ABSTRACT
The project work presents a design of a Fee Clearance information system for bursary department, IMT administration. A Fee Clearance information System for bursary department IMT administration is concerned with the computerization of personnel records of all fees in order to achieve the aims and objectives of the organization.
The
entrance of computer into the Fee Clearance system for Bursary department IMT
administration will help create and maintain efficient records.
The
design was implemented to facilitate the personnel Information system for bursary
department IMT administration. It will
be less time wasting and cheap to run.
ORGANIZATION OF WORK
This project
work is primarily designed to give an insight to Fee Clearance system.
Chapter one
talks about introduction to Fee Clearance system, study of problem and
objectives as well as definition of the scope.
Chapter two
comprises the literature review. Chapter three gives the detailed information
about the existing (old) system, while chapter four and five deals with the
design and implantation of new system.
Chapter six
document the project work, while chapter seven summaries, conclusion and suggestions were made.
TABLE OF CONTENTS
Title page i
Certification ii
Dedication iii
Acknowledgement iv
Abstract v
Table of contents vii
CHAPTER ONE
INTRODUCTION 1
1.1 Background
of the study 1
1.2 State
of the problem 2
1.3 Purpose
of the study 3
1.4 Aims
and objectives 3
1.5 Scope
of study 5
1.6 Limitations
of study 5
1.7 Assumptions 6
1.8 Definition
of terms 7
CHAPTER TWO
LITERATURE REVIEW 8
CHAPTER THREE
- Description and
analysis of existing system 15
- Fact finding
method used 17
- Organization
structure 19
- Objectives of
Existing system 21
- Input, Process
and Output Analysis 22
- Information
Flow Diagrams 26
- Problems of the
Existing System 27
- Justification
of the New System 28
CHAPTER FOUR
- Design of the
New System 30
- Input
Specification and design 30
- Output
specification and design 32
CHAPTER FIVE
- Implementation 42
- Source Program:
Test Run 59
CHAPTER SIX
Documentation 60
CHAPTER SEVEN
Bibliography 65
1.0 CHAPTER ONE
INTRODUCTION
Many organization uses computerized information system to keep their
data/information. There is an urgent need to document every information of an
organization for the decision making in such organization.
Fee Clearance Information
system is used mainly in higher institute of learning to track the record of
students. As the number of students increases, manual approach to the
processing of students data/information need to be change to the electronic
format of processing.
Bursary Department in
every institution is highly sensitive and need to be taken care of. This
department deal with students figures in terms of payment and therefore need to
be well documented. Figures can be easily manipulated and incorrectly
represented which call for immediate attention when dealing with such
information.
Because of the manual
approach used in bursary department, a lot of students’ records are mismanaged.
The institute also has suffered a lot of bruises like improper calculation of
student fees, embezzlement of the institute money by some bursary staff and
some student claiming that they have paid.
Fee Clearance Information
system, FCIS is well automated system. Fee Clearance Information system, FCIS
makes the staffs of bursary department of any institution to be accountable to
the management. The management uses Fee Clearance Information system, FCIS as
effective tool in keeping all the students records as pertaining their payment.
The management uses Fee Clearance Information system; FCIS to know the entire
student that have made their payment and those owing them. It is used as a
effective tool to calculate all the student payment and document such report.
Another important aspect
of Fee Clearance Information system, FCIS is that it is used as effective tool
during student’s clearance. Being automated system, the student’s record will
be easily retrieve to check his/her payment status. Before now, the student’s
payment record must have been recorded in the system by the computer operator
in the bursary department. Once a student’s record is brought out the payment
status will show. If the student is owing any fee, the Fee Clearance
Information system, FCIS will indicate it and vice versa.
BACKGROUND
PRIOR TO THE establishment of the Institute of Management and Technology,
Enugu, there were two institutions in Enugu – The College of Technology which
offered courses in Engineering and Laboratory Technology, up to the Ordinary
Diploma Level and the Institute of Administration which provided short
in-service Training Courses for Civil Servants of various grades. The college
of Technology was part of the Ministry of Education and was controlled directly
by that Ministry. Similarly, the Institute of Administration was controlled by
the Ministry of Establishments. Both institutions were staffed by Civil
Servants who were posted to the two institutions and could be re-posted to
other departments of ministries according to the needs of the service. They
were not specially recruited as teachers. Thus, the administration and
operation of the institutions closely followed the routine in the Civil
Service. Both institutions were separate and located on different sites.
However, the need for a higher institution of learning to upgrade the training in technology and management education has begun to be felt for some time. The academic program of the College of Technology, Enugu, was no longer adequate for the assessed needs of Nigeria at the threshold of industrial take-off. If the industrialization of the country was to be achieved and maintained at a high standard, the technologists, technicians and processionals needed a better and more functional training. It is clear that successful industrial development depends as much on the technologists as on the management skills and expertise available to the country concerned.
Management education of the highest quality was, therefore, a corollary of the
processional and technological education. Management in this context is used in
its broadest sense including both business and personnel administration. The
engineer in the Nigeria of today needs training in management for maximum
effectiveness. He is no longer to be the narrow professional or technical concerned
only with machines and structures. He has to understand fully the relationships
and the social setting of his position as an Engineer, he must be able to
analyse and assess the economic and social consequences of his decisions; he
has to work with people all the time and must therefore be acquainted with
basic personnel and labour matters. He needs management tools to do all these.
If these tools and attitude can be acquired all through the engineer’s training
periods so much the better.
This was the assessment of the Nigerian situation when the idea of an
autonomous Institute of Management and Technology was conceived. In pursuance
of the idea, the Executive Council of the State government decided in October
1971, that the former College of Technology and the Institute of Administration
be merged and the resulting institution upgraded. To give effect to this
decision, both the Institute of Administration and the College of Technology
came under the unified control of the Cabinet Officer on 1st April, 1972. In
October of the same year, a Provisional Council of the proposed new Institute
was appointed by the then East-Central State Government. The Provisional
Council interpreted its assignment as that of determining and recommending to
the Government the appropriate structures of an autonomous institution that
would produce high quality technologists and technicians as well as
professional and managerial manpower in subject areas directed by State and
National needs. Prof. Ukwu I. Ukwu was the first Council Chairman and Prof. M.
O. Chijioke the first Rector.
The council pursued its task with vigour and imagination and submitted a report
early in April, 1973. On 31st May, 1973, Edict No. 10 of 1973, titled: “The
Institute of Management and Technology Edict, 1973,” was promulgated. The Edict
took effect from 1st July, 1973, which is the birthday of the Institute of
Management and Technology [IMT], Enugu. The college of Technology and the
Institute of Administration accordingly ceased to exist on 30th June, 1973, and
the IMT took over their roles which it is equipped to perform were effectively
and to a much higher level. In addition to the taking over of the educational
functions of the institutions, the Institute also took over their assets. These
included the former Institute of Administration premises, which initially
housed the Administration Offices of the IMT [which it was obliged to
temporarily relinquish to the Anambra State University of Technology in 1980]
and the buildings of the erstwhile College of Technology at Abakaliki Road.
Despite the fact that some of the Abakaliki Road buildings are old and of
temporary nature, the area now constitutes the main campus of the Institute
housing the Administrative offices, some class-rooms, and a large part of the
students’ hostels.
For a brief period during the year 1985, the Institute seemed to have lost its identity as a result of the merger with the Anambra State University of Technology. This arrangement, however lasted for only five months before relief came and the Institute was reborn, to the joy of staff and students alike.
In order to fit into the information and communication Technology age, the IMT
established in 2004, a Knowledge Centre in Campus II to provide researchers and
information seekers with quick answers through the internet. Equipped with 45
Pentium IV workstations and a 3.5m VSAT, this knowledge Centre is the first of
its kind around.
IMT believes that technology cannot be transferred but developed indigenously. However; through foreign aid in areas of books and equipment donation, indigenous talents could be developed to manufacture products, which are relevant to Nigeria’s technological development.
STATEMENT OF PROBLEM
Owing to:
- The difficulties people face in keeping information/data.
- Unwillingness attitude of some staff when dealing with data/information.
- Fragile nature of information/data.
- Difficulties people encountered when searching for a given information.
- Time wasted in searching for information on packed files.
- Time wasted in sorting files.
- Important nature of data/information in the growth of any organization.
The need arise for the development of Fee Clearance information system Bursary department, for a higher institution.
DESIGN AND IMPLEMENTATION OF FEE CLEARANCE INFORMATION SYSTEM CASE STUDY OF BURSARY DEPART, IMT ENUGU
