literature review on online clearance system

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ONLINE CLEARANCE SYSTEM FOR GRADUATING STUDENTS

2012, Online Clearance System for Graduating Students ( A Case Study of Ebonyi State University)

Online clearance system for graduating student is a system that will serve as a more reliable and effective means of undertaking students’ clearance during graduation. It is discovered that students faced various problems such as queuing up during clearance, delay in processing of clearance form, unavailability of some key staffs while processing clearance form thereby leading to students’ consistent visit in a particular office, loss of vital documents etc. This has led students to the issue of delayed youth’s service as a result of their inability to complete the tedious manual process of clearance. It is based on this problem that the project is focused on the development of students’ online clearance system to solve and eliminate the shortcomings of the manual system. This computer based system will be carried out and implemented using PHP, HTML and MYSQL for database.

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Online clearance system is a research work that will help build an effective information management for schools. It is aimed at developing a system for making clearance after graduation. The designed software will serve as a more reliable and effective means of undertaking students clearance, remove all forms of delay and stress as well as enable you understand the procedures involved as well as how to do your clearance online. This project work made use of data collected from the University, materials and journals from various authors and software was developed to effectively achieve the aims of this project. In this project, the implementation of the computer-based system was carried out using PHP, JAVASCRIPT, CSS, APACHE and MYSQL for the database. In conclusion, the work met all the objectives intended. It is, however, recommended for use by all tertiary institutions.

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Abstract: In virtually all tertiary institutions of Nigeria, electronic voting technologies for the conduct of students’ union elections are yet to be implemented as a replacement for the existent manual voting technologies. Manual voting systems are primarily characterized by high incidences of electoral malpractices and irregularities. In this era of rapid globalization, the impact of information and communications technology (ICT) advancement in Nigeria is having numerous positive implications on students and their communities. In that regard, we sampled the opinions of users of the latter technologies, as this is crucial for the structuring and acceptance of our proposed system: Secure Intranet Voting System (SIVS). Thus questionnaires were distributed amongst randomly-selected potential voters; interviews were conducted with a subset of students’ electoral commissioners and electorates at some Nigerian tertiary institutions. From our findings, we reached a consensus that the proposed system will aid in improving all electoral activities within Nigerian student communities. This paper proposes the design, development and implementation of a Secure Intranet Voting System (SIVS). The proposed system (SIVS) harnesses and utilizes the immense power of ICT techniques to create a striking impact in the way electoral activities are been conducted in Nigerian institutions. The goal of the system is tailored at establishing an efficient and effective electronic voting system aimed at improving students’ democracy, and reducing electoral irregularities and malpractices in students’ union elections, via a combination of robust voting technologies. Keywords: Electronic Ballot, Electronic Voting, Intranet, SIVS, Students

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DESIGN AND IMPLEMENTATION OF ONLINE STUDENT CLEARANCE SYSTEM

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--- EE/H2013/01430 DEPARTMENT OF ---- SCHOOL OF --- INSTITUTE OF ---

DECEMBER,2018

APPROVAL PAGE

This is to certify that the research work, "design and implementation of online student clearance system" by ---, Reg. No. EE/H2007/01430 submitted in partial fulfillment of the requirement award of a Higher National Diploma on --- has been approved.

By ---                                                     . --- Supervisor                                                  Head of Department. Signature……………….                           Signature……………….        

………………………………. --- External Invigilator

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ACKNOWLEDGEMENT

The successful completion of this project work could not have been a reality without the encouragement of my --- and other people. My immensely appreciation goes to my humble and able supervisor mr. --- for his kindness in supervising this project. My warmest gratitude goes to my parents for their moral, spiritual and financial support throughout my study in this institution. My appreciation goes to some of my lecturers among whom are Mr. ---, and Dr. ---. I also recognize the support of some of the staff of --- among whom are: The General Manager, Deputy General manager, the internal Auditor Mr. --- and the ---. Finally, my appreciation goes to my elder sister ---, my lovely friends mercy ---, ---, --- and many others who were quite helpful.

PROJECT DESCRIPTION: This work "design and implementation of online student clearance system" research material is a complete and well researched project material strictly for academic purposes, which has been approved by different Lecturers from different higher institutions. We made Preliminary pages , Abstract and Chapter one of "design and implementation of online student clearance system" visible for everyone, then the complete material on "design and implementation of online student clearance system" is to be ordered for. Happy viewing!!!

Computer Software Based online clearance system is an internet base research work that will help build an effective information management for schools. It is aimed at developing a computer software system that replaces the manual method of clearance for graduating students. The designed software will serve as a more reliable and effective means of undertaking students clearance, remove all forms of delay and stress as well as enable you to understand the procedure involved, as well as how to do your clearance online. This project work makes use of data collection from the university, materials and journals from various authors and the software was developed to effectively achieve the aim of the project. In this project, the implementation of the computer based system was carried out using JOOMLA for the program; in conclusion, this project work is likely going to meet some of the objectives.

THE EXISTING SYSTEM Objective of the existing system is to unable student to pay all their fees before leaving the school. Some Levis are charged for processing student files and others for departmental dues or otherwise. The clearance system is design to help student pay all their dues and obtain a clearance certificate.

TABLE OF CONTENT

Approval Page…………………………………………………………………………..i

Dedication………………………………………………………………………………..ii

Acknowledgement…………………………………………………………………..iii

Abstract……………………………………………………………………………………iv

Table of Content………………………………………………………………………v

CHAPTER ONE

• Introduction……………………………………………………………………..1
• Background of the Study…………………………………………………..2
• Statement of the Problem………………………………………………..3
• Objective of the Study……………………………………………………..3
• Significant of the Study……………………………………………………4
• scope of the Study………………………………………………………….4
• Limitations…………………………………………………………………….5

Definition of Terms…………………………………………………………….5

CHAPTER TWO

• Literature Review…………………………………………………….8
• Roles of Information Technology in the Academicn System……………….8
• Data and Information……………………………………..........10
• Technology  Ehancing  Computer  Software  Base  Online  Clearancec System………………………..11
• Computer Base Online Information System…………..13
• Data Bases…………………………………………………………….15
• Communication Used in Online Clearance System…18

CHAPTER THREE

• Methodology…………………………………………………………20
• General Analysis of Existing System……………………….20
• Method of Data Collection……………………………………20
• Objective of the Existing System…………………………..22
• Problem of the Current System………………………………22
• Justification for the New System…………………………..22

CHAPTER FOUR

• System Design……………………………………………………….24
• Design Standard………….…………………………………………24
• Output Specification………………………………………………24
• Input Specification…………………………………………………25
• Field Design………………………………………………………….26
• Procedure……………………………………………………………27
• System Requirement…………………………………………..27

CHAPTER FIVE

• Summary, Conclusion and Recommendation……….30
• Summary……………………………………………………………..30
• Conclusion…………………….……………………………………31
• Recommendation………………………………………………..32

REFERENCES…………………………………………………………….32

Program source code………………………………………………45

Appendix ii………………………………………………………………41

Appendix iii……………………………………………………………42

Appendix v………………………………………………….44

• INTRODUCTION

Clearance is a status granted individuals, typically members of Military, University graduates and Employees of Government and their contractors, allowing them access to classified information, a clearance by itself is normally not sufficient to gain access. The organization must determine that the clearance individual has a “need to know” the information.

Clearance is the process of determining and negotiating any permission that are needed to melu de use of someone else’s intellectual property in creative project. Part of that process include: i. Determining the owner(s) of the intellectual property.

ii. Contacting the owners and negotiating on agreement.

iii. Administering written contracts iv.  Handling other issue related to the use and licensing of intellectual property.

No one is supposed to be granted access to classified information solely because of rank of position, but once a clearance is obtained access to certain information or gain of freedom will be granted.

The advantage of e-learning are many, as people of all ages and backgrounds become increasingly reliant on the internet for information, online learning become more convenient and efficient here, the need for an online clearance system. The skills needed to access and comprehend information online are becoming common place, and the flexibility of wireless computing means that any coffee shop, airport or bedroom can

become a classroom online courses, registration, clearance have few, if any scheduling restrictions, well-integrated learning resources and competitive degree option, with an online clearance system. The changing online college landscape now includes online clearance system, traditional undergraduate and general studies programs. However career learning is still the most popular online training option.

• 1. BACKGROUND OF THE STUDY

Caritas University, Amorji-Nike Enugu is a private university approved by the Federal Government of Nigeria on Dec. 16 2004. It was officially opened on Jan. 21 2005 by the Federal Ministry of Education, Pro. Fabian Osuji. It is the second catholic university founded by Rev. Fr. Prof. EMP Edeh Cssp. The school is managed by the congregation of sisters of Jesus the savior, a religious congregation of nuns founded by him. The school operates the faculty system and presently has four faculties: Natural Sciences, Engineering, Environmental Sciences, Management and Social Sciences.

In university like Caritas, there is need for automated method of keeping data, more so a greater need for an online clearance system. This would a long way in alleviating the various problems and stress involved in the manual method of clearance. Moreover, the issue of delayed youth service as a result of mobility to complete the tedious manual process of clearance would be curtailed.

• 2 STATEMENT OF THE PROBLEM

The process of clearing students of a named institution CARITAS UNIVERSITY after graduation requires that the students must be cleared in their various departments and information units. Among which are: - Sister’s Clearance - Bursary Clearance - Male Dean clearance - Security Clearance - Student Union Fee - Departmental Due

Furthermore, for a graduating student to carry out his/her clearance from all these departments it normally takes a lot of time and a lot of processes and delay in clearing the student for youth service as well as collection of statement of results. Hence, it became imperative for computer software based online clearance system to eliminate the shortcoming of the manual system in place.

• 3 OBJECTIVES OF THE STUDY

The objective of this computer software based online clearance system for the graduating student includes the following: i. To effectively and efficiently process students clearance. ii To  provide  a  reliable  and  transparent  system   devoid  of  personal iii. inclination and interest. iv. To provide borderless access. v. To ensure prompt clearance.

vi. To alleviate the problems and stress of travelling and queuing up of student during clearance.

• 4 SIGNIFICANT OF THE STUDY

The project work will help in a good number of ways to ease the queuing system in the university as the online clearance system will help student to achieve whatever they want to achieve without coming to the various offices for clearance.

Clear advantages of internet information processing over those of traditional manual system are higher yields. Online clearance system allows the users to check their clearance status as whether they are in any way indebted to the school, fill and submit their clearance form, and obtain their clearance letter. There are many other advantages of online clearance system and some of them are listed below i. It save a lot of time. ii  It is very convenient to use it right from the bedroom, office or anywhere in the world. iii. Information processing is very fast and delays can be avoided. iv It is inexpensive to student and school management. v.  It is also help the school in reducing cost such as labor and stationary.

• 5 SCOPE OF THE STUDY

This project work is to develop a computer software based online

clearance system for doing clearance for graduating students of Caritas

University. The software development will be carried out using JOOMLA Ms Access to manage both the database and at the same time make the software online.

• 6 LIMITATIONS

This project covers some of the aspect of a computer software based online clearance system using Caritas University as case study.

However the following are the constraints:

TIME CONSTRAINTS: Due to time constrain the web-page covers only clearance for various departments by the graduating student.

FINANCIAL CONSTRAINTS: Due financial constraints people cannot afford this kind of process online especially towards the cost of accessing the internet. Therefore, it would cost a lot to develop a full web-based clearance system.

Some documents were considered confidential and were not made available.

• 7 DEFINITION OF TERMS

Computer Network: Computer network is a system that connects two or more computers together using a communication link.

World Wide Web: World Wide Web simply called “www” is the most important tool of the internet, it was created in the late

1980’s in Europe and was limitedly use in academics cycle.

Clearances: official certification of blamelessness trustworthiness or suitability for graduation and issue of certificate in degree course.

File Transfer: Any kind of computer file can be sent via the internet from one internet user to another. Table of account in a spreadsheet, design by a graphic artist, music and sound files etc can all be exchanged in this way.

Web Browser: this is special kind of software that processes hypertext mark-up language (HTML) document. In other words, a web browser is a computer program that interprets HTML command to collect, arranged and display the parts of a web page.

Web Site: A web site is a collection of many interconnected web page organized by a specific college, organization company etc, containing web page (goods and commodities) on the internet. Web site is stored on web servers. There are many web sites and thousand of HTML pages on each web site. A web is a treasure of information and entertainment.

Hyperlinks: Hyperlinks are highlighted words and phrase you find on a web document that you can click on as to jump to some other document or internet services.

Online: connected via a computer attached to or available via a central computer network

Offline: Disconnected from computer network, describe a computer terminal or peripheral devices disconnected from a computer network.

System: Set of computer components that is, an assembling of hardware, software and peripheral functioning together

1.8                                                    PLAN OF THE STUDY This study is basically divided into five (5) chapters. CHAPTER ONE: Takes on the introduction of the subject matter. If consists of the super significance and definition of terms of the study. CHAPTER TWO: This is the literature review this entails the works that had been done on this particular topic which was done by other researchers. CHAPTER THREE: Will talk about the Methodist that the researcher adopted in getting necessary materials or information that will facilitate the success of the research work. CHAPTER FOUR: Explain how the researcher was able to analysis and present the data he got for his work while the chapter: CHAPTER FIVE: Brings everything to conclusion the researcher does his summary and give necessary recommendation where needed.

CHAPTER TWO : The chapter one of this work has been displayed above. The complete chapter two of "design and implementation of online student clearance system" is also available. Order full work to download. Chapter two of "design and implementation of online student clearance system" consists of the literature review. In this chapter all the related work on "design and implementation of online student clearance system" was reviewed.

CHAPTER THREE: The complete chapter three of "design and implementation of online student clearance system" is available. Order full work to download. Chapter three of "design and implementation of online student clearance system" consists of the methodology. In this chapter all the method used in carrying out this work was discussed.

CHAPTER FOUR: The complete chapter four of "design and implementation of online student clearance system" is available. Order full work to download. Chapter four of "design and implementation of online student clearance system" consists of all the test conducted during the work and the result gotten after the whole work

CHAPTER FIVE : The complete chapter five of design and construction of a "design and implementation of online student clearance system" is available. Order full work to download. Chapter five of "design and implementation of online student clearance system" consist of conclusion, recommendation and references.

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DESIGN AND IMPLEMENTATION OF ONLINE CLEARANCE SYSTEM

ABSTRACT:                      

Online clearance system is a research work that will help build an effective information management for schools.  It is aimed at developing a system  for making clearance after  graduation . The designed software will serve as a more reliable and effective means of undertaking students clearance, remove all forms of delay and stress as well as enable you understand the procedures involved as well as how to do your clearance online. This project work made use of data collected from the University, materials and journals from various authors and software was developed to effectively achieve the aims of this project.  In this project, the implementation of the computer-based system was carried out using PHP, JAVASCRIPT, CSS, APACHE and MYSQL for the database.  In conclusion, the work met all the objectives intended. It is, however, recommended for use by all tertiary institutions.

TABLE OF CONTENT

Title page                                                                                                 i

Approval page                                                                                         ii

Dedication                                                                                               iii

Acknowledgement                                                                                  iv

Abstract                                                                                                   v 

Table of content                                                                                      vi

CHAPTER ONE:     INTRODUCTION

1.1 Introduction                                                                                         

1.2 Background of the study

1.3 Statement of the study

1.4 Objectives of the study

1.5 Scope of the study

1.6 Limitations

1.7 Significance of the study

1.8 Definition of terms

CHAPTER TWO:      LITERATURE REVIEW

2.1 Role of information technology in the academic system

2.2 Data and information

2.3 Computer based information systems

2.4 Databases

CHAPTER THREE:     Description and analysis of the existing system

3.1 General analysis of the existing system

3.2 Method of data collection

3.4 Organisational structure

3.5 Input analysis

3.6 Process Analysis

3.7 Output analysis

3.8 Information flow diagram

3.9 Problems of the existing system

3.10 Justification of the new system

CHAPTER FOUR:     SYSTEMS DESIGN

4.1 Design standards

4.2 Output specification

4.3 Input specification and design

4.4 File design

4.5 Procedure  chart

4.6 System flowcharts

4.7 System specification

4.8 Program flowcharts

CHAPTER FIVE:     SUMMARY, RECOMMENDATION, AND CONCLUSION

5.1 Summary

5.2 Conclusion

5.3 Recommendation

APPENDICES 

Appendix A Welcome page

Appendix B Home page

Appendix C Input forms

Appendix D Output forms

Appendix E Codes

CHAPTER ONE

INTRODUCTION

1.1 INTRODUCTION

Clearance is a status granted individuals, typically members of the military, university graduates and employees of governments and their contractors, allowing them access to classified information, i.e. state secrets. The term "clearance " is also sometimes used in private organizations that have a formal process to vet employees for access to sensitive information. A clearance by itself is normally not sufficient to gain access; the organization must determine that the cleared individual has a "need to know" the information. No one is supposed to be granted access to classified information solely because of rank or position, but once a clearance is obtained, access to certain information or gain of freedom will be granted.

As many universities have choosing to pursue the dynamic educational options available online. The advantages of e-learning are many. As people of all ages and backgrounds become increasingly reliant on the internet for information, online learning becomes more convenient and efficient here the need for an online clearance system. The skills needed to access and comprehend information online are becoming commonplace, and the flexibility of wireless computing means that any coffee shop, airport or bedroom can become a classroom. Online courses, registrations, clearance have few, if any scheduling restrictions, well-integrated learning resources and competitive degree options, with an online clearance system. 

The changing online college landscape now includes online clearance system, traditional undergraduate and general studies programs. However, career learning is still the most popular online training option. 

1.2 BACKGROUND OF THE STUDY

Caritas university, Amorji nike Enugu is a private University approved by the federal Government of Nigeria on Dec 16 2004. It was officially opened on Jan 21,2005 by the Federal minister for education, Prof . Fabian Osuji.  It is the second catholic university founded by Rev. Fr. Prof  E.M.P Edeh. The school is managed by the congregation of  Sisters of Jesus the Saviour, a religious congregation of nuns founded by him. The school operates the faculty system and presently has four faculties; Engineering, Enviromentals, Management and social sciences and natural science

    In Universities like Caritas, there is need for automated method of keeping data, more so a greater need for an online clearance system. This would go a long way in alleviating the various problems and stress involved in the manual method of clearance. Moreover, the issue of delayed youth service as a result of inability to complete the tedious manual process of clearance would be curtailed.

1.3 STATEMENT OF THE PROBLEM

The processes of clearing students after their graduation requires that the students be cleared in various departments and information units. Among which are:

Library fines and overdue or lost library materials from the University

Departmental Dues 

Infirmary and bookstore charges 

Residence hall damage charges 

Return of athletic equipment 

Student Union Fee

Bursary and all other charges 

For a graduating student to carry out his \ her clearance from all these departments, it normally takes a lot of time and a lot of processes and delays in clearing the student for youth service as well as collection of statement of result. Hence it became imperative for an online clearance system to eliminate the shortcomings of the manual system in place.

1.4 OBJECTIVES OF THE STUDY

The objective of this project include:

To effectively and efficiently process students clearance

To provide a reliable and transparent system devoid of personal inclinations and interest

To provide borderless access

To ensure prompt clearance

To alleviate the problems and stress of travelling and queuing up of students during clearance. 

1.5 SCOPE OF THE STUDY

This research work is limited to clearance system for graduating students from Caritas University. The software developed will be carried out using HTML, Visual Basic and  Ms Access to manage both the database and at the same time make the software online.

1.6      LIMITATIONS

This project covers all aspect of online clearance system using Caritas University as a case study. However, the following were the constraints:

Time constraints: Due to time constraint, the web – page developed covers only clearance from various departments by the graduating students.  

Financial constraints:  It would cost a lot to develop a full web – based clearance system.

Some documents were considered confidential and were not made available.

1.7 SIGNIFICANCE OF THE STUDY

The project work will help in a good number of ways to ease the queuing system in the university as the online clearance system will help students to achieve what ever they want to achieve without coming to the various offices for clearance.

Clear advantages of Internet information processing over those of traditional manual system are higher yields. Online clearance system allows the users to check their clearance status as whether they are in any way indebted to the school, fill and submit their clearance form, and obtain their clearance letter. There are many other advantages of online clearance system and some of them are listed below. 

o       It saves a lot of time. 

o       It is very convenient to use it right from the bedroom, office or anywhere in the World. 

o       Information processing are very fast and  delays can be avoided. 

o       It is inexpensive to students and school management. 

 Help the school in reducing costs such as labour and stationary.

1.8 DEFINITION OF TERMS

Computer Network: computer network is a system that connects two or 

more computers together using a communication link. 

World Wide Web: World Wide Wed simply called www is the most

 important tool of the Internet. It was created ion the late

1980s in Europe and was used limitedly in academic

Clearance: Official certification of blamelessness, trustworthiness, or suitability for graduation and issue of certificates in degree course. 

Databases:  A systematically arranged collection of computer data, 

structured so that it can be automatically retrieved or 

manipulated. It is also called databank. 

File Transfer:  Any kind of computer file can be sent via the Internet

 from one Internet user to another. Table of accounts on

 spreadsheets, design by a graphic artists, music sound 

files etc, can all be exchanged in this way. 

Web Brower: This is a special kind of software that processes hypertext

 make-up language (HTML) document. In other words, a

 web browser is a computer program that interprets HTML

 command to collect, arranged and display the parts of a

                  web page. 

Web Site: A website is a collection of many interconnected web pages

 organized by a specific college, organization company etc, 

containing web pages (good and commodities) on the Internet.

 Web site are stored on web servers. There are many web site and

thousand of HTML pages on each web site. A web site is a

 treasure of information and entertainment.

Hyperlinks: Hyperlinks are highlighted words and phrase you find on web 

documents that you can click on as to jump to some other

 documents or Internet services. 

Online:Connected via a computer attached to or available via a central

 computer network.

Offline: Disconnected from computer network; describes a computer

terminal or peripheral device disconnected from a computer 

System: Set of computer components that is, an assembling of hardware,

 software and peripherals functioning together.

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