have recognized the powerful transformational

potential of portals and have developed and implemented their own. E- registration

or online registration have a lot of advantages to universities and students, it

reduced paper work and save time among others. Despite the advantages of online

registration, students yet face some challenges. He further stated that Electronic

registration emerged because of the problems associated with manual handling of

registration and student records. Such problems included mismanagement of

students‟ academic records, mismanagement of courses registered for, etc. This is

irrespective of several efforts to improve on manual registration in the University.

It should be noted that in Africa, governments, corporate bodies and academic

institutions decided to adopt e-solution in order to overcome the problems of

manual operations.

Olasina (2011) carried out a research on students’ perceptions of e-registration at

Ladoke University of Technology. This research was aimed at highlighting

acceptance and use of both major and minor features of the e-registration portal of

Ladoke University of Technology, which empowers users to apply for enrollment,

register for course, search for information, meet requirement and other news as

well as access other e-resources after signing in/ logging in. The study revealed
21
that Lautech portal was used mostly for course registration by the student who had

a high perception of use of e-registration in comparison with manual registration.

Matovu (2009) in a study titled: Availability, accessibility and use of ICT in

management of students’ academic affairs in Makerere University found that this

emerged (something is missing here. Check again) because of the problem of

mismanagement of students’ academic records despite the technological

advancement that had advanced in the University. The findings of his research

indicated that internet facilities, computers, management information systems,

electronic database and accessible to administrators, lecturers and students through

with restricted access for viewing results, record keeping, setting and marking

exams. ICT for registration was used for tracking students’ registration progress by

administrators and academic progressing.

Adeyegbe (2007) research focused on establishing the process change resulting

from the deployment of Information Technology (IT), the challenges posed to

council by the shift to e-registration of candidates, the benefit of the process

transformation and possible expansion of the scope of IT application of council’s

operation in future; realized that the council continued to reap the benefits of e-

registration while continuing to seek innovative ways of applying modern tools

such as IT, to enhance the efficiency of its operations. The study identified the

following benefit with e-registration: firstly, it enables candidates to register from

any location without visiting the examination offices, secondly, it enhances the
22
efficiency of data capture and shortens processing time as manual checking of

entries and scanning of OMR entry forms are dispense with. Thirdly, it minimized

error because it is self-validating in design and most of the data required are

selected from a drop own menu. Fourthly, it allows longer periods of registration.

Fifthly, it eliminates the cumbersome tasks of manual processing and physical

transfer of entry data on tapes, it minimizes problem of storage space since entry

forms, entry schedules, CASS schedules and OMR entry forms are no longer

required. Beside, e- registration also dispenses with the problems of printing entry

documents annually and disposing of unsold ones. Facilitation of the capture of

continuous assessment scores of school candidates is also another important

benefit of e-registration. As noted therefore, there are very few researches that

have been done in this area; and even with these few researches not all tertiary

institutions has actually embraced the use of e-registration.

23
 CHAPTER THREE

RESEARCH METTHODOLOGY AND SYSTEM ANALYSIS

3.1 Introduction

This chapter illustrates the procedures used by the researchers to achieve the

objectives of this study and research methodology method of data collections

analysis of the existing system and recommendation for all the study.

3.2 Research Methodology

Methodology is defined as a framework that is used to structure, plan, and control

the process of developing an information system. It is used to refer to a specific

series of steps, methods, techniques and procedures which govern the collection,

analysis and design of a particular project. In the dynamic world, the subject

methodology, system analysis and design mainly deals with the software

development activities.

A design methodology is a systematic programming approach of well-defined

procedure that should be followed in carrying out a through design project or

defined as the analysis of the principles of methods, rules and postulates employed

by a discipline. An adequately suitable methodology would ensure a very detailed

design work and ensure that a higher degree of accuracy and efficiency is adopted.

The design methodology used helps to ensure that a thorough study of the present

system is carried out, thus helping the project designer to completely understand

24
the modus operandi of the present existing system so as to know how the new

system should be structure and the functionalities needed in it to address the

seemingly, existing problems discovered. This helps to know if there should be a

perfective maintenance of the existing system or if only improvement (preventive

maintenance) should be made.

Based on routine of my work, the approach adopted is the Object Oriented

Analysis and Design Methodology (OOADM).

OOADM is used to analysis the present system as well as to design the proposed

system with the secondary aim of;

1. Identifying the problem inherent in the present system.

2. Investigating the cause of these problem.

3. Proffering solutions to manual system.

3.3 Methods of Data Collection

3.3.1 Interview

Oral interview was conducted with various personnel in the registration office and

the dean’s office of the Royal International Secondary School and sharing their

experience about the difficulties they undergo in using the manual method of

registration.

25
3.3.2 Observation

This involves a personal visit to the school during registration hours to observe the

stress students undergo during the manual registration. Offices are being heaped

with files and wear and tear can take place during the process of handling.

3.3.3 References to Written Document and Manual

This is a secondary source of data collection which includes the use of textbooks,

dictionary, journals, newspaper and internet download to collect data in order to

understand the electronic registration system.

3.4 Analysis of the Existing System

The existing system of enrollment in the Royal International Secondary school is

manually operated, which means that all enrollment/registration process is of

manual approach. A critical analysis of this system reveals that it is prone to errors.

Careful analysis also shows that because of the complexities of the manual system,

updating of record on a file is difficult.

All registration, data recording has been carried out in a way that requires students

to use pen, paper and files for the data recording and storage. When the students

are through with filling of their registration forms, they summit it to the dean of

studies’ office.

26
3.5 Problems of the Existing System

The manual method of registration which is used in Royal International Secondary

School is faced with a number of problems.

1. Delay in processing of student information and registration numbers.

2. The system is prone to errors.

3. Destruction of files by rodents and also wear and tear that occurs during retrieval

and handling of files.

4. Loss of student records.

5. Untidiness of the registration office due to increase of paper work and files.

6. Difficulties in having access to the system for instance, a student that lost his/her

receipt because of the manual process of registration might lead to the paying of

another school fees.

3.6 Proposed New System

Due to weakness of the existing system, there is a need to design an e-registration

system which will help enhance the efficiency of data capture and shortens

registration processing time. Computer has finally developed into good inseparable

part of our life, be it college or workplace, there is barely any location where you

cannot view a computer system. The computer age led to fast globalization and fast

access to information and technology Its importance has made a great

breakthrough in all aspect of life, most especially in secondary school because it

27
will help reduce parent’s stress of having to physically be in school to register their

children

3.7 Justification of the New System

The new system is designed to solve problem affecting the manual system in use. It

is design to be used online thereby relieving both student and staff from much

stress as experienced from the manual system. This will do the analyzing and

solving of information either automatically or interactively. It will make use of

online access to internet. The proposed system will also have some other feature

like:

1. The new system will be able to provide a software interface or platform where

parents can visit to fill their children’s details such as name, age, gender, class

and it would be saved up to the database.

2. The new system will create easy access to student’s record whenever it is needed

from the database.

3. The new system will replace manual mode of queuing up of parents in the

registration office by providing interface for registering students online

remotely.

4. The new system would help to break the barrier of parents having physically be

on school their children to register.

5. Accuracy in handling of data.

6. Fast rate of operation and excellent response to time

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7. Flexibility (i.e.) it can be accessed at any time

8. Better storage and faster retrieval system.

9. Accessibility from any part of the world.

10. The new system would help to eliminate the stress, cost and time of going to

the bank to make student school fee payment. The system would be able to

provide an online transaction processing system whereby payments are made

and receipts is generated and issued to students.

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 CHAPTER FOUR

SYSTEM DESIGN

4.1. Introduction

The system design deals with compilation of detailed functional system

specifications to produce an efficient new system. In this chapter, the technical

detail of the new system is developed. In addition, the design will be integrated

with flowcharts into the system. The input of the new system is for complete and

concise basics for student enrollment system, while the output contains the relevant

information needed by the recording unit.

4.2 File Design

4.2.1 Program Modules

The proposed enrollment system will contain the following modules:

1. Login Page: The login form enables the parent to enter his/her child First Name

and generate matriculated number. If the detail entered are valid, the software

will then open the fee payment page. But if the password is not valid the user

will be denied access to that page.

2. Home Page: This module only introduces the software topic, the developer and

some other necessary information relating to the software. Other modules such

as schools and departments, enquires, login, fees etc. are as well seen on this

page.

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3. Registration page: The student fills the form in this page and summit it to

automatically get a registration number to be use in login into the system.

4. About Page: This page gives details about the school, its history, location etc.

4.3 Input, Process and Output Design

4.3.1 Use Case Diagrams

A use case diagram is a simple diagram that shows who is using the system and

what processes they will perform in the system.

Figure 1: Use case diagram of the student enrollment system.

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4.3.2 General Flowchart of the Proposal System

Start

Name

Age

Sex

Class

Address

Relation

Stop

Figure 2: The flowchart of the proposed System

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4.3.3 Database Specification

The database was designed with MYSQL using the develop data flow diagram.

The database contains information of the entities of the online registration system.

It organizes and manages the information and obtain the report required to support

the application relational database where a common field relates to different tables

of data to each other.

The file used in the design is stored in a database file.

Table 1: Student Database

FIELD NAME DATA FIELD NUL DEFAULT

TYPE TYPE L

Surname varchar 200 No

first name Varchar 200 No

Last name Varchar 200 No

Age Varchar 11 No

Gender Varchar 8 No

Subject Varchar 8000 Yes Null

Class Varchar 300 No

Upper class/lower class Varchar 10 Yes Null

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Residential Address Varchar 300 No

Residential State Varchar 400 Yes Null

Residential Town Varchar 500 Yes Null

Permanent Address Varchar 300 No

Permanent State Varchar 300 Yes Null

Permanent Town Varchar 400 Yes Null

Phone number varchar 20 Yes Null

ID integer 11 No

4.4 System Requirements

The requirements for the implementation of this system are as follows:

4.4.1 Software Requirements

Requirement Specification

Operating System 64 bit

Type

Operating System Window 10

Application Software Microsoft access

4.4.2 Hardware Requirements

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Requirement Specification

Hard Disk 40 GB or above

Ram 1 GB or above

Processor Speed 1.4 GHZ or above

Processor Intel Pentium 4 or

above

CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDDATION

5.1 Summary
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This project work focuses on the use of computer system with reference to

student’s enrollment system in Royal International Secondary School. The work

covers the manual system of operations as regard to the problems identified, stating

the aim of the new system and the various specifications of the program. The

database part of the work was designed using Microsoft Access. The project work

cannot be said to be perfect, but however, its benefits cannot be overemphasized. It

has led to the improvement in the speed of processing operation, efficiency,

accuracy and improved storage of data in Royal International Secondary School.

5.2 Conclusion

Technology, organization and people must cooperate and support one another to

optimize the performance of the entire system. Integrating the role of information

systems in the registration process of students helps to identity, correct defects,

problems and inefficiencies. In this way, an institution can monitor as well as

address its student’s complaints and develop quality improvement solutions that

will increase client satisfaction. This proposed system if implemented will allow

students to register remotely without having to be physically present on campus.

This would be a huge improvement in service to students as well cutting off cost

for the university.

Realizing a project of this nature is very exciting. However, the students

encountered a lot of problems which if looked into, will go a long way toward

reducing the tension associated with the analysis, design and construction of the
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project. In spite of the constraints encountered during the analysis and design of

this project, the aim of this project was well accomplished. Moreover, this project

if implemented will take care of the delay of issuing registration number to

students.

5.3 Recommendation

Based on the achieved objective of this project and the experiences gained during

its design and analysis, there is need to make the following recommendations for

future improvement. Students should be exposed to serious practice during the

course of their study. Also, Secondary schools should computerize their

registration system for greater efficiency, neatness and reliability. This will go a

long way to save parents and the students all the trouble they go through trying to

get registration forms and others. Finally, students’ project should be closely

supervised and monitored to achieve more success.

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