COMPUTERIZED MANAGEMENT INFORMATION SYSTEM IN BURSARY DEPARTMENT
fees payment and clearance for examination protocol in Caritas University is
one exercise the students detest a lot. The reason for this is not far-fetched;
the manual processing method in use. This manual process is time consuming and
prone to errors. The delay is even more pronounced during the clearance period
when all the students submit their receipts to the clearance officer for
verification before examination. As expected in manual processes, this has led
to endless queues during the clearance period.
The queuing is as a result of the clearance officer personally going
through the receipts of the students and in the process some have misplaced
their receipt. This project work focuses on developing software that can handle
this task efficiently. The clearance officer can now verify the students for
examination without the need for them queuing because the process is now
computerized which will be fast, reliable and efficient.
Paying of fee in school especially in tertiary
institutions is an indispensable responsibility on students, parents,
guardians, government or organizations offering scholarship grants. The fee
charged is used in providing a conducive learning environment for the students.
It enables the management in paying staff salaries, providing equipment and maintaining
infrastructures in the school. At Caritas University Bursary department, the
need for an efficient and automated student’s fee management system cannot be
overemphasised. This is because it is a private University whose major source
of funding is by fee payment from the students. As in every other legal
transaction, receipts are then issued to the students which they must present
before; taking exams, getting accommodation in the campus, submission of course
forms, lab test and treatment, getting ID cards etc. Over the past few years,
enrolment of students into the university has steadily increased with its
attendant demand more on the clearance officer who personally and manually goes
through all the students’ receipts and certifies than by issuing clearance
cards before examinations. This manual processing system has caused loss of
receipts and delay during the clearance period. In order to speed up this
process and simplify this manual fee processing system, the development of an
electronic database system is thus being proposed in this project work.
This computer based management system has promising
prospect for educational institutions in order to enhance the fee management
system. The demand for a computer based fee management processing system in a
large number of universities worldwide, is a growing necessity. The proposed
system would store, route, display and issue receipt and cards electronically. This
system not only enhances the university’s document management, It also allows
decisions to be made faster and more efficiently.
BACKGROUND OF THE STUDY
is a private university approved by the federal government of Nigeria on
December 16 2004. It is situated in Enugu and was officially opened on January
21, 2005 by the then Minister of education Prof. Fabian Osuji. The 250 pioneer
students matriculated on May 28, 2005 in a beautiful ceremony that attracted
dignitaries both from church and State. It is the second catholic University in
Nigeria founded by Rev Fr Prof Emmanuel Paul Mathew Edeh C.C.Sp OFR. The proprietor
of the University is the sisters of Jesus the Saviour, a religious congregation
founded by him.
vision of Caritas University is to rescue the wandering and teeming youths from
further slide into academic and moral decay and transformation of the society
through sound and unadulterated education. Its mission is to discover, sanctify
and apply the knowledge of science, environmental and engineering for human
well-being and sound development of man for better society.
University’s goal is to give efficacy to the University motto and to its
philosophy of education. The university embrace not only sound education for
professional skills and competency in various fields, but also, maintains
strict discipline. It trains the mind, body, soul and spirit in the exercise of
obedience and self control. The students must not only be intellectually
prepared, they must also be morally equipped to face the world itself with all
its tensions, conflicts, challenges and upheavals. This is achieved with the
help of God Almighty who is always with us.
philosophy is to promote sound education for professional skills and
competences in various fields with strict discipline. The University operates
faculty system. The following faculties is run in the school; Engineering, Environmental
Sciences, Management and Social Sciences and Natural Sciences.
THE OBJECTIVES OF THE STUDY
objectives of the study are:
Eliminate heavy paper
processing during exams
Provide a more
efficient and simpler means of handling and updating students fee and other records
To provide a quick,
accurate and timely query response system
To provide solutions to
the problems of inaccuracy, alteration, delay, loss of receipts and
irregularities in the manual system of clearance
preparation of school fees receipts
Enable parents or
guardians know if their children are truly paying fees
Reduce queuing up of students during exam clearance
Help management in
Generate receipt and clearance card
immediately after payment
To reduce stress and
gain easy access to students record
1.4 THE SCOPE OF THE STUDY
The scope of this study is
basically on designing software or database that holds students school fees
Status, Student’s Ledger book, generate receipt, generate clearance card and
other records. The record or data in the database can thus be use in decision
making especially during examination clearance.
THE SIGNIFICANCE OF THE STUDY
This study is aimed at
replacing the inefficient and time-wasting manual fees management system in Caritas
University and clearance during examinations. Lectures are sometimes missed by
the students who normally go for this clearance without which they will not sit
for their exams. Thus this study is significant to eliminate these
1.6 THE LIMITATIONS OF THE STUDY
The major constraints on this project
work is time and finance.
1.7 DEFINITION OF TERMS/VARIABLES
a charge made by an institution e.g. for membership, entrance, or the
administration of an examination.
this is a written statement that money or good has been received.
permission to do something or for something to take place.
a system in which a workplace or process has been converted to one that
replaces or minimises human labour with mechanical or electronic equipment.
Convert based system to install or start using a computer system to organise,
control, automates something
Any collection of data organised for storage in a computer memory and designed
for easy access by authorised for easy access by authorised users.
this is a secret code that a user
must type into a computer to enable him access its contents.
This is the use of hands to operate or control something.