online admission processing system

ONLINE ADMISSION PROCESSING SYSTEM
COMPUTER ENGINNERING DEPARTMENT
CHAPTER ONE
1.1 INTRODUCTION
Admission of students into university is an indispensable activity in every educational system. It is as old as education itself. At Caritas University, enrollment of more students into the school over the past few years have steadily increased the demand on the admission office. More applications resulted in heavier paper work and processing challenges. Every admission was routed through various departments for evaluation, and a manual admission process caused difficulty in admission processing and archiving. In order to speed up and simplify the admission process, the development of automated student admission processing system was proposed to enact document redesign and automated management program.
This computer based technology has promising prospect facilities for educational institutions in order to enhance the admission process. The demand for a computer- based student admission processing system in a large number of universities worldwide, is a growing necessity. The proposed online admission processing system would store, route and retrieve prospective and current application documents. The electronically designed system does not only enhance the university’s document management, but also allow admission decision to be made faster and more efficiently.

AIMS AND OBJECTIVES
The aims and objectives of the study is to:
Effectively and efficiently process students admission
Alleviate problems with the application process and record keeping.
Enhance the university document management
Allow admission decisions to be made faster and more efficiently
Gain easy access to students record
Help the management in the effective distribution of information
Reduce queuing up of students during admission
Provide easy retrieval of students data
Alleviate computational error of student result.
1.3 SCOPE OF THE STUDY
The scope of this study is centered on designing and automated and web-based application software for student admission processing. The system is strictly based on students application process, record keeping, displaying of result and processing of documents.

1.4 SIGNIFICANCE OF THE STUDY
Viewing critically the inefficiencies in the manual student admission processing system presently used in Caritas University, the need to develop and implement computer based admission processing system that will handle such inefficiencies cannot be over emphasized.

1.6 DEFINITION OF BASIC CONCEPT
Admission: The process of accepting students for study at a university.
Processing: To deal with somebody or something according to an established procedure
System: Set of computer components i.e in assembly of computer Hardware, Software and peripherals functioning together.
Computerized: Convert to computer – based system to install or start using a computer system to organize, control, or automate something.
Automation: The replacement of human workers by technology; A system in which a workplace or process has been converted to one that replaced or ministries human labour with electronic or mechanical equipment.
Online: Connected via computer attached to or available via a central computer or computer network.
Offline: Disconnected from computer Network; Describes a computer terminal or peripheral device that is disconnected or is functioning separately from associated computer or computer network.
Web: A complex structure, or design www: computer-based network of information resources that combines text and multimedia. The information on the www can be accessing and search through the internet, a global computer network.
Database: Any collection of data organized for storage in a computer memory and designed for easy access by authorized users.
Database Update: This simply means applying and maintaining changes on a database after data must have been added, removed or modified
System Administrator: This is a person responsible for maintaining and operating a computer system.
Password: This is a secret code that a user must type into a computer to enable him access it or its applications. This is made up of numbers; letters, special characters or a contribution of any of the above categories.

CHAPTER TWO
LITERATURE REVIEW
UNIVERSITY ADMISSION University admission is the process through which students enter education"tertiary education universities. Systems vary widely from country to country, and sometimes from institution to institution. In many countries, prospective university students apply for admission during their last year of high school community college
. In some countries, there are independent organizations or government agencies to centralize the administration of standardized admission exams and the processing of applications Nigeria , undergraduate admissions into universities, polytechnics, monotechnics, and colleges of education and agriculture is administered by a centralized federal government agency known as the
Joint Admissions and Matriculation Board
. The body conducts University Matriculation Examination for prospective university students seeking entrance into universities in Nigeria.
2.2 Factors affecting admission Whether to admit an applicant to a course is entirely the decision of each individual university. They will base their decision on a variety of factors, but primarily the grades predicted or already received in school leaver examinations. As more and more applicants are attaining higher and higher grades in the A level examinations, most universities also use secondary admissions criteria. These may include results at GCE,WAEC or NECO examinations (or equivalent), the references provided on the application and the information provided on the personal statement. The personal statement can often be the deciding factor between two similar candidates so a small industry has sprung up offering false personal statements for a fee, and universities can reject applications for this reason. The personal statements generally describe why the applicant wants to study the subject they have applied for, what makes them suitable to study that subject, what makes them suitable to study at degree level generally, any relevant work experience they have gained, their extracurricular activities and any other relevant factors. This is the only way admissions tutors can normally get an impression of what a candidate is really like and assess the applicant's commitment to the subject. In addition to the information provided on the registration form, some universities ask candidates to attend an interview. Caritas University always interview students, unless, they do not believe the applicant has any chance of admission. Other universities may choose to interview, though only in some subjects and on a much smaller scale, having already filtered out the majority of candidates. The interview gives the admissions tutors another chance to assess the candidate's suitability for the course. Universities are increasingly being put under pressure from central Government to admit people from a wider range of social backgrounds. Social background can only be assessed by the type of school attended, as no information about income or background is otherwise required on the registration form. Another important determinant of whether an offer is to be made is the amount of competition for admission to that course. The more competitive the course, the less likely an offer will be made and, therefore, the stronger the application must be. Applicants for medicine are often expected to have undertaken extensive work experience in a relevant field in order to show their commitment to the course. For the most competitive courses, less than 10% of applications may result in admission, whereas at the less competitive universities, practically all applicants may receive an offer of admission. Ultimately, however, no matter how many extra-curricular activities and work experience have been undertaken, if the admissions tutor does not believe, based on the submitted exam results, the candidate is academically capable of completing the course, he or she will not be admitted.

2.3 COMPUTING IN EDUCATION John A.N. (2004) looks at the history of computing in education from two points of view, as a history of the impact of computing on education over the past forty years and as the use of the history of computing as a pedagogical tool in computing education. These two intertwined views look back at computer education and the ways in which organizations have attempted to use computers to enhance teaching and learning from elementary education through university studies in several countries. Topics include: considerations of cybernetics and informatics; government sponsored open source software for school education; learning with the artificial sciences; technology leading to historic changes; ICT in schools; streams in the history of computer education; growth of computing technology for education in some countries; computing and education in the UK; evolution of e-inclusion for the disabled; educational hypermedia computing; keyboard training; studies of educational and improved job qualities organizations and universities. The history of computers in education has been variously characterized as an "accidental revolution" or "unthinking man and his thinking machines." Others have said that the computer revolution has changed the adage that "necessity is the mother of invention" to "in a computer world, invention is the mother of necessity." However characterized, it is clear that innovators in this field have created some of the most provocative and stimulating ideas in the history of education. What follows is a brief chronological history of some of the more interesting ideas and developments.
2.4 STUDENTS RECORD MANAGEMENT Records can be described as a collection of related items of data treated as a unit while data are facts or figures from which conclusions can be referred. Again, records are like one-dimensional arrays in that they are comprised of a series of related data. French C. S (1996). Data can also be described as the logical collection of items or data. The foregoing show that records are an important collection of facts from which inferences can be drawn. Educational institutions are general centers for data generation and by extension records keeping. Nwankwo (1982). University programmes have become extremely complex over the years. It has become a recurrent issue for records to be irretrievable when required specially in Nigerian tertiary institutions. (Fabunmi, 2004). The reasons for this can not be well understood. The complexity of this problem is better appreciated by those who bear the brunt especially university teachers, students, parents and administrators who require students records to facilitate accurate, timely decisions. Information recorded in paper and electronic files help managers, particularly chief executives, to direct, control communicate, plan, formulate policies, and make decisions (Uwaifo, 2004). The availability of records is crucial in attaining organizational goals. Perhaps more important is the proper management of these records. To be of maximum value, records must be organized and properly managed. Records management practice in Nigeria has a number of problems. They include insufficient skilled and experienced records management personnel, low priority of records management in the scheme of things, and insufficient funds (Afolabi, 1991). There is the need for records management in the University; it will help in planning, decision making and implementation. As an organizational resource, records serve many functions in the operation of an establishment such as a university admission unit. Records represent all documentary materials such as correspondence, forms, reports, drawings, maps, photographs, and appear in various physical forms, e.g., paper, cards, microfilm, tape, CD-ROM, etc., which can be preserved for short or long periods.
According to Popoola (2000), what actually keeps the civil service going in any modern system of government is recorded information called "records," which are used for planning, decision making, and controlling. The need for a records management programme in all organizations cannot be overstressed in the digital age.
The purpose and essence of any record system is the right information in the right place in the right order, at the right time for the right person at the lowest cost. For this feat to be achieved, an integrated records management programme is needed (Baje, 1998). Enwere (1992) argues that the unintegrated records management programme in Nigerian public service has led to inefficiency in administration and to the loss or unavailability of vital information needed for decision-making.
As records management developed, it has also incorporated principles integral to information science as "the means of processing information for optimum accessibility and usability, concerned with the origination, collection, organization, storage, retrieval, interpretation, transmissions, transformation and use of information" (Vakkari and Cronin, 1992). Such principles are adopted by records managers in seeking to enhance the access and use of records.
Stressing the use of technology in records management, McDonald (1995) opines that "in developing record keeping solutions, it is necessary to understand the evolution that is taking place in the use of technology." The application of Information and Communication Technology (ICT) to the management of records therefore, will go a long way in making such records accessible and usable. Student records may be defined as "record that contain initial application forms, results of physical examination, interviewers’ notations, test scores, periodical appraisals, , disciplinary actions, contributions and similar items" (Soveign, 1984). Some or all the following information may be also included in a students file: full name, address telephone number, age and sex, nationality, ethnic origin, religion etc. In many organizations these records are poorly organized and under-utilized despite the vital or important information contained there. Emerson (1984) argued that personnel records pose a particular problem because of their "bulk, longevity, and sensitivity."
Professional literature on archives and records management pays little or no attention at all to the subject of managing personnel records even though these files are substantial. In comparison to financial records, which have clear retention periods , personnel records do not seem to have well developed retention period.
2.5 Record Maintenance and Use
One important aspect of records management is the need for the created records to be adequately maintained for use (Uwaifo, 2004). There is the need for proper storage medium, filing procedures, so as to facilitate quick and easy access to the record when required. Storage facilities for records include wooden shelves/rack, steel cabinets, drawers, catalogue cabinets, files, cardboard boxes etc. The emphasis in filing systems today is on fast and accurate retrieval of stored information. Most business organizations in developed economies and they have invested seriously in appropriate file indexes. The use of a good index guarantees fast and accurate retrieval of information.
The only maintenance procedure the library practices is fumigation. There is no fire extinguisher in the records office. The records under study are open to the public with restrictions. Access is restricted to records for current or graduated students. Major components of record maintenance include;
Filing
Retention/Disposal
Protection etc.
The filing system is alpha-numeric filing. The filing aid used is register and index. Two clerical staff receive the record/file and another files it. Retention and Disposal Control. There are separate shelves for semi-active and inactive records. However, the records are managed manually. Inactive records are closed and placed on the inactive shelves. The same is done to files of students who have transferred to other departments. The semi-active and vital records are kept in file cabinets. It was observed that only one of the cabinets is labeled 'P’ for personnel file in all four cabinets available for personnel records. This makes for difficulty in the retrieval of personnel records since other documents are also kept by the staff administering the records. Due to lack of maintenance and long use, some of these cabinets are rusting and very dusty, with bad locks. All these endanger the life of records. Some files are lying on top of the cabinets due to lack of space. A closer look at these files reveals that they are no longer active. Since there is no inventory, no record appraisal, no retention/disposition schedule, there is confusion about what records to dispose of. As a result, there is time wasted in record retrieval, mix-up and chaos in the entire system of files and records.
Many organizations have disintegrated or folded up due to careless disposal of their records. However, some business establishments retain virtually all their records, with the result of an information explosion, overcrowding, wasted space and equipment, and difficulty in retrieval of vital records. Omenyi (1997) observes that most institutions fail in the keeping and management of records.
Records are now being managed electronically. Electronic records management is an aspect of the computer revolution which tends to be under-appreciated by the general public, and even by many librarians and information scientists (Oketunji, 2002). Many corporate and government records that were once kept on paper now exist only in electronic form. The replacement of paper records by electronic records leads to ease of access by those with the pertinent software and hardware tools. Database systems can be used to handling records. He recommends a sophisticated database system; the rapid processing power of the computer is needed for automatic storage and retrieval. It should be noted that for records to be adequately cared for, separate building and storage facilities have to be provided. There should be a secure room or a vault for vital records. Creating records without proper plans for their maintenance leaves the records in shambles, which causes chaos in an organization (Iwhiwhu, 2005).
Storage Facilities and Security of Records The record room/office where the students’ records are kept is damp due to the location of the office (in the basement of the building). This can lead to mould, which endangers the life of the materials. The lighting in the office is natural light. There is an erratic power supply. Though there is a standby generator, it is not often used due to the high cost of diesel fuel. There is air-conditioning in the office but due to the fluctuation of electricity, the temperature and humidity of the storage area is not constant. The university does not have automatic security/protection systems. Only restrictive methods are used to safeguard records from theft and mutilation.

CHAPTER THREE
METHODOLOGY AND SYSTEM ANALYSIS
RESEARCH METHODOLOGY
Research Methodology involves the specification of procedure for collecting and analyzing data necessary to define or solve the problem for which the research is embarked upon. The scope of the research covers the university, in particular the admission unit.
1. Primary Source: This involves oral interviews conducted with personnel in the admission unit of caritas University reviewing and sharing their experience about the difficulties they undergo in using the manual admission system.
2. Secondary Source: This includes the use of textbooks, Dictionary, Journals, newspaper and internet downloads to collect data in order to understand the student admission system.
3. Observational Method: This involved my personal visit to the admission office of caritas university during students intake. I observed the untidiness of the offices, long queue of new student and the difficulties the staff faced in processing admission document. I also noticed the untidiness of the offices due to pilation of admission files.

ANALYSIS OF EXISTING SYSTEM
The existing system is a system that is been carried out in terms of manual operation, a system in which all the methods of ordering data/information and items is of a manual approach critical analysis of this system reveals that it is a system prone to errors. Careful analysis also shows that because of the complexities of the manual system, information stored is difficult to retrieve.

All these years, admission procedures have been carried out through manual systems in a way that required students to be at registration counters in order to complete the necessary formalities. Students probably spend untold hours shifting through bordures, printed catalogs and schedule books selecting their departments and preparing their schedule and to know the admission requirement for the department of their choice.
In the original admission process, a new student application was logged and placed into a file folder along with letters of recommendation, a processing fee, essays or special documents that would arrive separately. Once processors confirmed that the file was complete. It would take some days for the file to leave the admission office and be disseminated to the appropriate university departments. The process of making photocopies, rechecking paper files and periodic staff shortages caused delays. After the admission process was complete and a decision was rendered a cumbersome and space-intensive archivals and storage process began. After the admission processing and recording, admission and acceptance letters are distributed to the qualified students to commence their registration.

OBJECTIVES OF THE MAMUAL ADMISSION SYSTEM
The objectives of the manual admission system are to;
- Ensure collection of data/information from student to be admitted.
- Process the collected data
- keep a comprehensive record of all students enrolled into the university.
- Ensure that a tree assessment of the candidate is carried out.
- Ensure that only the eligible and qualified are admitted into the university.

PROBLEMS OF THE EXISTING SYSTEM
The manual admission system which is currently used in caritas university is faced with a number of problems that hinder it from achieving its objectives.
Some of them are enumerated below:
- Delay in admission processing because the manual admission system involves individual going through the whole admission document.
- The system is prone to error
- Problems with the application process and records keeping.
- Ineffective and inefficient data management long queue of students during admission.
- Untidiness of the admission of office due to pilation of files.
- Loss of submitted forms and missing scripts of students results.
- Computational error of students results.

THE ONLINE ADMSSION PROCESSING SYSTEM.
Computerized as defined in chapter one means to convert to computer-based system to organize control, or automate something. Also to put detail of something on computer. To solve information in a computer system or process it by computer.
Concerned with the problems encountered in the previous manual student admission processing system, the new computer –based student admission processing system takes into consideration. This is to suggest processing improvements and technologies that would alleviate problems with the application process and record keeping. The proposed new system will improve the speed, quality and accuracy of service to applicants, admitted students, staff and faculty.
Many roles for humans in the manual admission system could be automated or computerized.
For instance, we can;
- Handle application process
- Store student records in the database
- Allow students to fill the registration form online
- Process the submitted forms
- Compute names of students that meet up with admission requirement.
- Enable students to check their result online.
- Display information about the university online
- Advertise the university online
- Also update the database regularly.

OBJECTIVES OF THE ONLINE ADMISSION PROCESSING SYSTEM
Design and implementation of the automated admission processing system is aimed at achieving some set of objective.
- A user friendly interface
- Strong and reliable database for stormy and retrieving admission information.
- Easy processing of admission information after filling and submission of forms
- Instant processing and computation of the result after each examination.
- Strong security by the use of password and user name to control access to certain privileges
- Keep admission records
- Easy decision making
CHAPTER FOUR
DESIGN, IMPEMENTATION AND TESTING
Design of the major factor taken into consideration in the design of the new system is the issue of strong and reliable database for effective form collection and processing.
4.3 PROGRAM FLOWCHART
A flowchart is diagrammatic representation of a process. Instructions given to computers are usually broken down into sequence of step and executed one at a time. Flowcharts are very important aid in computer programming logic. It mostly helps the programmer learn how to design program logic by using pictorial representations.

4.4 IMPLEMENTATION
The online admission processing system was implement using phymyadmin macromedia dream weaver, Mysql database and apache server.
System implementation follows the approval of the system proposals and its objective thus it is to arrive at a satisfactory, implemental, completed evaluated and function of the automated system.
The system implementation embodies the preparation of resources including equipments and personnel with the testing of the system.

CHOICE OF PROGRAMMING LANGUAGE
The requirements of the automated or computer based admission processing system demands that a capable programming language be used for its implementation. Hence phymyadmic was chosen.
PHP: Hypertext preprocessor is a widely used, general-purpose scripting language that was originally designed for web development to product dynamic web pages. For this purpose, PHP code is embedded into the HTML source document and interpreted by a web server with a PHP processor module, which generates the web page document. As a general-purpose programming language, PHP code is processed by an interpreter application in command line mode performing desired operating system operations and producing program output or its standard output channel. It may also functions as a graphical application. PHP is available as a processor for most modern web servers and as standalone interpreter on most operating systems and computing platforms.
It is important what PHP gives and why I found it appropriate to choose it in implementing this project. Its powerful debugging facility that provides useful hints and suggestions for error handling.
DATABASE FILE DESIGN
The automated admission system uses My SQL, Myphpadmin and apache server for its database. The database contains tables that hold its important data and their specifications. Some of the tables are shown below: