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ABSTRACT
The advent of computer and its application to virtually every field of human endeavor has rendered all other forms of manual system including admission system redundant.The volume of data and information including processing speed required in the admission process necessitate the wide application of computers to such areas as admission system.It is however, discovered that the whole admission process of Rivers State Polytechnic, is done manually thereby making whole process cumbersome, labour intensive, time consuming and the involvement of much data processing. The effect of technology advancement which led to the development of computer and its application in admission system equally popularize the design and implementation of online admission (OAS).
The project is expected to present online system capable of effecting process of Rivers State Polytechnic. The task will involve the design of a web site that will take care of the admission processes of the institution.
The software is coded in visual basic as front end and incoropates Microsoft Access to manage the data base. That is the program involves the creation of data base using Microsoft-Access and further use visual basic for writing the program code which manipulate the database operation created in the Microsoft-Access
TABLE OF CENTENTS
ACKNOWLEDGEMENT i
DEDICATION ii
CERTIFICATION iii
ABSTRACT iv
TABLE OF CENTENTS v
CHAPTER ONEONLINE ADMISSION SYSTEM 1
1.0 INTRODUCTION 1
1.1 SYSTEM ANALYSIS 2
1.2 PROJECT IDENTIFICATION OF NEED 3
1.3 PRELIMINARY INVESTIGATION 4
1.4 DISADVANTAGE OF PRESENT SYSTEM 5
1.5 PROPOSED SYSTEM 6
1.6 ADVANTAGES OF PROPOSED SYSTEM 7
1.7 STATEMENT OF THE PROBLEM 8
1.8 OBJECTIVE OF THE STUDY 8
1.9 SCOPE OF THE STUDY 9
1.10 DEFINITION OF TERMS 9
CHAPTER TWO 12
2.0 LITERATURE REVIEW 12
2.1 A BRIEF HISTORY OF THE POLYTECHNIC 13
2.2 THE PRESENT ADMISSION SYSTEM 14
2.2.1 THE ADMINISTRATIVE SECTION 14
2.2.2 GRADING OF CANDIDATES 15
2.2.3. ENTRY REQUIREMENT FOR PRE-ND CANDIDATES 16
2.2.4. ENTRY REQUIREMENT FOR ND CANDITATE 16
2.2.5 ENTRY REQUIREMENT FOR HND CANDIDATES 18
2.2.6 COMPILATION OF ADMISSION LIST 19
2.3 PROBLEMS ASSOCIATED WITH THE PRESENT ADMISSION SYSTEM 21
2.4 1MPORTANE OF COMPUTER TO ADMISSION SYSTEM IN RIVERS STATE POLYTECHNIC BORI 24
2.5 DATABASE 27
2.5.1 HIERARCHICAL DATABASE SYSTEM 28
2.5.2 RELATIONAL DATABASE SYSTEM 29
2.5.3 NETWORK DATABASE SYSTEM 29
2.6 USE OF DATABASE MANAGEMENT SYSTEM 30
2.6.1 CONCEPT AND STEPS IN DESIGNING A DATABASE 30
CHAPTER THREE 32
ALGORITHM AND LOGIC DESIGN 32
3.0 INTRODUCTION 32
CHAPTER FOURCODING AND IMPLEMENTATION 43
4.1 HOW TO RUN THE PROGRAM 43
4.2 REASON FOR CHOICE OF PROGRAM 44
4.3 LIMITATION 44
4.4 SOURCE CODE…………………………………………………………………………………………. 46
CHAPTER FIVESUMMARY CONCLUSION AND RECOMMENDATION 59
5.1 SUMMARY 59
5.2 CONCLUSION 59
5.3 RECOMMENDATION 60
REFERENCES 61
CHAPTER ONE
ONLINE ADMISSION SYSTEM
1.0 INTRODUCTION
The online admission system is a web based application, develop on Active Server Page and Microsoft SQL server. The online admission system allow institutes to receive application through the web and candidates need not collect physical forms, candidate are required to visit the admission website of the institute. All eligibility criteria, number of seats selection criteria etc. are mentioned in the website candidates are required to fill the online admission form and submit online. On successful submission of the application, the candidate receives a unique form number against which he /she is required to make the payment of the application form. For institutes willing to receive the application fee online we can also integrate the payment gateway. Merit list of eligible candidates are generated through the application and published on the admission website.
The online admission system can also be programmed electronically to notify candidates about the outcome of the admission process. Since the candidates information is entered by the candidate and that for once, this result in reduced turnaround time for the entire admission process. This saves a lot of time and effort on the part o f the institutes as well as for t he candidates. More over the merit list of admitted student is generated automatically by the application, ruling out any chance of foul play. In this case only the deserving candidates get admitted into the institute.
The Online Admission System is also aimed at developing an online admission application for a polytechnic. This system is an online system that can be accessed throughout the organization and outside as well with proper login provided. Our system has two type of accessing modes administrator and user. Student management system is managed by an administrator. It is the job of the administrator to admit and monitor the whole process. When a user log into the system. He would only view details of the student. He cannot perform any changes .The system has two modules. They are User Administrator Students logging in is to apply for the course by filling an application form provided online.
1.1 SYSTEM ANALYSIS
System Analysis aims at establishing requests for the system to be acquired, developed and installed. It involves studying and analyzing the ways of an organization currently processing the data to produce information. Analyzing the problem thoroughly forms the vital part of the system study. In system analysis, prevailing situation of problem carefully examined by breaking them into sub problems. Problematic areas are identified and information is collected. Data gathering is essential to any analysis of requests. It is necessary that this analysis familiarizes the designer with objectives, activities and the function of the organization in which the system is to be implemented.
1.2 PROJECT IDENTIFICATION OF NEED
As the number of students is increasing, manual maintenance of student admission is very difficult. Hence, the need for frontline admission is inevitable.
In case of manual system they need a lot of time, manpower etc. Here almost all work is computerized. So the accuracy is maintained. Maintaining backup is very easy. It can be done within a few minutes.
1.3 PRELIMINARY INVESTIGATION
STUDY OF EXISTING SYSTEM
Today in most schools student details are entered and stored manually. The task of storing and retrieving a student details in separate records can be tedious. There is a need for change to avoid errors.
1. When the student comes into the polytechnic
2. First of all, he/she takes admission form from reception.
3. Fills it and submits it into admission office.
4. Filled form is first checked with documents like merit list and details that came from polytechnic and verified by an official person, if there is any mistake then it is corrected.
5. At the time of submission of it the fees is deposited by the candidate.
6. At the time of submission of admission form, admission number is assigned to the candidate by the institute.
7. Candidate gets the receipt of fees deposition.
1.4 DISADVANTAGE OF PRESENT SYSTEM
1. PRINT FORMS: Institute incur expenditure on printing of admission forms and in absence of any reliable forecasting system on how much application it is going to receive, it may over spend by printing excessive application form or may fall in crisis if there is excess demand of the application forms.
2. HANDLE QUERIES AND DISTRIBUTE FORMS: There is a wastage of institute resources and some information have to be imparted on the candidates/guardians individually, candidate/guardians have to queue up numerous time to collect form, to submit form, to view merit list etc.
3. COLLECT FORMS: Chances of form misplacement are very high because of huge number of applications wastage of institute’s resource due to involvement of people/teachers in form collection.
4. SHORT LISTED CANDIDATES: It is difficult to stop in-eligible candidates from applying. It is tedious and time consuming process to list out data of each candidates manually check them against document submitted, resulting in delay and wastage of valuable resources. Multiple merit list often lead to duplication of work for the institute, even candidate/guardian have to again and again to check the latest merit list.
5. Require much manpower i.e. much efforts, much cost and hard to operate and maintain.
6. Since, all the work is done in papers so it is very hard to locate a particular student record when it is required.
1.5 PROPOSED SYSTEM
The main goal of the system is to automate the process carried out in the organization with improved performance and realize the vision of paperless admission. Some of the goals of the system are listed below:
Manage large number of student details.
Manage all details of student who registered for the course
Create student accounts and maintain the data’s effectively.
View all the details of the students.
Reduce the work load in interview the students for selection
Activities like updating, modification, deletion of records should be easier.
1.6 ADVANTAGES OF PROPOSED SYSTEM
The aim of the proposed system is to address the limitations of the current system. The requirements for the system have been gathered from the defects recorded in the past and also based on the feedback from users of previous metrics tools. Following are the objectives of the proposed system:
Reach to geographically scattered students.
One of the important objectives of the admission system is communicate with all the prospective students scattered geographically.
Reducing time in activities.
Reduce the time taken process the applications of students, admitting a student, conducting the online examination, verify student marks, and send call letters to selected students
1.7 STATEMENT OF THE PROBLEM
Admission process in any tertiary institution is usually a tedious task especially if it has to do with thousands of application forms. For an efficient means of processing admission, a computer-based system have to be design apart from accuracy, reliability it should also be able to reduce to a bearable minimum abuse or irregularities of admission.
1.8 OBJECTIVE OF THE STUDY
This work will try to identify the draw backs associated with working without computers in the admission office of the Rivers State Polytechnic Bori.
Hence the following approaches are aim at achieving the under listed objectives.
To analyze the best possible alternative in which computer can be utilized in the preparation of admission master list.
To develop a computer program that can be used in the admission process in Rivers State Polytechnic Bori.
To drastically reduce the time, labour, cost incurred during manual processing of admission list before it is finally published.
Finally, to attempt eliminating completely the manual method of short listing of candidates into the polytechnic.
1.9 SCOPE OF THE STUDY
This work is mainly concerned with the introduction of the use of computer in the admission process of the Rivers State Polytechnic Bori, it will be restricted to the admission process of the Polytechnic.
1.10 DEFINITION OF TERMS
1. ADMISSION PROCFESS: These processes are defined as entering a school through a series of action taking or perform in order to achieve a goal.
2. ALGORITHM: A straight forward sequence of steps or instructions used to solve a problem.
3. CODING: Coding is the writing of programs in a language that is comprehensive to a computer.
4. COMPILATION: The act of compiling document together for easy processing.
5. ONLINE ADMISSION PROCESS: This is the process of receiving application form through the web and candidates need not collect physical forms from the institutes. Candidates are required to visit the admission website of the institute and fill in the online admission form and submit it online.
6. DATA: This can be defined as a fact or figure which is store in a computer system.
7. DATABASE: This is the collection of stored operational data used by the application program of some organizations or instruction.
8. DATA PROCESSING: This refers to the operation, which are performed on the data.
9. FIELDS: A group of consecutive columns or position reserve for a special kind of data.
10. FILE: A mayor grouping of data containing information of a specific nature.
11. FLOWCHART: A diagram or sequence of steps which represent a solution of a problem. Arrows are used to show the sequence of events.
12. PROGRAM: A list of instruction which are used by the computer to solve a problem.
13. PROGRAMME: A series of items in a concert on a course of study.
14. PROGRAM DOCUMENTATION: Detailed instructions for the use and interpretation of a program.
15. RECORD: A unit of grouped data within a file that contains information of a specific nature.
16. SOFTWARE: The programs that control and co-ordinate the activities of the computer hardware and that direct the processing of the data.
17. SYSTEM: This can be defined as a set of entities that are brought together in order to achieve common purpose.
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