ABSTRACT
Online student and staff information system
(OSSIS) is a software application that institutions use to manage data
regarding their students and staff. The manual method of storing information
has been a major challenge facing many institutions today.Manyliterature were
reviewed during the course of this project. The problem encountered using
manual method of storing students and staff information are lost of file by
fire outbreak, file misplacement which leads to lost of information regarding
students and staff of the institution. This project work is aimed at designing an
online students and staff information system for students affairs division
Federal Polytechnic Nasarawa to allow both students and staff record to be kept
properly and to register, update, generate pin, create account and search
record of students and staff there by eliminate the problems that were
associated with the manual method of keeping students and staff information.
This system is designed using the top down approach methodology and the system
is interactive and user friendly therefore, any changes in future can be easily
made. PHP programming language was used for designing this software due to its
robustness and the data will be managed using MY SQL database. Mozilla Firefox
browser was use for testing the result of the designed system and the result of
the testing carried out on the developed system attest to the fact that indeed,
online students and staff information system can be use to keep accurate
information of students and staff of the institution. This system designed will
provide a comprehensive online students and staff information system needed for
use by the institution.
CHAPTER
ONE
INTRODUCTION
1.0 Introduction
Online can be refers to condition
of being connected to a network of computers or other devices. Because of the capabilities of speed and
accuracy which the computer possesses, it has become an indispensable tool used
in various data processing operations in producing information. Most
institutions and organization today are becoming fully computerized i.e,
equipped with computer for doing various complex tasks which are cumbersome to
be executed manually. Task such as storing student and staff information
entails some difficulty especially when the manual system is employed.
Student and staff information
system is a software application for Education establishment to manage student
and staff data. Institutions use students and staff information to keep record
of the total number of students and staff in the institution and to keep record
of number of students who graduated from the institution and their year of
graduation.
On-line student and staff
information system is a computerized or web based system designed for student
affairs division Federal polytechnic Nasarawa. This system is capable of
storing student and staff information, create staff account, register students,
generate pins for school fees, view list of registered staff , search students
by their department, level, sex etc and both
students and staff records can be updated at will. This system designed
will enable both students and staff to view information concerning them
irrespective of their location.
There are two user categories in
this system
a. Students
and b. staff.
1.1
Background of the Study
Information system in an academic
institution provide a comparative information on the way in which institutions
of higher learning go about to establish a complete database of individual
students and staff to help educators accomplish their mission. The automation
of student and staff information when fully implemented will replace and
effectively enable the work to be easy. However, because of the capabilities of
speed and accuracy which a computer possesses, it has also become
indispensible. Hence the need for online students and staff information system.
1.2 Statement of the Study
As student’s population of Federal
Polytechnic Nasarawa increases, the work of the student’s affairs division
becomes tedious, difficult and in most cases impossible for management to
obtain required information about students. The new proposal on-line student
and staff information system was found necessary of their encounter in the
manual system as stated below.
1. Delay
or slow rate of processing record for hostel allocation
2. Delay
or slow rate of processing record for list of NYSC students.
3. There
may be misplacing of record file by the student affairs department.
4.
Delay in getting
adequate information of students.
1.3 Aim
and objectives
The
aim of this project is to design and implement an on-line student and staff
information system, to enable easy access, storage, update and retrieval of
students and staff record of students affairs division Federal Polytechnic
Nasarawa for effective and accurate decision making.
Objectives:
1. To
create a useful and flexible program for student affairs division.
2. To
replace the existing manual method of keeping student and staff information which is a tedious
task.
3. To
reduce/save cost and time in keeping student and staff information.
4. To
enhance accuracy and efficiency on keeping students information.
5. To
increase the speed of access and update of keeping student information there by
facilitating decision making.
6. To
have a roburst database that will store students and staff information and
other relevant information needed.
7. The
software will allow both students and staff information to be kept into the
database.
8. The
software will be able to generate pin to restrict non authorized user from
having access to the program
1.4
Significance of the Study
An on-line student and staff information
system is of great importance considering the increase in the number of staff
employed and students admitted.
1.
It will save cost of getting information of
students.
2.
It will increase the
speed of access and update of student and staff information.
3.
It will facilitate
decision making by the division or academic.
4.
Easy in checking
students with irregular admission.
5.
Minimize wastage of
resources in bearing student information.
1.5 Scope
and Limitations of the Study
The scope of this project is to
design software that will involve database which will capture and process
student and staff information of student
affairs division Federal Polytechnic Nasarawa.
Limitation
Some difficulties and limitation
where encountered during this project process
1. Lack
of full cooperation from staffs of some certain information.
2. Some
of the required information cannot be obtained
due to improper method of record
keeping.
3. High
proximity to research area from home.
1.6 Research Methodology
Three methods were employed in this
study for the purpose of the research, the methods includes :
1. Internal
search ( personal interview)
2. Observation
3. Investigation
i. Personal interview
The personal interview played a
leading role in this paper work. In fact, it provided a lot of information;
questions and answers would not have been available if only the reference to
textual materials method was used without supporting it with some interview.
Specific questions, which require adequate answers were prepaid and asked at
student affairs division.
ii. Observation
Method:
I collected data based on observation and findings,
at the end I was able to know how the student affairs division keep
information of students and staff.
iii. Investigation:
I went to investigate about students and staff
information and how importance their
information will be to students affairs division.
1.7 Definition of Terms
1.
Data: Data
is the raw materials of organizational life; it consists of disconnected
numbers, words, symbol and syllables.
2.
Record:
These are collection of information about a person or thing e.g. names, sex,
address etc
3.
Information:
information is data that have been processed into a form that is meaningful to
the user.
4.
System: system consisting of people, technology and
procedure that work together to achieve a set of goals.
5.
Database: A generalized, integrated collection of
data structured to model the natural relationship in data.
6.
Computer: is an
electronic device that specifically accept input, store, organize, find
information, do calculation and control other machines.
7.
System: This is an
organized set of ideal or a coherent set of inter-independent component which
exist for some purpose views as a whole.
8.
Server: A computer that
makes program and data files available to other computer on a network.
9.
WAMP SERVER: A web
developed plate form on window allowing you to create dynamic web application
with PHP, and MYSQL
10.
Software: Collection of
computer program and related data that provides the instruction for telling a
computer what to do and how to do it.
11.
PROGRAM: is a set by
set instruction giving to the computer to carry out the specific tasks which
generate the desired information for the user.
12.
PHP: The PHP hypertext pre-processor
is a programming language that allows web developer to create dynamic content
that internet with database.
CHAPTER
TWO
LITERATURE
REVIEW
2.0
General
Overview
Student
and staff information is an important procedure in every higher institution of
learning. The level of significance cannot be over emphasized and this accounts
for its existence in all tertiary institution as a mandatory procedure to keep
information of students and staff at all levels. This is because, there is needed
to know every staff and students in the school database. Without this record,
it will be difficult to effectively store students’ staff record.
2.1 Review of Related Literature
Many
textbook, literature and journal have attempted to define the concept of
information and its components. MAJI E. (1995): said “I had implemented the use
of password before an access can be made to run the program successfully, those
access will only be made known to the user of my new system, he added that an
unauthorized user will be thrown out of the program after the third attempt to
enter wrong password. Furthermore, in attempt to describe the storage of data
performed by the computer system a writer stressed that a warehouse stock file
which contain record of many times, the computer system can be used to maintain
this file so that for items, the quantity in stock shown on the records is the
same as the actual quantity updated every time goods enter or leave the
warehouse.
POPOOLA.(2000):What
actually keeps the civil 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 record management
programmed in all organization cannot be overstressed in digital age.
The
purpose and essence of any record system in the right place in the right order,
at the right time for the right person at the lowest cost. For this feat to
achieve an integrated record management program is needed.
RETREMMA
H. (2001): Observed that it is perhaps
appreciated to state at this junction, the contemporary changes in information
stir and retrieval. We are today in a computer age. Computer as we know, are
electronic processing equipment that can handle job faster more efficient and
without mistake than human. Computer can handle very large valve of job, which
could ordinarily overwhelmed human being or take much longer time to complete
the job and can also process valve of data into information that could be use
for decision making. Using computer, it will be easy to get information not
only on professional career prospect but also access information on numerous
level of social economic development science agriculture, and income, housing and
medical provision.
Dr
Lawrence C. Pejukwu: in the daily time of Friday December, 1995 reveals in his
research work titled “Bridging the gap on Nigeria “ database envisaged that “ o:n
major handicap research often suffer in Nigeria
is the lack of access to handling a scientific database as easy
reference point of information gathering the people of Nigeria, its valve of
human activity such as vital events, the general characteristics by
classification, specific social and economic in dice among other useful
information that be sort about the country or its people. He went further to
state that Nigeria can be supper power in all area of field if the abundant
resources are well licensed by the effective method of documentation.
STAIR
S. (1980): say that information system can present information by producing
charts and formatted document. The study of information system is not about the
use of information relevant to the user.
KROENKE
T. (1982): Stipulated that an information system is an open purposive system
that produce information using input/output. He further that information system
serve as data storage and retrieval device, in this mode the production of
information. Finally, it serves as a communication device to obtain data
information from other system.
CORONEL
R.P (1997) describes performance to be the ability to retrieved information
within a reasonable time and at reasonable cost.
LAPLANTE
L. (1996) explain that basically, any database security strategy must be
designed to protect data from illegal access and ensure that data can be
reconstructed or recovered in case of
damage or loss.
2.2 Historical
Background of the Institution
In the early
1990’s the student affairs division coexisted as the student affairs unit of
federal polytechnic Nasarawa, but later changed to student affairs division in
the year 2001. The division is headed by a dean an academic staff, and students
affairs officer. The division is in charge of allocating hostels to the
students of the polytechnic and organizing of sports competition done by the
sports unit of the division. Guidance and counseling of students that needs
advice which is done by the guidance and counseling unit of the student affairs
division. The student’s affairs divisions also perform function of short listing
names of graduated students that are due for NYSC.
For the complete information on this research work contact us @ enemsly@gmail.com indicating your interest.
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